Tender Title: Annual Maintenance Service for Air Conditioners

Reference Number: GEM/2025/B/6132931

The Ministry of Information and Broadcasting is soliciting bids for the Annual Maintenance Service for Air Conditioners to ensure optimal performance and reliability of its cooling systems. This tender aims to establish a service contract that includes comprehensive maintenance and repair services for a total of 10 air conditioning units owned by the ministry.

Scope of Work and Objectives

The scope of work encompasses various tasks associated with the maintenance and servicing of air conditioning systems. Key objectives include:

• Performing regular preventive maintenance checks to ensure efficiency.
• Addressing repair requirements promptly to minimize downtime.
• Providing necessary parts and materials for repairs.
• Documenting all services performed and maintaining service logs. This tender focuses on enhancing the longevity of the air conditioning units while ensuring compliance with industry standards and best practices.

Eligibility Criteria

Eligible bidders must meet the following eligibility criteria:

• Be a registered business entity in compliance with local regulations.
• Have experience in providing similar maintenance services for air conditioning systems.
• Possess necessary technical qualifications and certifications as mandated.

Technical Requirements

Bidders are required to demonstrate compliance with the relevant technical requirements, which include:

• Familiarity with various air conditioning systems and brands.
• Capability to perform diagnostics, repairs, and replacement of parts.
• Adherence to safety standards and environmental regulations.
• Skilled technicians certified in HVAC maintenance.

Financial Requirements

Bidders must provide a clear breakdown of their financial proposal, including:

• Pricing structure for maintenance services.
• Detailed information regarding the Earnest Money Deposit (EMD) as required.
• Payment terms and conditions should be included to ascertain financial accountability.

Document Submission Details

Bids must be submitted electronically through the GEM portal with all required documentation attached. This includes:

• Technical proposal highlighting qualifications and past experience.
• Financial proposal with clear pricing information.
• Certificates validating eligibility and compliance with technical standards.

Special Provisions

This tender includes special provisions aimed at benefiting Micro, Small, and Medium Enterprises (MSEs) and startups. Eligible companies will have advantages during the evaluation process, encouraging participation from smaller entities in line with government initiatives.

Evaluation Process

The evaluation of bids will focus on technical capability, financial proposal adequacy, and previous experience. A structured evaluation matrix will be used to assess compliance with the tender specifications. The decision will be based on the best value for money, taking into account both cost and service quality.

Delivery Locations

Services will be required at various locations assigned by the Ministry of Information and Broadcasting. Bidders should confirm their ability to service these locations effectively.

Contact Information

For any inquiries related to this tender, please refer to the contact section available on the GEM portal. It is crucial to ensure all communication is directed through official channels as per the guidelines set by the ministry.

This tender represents a strategic opportunity for qualified service providers to engage in a government contract that emphasizes quality, reliability, and excellence in maintenance services. Companies wishing to participate should ensure compliance with all tender requirements and take advantage of the provisions available for MSEs and startups.