Hiring of Agency for IT Projects- Milestone basis

Bid publication date

Bid document is dated 13-08-2026 (GeM Bid Number GEM/2026/B/7916153).

• No corrigendum in the tender pack amends this date.

Pre-bid conference and query deadline

Pre-bid is on 20-08-2026 at 15:00 at UPDESCO Conference Hall, Lucknow; consolidated queries must be emailed by 20.08.2026, 01:00 P.M.

• Venue: At UPDESCO Conference Hall, 2nd Floor, UPTRON Building, Samta Mulak Chauraha, Near Gomti Barrage, Gomti Nagar, Lucknow, Uttar Pradesh 226010.
• Queries only in .xls/.xlsx format to [email protected].
• Responses will be hosted on https://gem.gov.in; no individual intimation.

Bid submission deadline

Bid End Date/Time is 05-09-2026 15:00:00.

• Auto-extension may apply if fewer than 3 bids: extend by 3 days, up to 2 auto-extensions.
• No corrigendum extends this date in the available documents.

Bid opening

Bid Opening Date/Time is 05-09-2026 15:30:00.

Bid offer validity

Bid Offer Validity is 90 days from the bid end date.

• EMD/BG validity under ATC is separately stated as 180 days after bid due date (see Financials).

Contract, delivery and warranty timelines

GeM contract period is 1 year; delivery/installation/commissioning is within 90 days of GeM Contract/work order; comprehensive onsite warranty is 36 months from installation/site acceptance.

• Contract signing: within 7 days of notification from GeM Portal (Format-1).
• PBG to be submitted within 15 working days of GeM Contract issuance, initially valid 38 months.
• Service centre in UP: within 30 calendar days of award if not already present (roles also state 30 days of GeM contract/work order).

Estimated bid value

Estimated Bid Value is INR 17,50,00,000 (inclusive of all taxes).

• Declared for guidance on EMD and eligibility (turnover/past experience), not as a bid ceiling.

EMD / bid security

EMD is INR 17,50,000 (1% of estimated value); no exemption to any bidder; scanned proof with e-bid and original within 5 days of technical bid opening.

• Acceptable forms under ATC: bank guarantee from SBI/associate, any nationalized bank, or scheduled commercial bank in India; or RTGS/IMPS/NEFT.
• BG in favour of Managing Director, U.P. Development Systems Corporation Ltd, Lucknow; valid for 180 days after bid due date.
• Beneficiary on GeM: Managing Director, U.P. Development Systems Corporation Ltd.; Advisory Bank listed as State Bank of India.
• NEFT/RTGS account (also in bid ATC text): A/C Holder UP Development System Corporation Ltd.; Bank of Baroda, Vibhuti Khand Branch; A/c 34300100014862; IFSC BARB0VIBHUT.
• EMD refunded to the same account from which submitted (bid note).
• No interest on EMD; unsuccessful EMD returned within 30 days of finalization (ATC).
• GeM GTC text on MSE EMD exemption is overridden by ATC/bid text stating NO EXEMPTION (see Contradictions).

Tender / bid document fee

No tender fee or bid participation fee is stated in the bid or ATC.

• GeM disclaimer also flags asking for tender/bid participation fee as a restricted clause type; none is charged here.

Performance security (ePBG/PBG)

Performance security is 5% of total Contract/Work Order value for 38 months from GeM Contract issuance.

• Submit unconditional irrevocable PBG within fifteen (15) working days from date of issuance of GeM Contract.
• Bank: SBI/associate, nationalized bank, or scheduled commercial bank in India acceptable to Tendering Authority.
• If last item period is extended, extend PBG till 02 months after expiry of warranty of such item.
• PBG also to remain valid through Warranty & Support and be released after expiry of three (3) months from successful completion of Warranty & Support Period.
• Format-4 is the prescribed Performance Security Form.
• GeM ePBG Percentage 5.00%; Duration of ePBG required 38 Months; Advisory Bank State Bank of India.

Payment terms and milestones

Payments are milestone-based and back-to-back on receipt of IndiaAI funds by UPDESCO: 80% on SITC/installation certificates and 20% on operationalization/final completion; GeM also states payment within 45 days of SDAC.

• No advance payment; no Letter of Credit.
• Quote prices inclusive of all applicable taxes/duties as on Bid Due Date; GST revisions considered at invoicing.
• No interest/compensation for payment delay due to delayed receipt of funds from IndiaAI or other Government authority.
• GeM Payment Timelines: within 45 days of issue of SDAC and online bill submission (supersedes 10 days in GeM GTC clause 12).
• Financial document indicating price breakup required; Price Schedule/BoQ Excel must be uploaded.
• Evaluation: total value wise; Reverse Auction enabled with H1 elimination.

Legal entity of bidder

Bidder must be a Company (Companies Act 2013/1956), LLP, Partnership Firm, or Proprietorship, with incorporation/registration, PAN and GST.

Bidder turnover

Minimum average annual turnover ₹8.75 Crore during any three consecutive financial years out of FY 2021-22, 2022-23, 2023-24 and 2024-25.

• GeM bid header also states Minimum Average Annual Turnover of the bidder (For 3 Years): 875 Lakh(s).
• Evidence: audited balance sheets and P&L, or Statutory Auditor/CA certificate.
• MSE/Startup relaxation for years of experience and turnover: No.

Net worth

Bidder must have positive net worth in FY 2023-24 and 2024-25.

Similar work experience (ATC – overrides conflicting GeM generic criteria)

In last four FYs from 01.04.2022, complete similar ICT/computer/AI lab etc. projects for Central/State Govt/PSU/Govt educational institutions: 1×≥₹14 Cr OR 2×≥₹8.75 Cr OR 3×≥₹7 Cr.

• Similar projects: Supply, Installation, Testing, Commissioning and Integration of ICT Infrastructure / Computer Labs / AI Labs / Smart Classrooms / Digital Learning Labs / Educational Technology Infrastructure / Desktop Computer / laptop / All-in-One systems.
• GeM bid also states 3 years past experience of similar services and generic 40%/50%/80% of estimated cost thresholds; ATC has overriding effect on conflicting terms (see Contradictions).
• Proofs: Work Order/Agreement and Completion/Work Verification Certificate.

OEM authorization and single make/model rule

Ink-signed bid-specific MAF required from OEMs of Workstation, All-in-One, Printers, IFPD/Digital Whiteboard, UPS and Network Switch; authorized dealer/channel partner may quote only one make & model per equipment type.

Workstation OEM eligibility

Workstation OEM must be Indian-registered company, ≥₹70 Cr average turnover (any 3 consecutive of FY 2022-23 to 2025-26), ≥3 years existence, UP service support, ≥300 workstations supplied to Govt/PSU/Govt institutes in FY 2023-24 to 2025-26 incl. current FY, not blacklisted, embossed motherboard logo, factory pre-loaded OS with DPK.

All-in-One OEM eligibility

AIO OEM must meet same corporate/turnover/existence/support/blacklist/logo/OS conditions, plus supply of 4,450 AIO units with at least one single order of minimum 3,500 units to Govt/PSU/Govt institute in FY 2023-24, 2024-25 & 2025-26 including current FY.

Service support infrastructure (bidder)

Bidder must have operational office/service support centre in Uttar Pradesh, or undertake to establish a Project Coordination Office in UP within 15 days of Work Order.

• Separately, selected bidder must open authorized service centre in UP within 30 calendar days of award if not present; district-level service engineer required.

Quality certifications and technical compliance

OEMs of quoted Workstations and All-in-One Systems must hold valid ISO 9001, ISO 14000, ISO 20000 and ISO 27001; bidder must submit OEM datasheets and full technical compliance.

Non-blacklisting and statutory compliance

Bidder must not be blacklisted/debarred by Central/State Govt, PSU or Govt educational institution as on bid publication date; must hold valid PAN, GST and applicable statutory registrations.

• OEM non-blacklisting also required under OEM eligibility.
• Land-border restrictions under GeM GTC clause 26 apply.

Consortium/JV and subcontracting

No consortium/JV bidding structure is provided; subletting the project is prohibited and grounds for rejection.

• Legal entity options are single Company/LLP/Partnership/Proprietorship only.
• Common interests in two or more bidders can lead to disqualification unless extra bids are withdrawn.

MII compliance and purchase preference

MII Compliance is Yes; MSE Purchase Preference is No; Format-11 requires OEM local content/class/country-of-origin certification.

What is being procured

Selection of a System Integrator to establish 62 AI Data Labs across Uttar Pradesh under IndiaAI Mission: supply, installation, configuration, commissioning and comprehensive maintenance of lab IT equipment.

• GeM item category title: Hiring of Agency for IT Projects- Milestone basis.
• Objective: foundational AI training exposure, domain use-cases, ecosystem building and trainer pool under Future Skills pillar.
• Buyer/office: U.P. Development Systems Corporation Ltd. (UPDESCO), under Information Technology And Electronics Department, Uttar Pradesh.

Per-lab equipment and aggregate quantities

Each lab gets 2 high-end workstations, 18 mid-level AIOs, 1×10 KVA online UPS, 1 digital whiteboard/IFPD, networking/audio/printer/consumables/hardware kits; totals for 62 labs include 124 workstations and 1,116 AIOs.

• ATC qualification note and BoQ: 124 Workstations, 1,116 All-in-one Systems, 62 Printers, 62 Online UPS, 62 IFPD/Digital Whiteboard, 62 Network Switch units exclusively in ITI campus.
• BoQ also prices Hardware Kits (310), CAT6 (37,820 mtr), IOs/patch cords, speakers, amplifiers, mics, pen drives, software kits (1,240), office automation software (1,240), etc.
• Detailed technical specifications for equipment occupy ATC Section-II (from p.16 onward) and Format-9 compliance sheets.

Locations

Labs are at Government ITI institutes across Uttar Pradesh (Appendix-1 list); consignee address on GeM is UPDESCO, Lucknow; site-wise delivery contacts issued after PDI.

• Delivery is Project/Lumpsum Based quantity on GeM.
• Sample layout plan is Appendix-2.

Delivery, installation and acceptance timeline

Complete delivery, installation and commissioning at ITI level within 90 days from GeM Contract/work order; PDI mandatory before dispatch; final acceptance after installation.

• Minimum PDI lot size not less than 25% of ordered quantity.
• Delivery Challan and Installation Report must be signed/stamped by ITI/Institute Principal with name, designation and contact number.
• Warranty generally starts from installation/acceptance; if site not ready, 36 months from installation or 38 months from delivery, whichever earlier, with written sign-off.

Warranty, O&M and standards

3-year comprehensive onsite warranty from site acceptance/installation, with 24-hour response and 48-hour resolution SLAs, standby replacement, helpdesk and genuine spares.

• Insurance advised at 110% of goods value, warehouse to final destination, All Risks including war risks and strikes.
• GoI/DPIIT/MeitY/DoE orders listed in ATC Clause 12 apply.
• Consumables (toner, plastic parts, drum) and physical mishandling damage excluded from warranty.

Quantity variation

Buyer may increase/decrease quantity or duration up to 25% under GeM/option clause; for lumpsum service contracts, scope/value may increase up to 25% with service provider consent.

Submission mode and portal

Two-packet e-bid on GeM Portal (https://gem.gov.in / bidplus); technical and financial packets as per GeM two-packet process, with Reverse Auction after technical qualification.

• Documents uploaded by bidders are shown to all participated bidders (Yes).
• Financial Document Indicating Price Breakup Required: Yes; upload Price Schedule/BoQ Excel 1786627567.xlsx.
• Time allowed for Technical Clarifications during technical evaluation: 2 Days.
• ATC overrides conflicting terms elsewhere and becomes part of agreement/tripartite agreement.

Signing, physical originals and post-award contract

Bid signed by duly authorized person; scanned EMD with e-bid and original EMD to Tendering Authority office within 5 days of technical bid opening; successful bidder signs Format-1 contract within 7 days of GeM notification.

• MAF must be ink signed / on OEM letterhead as specified.
• Non-blacklisting requires notarized affidavit not more than a month old from e-Bid publishing date.
• PBG (Format-4) within 15 working days of GeM Contract.
• No separate sealed physical bid envelopes are prescribed beyond original EMD and post-award documents; submission is electronic on GeM.

EMD exemption: GeM standard text vs ATC/bid special condition

GeM bid includes standard EMD exemption language, but buyer ATC and bid-specific text expressly bar any EMD exemption and mandate rejection without EMD; ATC prevails.

• Action for bidder: do not rely on MSE/other GeM EMD exemption; submit full INR 17,50,000 EMD.

Past experience thresholds: GeM generic 40/50/80% vs ATC absolute crore values

GeM standard past-experience clause uses 40%/50%/80% of estimated cost over current+last three FYs, while ATC Clause 7 sets ₹14 Cr / ₹8.75 Cr / ₹7 Cr over four FYs from 01.04.2022 with a defined similar-work definition; ATC overrides.

• Estimated value 175 Cr basis would make GeM thresholds ₹70 Cr / ₹87.5 Cr / ₹140 Cr — far higher than ATC — confirming the conflict is material.
• Bidder should satisfy ATC Clause 7 Sr.5 and still upload documents addressing GeM experience fields.

Contract duration: GeM 1 Year vs multi-year warranty/PBG obligations

GeM Bid Details state Contract Period 1 Year(s), but ATC requires 36-month comprehensive warranty, 38-month initial PBG and SLA through warranty; long-term support obligations outlast the stated 1-year contract period.

• Bidder should price and resource 3-year onsite warranty/SLA regardless of the 1-year GeM contract period field.

Payment timing: GeM 45-day SDAC clock vs ATC back-to-back IndiaAI funding

GeM states payment within 45 days of SDAC/online bills, while ATC makes payment contingent on UPDESCO receiving corresponding funds from IndiaAI and uses 80/20 milestones; ATC also disclaims interest for funding delays.

• Commercial risk: cashflow may slip beyond 45 days if IndiaAI funds are delayed, despite GeM timeline language.

EMD acceptable instruments wording across GeM bid vs ATC

GeM bid ATC text highlights NEFT/RTGS and says EMD also acceptable as surety bond, while ATC Clause 5 details BG or RTGS/IMPS/NEFT; follow ATC Clause 5 instruments and still meet any GeM upload fields.

Institute naming typos (ITI vs IIT) in formats

Scope and Appendix consistently refer to ITI institutes, but Formats 7 and 8 text say “IITs”; treat ITI/Appendix-1 locations as operative.

Confirm which past-experience criterion will be evaluated

Ask buyer to confirm in writing that ATC Clause 7 (₹14/8.75/7 Cr) supersedes GeM 40/50/80% similar-services clause for technical evaluation.

• Material bid/no-bid and consortiuming impact; difference is multiple crores in threshold.

Payment contingency on IndiaAI funding vs GeM 45-day timeline

Seek clarity whether the 45-day GeM SDAC payment clock still applies if IndiaAI funds are delayed, and whether any provisional payment/interest protection exists.

• Directly affects working-capital and pricing risk for an ~₹17.5 Cr SITC rollout.

AIO OEM 3,500-unit single-order criterion

Request confirmation whether the single order of minimum 3,500 AIOs can be cumulative across amendments/extensions of one contract, and what proof (completion vs supply) is accepted.

• This OEM bar is unusually high and may limit eligible brands/partners.

Site readiness, location freeze and dependency delays

Ask when final ITI-wise addresses/contacts will be frozen, how site-not-ready delays are certified, and whether such delays are excluded from the 90-day LD clock and 80% milestone.

• Delivery contacts are only provided after PDI; LD is 0.1%/day on undelivered quantity up to 10% per district.

Milestone-2 inauguration dependency

Clarify what constitutes “inauguration”/operationalization for the final 20%, who schedules it, and maximum time from SITC to Milestone-2 if inauguration is delayed by buyer/institute.

Tripartite agreement parties and precedence vs GeM contract

Ask which parties sign the tripartite agreement (UPDESCO/IndiaAI/Institute/Supplier), and confirm ATC Format-1 conditions prevail over the GeM-generated contract as stated.

Back-to-back payment and no interest on funding delay

Payments depend on UPDESCO receiving IndiaAI funds; no advance/LC and no interest/compensation for delayed government funding.

• 80% only after full SITC and institute certificates; 20% tied to inauguration/operationalization/final completion.

Aggressive 90-day statewide rollout with LD

SITC across 62 ITIs within 90 days; LD 0.1% per day of undelivered/late quantity, capped at 10% of order value for a particular district, then possible termination and PBG forfeiture.

• PDI required before dispatch with minimum 25% lot size; multi-plant inspection costs beyond first location borne by supplier.
• Location details only after PDI — schedule compression risk.

SLA penalties during 3-year warranty

₹200/day response delay and ₹500/day resolution delay per incident; total SLA penalty capped at 10% of contract value; max penalty/repeated failure can lead to termination, PBG forfeiture and debarment.

One-sided termination and dispute mechanics

Buyer may terminate for convenience with 15 days’ notice; default cure only 7 days; sole arbitrator nominated by ACS/PS IT & Electronics after mutual consent; Lucknow jurisdiction.

• Supplier continues performance during disputes; GeM bid lists Arbitration Clause/Mediation Clause as No, while ATC contains detailed arbitration — another process risk.

High OEM qualification bars and single-model/MAF constraints

₹70 Cr OEM turnover, embossed logo, factory OS/DPK, and especially 3,500-unit single AIO order create supply-chain concentration and compliance risk; only one make/model per equipment type for dealers.

Security retention and no-sublet rule

5% PBG locked ~38 months plus 3 months after warranty; subletting prohibited; option clause can change quantity/duration up to 25%.

False declaration / common interest / land-border compliance exposure

Misrepresentation, common interests across bidders, or false land-border/local-content declarations can cause rejection, termination, PBG forfeiture, debarment and legal action.

Inviting / tendering authority

U.P. Development Systems Corporation Ltd. (UPDESCO), under Information Technology And Electronics Department, Uttar Pradesh.

• Office address: II / 2nd Floor, Uptron Building, Near Gomti Barrage, Gomti Nagar, Lucknow – 226010.
• GeM Office Name: U.p. Development Systems Corporation Ltd.
• Consignee/Reporting Officer on GeM: Virendra Kumar Maurya; address UPDESCO, 2nd Floor, Uptron Building, Near Gomti Barrage, Gomti Nagar, 226010.

Email and grievance contacts

Pre-bid queries to [email protected]; GeM HOD grievance email [email protected]; Buyer email [email protected].

• Formats also address Managing Director, UPDESCO at [email protected].
• Pre-bid venue: UPDESCO Conference Hall, 2nd Floor, UPTRON Building, Samta Mulak Chauraha, Near Gomti Barrage, Gomti Nagar, Lucknow, UP 226010.

Physical submission address (original EMD)

Original Bid Security/EMD must reach the office of the Tendering Authority (Managing Director, UPDESCO, II Floor, Uptron Building, Near Gomti Barrage, Gomti Nagar, Lucknow - 226010) within 5 days of technical bid opening.

• No other mandatory physical bid-envelope submission is specified; commercial bid is on GeM.