Annual Maintenance Service - Desktops, Laptops, and Peripherals
Tender Reference Number: GEM/2025/B/6207824
Issuing Authority/Department: Ministry of Railways, Indian Railways
The Annual Maintenance Service - Desktops, Laptops, and Peripherals tender focuses on ensuring optimal performance and longevity of essential computing equipment utilized within the Indian Railways. The scope encompasses routine and preventive maintenance of various devices, specifically including HP Design Jet T1300E44 and HP Colour Laser Jet CM6030f Multifunction printers, among others. The objectives of this tender are to enhance the operational efficiency of these devices and minimize unplanned downtimes through timely maintenance services.
Scope of Work and Objectives
The principal tasks outlined involve:
- Regular inspections and servicing of desktops, laptops, and peripherals.
- Addressing issues promptly to avert downtime and ensure business continuity.
- Maintaining documentation on repairs and servicing performed.
Eligibility Criteria
To qualify for participation in this tender process, bidders must meet the following eligibility requirements:
- Must be a registered entity capable of providing maintenance services for computer peripherals.
- Proven experience in maintaining similar equipment, backed by references from previous clients.
- Compliance with relevant quality standards and certifications applicable to maintenance services.
Technical Requirements
Vendors must adhere to the following technical specifications:
- Services must include both hardware and software maintenance for devices mentioned in the scope.
- Bidders should demonstrate their expertise in handling HP products or have the necessary certifications.
- Implementation of a robust reporting system to ensure transparency in service delivery.
Financial Requirements
Prospective bidders are required to submit a financial proposal outlining:
- Competitive pricing for annual service contracts.
- Any additional costs associated with repairs not covered in the maintenance agreement.
Document Submission Details
Bidders must ensure that all relevant documents are submitted according to the guidelines in the tender. This includes but is not limited to:
- Proof of eligibility and experience.
- Financial proposal documentation.
- Necessary certifications and compliance documents.
Special Provisions
This tender includes special considerations for:
- Micro, Small, and Medium Enterprises (MSEs), which may avail of benefits that promote inclusivity in the procurement process.
- Startups can also leverage certain provisions aimed at fostering innovation and growth in the sector.
Evaluation Process
The evaluation process will be based on:
- Compliance with eligibility and technical requirements.
- Assessment of financial proposals.
- Performance in previous contracts if applicable.
Delivery Locations
Service delivery will be concentrated within the operational zones of the Indian Railways, ensuring that all devices are catered to as per operational demands.
Contact Information
For any inquiries related to this tender, vendors are encouraged to reach out through the official channels provided by the Ministry of Railways. Detailed contact information will be available upon request during the bidding process.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
2 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- Additional Doc 1 (Requested in ATC)
- Additional Doc 2 (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, evidenced experience in providing maintenance services for desktops, laptops, and other peripherals, and compliance with applicable quality standards. Bidders should also exhibit a strong service history with references from similar projects, underscoring their capability in handling HP products effectively.
Vendors are expected to meet strict technical specifications, which involve the ability to conduct both hardware and software maintenance for various HP devices mentioned in the tender. Certifications related to HP equipment handling are essential, as well as documentation that illustrates a robust maintenance and reporting process to guarantee operational readiness.
Vendor documentation must be submitted as per the outlined submission methods and must include all required certificates and proof of experience. Accepted document formats generally include PDF and DOCX, ensuring all information is clearly presented and compliant with the tender requirements.
Participants must submit an Earnest Money Deposit (EMD) along with their bids as a demonstration of commitment. The amount will be specified in the tender documentation, and procedures surrounding its refund or adjustment post-evaluation are stated within the tender guidelines.
Yes, the tender has outlined certain benefits for Micro, Small, and Medium Enterprises (MSEs), which include preferential treatment in the evaluation process or potential financial assistance during the bidding stage. Startups can also find supportive measures aimed at enhancing their participation and ensuring compliance with local production and procurement rules.
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