Tender Title: Annual Maintenance Service for Desktops, Laptops, and Peripherals
Reference Number: GEM/2025/B/6116189
Issuing Authority: Department of Food and Public Distribution, Ministry of Consumer Affairs Food and Public Distribution

Scope of Work and Objectives

The primary objective of this tender is to procure Annual Maintenance Services for a variety of computing and peripheral devices. The specified services will include maintenance support for:

• Desktops (specifically HP models)
• Laptops (models such as Acer)
• UPS (Uninterruptible Power Supply) units

This tender aims to ensure that all listed devices remain fully operational throughout the contract period, minimizing downtime and limiting risks due to hardware failures.

Eligibility Criteria

To be eligible for this tender, bidders must:

• Be a registered entity with valid business licenses
• Possess previous experience in offering similar maintenance contract services
• Demonstrate financial stability via appropriate financial documents
• Adhere to all legal compliance requirements applicable to their industry

Technical Requirements

Bidders are required to meet the following technical specifications:

• Must have the necessary technical expertise and personnel certified in handling desktop and laptop repairs
• Proven capability to maintain various peripheral devices, especially for specified brands such as HP and Acer
• Service providers must possess adequate tools and technology to perform preventive and corrective maintenance, diagnostics, and repairs efficiently

Financial Requirements

Bidders must submit a comprehensive proposal that outlines the financial responsibilities associated with the service provision, including:

• Estimated pricing for annual maintenance for each device category
• Detailed breakdown of all costs such as labor, parts, and travel expenses where applicable
• Proposed payment terms including any upfront fees, milestones, or schedules

Document Submission Details

Interested bidders must submit the following documents as part of their proposal:

• Cover letter expressing interest in the tender
• Business registration documents
• Technical and financial proposals
• Certificates of prior experience in similar maintenance services

All documents should be submitted in digital format through the designated portal. Ensure that all submitted files comply with the accepted formats stipulated in the tender guidelines.

Special Provisions

Consideration will be granted to Micro, Small, and Medium Enterprises (MSEs) and startups, which may include benefits such as:

• Relaxed eligibility criteria
• Supplemental points in the evaluation process to promote participation

Evaluation Process

Bids will be evaluated based on:

• Compliance with technical requirements
• Financial viability
• Past performance and experience with similar contracts

A scoring system will be utilized to determine the most competitive bids, with a focus on the overall value offered rather than just lower pricing.

Delivery Locations

The services rendered under this tender will be applicable to various designated locations outlined by the Department. Bidders are encouraged to understand and prepare for any logistics required for delivering services.

Contact Information

For inquiries regarding this tender, interested parties can contact the Department of Food and Public Distribution directly through the official communication channels provided on the tender portal.