AMC and FMS for MRPL Data Centre IT infrastructure

Publication / bid date

GeM Bid GEM/2026/B/7931591 is dated 18-08-2026.

• No corrigendum has altered the publication date.

Pre-bid / clarification deadline

Pre-bid conference / prebid meeting is Not applicable.

• MRPL NIT Annexure-I states Prebid Conference: Not applicable.
• No separate pre-bid query submission deadline is prescribed in the bid documents.

Bid submission deadline

Bid End Date/Time: 28-08-2026 15:00:00.

• If fewer than 3 bids are received, automatic extension of 3 days applies once (auto-extension count = 1).
• Short Duration Bid published with competent authority approval for emergency procurement.

Bid opening

Bid Opening Date/Time: 28-08-2026 15:30:00 (unpriced/technical opening as per GeM).

• Time allowed for Technical Clarifications during technical evaluation: 2 Days.

Bid / offer validity

Bid Offer Validity is 90 days from Bid End Date.

• NIT Annexure-I likewise states Offer Validity: 90 days from Bid closing Date.

Contract period

Contract duration is 2 years; Scope of Work states period 01/09/26 to 31/08/28, while NIT also says 2 Years from the order date.

• GeM Bid Details: Contract Period 2 Year(s).
• Scope of Work CONTRACT PERIOD: two years from 01/09/26 to 31/08/28.
• NIT Annexure-I: Contract period will be 2 Years from the order date — see contradictions.

Estimated bid / tender value

No numeric estimated bid value is printed in the available documents; GeM only refers to an Estimated Bid Value indicated for EMD/eligibility guidance.

• EMD of Rs. 4,87,000/- is stated; estimated value figure itself is not shown in the bid extract.
• Evaluation is total value wise / Overall L-1 landed cost.

EMD / bid security

EMD Rs. 4,87,000/- in favour of MRPL; acceptable as NEFT/internet banking, DD, BG (incl. e-BG) or Insurance Surety Bond; physical instrument to Materials Dept on/before bid due date/time.

• Beneficiary: Mangalore Refinery & Petrochemicals Limited (MRPL), Kuthethoor, Mangalore-575030; Advisory Bank on GeM: State Bank of India.
• DD in favour of Mangalore Refinery and Petrochemicals Limited payable at Mangalore.
• BG validity: 180 days from bid submission (GCC) / 180 days from tender opening (Appendix-II format) — see contradictions.
• Scan of Draft/BG to be uploaded with technical bid (EPS/GeM path).
• MSE service providers and other GeM GTC exempt categories may claim EMD exemption with valid documents; traders excluded.
• EMD also accepted as surety bond per GeM bid note.
• MRPL bank for NEFT: Union Bank of India, Kuthethoor MRPL SITE, A/c 560101000026927, IFSC UBIN0905925.

Tender document / bid participation fee

No tender fee / bid participation fee is charged; GeM buyer ATC cannot ask for tender fee.

Performance security / ePBG / Security Deposit

Security Deposit / ePBG at 5% of order value including GST; GeM ePBG duration 26 months; SD due within 15 days of award.

• NIT: Security deposit Applicable @ 5% of order value including GST; Defect Liability Not Applicable.
• GeM ePBG Percentage 5.00%; Duration of ePBG required 26 Months; Advisory Bank State Bank of India.
• GCC for Service Contract: 5% of order value (interest free); forms: NEFT/RTGS, BG (valid one year renewable), DD/Pay order, or Insurance Surety Bond.
• SD BG claim window in proforma includes 60 days after validity/extended date.
• SD refund within 15 days of satisfactory completion (or after DLP if applicable); no interest.
• Original BG to be sent by issuing bank to MRPL with SFMS; MRPL BG format mandatory.

Payment terms

AMC paid quarterly and FMS monthly on EIC-certified bills; GeM payment timeline is within 15 days of SDAC and online bill submission.

• Payment Terms ATC: unless otherwise specified, 100% for actual work done within 15 days of bill submission (subject to SD if applicable); SCC/SOW payment terms supersede GCC.
• Scope of Work payment table: AMC on completion of each Quarter; FMS on completion of each Month.
• GeM Bid: Payments within 15 days of issue of SDAC and on-line submission of bills (supersedes 10 days in GeM GTC cl.12).
• Price bid notes: rates inclusive of GST, insurance cover Rs.10 lakh, medical check-ups, GeM fees etc.; firm & fixed; quote all items mandatory.
• TReDS is preferred payment mode for MSME sellers where buyer is registered.
• Retention money, if specified, withheld from progressive payments (general payment note).

Price Reduction Schedule (PRS)

Price Reduction Clause is Applicable: ½% of contract price per week of delay, capped at 5% of contract value.

• PRS recoverable from amounts due including Security Deposit.
• If <3 techno-commercially acceptable offers and bidder deviates only on PRS, 5% of quoted basic may be loaded for evaluation.

Taxes / GST treatment

Quotes inclusive of GST; post-bid tax rate changes on MRPL account (increase) or passed through (decrease); GST TDS applies.

• Bidder must state applicable tax rates in technical bid without amounts.
• Invoice must show HSN/SAC and GSTIN.

Financial turnover

Minimum average annual financial turnover last 3 years ending 31 March of previous FY: Rs. 36.00 Lakhs (MSE: Rs. 30.60 Lakhs).

• GeM Bid Details also state Minimum Average Annual Turnover of the bidder (For 3 Years): 36 Lakh(s).
• Evidence: certified audited balance sheets or CA/Cost Accountant certificate; CA docs need UDIN.
• If constitution <3 years old, average of completed years after constitution.
• If last FY closing within 9 months of bid due date and latest audited report unavailable, prior three years may be used.
• No Startup relaxation for turnover/experience on this tender.

Past experience / similar work

During last 7 years ending last day of month previous to tender invitation: 3 works ≥ Rs.72 Lakh each, OR 2 works ≥ Rs.97 Lakh each, OR 1 work ≥ Rs.145 Lakh (MSE thresholds lower); similar work = IT FMS and IT AMC in any Data Centre of PSU/Corporate/Govt offices in India.

• MSE past-experience thresholds: 3× Rs.61.20 Lakh / 2× Rs.82.45 Lakh / 1× Rs.123.25 Lakh (exclusive of Service Tax/GST).
• GeM Bid Details: Years of Past Experience Required for same/similar service: 7 Year(s).
• GeM standard note also requires similar services experience to Central/State Govt/PSU — conflicts with PQC allowing Corporate data centres (see contradictions).
• Documents: work orders/relevant contract & SOR pages + completion certificates with completed value; extended continuous contracts may be totalled if completion cert shows total value.
• Experience docs to be CA-certified/statutory auditor-certified or notarised.
• Prior MRPL similar orders in last 3 years need MRPL satisfactory completion certificate, else non-execution declaration.

OEM authorisations and certifications

Valid Honeywell and Vertiv authorisation/agreements (MAF including OEM-specific services) and ISO/IEC 27001 or ISO/IEC 20000-1 certification required.

• Local office with own Service Centre in Mangalore or Bangalore Region mandatory, with documentary proof.

Consortium / JV

Joint venture or consortium bids are not permitted and are a rejection ground.

Debarment / blacklisting / holiday list

Bidder must not be on holiday/blacklist of MRPL or MoPNG or debarred by DoE; self-declaration mandatory.

• False information and holiday-list non-declaration are rejection grounds.

Land-border / other pass-fail conditions

Bidders from countries sharing land border with India eligible only if registered with DPIIT competent authority; Integrity Pact must be signed; must quote all BOQ items and accept scope with no deviation.

• Must confirm quote for all price-bid items in technical bid format.
• MSE purchase preference available (Udyam; L1+15% match for 100% quantity on services) but GeM profile MSE status must be selected/verified.
• MII Compliance: Yes on GeM.
• GeM header shows MSE/Startup relaxation for Years of Experience and Turnover: No (no blanket exemption), though PQC still gives reduced MSE monetary thresholds.
• Bid splitting not applied.

What is being procured

Two-year onsite AMC and 24x7 FMS for MRPL Data Centre, DR, BMS and Refinery Campus IT infrastructure (continuation of existing contract), despite GeM category title 'Hiring of Agency for IT Projects- Milestone basis'.

• AMC for IT infrastructure per Annexure-A (network equipment) and Annexure-B (BMS & other systems) at MRPL DC and Refinery Campus, Mangalore.
• FMS for Server, Network, IT Security, BMS etc. at DC & Refinery Campus Mangalore and DR site Bangalore.
• Bidder is single point of contact coordinating OEMs to SLA.
• About 12 onsite personnel currently; present tender continues that model.
• Internal users ~2400 across locations; business apps 24x7.

Locations and coverage

Primary onsite execution at MRPL Data Centre, Mangalore; FMS also covers DR Bangalore and multiple campus/remote sites.

• FMS locations include Refinery Area Campus (incl. Aromatic Complex/MSEZ), Jetty, SPM Booster Terminal, Desalination Plant, Hubballi, Sarapady Pump House, Kasaragod Depot, Kozhikode, Devanagonthi, Chennai & other marketing terminals/depots.
• Consignee/Reporting Officer: Harish K Rao, MRPL, Kuthetoor PO, Via Katipalla, Mangaluru 575030.
• IT Security L2 may operate from Mangalore/Bangalore at MRPL discretion.

Deliverables / BOQ structure

Eight lump-sum GeM line items over 2 years: AMC (Y1/Y2) plus FMS Server/Network/IT Security for each year; internal BOM uses quarterly AMC and monthly FMS quantities.

• Price bid items: 1038209 AMC Y1; 1038291 Server FMS Y1; 1038293 Network FMS Y1; 1038295 IT Security FMS Y1; 1038292/1038294/1038296 corresponding Y2 FMS; plus Y2 AMC line as per format.
• BOM: AMC QTR×4 each year; each FMS stream Months×12 each year.
• Must quote all items; partial/conditional bids rejected.
• Quantities tentative; payment at actual within overall ceiling.
• Hybrid deployment of core team (per GeM specification field).

Manpower / FMS resource model

Twelve onsite resources required: Server 1 L2 + 4 L1; Network 1 L2 + 5 L1; IT Security 1 L2; 24x7 with defined shift cover and certifications.

• At least 6 support staff in general shift (3 network, 2 server, 1 IT security) including L2s; L2s in general shift and on-call for emergencies.
• Shifts: G 09:00–17:30; A 06:00–14:00; B 14:00–22:00; C 22:00–06:00.
• All proposed personnel interviewed by MRPL EIC; backup engineer for leave/emergency.
• Mandatory certs: Server L2 Linux professional; Server L1 any Linux; Network L2 advanced (CCNP/JNCIS/PCNSC etc.); Network L1 CCNA/JNCIA/NSE etc.; Security preferred CompTIA/MS/CEH/firewall certs.
• Bidder bears boarding, lodging, travel, gate passes; headcount to be maintained; highly skilled wages + proof with invoices; Group life insurance Rs.10 lakh and annual medicals in rates.

AMC coverage and standards

Comprehensive AMC on listed network switches and BMS/UPS/PAC/CCTV/fire/VESDA/rodent/PA systems; faulty gear repaired or replaced equivalent/higher at no extra cost; back-to-back OEM support for Annexure-B.

• Network AMC includes hardware+firmware; replacement same make or equivalent/higher.
• BMS AMC covers parts including consumables except UPS batteries; quarterly preventive maintenance.
• FMS also for DC/DR servers, campus/aromatic/DR network, BMS, OS/DB (Windows/RHEL/SUSE/Ubuntu; SQL/Postgres), security infrastructure under OEM warranty/subscription.
• Support extends to additions/changes during contract without additional cost.
• ISO 27001 compliance to be ensured in operations.
• Tools for cable/fibre testing etc. by bidder; passive LAN works coordination with separate MRPL cabling vendor.

SLA resolution times

Resolution targets: HIGH within 2 hours, MEDIUM within 24 hours, LOW within 48 hours from case logged time (priority at EIC discretion).

• HIGH: loss of major services with disastrous business impact.
• MEDIUM: major feature down/performance issues affecting many users.
• LOW: generally available; interim solution exists.

Contract start / completion window

Scope states contract 01/09/26–31/08/28 (2 years); NIT alternatively ties 2 years to order date.

• Successful bidder must sign NDA and IT Acceptable Use Policy.

Submission mode and portal

Two Packet Bid on GeM (GEM/2026/B/7931591); technical and price bids submitted electronically on GeM; MRPL tender no. 3300012659.

• Do not submit technical & price bid together as one (rejection ground in PQC).
• Buyer ATC: bidders to sign, stamp/seal and upload all documents at time of bidding.
• MRPL EPS/tenderwizard references appear in generic ITB text; this invitation is GeM mode per NIT.
• Bid documents uploaded by bidders are not shown to other bidders.

Physical originals / offline instruments

EMD (and later ePBG/SD) instruments in BG/DD/Surety Bond form must be sent physically to Materials Department, MRPL, Kuthethoor PO, Via Katipalla, Mangaluru-575030 on or before bid due date/time; superscribe GeM Bid/Tender No.

• Delivery by post or in hand; MRPL not responsible for postal delay/loss.
• Scan of EMD instrument also to be uploaded with technical bid.
• BG via SFMS; original BG preferably sent by issuing bank directly per CVC note in BG procedure.
• No general requirement to submit the full tender hard copy for this GeM bid (manual tender address is only if manual mode).

Signing / attestation rules

Upload signed & stamped forms; PQC experience documents must be CA/statutory-auditor certified or notarised; financial CA certificates need UDIN; Integrity Pact signed (bidder side) with witnesses.

• Several undertakings expressly on company letterhead by authorised signatory.
• Deviation statement: write NIL if no deviation; blank treated as no deviation.

No corrigendum / addendum on record

No corrigendum, addendum or pre-bid reply document is included in the tender pack; original GeM bid dated 18-08-2026 and attached MRPL documents apply as issued.

• Final applicable key values therefore remain: Bid end 28-08-2026 15:00; opening 28-08-2026 15:30; validity 90 days; EMD Rs.4,87,000; ePBG/SD 5% for 26 months; contract 2 years; pre-bid not applicable.

Contract period start anchor

Scope fixes 01/09/26–31/08/28 while NIT says 2 years from order date; GeM only says 2 Year(s).

• If award/order slips past 01/09/26, bidders face uncertainty whether dates shift or mobilisation is compressed.
• Practical reading: duration is 2 years; fixed calendar dates in SOW may assume timely award—seek clarification if award delayed.

EMD Bank Guarantee validity start date

GCC requires EMD BG valid 180 days from bid submission; Appendix-II proforma states 180 days from date of opening of the tender.

• Prefer the longer cover (from submission through 180 days after opening) to avoid rejection, and align BG text carefully with MRPL format.

Similar-experience client type (Govt/PSU only vs Corporate allowed)

GeM standard experience note limits similar services to Central/State Govt/PSU, while tender PQC defines similar work to include Corporate data centres.

• Tender-specific PQC/ATC is the detailed qualification rule for this bid; Corporate DC experience should count under PQC, but GeM wording creates evaluation risk—confirm if relying solely on private corporate credentials.

Payment trigger wording (SDAC vs bill submission / milestone title)

GeM payment timeline references SDAC + online bills within 15 days; SOW/Payment ATC prescribe monthly FMS and quarterly AMC on EIC-certified bills within 15 days of submission; GeM category title says milestone basis.

• Payment ATC states SCC/SOW payment terms supersede GCC; operational billing should follow SOW monthly/quarterly table.
• Category label 'Milestone basis' does not match the monthly/quarterly AMC-FMS payment schedule.

MSE monetary relaxation vs GeM 'No' relaxation flag

GeM Bid Details set MSE Relaxation for Years of Experience and Turnover to No, yet PQC publishes lower MSE turnover and past-work value thresholds.

• Years-of-experience (7 years) still apply without MSE waiver; PQC still softens monetary bars for MSEs (e.g. turnover 30.60 Lakh vs 36 Lakh).
• Treat PQC MSE thresholds as applicable for this tender’s qualification maths, while GeM 'No' blocks full criterion exemption.

Confirm contract start if award slips past 01/09/2026

Ask whether the firm window 01/09/26–31/08/28 still binds if GeM contract/order is issued later, or whether 2 years runs from order date only.

• Affects mobilisation planning, resource joining, and pricing for the first quarter overlapping award delay.
• Pre-bid meeting is not applicable—raise via GeM representation/buyer clarification contacts.

Whether private Corporate DC credentials fully satisfy experience

Seek written confirmation that Corporate data-centre IT FMS/AMC experience meets PQC even though GeM text mentions only Govt/PSU.

• Material to bid/no-bid for pure private-sector specialists.

Honeywell & Vertiv MAF scope and back-to-back support boundaries

Clarify exact OEM authorisation content required at bid stage vs post-award, and which Annexure-B failures remain bidder cost vs OEM subscription already held by MRPL.

• SOW says MRPL has back-to-back OEM tie-up for some security apps, yet bidder must still hold Honeywell/Vertiv MAF and replace faulty hardware at no extra cost—cost exposure needs crisp boundary.
• Also confirm whether MSEZ aromatic-complex switches and multi-site FMS travel are fully inside lump-sum rates.

Unlimited SLA penalty vs PRS interaction and cap

Confirm whether SLA hourly penalties (1% of quarterly AMC per hour beyond resolution target) are capped, stack with GCC PRS (½%/week to 5%), and how ticket priority disputes are closed.

• Example in SOW shows uncapped hourly accumulation on quarterly AMC base; material pricing risk for 24x7 multi-site ops.
• Also confirm if resource absenteeism/short-headcount has separate LD beyond SLA.

Short bid window and physical EMD logistics

With bid end 28-08-2026 and publication 18-08-2026, confirm acceptable proof if BG/DD is in transit but UTR/scan uploaded, and whether GeM auto-extension will be relied upon.

• Physical EMD must reach by bid due date/time or bid liable for rejection.

Aggressive SLA penalties on AMC base

Failure to meet HIGH/MEDIUM/LOW resolution times attracts penalty of 1% of quarterly AMC charges per hour beyond the allowed time, with EIC-set priorities.

• Illustrative: Rs.1 Lakh quarterly AMC ⇒ Rs.1,000/hour; HIGH case closed in 5h ⇒ Rs.3,000 penalty.
• No express overall monthly/contract cap stated in SOW penalty clause (unlike PRS 5% cap).
• Relief only if delay attributable to MRPL/out-of-scope services, documented at ticket closure.

Open-ended scope growth without extra cost

Bidder must support additions/changes/new hardware-software introduced during contract and multi-site coverage inside lump-sum rates.

• GeM option clause allows up to 25% increase in quantity/duration at award; after award quantity/duration increase up to 25%; lumpsum scope/value increase up to 25% with service provider consent.
• Price bid quantities tentative within overall ceiling.

Hardware replacement and OEM dependency cost risk

AMC requires repair or free replacement of faulty listed assets with same make or equivalent/higher capacity; back-to-back OEM support obligated for BMS/other systems.

• UPS batteries excluded from consumables cover—clarify other grey consumables.
• Failure to secure Honeywell/Vertiv MAF is PQC fail.

Manpower, wage and safety compliance burden

Must keep 12 certified onsite engineers 24x7, pay highly-skilled minimum wages with invoice proofs, fund logistics/gate passes, life cover Rs.10 lakh, medicals, and obey Contractor Safety Policy penalties.

• MRPL may terminate individual resources for poor performance and the contract on one month’s notice for poor performance/non-compliance/no further need.
• Safety Policy includes financial fines for violations; alcohol/intoxication treated as safety violation with heavy penalty.
• Labour Codes / legacy labour law compliance mandated on GeM.

Tight bid timeline and EMD forfeiture exposure

About 10 days from bid date 18-08-2026 to close 28-08-2026 (short-duration emergency bid) with physical EMD needed by deadline; false info/back-out risks EMD/SD forfeiture and holiday listing across ONGC/MRPL.

• Auto-extension only if <3 bids, once by 3 days—not guaranteed.
• No arbitration/mediation clause on GeM bid (Arbitration Clause No; Mediation Clause No).

PRS and payment / security cash-flow risk

Delay PRS 0.5%/week up to 5% of contract; SD 5% locked ~26 months; payments only after monthly/quarterly certification within 15 days—no advance stated.

• GCC allows recovery of sums due from any other contracts with Owner.
• Security deposit forfeitable if vendor fails to execute order.

Inviting authority / buyer organisation

Mangalore Refinery & Petrochemicals Limited (MRPL), Materials Department, Ministry of Petroleum and Natural Gas; office at Refinery Division, Kuthethoor, Mangalore-575030, Karnataka.

• GeM Bid GEM/2026/B/7931591; MRPL Tender No. 3300012659.
• Regd. Office phone 0091-824-2270400; Fax 0091-824-2271239 (cover pages).

Technical query contacts (ISD)

Mr. Narendra Nath, Senior Manager-ISD, [email protected], 0824-2883078; Mr. Prahlad U, GM-ISD, [email protected], 0824-2883061.

Commercial / dealing officer contacts (Materials)

Section In-charge Mrs Jimmy Jai Singh Malik, [email protected], 0824-2882219; Dealing Officer Mr Nithin Mugera, [email protected] / [email protected], 0824-2882250.

• GeM Buyer Email id: [email protected]; HOD grievance email [email protected].

E-tendering support contacts

Mr. Dilip Ranganath, [email protected], 0824-288-2248/2298; alternate Antares: [email protected], [email protected], 080-49352000.

• Primary submission path for this bid is GeM; these contacts appear in MRPL NIT for e-tendering queries.

Physical submission / site address

EMD/SD instruments and any physical documents: Materials Department, MRPL, Kuthethoor P.O., Via Katipalla, Mangaluru-575030, Karnataka; site visit same campus address.

• Consignee/Reporting Officer named on GeM: Harish K Rao at the same Mangaluru refinery address.
• Integrity Pact signing place indicated as Mangalore.