Tender Title: Annual Maintenance Contract for 150 nos Cab AC Fitted in Three Phase for TRS Department

Reference Number: GEM/2025/B/6125207
Issuing Authority/Department: Ministry of Railways, Indian Railways

The Annual Maintenance Contract is aimed at ensuring optimal performance and reliability of 150 units of Cab AC fitted systems over the procurement lifecycle. The selected contractor will be responsible for the comprehensive maintenance and servicing of these air conditioning units, ensuring adherence to quality standards and effective operational performance as stipulated by the Indian Railways.

Scope of Work and Objectives

The primary objective of this tender is to facilitate a robust maintenance strategy for the specified Cab AC units. The successful bidder will be required to conduct regular operational checks, preventive maintenance, and timely repairs, which are pivotal to sustaining the operational efficiency of the air conditioning systems onboard. Key responsibilities include:

• Regular maintenance checks and servicing of the Cab AC units.
• Immediate response to repair requests.
• Warranty management and parts replacement.
• Documentation and reporting of maintenance activities.

Eligibility Criteria

To qualify for this tender, bidders must meet the following eligibility requirements:

• Registered as a legal entity with a valid PAN.
• Demonstrated experience in the maintenance of HVAC systems, preferably within the railways sector or public sector undertakings.
• Capability to mobilize adequate resources and manpower for the effective execution of the contract.

Technical Requirements

Bidders must showcase their expertise through:

• Previous experience with a minimum of five similar contracts.
• Certification from manufacturers of the Cab AC systems specifying compliance with safety and efficiency standards.
• Detailed maintenance plan demonstrating capacity to meet technical specifications.

Financial Requirements

Bidders will be evaluated based on their financial health, which includes:

• Submission of the latest financial statements, indicating sound financial performance.
• Compliance with payment terms, including the provision of an Earnest Money Deposit (EMD) to demonstrate serious intent.

Document Submission Details

Bids must be submitted electronically via the official procurement portal. Essential documents include:

• Tender application form.
• Proof of eligibility criteria.
• Comprehensive technical and financial proposals.
• Relevant supporting documents in acceptable formats.

Special Provisions

Provisions exist for Micro, Small, and Medium Enterprises (MSEs) and startups, facilitating their participation in this tender. Eligible bidders will benefit from relaxed qualification criteria, financial assistance options, and promotional opportunities as part of the government's commitment to support small enterprises.

Evaluation Process

The evaluation process will consist of a technical assessment followed by financial evaluation, prioritizing bidders who meet and exceed the technical criteria outlined in the tender specifications. The evaluation will consider previous experience, compliance with technical and financial requirements, and the proposed maintenance plan.

Delivery Locations

The maintenance services will primarily be deployed across the designated sites as directed by the Ministry of Railways. Bidder must demonstrate logistical capabilities to service all specified locations.

Contact Information

For clarifications and further information regarding this tender, please refer to the official procurement portal or contact the designated representative at the Ministry of Railways. Specific contact details are subject to availability on the portal.