Operation And Maintenance Of HVAC System

Publication / bid document date

Bid document dated 08-09-2026; Bid Number GEM/2026/B/8006594.

• No corrigendum/addendum is present in the tender packet, so this remains the publication date.

Bid submission end

Bid End Date/Time: 30-09-2026 12:00:00.

• Automatic bid extension: if fewer than 3 bids are received, bid end date auto-extends by 7 days, maximum 1 auto-extension.
• No corrigendum has changed this date.

Bid opening

Bid Opening Date/Time: 01-10-2026 12:00:00.

• Time allowed for Technical Clarifications during technical evaluation: 3 Days.

Bid offer validity

Bid Offer Validity (From End Date): 90 Days.

• Per GeM GTC, Bid Security/EMD should remain valid for 45 days beyond bid validity.

Contract period / service duration

Contract Period is 3 Year(s); O&M service required for 36 months.

• No separate pre-bid meeting or clarification-submission deadline is stated in the bid documents.

Estimated tender value

No explicit Estimated Bid Value figure is printed in the available documents.

• Bid text refers to 'Estimated Bid Value indicated above' only for guidance on EMD and eligibility, but no numeric estimated value appears in the Bid Details pages.
• ATC past-experience thresholds (single order Rs. 44,93,863 / two of Rs. 28,08,665 / three of Rs. 22,46,932) imply an underlying estimate around those percentages, but the estimate itself is not stated.

EMD / Bid Security

EMD Amount: Rs. 1,40,500; Advisory Bank ICICI; beneficiary Registrar MNIT.

• EMD & Performance security should be in favour of Beneficiary: Registrar, Malaviya National Institute Of Technology Jaipur, Jawahar Lal Nehru Marg, Jaipur, Rajasthan-302017 (Registrar Mnit).
• EMD is also accepted as a surety bond.
• Online RTGS/internet banking EMD also allowed to: Registrar MNIT, A/c 676805000011, IFSC ICIC0006768, ICICI Bank LTD, MNIT Branch; upload payment proof with bid and indicate bid number and bidding entity in transfer remarks.
• GeM GTC Bid Security forms: Insurance Surety Bond, Account Payee DD, FDR, Banker's Cheque, Bank Guarantee (including e-BG), or online payment; hard copy of Bid Security to Buyer within 5 working days of bid opening.
• GTC: Bid Security validity 45 days beyond bid validity; no interest payable.
• EMD exemption available to eligible MSE service providers (not traders) and other GTC-exempt categories if claimed under the correct GeM category with supporting documents; wrong exemption category claim leads to rejection per ATC.
• Unsuccessful bidders' EMD returned within 15 days after award or expiry of bid validity (technical-fail bidders in two-packet: within 15 days of technical result); successful bidder's EMD returned within 15 days after receipt of Performance Security/e-PBG.

Performance security / ePBG

ePBG 5.00% of contract value for 38 months; Advisory Bank ICICI; due within 15 days of award.

• Successful bidder may submit Performance Security online via RTGS/internet banking (besides PBG allowed as per GeM GTC) to Registrar MNIT, A/c 676805000011, IFSC ICIC0006768, ICICI Bank LTD, MNIT Branch; upload proof in place of PBG within 15 days of award; indicate Contract number and Seller name in transfer details.
• GTC Performance Security forms: Insurance Surety Bonds, Account Payee DD, FDR from commercial bank, Bank Guarantee (including e-BG), or online payment.
• GTC: Performance Security generally valid for 2 months beyond completion of all contractual obligations including warranty; buyer selected up to 5%; payments become due only after receipt and verification of Performance Security; refund within 30 days of completion of all contractual obligations; no interest.
• Bid ePBG duration of 38 months aligns with 36-month service + about 2 months buffer.

Tender / bid document fee

No tender fee or bid participation fee is prescribed in this bid.

• GeM disclaimer lists mandating tender/bid participation fee as a disallowed ATC practice; none is charged here.

Pricing and taxes

Quote ACMC per year inclusive of all taxes including GST; total for three years = yearly rate × 3; rates must include spares, refrigerant, lubricants, consumables and labour.

• Financial Document Indicating Price Breakup Required: Yes; Excel price schedule 1788845797.xlsx to be uploaded.
• Evaluation Method: Total value wise evaluation.
• ATC: GST/Sales tax/VAT and all other taxes/CESS on materials/labour to be paid by contractor; rates must consider all such taxes.
• Comprehensive AMC — no separate reimbursement for covered spares/consumables.

Payment terms

GeM GTC service payments: 100% on monthly bills within 10 days of SDAC and online bill submission, unless STC/ATC specify otherwise; this bid ATC does not set a different payment cycle.

• No payment until Performance Security is received and verified.
• ATC: bills shall not be finalized till plant is repaired to Engineer-in-charge satisfaction after breakdowns.
• Supporting payment documents per GTC include contract copy, GST invoice, SDAC/CRAC, and confirmation of security deposit receipt.

Minimum average annual turnover

Minimum Average Annual Turnover of the bidder (For 3 Years): 28 Lakh(s).

• Average of last three years ending on 31st March of the previous financial year; upload certified audited balance sheets or CA/Cost Accountant turnover certificate.
• If bidder is less than 3 years old, average turnover of completed financial years after constitution is taken.
• Turnover eligibility criteria: to be verified by the buyer at technical evaluation.
• Complete MSE and Startup relaxation from Years of Experience and Turnover is enabled (Yes | Complete), subject to quality/technical specs and supporting exemption documents.

Years of past experience (standard GeM criterion)

Years of Past Experience Required for same/similar service: 3 Year(s), ending month of March prior to bid opening, for similar services to any Central/State Govt Organisation/PSU.

• Upload copies of relevant contracts/orders for each Financial year of the required experience period.
• MSE and DPIIT Startup relaxations from Experience Criteria apply if claimed with supporting documents.

Past project experience value thresholds (ATC)

Bidder/OEM (themselves or through reseller) must have executed same/similar category project during preceding 3 financial years (current + three previous) as on bid opening, meeting one of: single order ≥ Rs. 44,93,863; or two orders ≥ Rs. 28,08,665 each; or three orders ≥ Rs. 22,46,932 each.

• Satisfactory Performance Certificate issued by respective Buyer Organization for the above Orders must be uploaded with bid.
• Note in ATC: * Any organization includes private entity alongwith Govt. Organisations/PSUs.
• Acceptable past-experience proofs (buyer-added clause): (a) Contract copy along with Invoice(s) with self-certification by bidder that service/supplies against the invoices have been executed; (b) Execution certificate by client with contract value; (c) Any other document in support of contract execution like Third Party Inspection release note, etc.

Past performance quantity criterion (ATC)

Bidder or its OEM (themselves or through re-seller(s)) should have supplied same/similar Category Products for 20% of bid quantity, in at least one of the last three Financial years before bid opening, to any Organization (including private).

• Copies of relevant contracts proving cumulative order quantity in any one financial year to be submitted with bid.

ATC HVAC/VRV eligibility text (incomplete)

ATC page 15 also requires experience of ITC/ACMC and operation of HVAC Plant/VRV in Govt/Autonomous/Universities/Undertakings of GOI or State Govt in last three years with completion certificate/work order, but the clause is cut off mid-sentence at 'at least a.'.

• This incomplete clause conflicts with the ATC note allowing private-organisation experience for past project experience — see contradictions.

OEM Authorised Service Provider requirement

Type of Annual Maintenance Service Provider required: OEM Authorised Service Provider (ASP).

• Documents required from seller include OEM Authorization Certificate and OEM Annual Turnover (no OEM turnover quantum is stated in Bid Details).
• Wherever Authorised Distributors/service providers bid, Authorisation Form/Certificate with OEM/Original Service Provider name, designation, address, e-mail Id and Phone No. must be furnished with the bid.

Office location and service support

An office of the Service Provider must be located in the state of Consignee (Rajasthan); documentary evidence to be submitted.

• BIDDER/OEM must have Dedicated/toll Free Telephone No. for Service Support.

Make in India / local content

MII Compliance: Yes. Bidder must submit completely filled Declaration of Local Content regarding Make in India Policy (format attached).

• If bidder is reseller, OEM country-of-origin certificate is mandatory and must also be mentioned in Local Content Certificate.
• Local Content form categories: Class I ≥50%, Class II ≥20% but <50%, Non-local <20%.
• False local-content declaration may attract debarment up to 2 years under GFR and other legal action.

MSE / Startup purchase preference and exemptions

MSE Purchase Preference: Yes; MSEs within L1+15% may match L1 for 100% of bid quantity/amount; traders/authorised dealers with MSME certificate do not get MSE EMD exemption or purchase preference for this services bid.

• ATC: benefit of EMD exemption and purchase preference to MSME only for manufacturers of respective goods and service providers for respective services; authorised dealer/trader MSME certificate not accepted as MSME category for this bid.
• Startup experience/turnover relaxations available if DPIIT-registered with supporting documents.

Financial standing, land-border and assignment restrictions

Bidder must not be under liquidation, court receivership or similar proceedings / bankrupt; upload undertaking. Land-border bidders need Competent Authority registration. No assignment/sub-contract without buyer consent.

• False land-border declaration/non-compliance is ground for immediate contract termination and legal action (GeM GTC clause 26).
• Even with consent to assign/sub-contract, Seller remains jointly and severally liable.

Consortium / JV

No consortium or joint-venture bidding rules are stated in the bid documents.

Work summary and location

All-in comprehensive annual maintenance and operation of HVAC system installed at VLTC, MNIT Jaipur — Complete System — for 36 months / 3 years.

• Item: Operation And Maintenance Of HVAC System (Heating, Ventilation And Air Conditioning System) - Complete System (quantity 1).
• Consignee/Reporting Officer: Dinesh Soni; Address: 302017, Malviya National Institute of Technology Jaipur, JLN Marg, Malviya Nagar, Jaipur-302017.
• Actual delivery/installation address stated as Central Store, MNIT, JLN Marg, Malviya Nagar, Jaipur 302017.
• Status of equipment at bid time: Under AMC and functional.

Equipment covered

Scope covers 3×150 TR chillers, associated pumps, 39 AHUs, FCUs, cooling towers, split units, centralized temperature control, BMS, and related systems — comprehensive AMC including preventive, breakdown and annual overhauling.

• Chillers: comprehensive AMC including refrigerant, spares, overhauling.
• AHUs: complete service including filters, coils, motors, drives, dampers.
• Cooling towers: servicing including water treatment, fill cleaning/replacement.
• Pumps (CHW/CDW): overhauling, alignment, gland/seal replacement.
• Also covers indoor/outdoor units, refrigerant piping (leak detection, N2 testing, vacuum, gas recharge), condensate drains, control/power wiring, compressors, PCBs, ducting, copper tubing with insulation, fan motors, etc.
• Consumables & miscellaneous inclusive: CT & chilled-water treatment chemicals, refrigerant gas, filters, belts, nuts/bolts, insulation tape, lubricants, minor consumables.
• Spare parts inclusive in contract cost and should be OEM or OEM authorised/equivalent only; concurrence of Engineer-in-charge before usage.
• Start-of-AMC replacements listed: all hand valves; cooling tower fins; siphon pipe and pressure meter; controller relays; temperature control switch.

Operation, manpower and hours

Plant operated 7 AM/am to 9 PM/pm; one HVAC operator (technician/skilled) and one helper (unskilled) during operation time.

• Duty hours for skilled and unskilled dedicated manpower: 7am to 9 pm; working days stated as 'during the operation time'.
• Staff report to MNIT Engineers/authorised person; maintain attendance register, employee register, material consumption registers, chiller log books, panel-reading register; advance duty roster by 25th of running month for next month.
• Missing staff recoveries: Operator Rs.1500/- per shift per day; Helper Rs.1000/- per shift per day.
• No labour hutments allowed.

Maintenance standards, schedule and response

Maintenance per manufacturer recommendations and CPWD General Specification for HVAC; monthly/annual schedules for chillers, pumps, AHU/FCU, cooling systems, BMS, switchboards, ventilation, etc.; breakdown response within 2 hours.

• OEM-recommended practices must be followed; service reports after every visit.
• Contractor tools, tackles and measuring instruments at no extra cost.
• Pre/post start checks and records for cooling tower, gas/water leaks, oil, valves, panels, pumps, AHUs, etc.
• Just before AMC expiry, complete system operability test in presence of Engineer-in-Charge.
• Bidder requested to visit site before submitting bid.
• Option clause: buyer can increase/decrease contract quantity or duration up to 25% at issue of contract; after issue only increase up to 25%; for lumpsum service contracts scope/value may increase up to 25% with service provider consent.

Submission portal and mode

Online Two Packet Bid on GeM (GEM/2026/B/8006594); technical and financial packets; financial price-breakup Excel required.

• Documents uploaded by bidders are visible to all participated bidders (Yes).
• Bid to RA enabled: No.
• Bidder's offer liable to rejection if certificates/documents sought in Bid, ATC and Corrigendum are not uploaded.
• Do not put price elements in technical bid (GTC) — two packet bid.

Digital signature and physical originals

Bid is GeM e-bid (portal DSC/e-sign as per GeM process). Hard copy of Bid Security must be submitted directly to the Buyer within 5 working days of bid opening if EMD is furnished by instrument.

• Online EMD/PBG transfer proof is uploaded on portal; no separate physical tender-fee original is required (no tender fee).
• Physical address for buyer correspondence/consignee context: MNIT Jaipur, JLN Marg / Central Store, Malviya Nagar, Jaipur 302017.

Signing / attestation rules

Local Content declaration on company letter head (below Rs.10 Cr tender value); self-certification allowed on experience invoice proofs; no general notarisation mandate stated for all documents.

• Local Content form: for tender value above Rs.10 Cr would need Statutory Auditor/Cost Auditor/Cost Accountant/CA — form states that threshold; this bid does not print a >10 Cr estimate.

No corrigendum / addendum in packet

The downloaded tender documents contain no corrigendum or addendum; original bid values apply as published.

• Final applicable key values remain: Bid End 30-09-2026 12:00:00; Bid Opening 01-10-2026 12:00:00; Bid validity 90 days from end date; EMD Rs. 1,40,500; ePBG 5% for 38 months; contract 3 years / 36 months O&M; turnover 28 Lakh; experience 3 years.

Whose experience counts — Govt/PSU only vs any organisation including private

Standard GeM experience clause requires similar services to Central/State Govt/PSU; ATC Past Project Experience expressly allows private entities; ATC Eligibility Criteria page 15 again limits experience to Govt/Autonomous/Universities/Undertakings and is textually incomplete.

• Bid p.4: experience of providing similar type of services to any Central / State Govt Organization / PSU.
• Buyer ATC cl.3/5 notes: any organization includes private entity alongwith Govt. Organisations/PSUs; thresholds given in rupees.
• ATC document p.15 ELIGIBILITY CRITERIA: HVAC Plant/VRV experience in Department/Autonomous Institutions/Universities Undertakings of the Government of India or any other State Government... cut off at 'at least a.'.
• Bidder action: seek written clarification; until clarified, treat the more specific buyer ATC past-project thresholds as the quantified requirement but be prepared that buyer may still insist on Govt/Autonomous credentials under p.15 and standard GeM clause.

Estimated Bid Value referred but not printed

Bid clause discusses 'Estimated Bid Value indicated above' for EMD/eligibility guidance, yet no numeric Estimated Bid Value appears in the Bid Details extract.

• EMD is fixed at Rs. 1,40,500 and experience thresholds are given in absolute rupees, so bidding can proceed, but reverse-calculating estimate is not an official printed value.

Duplicate identical ATC attachments

Buyer uploaded two additional PDFs (1788780474.pdf and 1788780509.pdf) that are byte-identical 15-page scope/schedule/eligibility documents, also referenced separately as 'scope of work' and 'list/quantity/type/specifications'.

• No conflicting content between them because they are the same file; only labelling differs.

OEM Annual Turnover required without stated quantum

OEM Annual Turnover is listed under Document required from seller, but Bid Details state only bidder minimum average turnover (28 Lakh) and do not specify an OEM turnover amount.

• Risk of subjective technical rejection or clarification cycle; seek buyer clarification before bid.

Complete and reconcile ATC eligibility criteria

Please issue the complete text of ATC '2. ELIGIBILITY CRITERIA' (currently ending at 'at least a.') and confirm whether private-sector HVAC/ACMC experience is acceptable against the Govt/Autonomous-only wording.

• Material to bid/no-bid and to which past orders can be used for the Rs. 44.94 Lakh / 28.09 Lakh / 22.47 Lakh thresholds.

OEM Annual Turnover quantum and which OEM

Please specify the required OEM Annual Turnover amount/period and identify the OEM(s) of the installed VLTC HVAC make(s) for which Authorised Service Provider status and MAF are mandatory.

• Technical specification requires OEM Authorised Service Provider (ASP); without make list and OEM turnover figure, authorisation and turnover proofs cannot be finalised.

Start-of-AMC mandatory replacements — condition survey

Confirm whether replacement of all hand valves, cooling tower fins, siphon pipe, pressure meter, controller relays and temperature control switch is mandatory at AMC start regardless of condition, and whether a joint inventory/condition report will be issued.

• These items can materially change first-year pricing of a comprehensive ACMC.

Existing plant make, age, asset list and exclusions

Request full asset register (chiller make/model/serial, AHU/FCU/split counts beyond 39 AHUs, BMS make, cooling tower details), age/running hours, known defects, and any items expressly excluded from comprehensive cover (e.g. major structural duct replacement, civil works, power supply failures).

• Scope says equipment is 'Under AMC and functional' but does not list exclusions; comprehensive language is very wide (compressors, PCBs, refrigerant, fins, valves).

Manpower working days, holidays and multi-shift recovery basis

Clarify working days/holidays (bid says only 'during the operation time'), whether 7am–9pm is one continuous shift or multiple shifts for recovery calculations, and minimum qualification/wage compliance expectations for operator and helper.

• Affects staffing cost and exposure to Rs.1500/Rs.1000 per-shift absences plus labour-code compliance risk.

Payment periodicity and linkage to uptime

Confirm whether GeM default monthly SDAC billing applies, and how breakdown 'break period' recoveries @ Rs.500/day and staff-absence recoveries will be deducted from monthly bills.

• ATC says bills not finalized till plant repaired; need clarity on partial-month certification and maximum cumulative penalty.

Fully comprehensive spares/refrigerant risk including start-of-AMC replacements

Contract is fully comprehensive: all spares, refrigerant, chemicals, filters, compressors, PCBs, fins, valves etc. are inside the quoted yearly rate, with specific replacements required at AMC start.

• Unknown plant condition beyond 'Under AMC and functional' creates large costing uncertainty for 3-year fixed comprehensive price.
• Spares must be OEM/OEM-authorised/equivalent with Engineer-in-charge concurrence before use.

Breakdown response and staff-absence penalties

Breakdowns must be attended within 2 hours; thereafter each subsequent day is 'break period' with recovery @ Rs.500/- per day; missing operator/helper attracts Rs.1500/Rs.1000 per shift per day; bills held until repair satisfaction.

• No stated annual cap on these recoveries in ATC.
• GeM GTC LD for delayed delivery/performance also exists @ 0.5%/week of delayed quantity value, cap 5% (10% if inordinate delay).

Security cash-flow and 25% variation

EMD Rs. 1,40,500 locked through evaluation; 5% ePBG for 38 months within 15 days of award before payments start; buyer may vary quantity/duration up to 25%.

• Wrong MSE EMD-exemption category claim causes bid rejection.
• Hard-copy EMD deadline (5 working days after opening) is an easy compliance fail if instrument route used.

No arbitration/mediation; labour and safety liability on contractor

Arbitration Clause: No; Mediation Clause: No. Contractor bears full workmen safety/accident compensation; must comply with Labour Codes/legacy labour laws; no labour hutments on campus.

• Dispute path therefore defaults to GeM/GTC mechanisms and courts rather than contractual arbitration.
• False local-content declaration risks up to 2 years debarment; GTC also allows up to 10% contract-value penalty if supplier local-content category worsens, without terminating contract on that account.

OEM-ASP exclusivity and Rajasthan office mandate

Only OEM Authorised Service Provider path is specified, with MAF and Rajasthan office evidence mandatory — restricts eligible bidders and creates dependency on OEM support for 3 years.

• Assignment/sub-contracting barred without prior written buyer consent; seller remains jointly and severally liable if allowed.

Eligibility-document conflicts raise rejection risk

Conflicting/incomplete experience clauses and unspecified OEM turnover quantum can cause technical disqualification or prolonged clarification within only 3 days allowed.

• Uploaded bidder documents are visible to other participants after login, including clarification submissions.

Inviting authority / buyer organisation

Ministry of Education — Department of Higher Education — National Institute of Technology (NIT) — Malaviya National Institute of Technology Jaipur.

• Office: Malaviya National Institute Of Technology Jaipur, Jawahar Lal Nehru Marg, Jaipur, Rajasthan-302017.
• Bid Number: GEM/2026/B/8006594.

Named contacts and emails

Buyer Email: [email protected]; HOD Grievance redressal Email: [email protected]; Consignee/Reporting Officer: Dinesh Soni.

• Local Content declaration addressed to The Registrar, MNIT Jaipur.
• EMD/PBG beneficiary: Registrar MNIT / Registrar Mnit.

Physical addresses for site / deliveries / hard-copy EMD

Campus/site and consignee address: MNIT Jaipur, JLN Marg, Malviya Nagar, Jaipur-302017; delivery address also given as Central Store, MNIT, same campus.

• GTC requires hard copy of Bid Security directly to the Buyer within 5 working days of bid opening — use buyer/Registrar MNIT Jaipur office address above (no alternate receiving desk is named).
• No separate phone numbers for the buyer office are printed in the bid document beyond emails.