Gujarat Power Sector Tender: Maintenance Contract for AC & Ventilation Systems 2025-2027

This government tender invites qualified service providers to participate in a Biennial Handling and Maintenance Contract for the Gujarat Industries Power Company Limited's Surat Lignite Power Plant. The contract spans two years (2025-2027) and covers Phase I and II of the Air Conditioning (AC) and Ventilation Systems. The primary objective is to ensure reliable operation, regular maintenance, and efficient functioning of critical HVAC systems at the power plant. The tender is open to experienced bidders with proven capabilities in power plant HVAC maintenance, offering an opportunity to collaborate with a leading energy sector organization in Gujarat. The total estimated contract value is approximately INR 92.38 lakh, with a bid submission deadline of May 29, 2025. Bidders must submit their proposals electronically via the NPROCURE portal, adhering to specified documentation and eligibility criteria. The tender process emphasizes transparency, compliance, and technical excellence, making it suitable for reputed service providers in the power and energy sector.

The scope of work includes:

• Routine and preventive maintenance of AC and ventilation systems at Surat Lignite Power Plant.
• Inspection, troubleshooting, and repairs of HVAC equipment.
• Replacement of worn-out components to ensure optimal performance.
• Monitoring system performance and implementing corrective actions.
• Adherence to safety standards and environmental regulations.

The key deliverables are:

• Regular maintenance reports.
• Timely completion of scheduled tasks.
• Minimization of system downtime.
• Compliance with safety and environmental norms.

The process involves:

1. Initial assessment of existing HVAC systems.
2. Development of maintenance schedules.
3. Execution of maintenance activities as per approved plans.
4. Reporting and documentation of all maintenance work.
5. Periodic review meetings with plant management.

Equipment Type	Maintenance Frequency	Key Performance Indicators
AC Units	Monthly/Quarterly	Uptime, Energy Efficiency
Ventilation Fans	Monthly/Quarterly	Noise Levels, Airflow

The contractor must ensure **compliance with all safety and environmental standards** and provide **qualified technical personnel** for the duration of the contract.

✓ Bidders must have valid registration and licenses for HVAC maintenance services.
✓ Proof of experience in handling HVAC systems in power plants or similar large-scale industrial facilities.
✓ Financial stability demonstrated through recent financial statements.
✓ Bid processing fee proof and EMD (Earnest Money Deposit) of INR 79,000.

Qualification Parameter	Minimum Requirement
Years of Experience	At least 3 years in HVAC maintenance
Turnover	Minimum INR 50 lakh in last financial year
Technical Capability	Proven track record with at least 2 similar projects

**Important:** Bidders must submit all relevant documents as specified in the tender notice to qualify for evaluation.

The HVAC systems at Surat Lignite Power Plant must meet the following technical parameters:

• AC Units: Capacity ranging from 25 to 27 AC, with energy efficiency standards compliant with BIS norms.
• Ventilation Fans: Designed for industrial use, with airflow capacity specified in the tender document.
• Control Systems: Automated controls with remote monitoring capabilities.

Procedures include:

• Inspection of HVAC units for wear and tear.
• Calibration of sensors and controllers.
• Replacement of filters, belts, and other consumables.
• Testing and commissioning after maintenance.

Technical documentation must include:
plaintext

• System schematics
• Maintenance logs
• Performance reports

The total estimated contract value is approximately INR 92.38 lakh. The financial bid must include:

Cost Component	Estimated Cost (INR)
Labour & Manpower	50%
Spare Parts & Materials	30%
Miscellaneous Expenses	20%

**Bid security (EMD):** INR 79,000, payable via demand draft or bank guarantee.

Payment terms:

• 50% upon commencement.
• 30% after mid-term review.
• 20% on successful completion.
• Payments will be made within 30 days of invoice submission and approval.

Bidders should ensure their financial proposals are comprehensive and aligned with the scope of work.

The bidding process involves the following steps:

1. Download tender documents from the NPROCURE portal.
2. Attend the pre-bid meeting (if scheduled) for clarifications.
3. Submit technical and financial bids online before the deadline.
4. Bid opening will be conducted publicly by the Tender Committee.
5. Evaluation of bids based on technical compliance and financial competitiveness.
6. Award of contract to the successful bidder.

Event	Date	Details
Bid Submission Start	30-04-2025 09:00	Bids open for submission
Bid Submission End	29-05-2025 17:30	Last date for bid submission
Bid Opening	30-05-2025	Tender Committee evaluates bids

**Important:** Bidders must ensure all documents are submitted correctly and within deadlines to avoid disqualification.

Bids will be evaluated based on:

Criteria	Max Score	Weightage
Technical competence	70	70%
Financial bid	30	30%

Evaluation factors include: - Experience in HVAC maintenance for power plants. - Technical proposal quality. - Cost competitiveness. - Compliance with eligibility criteria.

Minimum qualifying marks: 60% in technical evaluation.

The final selection will be based on the combined score of technical and financial bids, with priority given to bidders demonstrating technical excellence and cost efficiency.

Date	Event	Details
30-04-2025	Bid Submission Start	Bidders can begin submitting their bids
29-05-2025	Bid Submission End	Last date for bid submission
30-05-2025	Bid Opening	Public bid opening by Tender Committee
15-06-2025	Contract Award	Expected date for contract announcement

**Critical deadlines:** All bids must be submitted by **17:30 on 29th May 2025**. The bid opening will be held on **30th May 2025**.

For queries and assistance, bidders can contact:

Addl. General Manager (O&M), SLPP

• Email: bggajjar@gipcl.com
• Phone: 9909925808

Tender Office:

• Address: Gujarat Industries Power Company Limited, Surat Lignite Power Plant, Village: Nani Naroli, PO: GIPCL SO, Taluka: Motamiya-Mangrol, Surat, Gujarat - 394112
• Contact Email: bggajjar@gipcl.com
• Contact Phone: 9909925808

Support and clarifications regarding tender procedures can be obtained through the official contact points listed above.

All bidders are encouraged to participate in the free vendor training sessions scheduled every Saturday from 4:00 to 5:00 P.M. at (n)code solutions, Ahmedabad. This training aims to familiarize bidders with the online bidding process and documentation requirements. Bidders must procure a valid Digital Certificate for signing electronic bids, available from licensed Certifying Authorities in India. The tender process emphasizes transparency, compliance, and technical excellence, aligning with government procurement policies. Detailed tender documents are available for download, and bidders are advised to review all terms and conditions carefully before submission.