Tender Title: Annual Maintenance Service for Centralised Air Conditioning System
Tender Reference Number: GEM/2025/B/6143731
Issuing Authority/Department: Department of Electronics and Information Technology, Ministry of Electronics and Information Technology

The Annual Maintenance Service for Centralised Air Conditioning System is designed to ensure optimal functioning and performance of centralized air conditioning systems within the designated facilities managed by the Ministry of Electronics and Information Technology. The primary objective of this tender is to seek qualified service providers to oversee routine inspections, preventative maintenance, and necessary repairs on the air conditioning systems in accordance with industry best practices and standards.

Scope of Work and Objectives

The successful bidder will be responsible for providing comprehensive maintenance services, including but not limited to:

• Regular preventive and corrective maintenance tasks.
• Replacement of faulty components and parts.
• Emergency response services for breakdowns.
• Performance monitoring and efficiency testing.
• Detailed maintenance reports and documentation.

Eligibility Criteria

To qualify for this tender, bidders must meet specific eligibility criteria:

• Must be a registered entity complying with local regulations.
• Proven experience and expertise in air conditioning maintenance services.
• Availability of necessary qualified personnel and resources.
• Demonstrated ability to deliver services on time and with high quality.
• Compliance with all applicable safety and environmental regulations.

Technical Requirements

Bidders must adhere to the following technical requirements:

• Ability to service various models of centralized air conditioning systems.
• Use of genuine or OEM parts during repairs and replacements.
• Ability to maintain air quality and system efficiency as per standards.
• Comprehensive understanding of electrical and mechanical systems involved in air conditioning.

Financial Requirements

Bidders should be prepared to showcase their financial standing, including:

• Recent financial statements.
• Proof of insurance covering service-related liabilities.
• A proposed pricing structure that is competitive and transparent.

Document Submission Details

Bidders are required to submit their proposals in accordance with the submission guidelines provided in the tender document. This includes:

• Technical proposals outlining how they will meet the scope of work.
• Financial proposals clearly defining all expected costs.
• Relevant documentation supporting eligibility and compliance.

Special Provisions

In adherence with government policies, provisions will be available for Micro, Small, and Medium Enterprises (MSEs) and startups. Bidders within these categories may benefit from:

• Relaxed eligibility criteria.
• Assistance in the bidding process and technical support.
• Potential financial incentives.

Evaluation Process

The evaluation of proposals will be based on a transparent process focusing on:

• Technical capability and proposed methodology.
• Cost-effectiveness of the bid.
• Previous experience and client references.
• Compliance with technical and financial requirements.

Delivery Locations

Services will be delivered at specified locations as defined in the tender documentation provided upon request.

Contact Information

For queries regarding this tender, bidders are encouraged to reach out to the designated contact at the Department of Electronics and Information Technology. All communications must adhere to the conditions outlined in the tender documentation to ensure effective responses and clarity.

Conclusion

This tender presents an opportunity for qualified firms to contribute to the maintenance of critical air conditioning infrastructure, ensuring comfort and functionality within the Department of Electronics and Information Technology. Interested parties are invited to review the full tender documentation and prepare their proposals accordingly.