Tender Title: Supply and Installation of Audio Video Conferencing Solution
Tender Reference Number: GEM/2025/B/6141811
Issuing Authority/Department: Department of Defence Research & Development, Ministry of Defence
Scope of Work and Objectives:
This tender seeks bidders for the supply and installation of a comprehensive Audio Video Conferencing solution. The project includes providing a high-quality conferencing system integrated with advanced components designed to enhance communication capabilities within specified facilities. The scope of work involves not only the supply of all necessary hardware and software but also requires successful bidders to ensure proper installation and commissioning of the systems.
Eligibility Criteria:
Interested bidders must meet specific eligibility requirements which primarily include being a registered entity capable of providing the outlined services. Proposals from Micro, Small, and Medium Enterprises (MSEs) and start-ups are encouraged, as they may receive additional benefits throughout the bidding process.
Technical Requirements:
The bidder must supply the following components as part of the Audio Video Conferencing solution:
- 110 Inch Display Unit
- ePodium Ultra 200 with specified optics
- Poly G7500 UHD 4K Video Codec
- Poly TC10 Touch Control for Poly G7500
- Wired Conference System Controller
- Chairman and Delegate Microphone Units
- Wall Mount Speakers (Pair)
- Insta Controller with Touch Panel
- HDMI and USB Splitters
- Professional Displays (65 Inch and 55 Inch)
- Mini PC and Video Conference Software
- Necessary Cables and Connectors
Each component must meet defined quality standards and technical specifications as outlined in the detailed tender documentation.
Financial Requirements:
Bidders must demonstrate financial stability and propose a competitive pricing model adhering to specified guidelines. Detailed breakdowns of costs associated with supply, installation, and follow-up services must be included in the submission.
Document Submission Details:
Bids must be submitted electronically through the designated platform in the accepted formats. Bidders are required to upload all necessary documents, including certifications and any supplementary information that supports eligibility and capability to fulfill the tender requirements.
Special Provisions:
This tender encourages submissions from Micro, Small, and Medium Enterprises (MSEs) and offers potential advantages in the evaluation process for qualifying bids. Furthermore, adherence to the 'Make in India' initiative is highly encouraged throughout the bidding.
Evaluation Process:
Submissions will be evaluated based on a structured process that considers technical capability, compliance with specifications, financial proposals, and overall value. The evaluation will ensure that the best-suited bidder is awarded the contract based on merit and adherence to requirements.
Delivery Locations:
The installation of the proposed Audio Video Conferencing solution is intended for various designated facilities under the authority of the Department of Defence Research & Development. Specific location details will be disclosed to successful bidders upon contract award.
Contact Information:
For any inquiries regarding this tender, bidders are encouraged to consult the contact details available through the official issuing authority.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
5 DocumentsDocuments Required from Seller
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- Compliance of BoQ specification and supporting document *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity in good standing, demonstrating technical capability relevant to the project, and providing proof of financial stability. Submissions from Micro, Small, and Medium Enterprises (MSEs) are particularly encouraged and may receive additional evaluation benefits.
Bidders must possess necessary certifications that validate the technical specifications and quality standards of the supplied equipment. Compliance certifications regarding environmental and quality management standards may also be required, ensuring that bidders meet industry benchmarks. Details on specific certificates are outlined in the tender documents.
Bidders must complete the registration process through the official tendering portal. The registration requires the submission of necessary identification and compliance documentation. Once registered, bidders can access and submit their proposals electronically in the specified formats.
Payment terms will typically include an initial advance upon contract signing, followed by staggered payments contingent on meeting specified project milestones. Exact terms will be clearly stated in the tender documentation, requiring bidders to provide a detailed financial proposal in alignment with the project timelines.
Yes, there are distinct advantages for Micro, Small, and Medium Enterprises (MSEs) as well as startups participating in this tender. These benefits may include favorable consideration in the evaluation process, opportunities for special provisions, and alignment with the ‘Make in India’ initiative, which aims to promote local manufacturing and reduce dependency on imports.
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