Tender Title: Annual Maintenance Service for Desktops, Laptops, and Peripherals
Reference Number: GEM/2025/B/6146953
Issuing Authority: Department of Military Affairs, Ministry of Defence
The Annual Maintenance Service for Desktops, Laptops, and Peripherals tender is aimed at securing a comprehensive maintenance agreement across various technological assets utilized by the Ministry of Defence. The objective is to ensure the reliability, performance, and longevity of desktop PCs, laptops, and peripheral devices through professional servicing and prompt repairs.
Scope of Work
The scope of work encompasses a wide range of services including:
- Maintenance of various desktop models, laptops from multiple brands, and diverse peripherals.
- Repair and Overhauling services specifically for printers (including monochrome and multifunction), UPS systems, photocopiers, and multimedia projectors.
- Regular service checks to ensure optimal performance of all equipment.
- Prompt response to service calls and emergencies to minimize downtime of critical services used by the Ministry.
Objectives
The primary objectives of this tender include:
- To enhance operational efficiency through timely maintenance.
- To extend the lifespan of existing technological assets.
- To ensure compliance with service quality expectations set by the Ministry of Defence.
Eligibility Criteria
To qualify for this tender, bidders must meet the following eligibility requirements:
- Be a legally registered entity with relevant experience in providing maintenance services for IT equipment.
- Hold valid certifications for the brands and types of devices listed in the scope.
- Demonstrate previous successful engagements with government bodies or similar organizations.
Technical Requirements
Bidders must comply with the established technical specifications which include:
- Capability to provide maintenance for: Desktop PCs, Laptops, Printers, Projectors, Photocopiers, and UPS systems.
- Adherence to the relevant quality standards and compliance requirements dictated by the industry.
Financial Requirements
Bidders need to outline their financial proposals including:
- Breakdown of costs associated with the maintenance services.
- Compliance with payment terms to ensure timely compensation for services rendered.
- Information regarding required financial assurances such as Performance Security.
Document Submission Details
Interested bidders must prepare and submit the following documents:
- Completed tender application form alongside any required certificates of eligibility.
- Detailed service offerings including adherence to quality standards.
- Financial proposals in the specified formats. All submissions should adhere to the accepted document formats as stated in the tender guidelines.
Special Provisions
This tender provides specific benefits for Micro, Small, and Medium Enterprises (MSEs) and Startups, encouraging their participation in the procurement process and helping to promote the 'Make in India' initiative. Interested parties are encouraged to explore these provisions during the bidding process.
Evaluation Process
The bids will be subjected to a comprehensive evaluation process based on various criteria, including:
- Compliance with technical specifications.
- Financial viability of the proposals.
- Historical performance and reliability of the bidding entity.
Delivery Locations
Services will be conducted across various locations as defined by the Ministry of Defence. Selected bidders should be prepared to provide maintenance at these designated sites, enhancing user accessibility and service promptness.
Contact Information
For any queries related to the tender, interested parties may contact the Department of Military Affairs through their official communication channels. It is advised to refer to the official documentation for specific contact details.
This tender aims to foster a reliable maintenance regime for essential technological assets, ensuring the Ministry of Defence's operational capabilities remain uncompromised.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
3 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- Additional Doc 1 (Requested in ATC) *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 capable of providing maintenance services for IT equipment. Bidders must demonstrate relevant experience and possess valid certifications related to the brands and types of devices mentioned in the scope. Previous engagements with government entities will strengthen the eligibility credentials.
Participating bidders must hold specific certifications relevant to the maintenance and repair of IT hardware, particularly desktop PCs, laptops, and peripherals. These can include manufacturer certifications and compliance with industry standards to ensure quality service delivery.
The registration process involves submitting a completed tender application form along with necessary documentation, such as financial proposals and eligibility certificates. Bidders must follow the guidelines outlined in the tender documentation to ensure all submissions meet the required formats.
Payment terms typically include agreed-upon conditions outlining how and when payments will be made for the services rendered. Bidders should clearly define their payment terms in their proposals to establish expectations regarding compensation and service transactions.
The tender includes specific provisions for MSEs that facilitate their participation in the procurement process. MSEs are encouraged to leverage these advantages to promote their capabilities and contribute effectively to the service requirements outlined by the Ministry of Defence.
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