Government Tender for Comprehensive Maintenance of Digital Conference Control System in Gandhinagar

This government tender invites qualified contractors to provide comprehensive maintenance services for an existing fully digital conference voting and language control system at the Gandhinagar Assembly Building for the year 2025-2026. The project is managed by the Roads and Buildings Department of Gujarat, located at Sector No 10/A, Gandhinagar. The scope includes maintenance, support, and troubleshooting of advanced digital conference systems, ensuring seamless operation during legislative sessions. The tender aims to enhance the functionality and reliability of the conference control infrastructure, vital for effective governance and legislative proceedings. Bidders must meet specific eligibility criteria, including financial stability, technical expertise, and local presence in Gujarat. The project duration aligns with the legislative calendar, with detailed terms outlined in the tender documents. This opportunity is ideal for experienced firms specializing in audio-visual, digital conference, and electrical maintenance services, committed to delivering high standards of quality and support in a government setting.

The scope of work includes, but is not limited to:

• Maintenance and support for the fully digital conference voting and language control system installed at the Gandhinagar Assembly Building.
• Troubleshooting and repairs of hardware and software components.
• Preventive maintenance to ensure system reliability and minimize downtime.
• Software updates and calibration as per manufacturer specifications.
• Support during legislative sessions to ensure uninterrupted operation.

The process involves:

1. Initial assessment of the existing system.
2. Preparation of a maintenance schedule in consultation with the department.
3. Implementation of maintenance activities as per schedule.
4. Regular reporting on system status and issues.
5. Emergency support for system failures.

Specifications include:

Parameter	Details
System Type	Fully digital conference control system
Support Duration	12 months from the date of contract
Response Time	Within 4 hours for critical issues
Support Hours	9:00 AM to 6:00 PM, Monday to Saturday

Bidders must ensure compliance with all technical and safety standards specified in the tender documents.

• ✓ Must have a valid registration and license to operate as a maintenance service provider in Gujarat.
• ✓ Must submit a Demand Draft or Bankers Cheque of Rs. 3600 as tender fee.
• ✓ Must provide a Fixed Deposit receipt or valid exemption certificate of Rs. 2,34,000 as earnest money deposit.
• ✓ Should possess a valid Bank Solvency Certificate of Rs. 46,60,100 for the current year.
• ✓ Must attach copies of PAN Card and GST registration.
• ✓ Must have an operational office, workshop, or service center in Gujarat, supported by relevant proof.
• ✓ Submit a declaration letter as per Annexure-A.
• ✓ Provide a support certificate from OEM for parts for at least 5 years.
• ✓ Submit Form-3A to demonstrate successful experience in similar projects.
• ✓ Demonstrate an annual financial turnover of at least Rs. 23,00,300 during the last five financial years, supported by CA audited certificates.

Criterion	Requirement
Tender Fee	Rs. 3600 via Demand Draft/Bankers Cheque
Earnest Money	Rs. 2,34,000 in fixed deposit form
Bank Solvency	Rs. 46,60,100 valid till tender closing
Local Office	Proof of Gujarat-based office
Experience	Successful completion of similar projects with supporting documents
Financial Turnover	Minimum Rs. 23,00,300 annually in last 5 years

Bidders must meet all criteria to qualify for the tender.

The technical specifications for the maintenance system include:

Parameter	Specification
System Compatibility	Must support existing digital conference hardware
Response Time	Critical issues addressed within 4 hours
Support Hours	9:00 AM to 6:00 PM, Monday to Saturday
Software Updates	As per OEM recommendations
Certification	Support certificate from OEM for parts for minimum 5 years

The process involves: - Conducting a detailed system assessment. - Preparing a maintenance plan. - Executing scheduled maintenance activities. - Providing emergency support. - Documenting all activities and reporting regularly.

The estimated cost for the project is Rs. 23,30,0294.00. The financial breakdown includes:

Cost Component	Amount (Rs.)
Tender Fee	3,600
Earnest Money Deposit	2,34,000
Contract Value	23,30,02,94

Payment terms are as follows: - 10% advance upon contract signing. - 40% after completion of initial assessment. - 50% upon successful completion and acceptance of maintenance period.

All payments are subject to submission of valid invoices and compliance with contractual terms. Bidders must provide detailed financial proposals aligned with these guidelines.

The bidding process involves the following steps:

1. Download tender documents from the official website.
2. Attend the vendor training session scheduled on Saturday at the designated training center.
3. Prepare and submit the technical and financial bids electronically through the nProcure portal before the deadline.
4. Bid submission deadline is on 4th July 2025 at 4:00 PM.
5. Bid opening will be conducted on 4th July 2025 at 4:02 PM by the designated authority.

Timelines:

Event	Date & Time
Bid Submission Start	6th June 2025, 7:00 PM
Bid Submission End	4th July 2025, 4:00 PM
Bid Opening	4th July 2025, 4:02 PM

**Important:** Bidders must ensure all documents are uploaded correctly and adhere to the specified formats. Late submissions will not be entertained.

The evaluation will be based on a combination of technical and financial factors:

Criteria	Weightage
Technical competence and experience	40%
Financial proposal	30%
Past performance and support capability	20%
Compliance with eligibility criteria	10%

Minimum thresholds: - **Technical score must be at least 70%.** - **Financial bid should be within the specified budget.**

Bidders scoring above the minimum thresholds will be shortlisted for award consideration. The final decision will consider overall suitability, compliance, and value for money.

Date	Event	Details
06-06-2025	Bid Start Date	Bid submission opens at 7:00 PM
04-07-2025	Bid End Date	Last date for bid submission at 4:00 PM
04-07-2025	Bid Opening	Opening of bids at 4:02 PM
04-07-2025	Document Download End	Last date to download tender documents

**Note:** All deadlines are strict; late submissions or downloads will not be accepted.

For queries and assistance, contact:

Name	Designation	Email	Phone
Executive Engineer	Sachivalay Complex Electrical Division	exensach2014@Gmail.com	+91-79-40007517, 40007514, 40007515

Address: 3rd Floor, Nirman Bhavan, Sector No 10/A, Gandhinagar, Gujarat. Support team available during office hours for clarifications and technical support.

All bidders are encouraged to participate in the free vendor training sessions organized every Saturday at (n)Code Solutions, GNFC Ltd., Ahmedabad. Detailed tender documents, including scope, terms, and conditions, are available for download from the official portal. Bidders must ensure compliance with all eligibility and technical requirements to qualify for the tender. The project emphasizes transparency, quality, and timely delivery, aligning with government standards for electrical and digital conference maintenance services.