Tender Title: GEM/2025/B/6132673

Issuing Authority/Department: Department of Defence Research & Development, Ministry of Defence

Overview

The Annual Maintenance Service tender focuses on the upkeep of desktops, laptops, and peripherals used across various departments within the Ministry of Defence. This comprehensive service aims to ensure optimal operational efficiency of devices from renowned brands such as Dell, HP, Acer, Lenovo, and IBM. The scheduled maintenance service will cover a significant quantity of 1203 units, ensuring high availability and performance.

Scope of Work and Objectives

The primary objective of this tender is to establish a reliable maintenance contract that facilitates regular servicing of all specified desktop PCs, laptops, and associated peripherals. The successful bidder will be responsible for:

• Performing routine maintenance and emergency repairs.
• Ensuring minimal downtime for devices.
• Providing necessary replacement parts and components.
• Documenting all services provided and maintaining detailed records of each unit serviced.

Eligibility Criteria

To qualify for participation in this tender, bidders must meet the following eligibility requirements:

• Be a registered entity in accordance with relevant corporate laws.
• Exhibit prior experience in providing maintenance services for IT equipment, particularly in the government sector.
• Possess necessary certifications reflecting expertise in IT services.
• Be compliant with local procurement and safety regulations.

Technical Requirements

The maintenance service must adhere to the following technical specifications:

• Qualified technicians with experience in handling IT equipment maintenance.
• Capability to procure original manufacturer parts for replacements.
• All services must adhere to the industry's quality standards.
• Equipment must be adequately tested following repairs to ensure functionality.

Financial Requirements

Bidders must demonstrate their financial capability through:

• Submission of recent financial statements.
• Evidence of previous contracts successfully executed without default.
• Submission of a Performance Security equivalent to a specific percentage of the total bid value.

Document Submission Details

Interested bidders should submit the following documents:

• Filled proposal form in the specified format.
• Company registration certificates and relevant licenses.
• Recent financial statements and proof of competence.
• Any additional documents as specified in the tender notice.

Submissions must be made in electronic format through the designated online portal, maintaining confidentiality.

Special Provisions

This tender includes provisions aimed at benefiting Micro, Small, and Medium Enterprises (MSEs) and startups, encouraging participation from these sectors. Special considerations will be afforded during the evaluation process to ensure a more inclusive procurement strategy.

Evaluation Process

The evaluation of proposals will be based on:

• Technical competence and experience.
• Proposed pricing and cost-effectiveness.
• Compliance with the tender’s parameters and specifications.
• Previous performance records.

Delivery Locations

The maintenance services will primarily be required at various locations specified by the Department of Defence Research & Development, ensuring all deployed units receive prompt attention.

Contact Information

For further inquiries regarding this tender, potential bidders may refer to the official website of the Department of Defence Research & Development. Direct contact details are typically disclosed during the tendering process, ensuring respectful communication with stakeholders.