Tender Title: Annual Maintenance Service - Desktops, Laptops and Peripherals

Tender Reference Number: GEM/2025/B/6081714

Issuing Authority/Department: Department of Military Affairs, Ministry of Defence

The Department of Military Affairs is inviting tenders for the Annual Maintenance Service of Desktops, Laptops, and Peripherals. This tender encompasses a wide range of devices including desktop PCs, laptops, and various printing devices from leading manufacturers such as HP, Dell, Acer, and Canon. The scope includes comprehensive service and maintenance to ensure optimal functionality and prolong the equipment's lifespan.

Scope of Work and Objectives

The primary objective of this tender is to ensure the continuous and efficient operation of IT equipment across the department. The successful bidder will be responsible for routine maintenance, timely repairs, and necessary part replacements for a total of 98 devices. The work may include, but is not limited to, the following:

• Scheduled preventive maintenance
• Emergency repairs and support
• Replacement of defective components
• Regular software updates and security patches

Eligibility Criteria

Bidders must meet the following eligibility criteria to participate:

• The bidder must be a registered entity with validated business operations.
• Relevant experience in providing maintenance services for IT equipment is preferred.
• Proof of previous successful contract execution in a similar field will be beneficial.

Technical Requirements

The tender demands compliance with stringent technical specifications that include:

• Availability of certified technicians with expertise in managing devices from listed brands (HP, Dell, Acer, Canon).
• Capability to provide rapid response times for maintenance and repair.
• Tools and software necessary for effective diagnostics and repairs are to be provided by the bidder.

Financial Requirements

Bidders must adhere to the following financial requirements:

• Submission of an earnest money deposit (EMD).
• Performance security measures, if required.
• Clear payment terms must be detailed in the proposal, including any contingencies.

Document Submission Details

All bids must be submitted electronically through the designated portal, following specified documentation guidelines. Bidders are required to provide:

• Completed bid forms
• Relevant certificates of qualifications and registrations
• Evidence of compliance with technical specifications and service capabilities

Special Provisions

Consideration will be given to Micro, Small, and Medium Enterprises (MSEs) and startups in line with current government policies. Bidders leveraging local resources or complying with 'Make in India' will be favored during the evaluation process.

Evaluation Process

The evaluation of submissions will be systematic, focusing on:

• Compliance with mandatory technical specifications
• Value for money, including pricing structures
• Quality of service offered
• Allowed time for equipment maintenance and repairs

Delivery Locations

Services are to be provided at designated locations as informed to the selected bidder post-award. The maintenance work will be expected to cover all registered locations of the department.

Contact Information

For inquiries regarding the tender, bidders are encouraged to reach out through official channels. Detailed contact information is provided on the tender announcement page.

It is imperative that all bidders familiarize themselves with the requirements and adhere strictly to submission guidelines to ensure a successful bidding process.