Tender Title: Annual Subscription of Zoom License, Webinar, and CRC for Online Meetings/Conferences at InStem

Reference Number: GEM/2025/B/6124465

Issuing Authority:
Department of Biotechnology (DBT), Ministry of Science and Technology

Scope of Work and Objectives:
The purpose of this tender is to procure an annual subscription for Zoom licenses, including features for webinars and a conference room connector (CRC) that facilitate online meetings and conferences at InStem. The successful vendor will provide a comprehensive package that supports the organization's communication and collaboration efforts through technology. The core objectives include enhancing remote connectivity, organizing webinars efficiently, and ensuring seamless integration with existing infrastructure.

Eligibility Criteria:
Bidders must be registered entities with a proven track record in providing similar IT products and services. Eligible firms should possess relevant certifications and comply with all local statutory regulations in the telecommunications and IT sectors.

Technical Requirements:
Bidders are required to provide a detailed technical proposal that outlines the features and functionalities of the Zoom licenses offered. Key features must include high-quality video conferencing capabilities, webinar functionalities capable of hosting large audiences, and integration options with existing IT infrastructure at InStem. Furthermore, compliance with relevant quality standards related to IT service provision is a must.

Financial Requirements:
Bidders must demonstrate financial soundness through required financial documentation, including annual turnover, profit and loss statements for the last three years, and any relevant tax compliance certificates. The pricing structure should be competitive and transparent, with clear details on licensing fees and any additional service costs.

Document Submission Details:
Proposals must be submitted electronically through the designated procurement portal by the specified deadline. Detailed instructions for submission format and required documents will be provided in the tender specifications. Each proposal should include a cover letter, complete technical and financial documentation, and any certifications as required by the eligibility criteria.

Special Provisions:
Micro, Small, and Medium Enterprises (MSEs) and Startups will be given priority. These entities need to provide valid proof of classification under the MSME Act and appropriate registration certificates.

Evaluation Process:
Proposals will be evaluated based on their alignment with the technical requirements, financial competitiveness, and compliance with the eligibility criteria. A two-stage evaluation process will be employed, with technical and financial proposals assessed separately. The most suitable bidder will be invited for further discussions regarding the final selection.

Delivery Locations:
The services will be delivered to the InStem headquarters, and potential bidders should outline their capacity for local support and training during the implementation phase.

Contact Information:
For any inquiries related to this tender, participants may reach out via the official communication channels provided in the tender announcement.

By participating in this tender, bidders contribute to advancing digital communication technologies in scientific research and collaboration, fostering enhanced outreach and connectivity for InStem.