“Supply and Comprehensive Maintenance of Security Equipment including HHMD, DFMD, X-Ray Baggage Scanner Systems, WalkieTalkies, Binoculars and other allied security devices for the period of 1 year At Ambaji Temple at Gujarat”

Money (EMD) the Technical Bid) by a Demand Draft in favor of “The

Administrator, Shree Aarasuri Ambaji Mata

Devsthan Trust”, payable at Ambaji.

Estimated cost of the work Rs.20.00 Lakhs (Including GST)

Tender Fee Rs.1500+270 GST= Rs. 1770 /- (One Thousand Seven

Hundred Seventy Only)

Issue of BID documents Date : 31/08/2026 (downloaded from our website

www.SAAMDT.gujarat.gov.in, www.nprocure.com)

Last date of submission of Date : 04/09/2026, up to 16:00 Hrs.

Dt. 05/09/2026 By 12:00 hrs. at Conference Room,

Pre-bid meeting SAAMDT Complex, AMBAJI. Ta.Danta, Dist.

Banaskantha, (North Gujarat), Pin –

Last date & time of Dt 06/09/2026 , up to 6:00 PM (Online).

Submission of completed Dt. 08/09/2026, up to 5:00 PM (Hardcopy)

Date & time of opening 09/09/2026 at 04.00 pm

of Technical Bids

Date & time of opening 09/09/2026 ( if possible )

of Financial bid

Period for submission of 10 days from issue of Letter of Acceptance

Performance Security

Period for signing of 15 days from issue of Letter of Acceptance

Contract Agreement

Address for Mobile Number: 93283

communication in Information Technology Branch, Ambaji Temple.

connection with this BID Ta.Danta, Dist. Banaskantha,

(North Gujarat), Pin –

Project Consultant Mr. Dip Patel (Director)

M/s. White Energy Picovolt Pvt. Ltd.

SF-19, Yogeshwer Complex, Near Fortune Hotel

S G Highway, Ahmedabad -380054

Email Id: [email protected]

1. All the interested parties are requested to visit the site before bidding for

proper assessment of the subject work. The installations shall be taken over

as in where basis.

2. The pages of complete document/tender must be serially numbered in

chronological order before submission.

SAAMDT, invite for Tender for Selection of Agency for Supply, Installation and Commissioning including O&M of

Implementation of HHMD & Security Tender System at Ambaji Temple, Ambaji.

Incomplete bids or bids not confirming to the requirements mentioned in the tender would be summarily rejected.

Terms and Conditions:

1. Vendor must sign and write page no. on all the papers.

2. Price should be exclusive of all freight, forwarding and installation charges with

3. Prices should be exclusive of all texts. Quoted prices should be without are applicable, then they must be

mentioned separately.

4. Price/Bid validity will be of 180 days from the date of financial bid opening. A bid valid for shorter period

shall be rejected as non-responsive.

ELIGIBILITY CRITERIA & TECHNICAL CRITERIA

Stage 1: Minimum Eligibility Criteria

The following documents are to be furnished by the bidders for pre-qualification as per the tender document:

(a) The bidder shall be an OEM or an Authorized Distributor/Dealer/Channel Partner authorized by the OEM

for supply and comprehensive maintenance of the quoted security equipment.

(b) The bidder shall have a minimum Three (03) years' experience in the supply, installation, testing,

commissioning and maintenance of similar security equipment such as HHMD/DFMD/X-Ray Baggage

Scanner Systems/Walkie-Talkies/Binoculars and allied security equipment. Copies of Work Orders and

Completion/Performance Certificates shall be submitted.

(c) The Applicant should have a Proof of having successfully Completed Similar works during last 5 years ending

last day of the month previous to one in which tender are invited as per the following

Three similar completed works costing not less than the amount equal to 40% of the completion cost.: or

Two similar completed works costing not less than the amount equal to 50% of the completion cost: or

One similar completed work costing not less than the amount equal to 80% of the completion cost

Similar Kind of Work shall mean the permanent design, installation, testing, and commissioning of

HHMD/DFMD/X-Ray Baggage Scanner Systems/Walkie-Talkies/Binoculars and allied security equipment

etc. executed for applications in a Government organization, Corporation, or, and carried out for Government

/ Semi-Government / Registered Temple Trust within the last seven (7) years

(d) The bidder shall have an average annual turnover of not less than 100% of the estimated tender value during

the last three financial years (FY 2023-24, 2024-25 & 2025-26). Audited Financial Statements and a CA

Certificate shall be enclosed.

(e) The bidder/OEM shall have a Branch Office/Service Centre in Gujarat for at least Five (05) years with

adequate service support.

(f) The bidder shall submit valid GST Registration, PAN, Income Tax Returns, GST Returns (as applicable), and

OEM Authorization Certificate (where applicable).

(g) The bidder/OEM shall possess valid ISO 9001:2015 certification and other applicable quality certifications

such as CE/BIS wherever applicable.

(h) The bidder shall not have been blacklisted by any Government Department, PSU or Autonomous Body. A

self-declaration shall be submitted.

(i) The bidder shall submit a list of similar works executed along with Work Orders, Completion Certificates

and Client References.

(j) All documents submitted with the bid shall be duly signed, stamped and self-attested by the Authorized

Stage 2: Technical Eligibility Criteria

Description Max Marks

The Applicant should have a minimum of 03 years of establishment of firm.

If 03 Yrs. <=x<=05 Yrs. – 08 marks

1 If 05 Yrs. <=x<= 07 Yrs. – 10 marks

If 07 Yrs. and Above. – 15 marks

Average annual Turnover from similar business during last three years. The

bidders have to submit the certificate from Statutory Auditor or Chartered

Accountant in this regard.

2 If the Average Annual Turnover of the bidder is:

Last 3 Year Avg. Turnover 100% to 200%. - 05 marks

Turnover 200% to 500% - 10 Marks

More than 500% - 15 Marks

The Applicant should have a Proof of having successfully Completed Similar works

during last 5 years ending last day of the month previous to one in which tender

are invited as per the following

Three similar completed works costing not less than the amount equal to 40% of

3 the completion cost.: or

Two similar completed works costing not less than the amount equal to 50% of the

completion cost:

One similar completed work costing not less than the amount equal to 80% of the

completion cost

Bidder have completed work of HHMD, DFMD, X-Ray Baggage Scanner Systems

work in any Temple premises

One work: 5 Marks

Two Work: 10 Marks

Concept Presentation:

• Presentation of Similar Kind of Completed Projects.

• All Technical details, integration capability of the security tender.

• Timeline for the completion of the Project.

• Operation and Maintenance Methodology.

• Innovative Ideas (If any).

The bidders who will be able to achieve 70 Marks out of 100 Marks only will be called for the opening of financial bid.

Stage 3: Evaluation of Financial proposal: The marks achieved from the Technical+ Concept presentation (70%

weightage on the quality of concept and design) and financial bid (30% weightage to the price bid of the grand total

weightage on the quality of concept and design) and financial bid (30% weightage to the price bid of the grand total

% amount offered in INR) will be calculated.

Evaluation of Financial Proposal

At the Third stages, the financial evaluation will be carried out as per this clause. For financial evaluation, the financial

quote indicated in the Financial Proposal shall be considered. Sf = 100 x Fm /F, in which Sf is the financial score, Fm

is the lowest price and F the price of the proposal under consideration. The weightage given to the financial proposal

The Committee will determine whether the Financial Proposals are complete, unqualified and unconditional. The cost

indicated in the Financial Proposal shall be deemed as final and reflecting the total cost of works. Omissions, if any, in

costing any item shall not entitle the firm to be compensated and the liability to fulfil its obligations as per the Tender

within the total quoted price shall be that of the Applicant.

Combined and final evaluation

After determining the financial score, the shortlisted Applicant will be given total score which will

be determined as under

Total score = Technical & Concept Presentation Score (ST) *0.7 + Financial Score (SF) *0.3

Proposals of the post qualified Applicant during the process of evaluation of the technical bid will finally, be ranked

according to the total score the selected Applicant shall be the first ranked Applicant (whose total score as calculated

above is the highest).

The sealed and super scribed Bid must reach SAAMDT Temple, Ambaji, Gujarat .

Bids received after the above-mentioned time and date shall not be accepted. Any Bid document submitted through

post/courier is at the risk of the bidders and SAAMDT is not responsible for any delay/loss.

The Bids should be submitted in two parts in separate sealed envelopes.

Part I (Technical Bid) will comprise acceptance of our terms & conditions of contract, form of particulars duly filled

in, copy of IT PAN Card, GST No. allotted by the concerned authorities, Details of Manpower available, Details of Tools

and Tackles available for executing similar jobs, Earnest Money Deposit of Rs.60,000/- and other supporting

documents indicating the proof of having provided similar services to Govt. Departments / Public sectors

Undertakings/ well known & reputed companies. The contract agency should submit audited balance sheet and profit

and Loss statements for the last three years.

Documents indicated in checklist of Part I (Technical Bid) of Bid must be submitted.

Bidders who are found competent on the basis of information submitted in Part – I (Technical Bid) will only be

considered for opening of financial bid. The envelopes must be super scribed with the following information:

Both the envelopes should be securely sealed and stamped separately and clearly marked as "Envelope No.1 –

Technical Bid (EMD & Eligibility Criteria). Both the sealed envelopes should be placed in a third larger envelope

clearly mentioning Bid “Tender for Supply and Comprehensive Maintenance of Security Equipment including

HHMD, DFMD, X-Ray Baggage Scanner Systems, Walkie-Talkies, Binoculars and other allied security devices

for the year 2026–27 At Ambaji Temple at Gujarat” . Along with Bid Reference No, Due Date, Name of Bidder,

Technical bid in envelop inside etc.

It may please be noted that incomplete Bids shall be treated as nonresponsive and shall be

summarily rejected.

PART I (TECHNICAL BID)

GENERAL TERMS AND CONDITIONS (GTC)

1. Sealed Bids in two bid system i.e. Technical Bid along with EMD, Tender fees & Financial Bid separately, are

hereby invited for the work Agency for Supply, Installation, Commissioning and warranty support of various

Equipment’s for the Implementation of Video Surveillance System at Ambaji Temple, Ambaji. The Bidders

are required to produce proof of fulfilling these conditions. Copy of work orders must be enclosed.

2. Bid Validity: The Bids shall be valid for 180 days from the last date of submission of Bids.

3. Earnest Money Deposit (EMD)

3.1 The Earnest Money amounting to Rs.60,000/- by way of DD/BG of a Schedule Bank, drawn in favour of The

Administrator, Shree Aarasuri Ambaji Mata Devsthan Trust”, payable at Ambaji should accompany the Bid in

separate envelope along with Technical Bid. Part Bids received without EMD will be treated as invalid and

3.2 The EMD will be returned to the bidder(s) whose offer is not accepted by SAAMDT after the placing of the

final order(s) on the selected bidder(s). However, if the return of EMD is delayed for any reason, no interest

/ penalty shall be payable to the bidder. The EMD of the successful Bidder shall be released after receipt of

required security deposit from the successful bidder.

3.3 The successful bidder, on award of contract / order must sign the contract / order acceptance in writing,

within 20 days of award of contract / order failing which the EMD will be forfeited.

3.4 The EMD shall be forfeited:

a) If the bidder, withdraws the bid during the period of bid validity specified in the Bid.

b) In case a successful bidder fails to furnish the Security Deposit.

4. Security Deposit :

Within fifteen (15) days of the award of contract, the vendor shall furnish a Security Deposit amounting to

% of the work order annual value by way of DD or BG from a Nationalized Bank in favour of The

Administrator, Shree Aarasuri Ambaji Mata Devsthan Trust”, payable at Ambaji. The Security Deposit

will be forfeited, in case the vendor fails to execute the order to the satisfaction of SAAMDT. The Security

Deposit will remain with SAAMDT till 60 days beyond the completion of contract duly certified by employer

and will not bear any interest whatsoever and will be liable for forfeiture in case of the breach of any terms

and conditions of the Contract. In case of the bank guarantee for security deposit, the validity will be Thirty

Six + two months (36 +2 months) from the date of letter of award/commencement of work whichever is later.

The BG will be executed for extended period also.

5. SAAMDT does not bind itself to accept the lowest or any Bid and reserves the right of accepting the whole or

any part of the Bid and the Bidder shall be bound to perform the same at the rates quoted.

6. Canvassing in connection with the Bids is prohibited and the Bids submitted by the contractor who resort to

canvassing are liable for rejection.

7. The Bidder shall quote rates both in figures and words. He shall also workout the amount for each item of

work and writes in both figures and words. On check if there are differences between the rates quoted by the

Bidder in words and in figures or in the amount worked out by him, the following procedure shall be followed

7.1 When there is a difference between the rates in figures and in words, the rates which correspond to the

amounts worked out by the Bidder shall be taken as correct.

7.2 When the amount of an item is not worked out by the Bidder or it does not correspond with the rate written

either in figures or in words, the rate quoted by the Bidder in words shall be taken as correct.

7.3 When the rate quoted by the Bidder in figures and in words tallies but the amount is not worked out correctly

the rate quoted by the Bidder shall be taken as correct and not the amount.

8. The rates quoted in the Bid should be exclusive of all taxes , duties & levies applicable on the last date of

receipt of the Bids. In case any additional tax / duties are levied subsequently or if the percentage of tax /

duty is increased/decrease, then SAAMDT will reimburse/deduct the component of the new taxes / duties

to the Contractor on submitting satisfactory documentary evidence to prove that the tax is actually paid by

the Contractor to the respective Govt. agencies. The necessary deductions on account of income tax, tax etc.

will be deducted at source, as applicable, as per Government Rules from the bills submitted by the Contractor

and necessary TDS certificate will be issued.

9. EMD will be forfeited if the contractor fails to commence the work as per Letter of Award.

10. Bidder should not write any conditions or make any changes, additions, alterations and modifications in the

printed form of Bids. Bidders who are desirous to offer rebate the same should be brought out separately in

the covering letter and submitted along with the Bid except wherever needed after referring the details of

the Bid and if asked for.

Correction / overwriting should be countersigned by the Bidder.

11. SAAMDT Centre reserves the right to accept or reject any Bid in full or in part without assigning any reason.

12. Except where otherwise provided in the contract, all questions and disputes relating to the meaning of the

specifications, and instruction herein before mentioned and as to the quality of the materials, as to any

question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the contract,

specifications, estimates, instructions, orders or these conditions or otherwise concerning the works, or the

execution of the same whether arising during the process of the work or after the completion or abandonment

thereof shall be referred to the sole arbitration of a person nominated by the SAAMDT and if he is unable or

unwilling to act to as the Sole Arbitrator or some other person appointed by him willing to act as such

arbitrator. The submission shall be deemed to be submission to Arbitration under the meaning of the

Arbitration Act, 1996 or any subsequent amendments of enactment thereof for the time being in force,

conclusive and binding on all parties of the contract.

13. All necessary tools tackles should be provided by the contractor to his maintenance staff at his own cost. The

Contractor/ bidder shall either have in possession or shall arrange the required necessary sets of spanners,

testing equipment etc. with the technicians.

14. The surrounding areas with machinery will be kept neat & clean. Cleaning agents such as soap, detergent,

cotton waste etc. will be provided by the contractor.

15. The rate shall be fixed for entire duration of the contract.

PARTS (II) PRICE BID

The e-Bid shall be digitally signed by the bidder at e-tendering portal duly authorized to bind the bidder to the

contract. Written power-of-attorney in proper format accompanying the bid shall indicate the letter of Authorization.

The person or persons signing the bid shall sign all pages of the bid, except for printed literature.

The bids submitted shall be in proper readable format, encrypted as per e-tendering portal requirements. Standard

Printed terms and conditions of the company other than the “nprocure” conditions shall not be considered.

SPECIAL CONDITIONS OF THE CONTRACT

1.1 All designs, codes, developing platforms, developing techniques and workmanship shall be in accordance

with the highest accepted international standards for this type of work.

1.2 The bidder shall also state, where applicable, the National or other International standard(s) to which the

whole, or any specific part, of the system, software, or training complies.

1.3 The requirements given in this document are firm and no deviation of any kind is acceptable.

2. Time Schedule

2.1 The work as per the Notice Inviting Tender shall be completed within 90 days of placement of firm order from

2.2 Time - The Essence of Contract The time and date of completion of the works as contained in the supplier’s

proposal and as agreed to contractually after modifications, if any, shall be final and binding upon the supplier. It

must be understood that the supplier has made the proposal after fully considering all such factors which may

have any bearing on the time schedule of the contract, and normally no extension in the schedule, whatsoever.

2.3 shall be permitted on these accounts by SAAMDT

3. Delay & Non-Conformance

3.1 In case of the above time scheduled including levy of compensation for late delivery of systems as contained of the

tender document not being adhered to, SAAMDT has the right to cancel the order wholly or in part thereof without

any liability to cancellation charges and procure the goods / software elsewhere in which case the successful

bidder shall make the difference in the cost of goods procured elsewhere and price set forth in the order with the

successful bidder.

4. Payment Terms

4.1 Payment Schedule

100% Payment shall be released after:

• Delivery of materials/equipment at the designated site.

• Physical verification and acceptance by SAAMDT.

• Submission of all required documents.

• Issuance of Satisfactory Receipt/Acceptance Certificate by the concerned Department/User Department.

4.2 Documents Required for Payment

The Contractor shall submit:

• Tax Invoice (in triplicate).

• Delivery Challan.

• Material Receipt Certificate from the concerned Department.

• Inspection/Acceptance Certificate.

• Undertaking of Authenticity for supplied equipment.

• OEM Warranty Certificate.

4.3 Payment Mode

All payments shall be made by Account Payee Cheque only.

4.4 ARC Condition

Separate Work Orders shall be issued by SAAMDT as per requirement during the contract period. Payment shall be

released only for the quantities actually supplied, inspected, verified, and accepted under the respective Work

4.5 No Advance Payment

No advance payment shall be made under this contract.

4.6 Statutory Deductions

Applicable statutory deductions including TDS and other deductions as per Government rules shall be deducted

from the Contractor's bills.

5. Guarantee / Warranty

5.1 Complete hardware & Software shall be guaranteed against all defects/bugs and for a satisfactory performance,

as per all the listed features, for a period of 24 months from the date of commissioning of the systems or for a

period of 24 months from the date of supply whichever is earlier.

5.2 Contractor should provide AMC. A separate agreement shall be executed between SAAMDT and supplier on

mutually agreed terms for the AMC.

5.3 The bidder shall attend at his own expense and get the defect/bugs removed in the systems as detected by

SAAMDT during the period of warranty.

6. Substitution & Wrong Supplies

6.1 Unauthorized/Pirated substitution or materials delivered in error of wrong description/ quality or old versions

shall be returned to the successful bidder at his cost and risk.

7. Dispatch of Documents

7.1 Pre-receipted Bills in triplicate at each stage of payment.

7.2 Copy of the Delivery Challan.

7.3 Copy of the Inspection report (if inspection carried out as a part of the Contract).

7.4 Duly certified Installation / Commissioning Certificate with the final bills.

7.5 Any other Document as per Annexure.

7.6 Undertaking of Authenticity for CCTV system.

8. Up gradation

8.1 The successful bidder shall guarantee the long-term availability of Upgraded versions of hardware / software to

the buyer for the warranty period. The successful bidder shall guarantee that before outdating the current

systems covered under the contract, successful bidder shall give SAAMDT at least six (6) months advance notice

so that the latter may order the next up graded system.

9. Technical Manual

9.1 The bidder shall supply complete set of technical/ operations and maintenance manuals as applicable along with

the delivery. The cost of such manuals supplied will be included in the cost of the system.

10. Change of Model

10.1 No change of model after the placement of order shall be entertained unless the alternate model offered are

higher in specifications and approval of the competent authority has been obtained in writing for such a

change of model before the delivery of the product. Delivery of the alternate product without such an

approval shall not be accepted and SAAMDT shall not be responsible for any delay in delivery schedule on

11. Sample Testing

11.1 The Buyer may demand a sample product at any stage of tendering for evaluation. SAAMDT reserves the

right to reject a Bid at any stage of processing and shall forfeit the EMD, if the sample product is found to be

substandard and / or fails to meet the NIT specifications and the bidder shall have no further claims in the

11.2 SAAMDT shall not bear any cost with regard to transportation of the equipment for testing and all such cost

with regard to the testing shall have to be borne by the Bidder.

12.1 On-site training should be arranged by vendor to at least 1 users and 1 maintenance staffs. Also, the selected

bidder will provide one time training of the IT personnel (02 People) through its OEM at the convenient

place in India. The entire cost for accommodation, transportation will be borne by the bidder. The

certification will be provided by the OEM/bidder to the IT Personnel for the same.

13. Submission of documentation.

13.1 An inventory of the items delivered shall be submitted to IT section of SAAMDT . A softcopy shall also be

submitted. The inventory shall carry item Name, Make, Model, Serial number, item number as specified in the

tender document.

14. Identification, Documentation and Marking

14.1 All items are to be named as per the guidelines given in Forms.

14.2 The item numbers are to be legitimately written in a convenient and visible location with permanent marker

pen of appropriate colour.

The scope of work under this Annual Rate Contract (ARC) shall include the Supply, Installation, Testing,

Commissioning (wherever applicable), Comprehensive Maintenance, Preventive Maintenance, Breakdown

Maintenance, Repair, Replacement of Defective Parts, Warranty Support, OEM Coordination, and Technical Services

for security equipment installed or to be installed at various locations under Shree Aarasuri Ambaji Mata Devasthan

Trust (SAAMDT), Ambaji and the concerned Police Department.

The broad scope of work shall include, but not be limited to, the following:

1. The bidder shall supply, install, test, commission, and maintain security equipment such as Hand Held Metal

Detectors (HHMD), Door Frame Metal Detectors (DFMD), X-Ray Baggage Scanners, Walkie-Talkies,

Binoculars, and other allied security equipment as specified in the tender document.

2. For all radiation-emitting equipment, including X-Ray Baggage Scanners, the bidder shall submit valid Atomic

Energy Regulatory Board (AERB) Type Approval Certificates, radiation safety compliance documents, and all

other statutory approvals required under applicable laws before delivery and commissioning of the

3. The bidder shall physically inspect the existing ZKTeco X-Ray Baggage Scanner available at site before

submission of the bid. The successful bidder shall take back the existing equipment on a buy-back basis after

issuance of the Letter of Intent (LOI)/Work Order. The buy-back value shall be deemed to have been

considered in the bidder's quoted rates.

4. The Annual Rate Contract (ARC) is a rate contract only and shall not guarantee any minimum quantity or

value of procurement. During the contract period, separate Work Orders/Purchase Orders shall be issued by

SAAMDT and/or the Police Department as per their operational requirements, administrative approvals, and

budget availability.

5. The successful bidder shall supply, install, test, commission, and provide related services strictly as per the

specifications, scope, and quantities mentioned in the respective Work Orders issued during the contract

6. Supply of new security equipment, accessories, spare parts, batteries, chargers, consumables, and allied items

as and when required by SAAMDT and/or the Police Department during the contract period.

7. Installation, testing, commissioning, demonstration, user training, and successful integration of supplied

equipment wherever applicable.

8. Comprehensive maintenance of both existing and newly supplied security equipment during the contract

9. Preventive maintenance at regular intervals as recommended by the OEM to ensure reliable and

uninterrupted operation of all equipment.

10. Breakdown maintenance, including troubleshooting, repair, replacement of defective components, and

restoration of equipment to normal operating condition.

11. Supply and replacement of genuine OEM spare parts, accessories, consumables, batteries, chargers, antennas,

and other related items whenever required.

12. Carrying out software/firmware updates, calibration, configuration, health checks, diagnostics, and

performance optimization of equipment wherever applicable.

13. Deployment of qualified and trained service engineers for preventive maintenance, emergency breakdown

support, and technical assistance.

14. Submission of maintenance reports, service records, inspection reports, preventive maintenance schedules,

breakdown reports, warranty records, and all other documents as required by SAAMDT.

15. Compliance with all applicable Government of India regulations, Gujarat Government guidelines, OEM

recommendations, security standards, AERB requirements, and other statutory provisions.

16. Any other work incidental or necessary for ensuring proper functioning, reliability, and uninterrupted

operation of the security systems covered under this Annual Rate Contract.

17. The detailed technical specifications, quantities, maintenance requirements, and equipment specifications

shall be as provided in the respective Annexures and Schedule of Requirements of this Tender Document.

Inspection, Acceptance and Payment

18. All supplied equipment shall be subject to inspection, verification, testing, and acceptance by the authorized

representatives of SAAMDT and/or the concerned Police Department.

19. The bidder shall arrange demonstration and testing of the supplied equipment whenever required by the

Trust or Police Department.

20. Payment shall be released only after:

• Successful delivery of the equipment at the designated location.

• Physical verification and inspection by SAAMDT and/or the concerned Police Department.

• Confirmation that the supplied equipment conforms to the approved technical specifications and tender

• Successful installation, testing, commissioning, and demonstration wherever applicable.

• Submission of warranty certificates, OEM certificates, manuals, test reports, statutory approvals, and

other required documents.

21. Any equipment found defective, damaged, non-compliant, or not meeting the tender specifications shall be

replaced by the bidder at its own cost within the period specified by SAAMDT. No payment shall be admissible

for rejected materials until deficiencies are rectified and acceptance is granted by the competent authority.

22. Quantities indicated in the tender are tentative and are provided only for evaluation purposes. SAAMDT

reserves the right to increase, decrease, omit, or procure any item in full or in part during the contract period

based on actual requirements without assigning any reason. The successful bidder shall not be entitled to any

compensation on account of variation in quantities.

Operation & Maintenance Requirements

Clause 1: Monthly Preventive Maintenance and Physical Visits

The agency shall mandatorily conduct at least one (01) physical onsite preventive maintenance visit every month

(minimum 12 visits per year) for all security equipment covered under the contract, including but not limited to X-

Ray Baggage Scanners, DFMDs, HHMDs, Walkie-Talkies, Binoculars, and other allied security equipment.

The preventive maintenance visit shall include:

• Cleaning and inspection of equipment.

• Functional testing and operational verification.

• Calibration and performance checks wherever applicable.

• Minor servicing and adjustments.

• Inspection of batteries, accessories, chargers, cables, and peripherals.

• Software/Firmware updates wherever applicable.

• Identification and rectification of potential faults.

• Verification of equipment readiness for continuous 24x7 operation.

Clause 2: Visit Register, Service Reports and Documentation

The agency shall maintain a mandatory Site Visit Register/Logbook at the Temple premises throughout the contract

During each visit, the service engineer shall record:

• Date and time of visit.

• Name of service engineer.

• Equipment inspected and serviced.

• Details of maintenance activities performed.

• Defects observed and corrective action taken.

• Spare parts replaced, if any.

• Recommendations for further action.

• Signature of the service engineer.

• Signature of the Security In-charge/Authorized Representative of SAAMDT.

Upon completion of each visit, the agency shall submit a detailed service report in triplicate, as follows:

• Original Copy: To SAAMDT/Security In-charge for official records.

• Duplicate Copy: To be attached with the quarterly AMC bill for payment processing.

• Triplicate Copy: To be retained by the agency for its own records.

Clause 3: Breakdown Maintenance and Response Time

• The agency shall attend all breakdown complaints within 24 hours of receipt of complaint from SAAMDT.

• In the event that any critical equipment such as an X-Ray Baggage Scanner or DFMD cannot be restored within

72 hours, the agency shall provide suitable standby equipment, wherever feasible, until restoration of the

• Clause 4: Training and OEM Support

• The agency shall provide operational guidance and basic training to security personnel whenever required

and shall provide complete coordination and support for OEM warranty claims, repairs, replacements,

software updates, and technical assistance during the contract period.

• Clause 5: Quarterly Billing

• AMC service bills shall be raised by the agency on a quarterly basis only after completion of maintenance

services for the respective quarter and submission of all maintenance reports, visit logbook records, and

certification by the authorized representative of SAAMDT. Payment shall be processed subject to satisfactory

performance and compliance with all contractual obligations.

Eligibility Criteria

The bidder shall fulfill the following eligibility requirements and submit supporting documentary evidence along with

the Technical Bid:

1. Legal Status of Bidder

The bidder shall be a legally registered entity in India, such as a Proprietorship Firm, Partnership Firm, Limited

Liability Partnership (LLP), Private Limited Company, Public Limited Company, Cooperative Society, Government

Undertaking, or any other entity permitted under applicable laws.

The bidder shall submit:

• Certificate of Incorporation/Registration Certificate.

• GST Registration Certificate.

• Any other statutory registrations applicable to its constitution.

2. Financial Capability

The bidder shall have an average annual turnover of not less than the estimated annual tender value during the last

three (3) financial years.

The bidder shall submit:

• Audited Balance Sheets of the last three (3) financial years.

• Profit & Loss Accounts of the last three (3) financial years.

• Chartered Accountant's Certificate certifying annual turnover.

3. Income Tax Compliance

The bidder shall submit copies of Income Tax Returns (ITR) along with acknowledgement receipts for the last three

(3) financial years.

4. Solvency Certificate

The bidder shall submit a valid Solvency Certificate issued by a Scheduled Bank/Nationalized Bank for an amount not

less than twenty percent (20%) of the estimated tender value.

The solvency certificate shall:

• Be issued within the last twelve (12) months from the date of bid submission.

• Be in the name of the bidding entity.

5. Similar Work Experience

The bidder shall have experience in supply, installation, commissioning, maintenance, repair, or support of security

equipment such as:

• X-Ray Baggage Scanners

• Door Frame Metal Detectors (DFMD)

• Hand Held Metal Detectors (HHMD)

• Walkie-Talkies

• Access Control Systems

• Public Address Systems

• Other allied security and surveillance equipment

• The bidder shall have successfully completed during the last five (5) years:

• One similar work costing not less than 80% of the estimated tender value; OR

• Two similar works each costing not less than 50% of the estimated tender value; OR

• Three similar works each costing not less than 40% of the estimated tender value.

• Copies of Work Orders and Completion/Performance Certificates shall be submitted.

6. Service Support Infrastructure

The bidder shall have an operational office/service support facility in Gujarat.

The bidder shall submit:

• Office address details.

• Contact details.

• Technical manpower details.

• Escalation matrix for service support.

7. OEM Authorization

Where applicable, the bidder shall submit valid OEM Authorization Certificates/Manufacturer Authorization Forms

(MAF) from the Original Equipment Manufacturer for the products offered in the bid.

The authorization shall clearly authorize the bidder for:

• Participation in the tender.

• Supply of equipment.

• Warranty support.

• AMC and technical support services.

8. AERB Compliance

For X-Ray Baggage Scanners and other radiation-emitting equipment, the bidder shall submit:

• Valid AERB Type Approval Certificate.

• Radiation safety compliance documents.

• Any other statutory approvals required under applicable laws.

9. Non-Blacklisting Declaration

The bidder shall submit a duly notarized affidavit on ₹300/- Non-Judicial Stamp Paper stating that:

• The bidder has not been blacklisted, debarred, suspended, banned, or declared ineligible by any Central

Government Department, State Government Department, Public Sector Undertaking, Autonomous Body,

Local Authority, Temple Trust, or Government Agency.

• No criminal, corruption, fraud, vigilance, or similar proceedings are pending against the bidder which may

adversely affect execution of the contract.

• The information furnished in the bid is true and correct.

10. Statutory Compliance

The bidder shall comply with all applicable laws, regulations, statutory provisions, Government guidelines, and OEM

requirements relevant to the execution of the contract.

Legal Compliance and Emergency Technical Support

In the event of any police investigation, court matter, legal proceeding, security incident, audit, inquiry by Government

Authorities, or any other statutory requirement related to the equipment supplied under this contract, the agency

shall immediately depute its qualified technical representative/engineer to the concerned department and provide

all necessary technical assistance, certifications, reports, logs, documents, data, and clarifications as required by the

competent authority.

The agency shall fully cooperate with SAAMDT, Police Department, Government Authorities, Courts, Investigating

Agencies, or any other competent authority and shall ensure timely submission of all required technical information

and certifications.

Failure to provide such support, documents, certifications, or technical assistance within the stipulated time shall be

treated as a serious breach of contract and SAAMDT shall be entitled to initiate appropriate legal action, recover

damages, terminate the contract, and/or blacklist the agency as per applicable rules.

All legal, statutory, technical, and compliance-related responsibilities arising out of the supplied equipment, technical

services, certifications, reports, and support obligations shall remain solely with the agency. No dispute, objection, or

claim shall be entertained by the agency after issuance of such directions by the competent authority.

11. MSME Benefits

Bidders registered under MSME/Udyam shall be eligible for benefits strictly in accordance with the prevailing

Government of India and Government of Gujarat policies, rules, notifications, and amendments issued from time to

The bidder shall submit a valid Udyam Registration Certificate for claiming MSME benefits.

12. Acceptance of Tender Conditions

The bidder shall submit an undertaking confirming unconditional acceptance of all tender terms, conditions, technical

specifications, scope of work, warranty obligations, AMC obligations, service level requirements, and contractual

provisions without any deviation.

13. Quality Assurance

The bidder shall submit a declaration confirming that:

• All supplied equipment shall be brand new, unused, genuine, and free from manufacturing defects.

• Equipment shall be sourced through authorized OEM channels.

• Warranty and technical support shall be available as specified in the tender.

14. Availability of Spare Parts

The bidder shall ensure availability of OEM spare parts, accessories, consumables, and technical support for a

minimum period of five (5) years from the date of supply of equipment.

Penalty, Rate Validity and Compliance Conditions

1. Penalty for Delay in Execution of Work Order

The successful bidder shall complete the supply/delivery of materials within the time period specified in the

respective Work Order.

In case of delay, a penalty of 0.5% of the Work Order value per week or part thereof, subject to a maximum of

10% of the Work Order value, may be imposed by SAAMDT.

2. Penalty for Non-Performance of Maintenance Services

The agency shall carry out one mandatory preventive maintenance visit every month and maintain the Site Visit

Register/Logbook.

Failure to conduct the monthly visit, submit maintenance reports, or attend complaints within the stipulated time

may attract a penalty of ₹1,000 per instance or such amount as decided by SAAMDT.

Repeated failure may result in termination of the contract and blacklisting as per applicable rules.

3. Complaint Response Time

All complaints shall be attended within 24 hours of complaint registration.

Failure to respond within the prescribed time may attract a penalty as decided by SAAMDT.

4. Rate Validity

The rates quoted and accepted under this Annual Rate Contract (ARC) shall remain firm and fixed for a period of

one (1) year from the date of agreement.

No escalation, increase, revision, or variation in rates on account of increase in material cost, labor cost, taxes, duties,

transportation, currency fluctuation, market conditions, or any other reason whatsoever shall be permitted during

the validity period of the contract.

5. No Price Variation Claim

The contractor shall not be entitled to claim any additional payment, compensation, escalation, or revision of rates

during the contract period. The accepted rates shall be final and binding for the entire contract duration.

6. Right of SAAMDT

SAAMDT reserves the right to recover penalties from pending bills, terminate the contract, cancel Work Orders, or

initiate legal action in case of non-performance, delay, negligence, or breach of contract conditions.

Risk Purchase Clause

If the agency fails to supply, deliver, install, commission, or complete the work within the time specified in the Work

Order, or fails to provide the required materials/services despite written instructions from SAAMDT, the Trust shall

have the right to procure the same materials, equipment, or services from any other agency/vendor at the risk and

cost of the defaulting agency without issuing any further notice.

Any excess expenditure, additional cost, price difference, transportation charges, installation charges, taxes, duties,

or incidental expenses incurred by SAAMDT for such alternate procurement shall be recoverable from the defaulting

The amount may be recovered from any pending bills, security deposits, dues payable to the agency, or through legal

The decision of SAAMDT regarding the necessity of alternate procurement and calculation of the recoverable amount

shall be final and binding on the agency.

The agency shall have no claim for compensation, extension of time, or objection against such risk purchase action

taken by SAAMDT.

15. Right of Verification

SAAMDT reserves the right to verify the authenticity of all documents submitted by the bidder from the issuing

authorities and may reject any bid if the information furnished is found to be false, misleading, fabricated, incomplete,

or non-compliant with tender requirements.

Documents to be Submitted with Technical Bid

The bidder shall submit the following documents:

1. Tender Fee Receipt (if applicable).

2. EMD Details/Proof of EMD Submission.

3. Company/Firm Registration Certificate.

5. GST Registration Certificate.

6. Udyam/MSME Registration Certificate (if applicable).

7. Audited Balance Sheets of Last Three Financial Years.

8. Profit & Loss Statements of Last Three Financial Years.

9. Chartered Accountant Turnover Certificate.

10. Income Tax Returns of Last Three Financial Years.

11. Solvency Certificate (20% of Tender Value).

12. Non-Blacklisting Affidavit on ₹300/- Stamp Paper.

13. OEM Authorization Letter (where applicable).

14. Similar Work Orders.

15. Completion Certificates/Performance Certificates.

16. Service Support Office Details.

17. Technical Datasheets/Brochures of Offered Equipment.

18. AERB Approval Documents (where applicable).

19. Undertaking for Acceptance of Tender Conditions.

20. Authorization Letter/Power of Attorney of Authorized Signatory.

21. Contact Details and Escalation Matrix.

GENERAL REQUIREMENTS

1 Contact details

2 Head Office address

6 Regional Offices, if any.

9 Type of company

10 Type of works performed

11 Years in business

12 Associated companies if any

13 Staff strength in Nos.

(Please mention details if any) Project Managers

Safety Engineers

Quality Engineers

14 List of Licensed Software available with the Firm

15 Whether Associated with Client in the past

(Please give details of Projects)

16 Quality System (ISO Certification)

18 Has your firm ever failed to complete the contract?

Are there any judgments, claims, arbitration

19 proceedings or suits pending or outstanding against

the company or its Officers?

Have the firm filed any law suits or requested

20 arbitration with regard to construction contracts in

the last (5) five years?

Are you now, or have you ever been, involved in any

bankruptcy or reorganization proceedings?

22 Present Work load Details

23 Total Work Order Value under Execution (in lakhs)

24 Value of Unexecuted Work (in lakhs)

26 Turnover (Income) (in lakhs)

27 NPAT (in lakhs)

28 Certified Copy of Balance Sheet for last 2 years

29 Solvency Certificate from Bankers

30 Statutory Tax Registration Numbers

33 Manufacture Authority Letter Of Proposed Brand

LIST OF MAJOR PROJECT

( For installation video surveillance system)

Contract Contract

Sr. Type / Year of

Name of Project Name of Client Location Sum (Rs. Period (in

No. Use Completion

In Lacs) Months)

PART – 1 : GENERAL

1.1 SECTION INCLUDES

A. This section covers the Supply, Installation, Testing, Commissioning, Demonstration, Warranty Support,

Comprehensive Maintenance, Preventive Maintenance, Breakdown Maintenance, Repair, Replacement of

Defective Parts, Calibration, Technical Support, and Annual Maintenance Services for security equipment

including but not limited to:

• X-Ray Baggage Scanners

• Door Frame Metal Detectors (DFMD)

• Hand Held Metal Detectors (HHMD)

• Walkie-Talkies and Accessories

• Search Mirrors

• Under Vehicle Search Equipment

• Public Address Equipment

• Security Screening and Surveillance Equipment

• Any other allied security equipment specified in the tender document.

B. The work shall include supply of equipment, installation, testing, commissioning, user training, warranty support,

preventive maintenance, breakdown maintenance, replacement of defective parts, software/firmware updates

(where applicable), calibration, and all incidental works required for complete and satisfactory operation of the

C. The contract shall be executed as an Annual Rate Contract (ARC). Separate Work Orders/Purchase Orders shall

be issued by SAAMDT and/or the concerned Police Department during the contract period as per actual

All submittals shall be made in accordance with the conditions of the tender and instructions issued by Shree

Aarasuri Ambaji Mata Devasthan Trust (SAAMDT).

B. Manufacturer's Product Data

The bidder shall submit manufacturer's catalogues, brochures, technical datasheets, specifications, compliance

statements, operation manuals, and product literature for all offered equipment.

C. Technical Documentation

The bidder shall submit:

1. Detailed technical specifications of the offered products.

2. Product compliance statement against tender specifications.

3. OEM Authorization Certificate (where applicable).

4. Warranty certificates.

5. AERB Type Approval Certificates and statutory approvals for X-Ray Baggage Scanners.

6. Calibration certificates wherever applicable.

7. Test certificates and quality assurance documents.

D. Installation and Commissioning Documents

The bidder shall submit:

1. Installation methodology.

2. Equipment deployment plan (where applicable).

3. Site acceptance test formats.

4. Commissioning reports.

5. User training records.

E. Operation and Maintenance Documentation

The bidder shall submit operation manuals, maintenance manuals, troubleshooting guides, warranty details,

spare parts information, and service support contact details for all supplied equipment.

F. Inspection and Test Reports

The bidder shall submit inspection reports, factory test certificates, commissioning reports, site acceptance

test reports, and performance verification reports for all supplied equipment.

G. Maintenance Service Documentation

The bidder shall provide:

1. Preventive maintenance schedules.

2. Breakdown maintenance procedures.

3. Service escalation matrix.

4. AMC service methodology.

5. Monthly maintenance reporting formats.

6. Visit Logbook format.

PART – 2 : EXECUTION

2.1 SITE EXAMINATION

A. The bidder shall inspect the site conditions before commencement of work and verify all requirements related

to installation, operation, and maintenance of equipment.

B. Any discrepancy, unsuitable condition, or issue affecting installation shall be immediately brought to the notice

of SAAMDT in writing.

C. The bidder shall be deemed to have fully acquainted itself with site conditions before submission of the bid.

2.2 SUPPLY, INSTALLATION, TESTING AND COMMISSIONING

A. All equipment shall be brand new, unused, genuine, and sourced through authorized OEM channels.

B. All equipment shall be factory tested before dispatch.

C. The bidder shall supply, install, test, configure, commission, demonstrate, and hand over the equipment in

complete working condition.

D. Installation and commissioning shall be carried out strictly in accordance with OEM recommendations and

tender specifications.

E. The bidder shall provide all accessories, batteries, chargers, mounting hardware, cables, connectors, adapters,

power supplies, software licenses, calibration tools, and ancillary materials required for complete installation

F. The bidder shall coordinate with SAAMDT and the concerned Police Department for equipment deployment

and installation requirements.

G. Installation activities shall not disrupt temple operations, security arrangements, or public movement.

H. The bidder shall conduct functional testing and operational demonstration of all supplied equipment in the

presence of authorized representatives of SAAMDT.

I. User training shall be provided to security personnel covering:

• Equipment operation.

• Safety procedures.

• Routine maintenance.

• Troubleshooting procedures.

• Emergency response procedures.

J. Final acceptance shall be subject to satisfactory testing, inspection, and certification by SAAMDT and/or the

concerned Police Department.

2.3 WARRANTY OBLIGATIONS

A. All supplied equipment shall carry a minimum warranty period as specified in the BOQ and technical

specifications.

B. During the warranty period, the bidder shall provide:

1. Free repair and replacement of defective components.

2. OEM support services.

3. Software and firmware updates.

4. Technical assistance.

5. Calibration and performance verification where applicable.

C. No additional charges shall be payable for warranty services.

2.4 COMPREHENSIVE MAINTENANCE SERVICES

A. The bidder shall provide comprehensive maintenance services for all equipment covered under the contract.

B. Comprehensive maintenance shall include:

1. Preventive maintenance.

2. Breakdown maintenance.

3. Repair services.

4. Replacement of defective spare parts.

5. Calibration and testing.

6. Software/Firmware updates.

7. Performance optimization.

8. Technical support.

2.5 MONTHLY PREVENTIVE MAINTENANCE

A. The agency shall conduct a minimum of one (1) physical onsite preventive maintenance visit every month

(minimum 12 visits per year).

B. Preventive maintenance shall include:

1. Cleaning of equipment.

2. Functional testing.

3. Calibration checks.

4. Battery inspection.

5. Charger inspection.

6. Accessory inspection.

7. Operational verification.

8. Minor servicing and adjustments.

9. Performance checks.

10. Identification of potential faults.

C. All equipment shall be maintained in operational condition suitable for 24x7 security operations.

2.6 VISIT LOGBOOK AND REPORTING

A. The agency shall maintain a mandatory Site Visit Register/Logbook at the Temple premises.

B. During every visit, the service engineer shall record:

1. Date and time of visit.

2. Name of service engineer.

3. Equipment details.

4. Work carried out.

5. Defects observed.

6. Corrective action taken.

7. Spare parts replaced.

8. Recommendations.

9. Signature of service engineer.

10. Signature of Security In-charge/Authorized Representative.

C. After completion of each maintenance visit, the agency shall submit a detailed written service report in

1. Original Copy – SAAMDT/Security In-charge.

2. Duplicate Copy – To be attached with quarterly bill.

3. Triplicate Copy – Agency record.

D. The agency shall also submit a monthly maintenance summary report.

2.7 BREAKDOWN MAINTENANCE

A. All breakdown complaints shall be attended within twenty-four (24) hours from the time of complaint

B. Critical equipment such as X-Ray Baggage Scanners and DFMDs shall be restored to operational condition on

priority basis.

C. If any critical equipment cannot be restored within seventy-two (72) hours, the agency shall provide suitable

standby equipment, wherever feasible, until repair is completed.

2.8 BILLING AND PAYMENT

A. Separate Work Orders shall be issued by SAAMDT and/or the concerned Police Department as per requirement

during the contract period.

B. Payment for supplied equipment shall be released only after:

• Delivery at site.

• Inspection and verification by SAAMDT.

• Successful installation and commissioning (where applicable).

• Submission of required documents and certificates.

• Acceptance by the competent authority.

C. AMC bills shall be raised on a quarterly basis after submission of maintenance reports, service records, visit

logbook entries, and certification by the authorized representative of SAAMDT.

D. SAAMDT reserves the right to reject any equipment not conforming to the tender specifications and withhold

payment until deficiencies are rectified.

The bidder shall comply with all applicable Government of India regulations, Gujarat Government guidelines,

AERB requirements, OEM recommendations, safety standards, and statutory provisions applicable to the

equipment and services covered under this contract.

Sr. No Description Approved Make

Smiths Detection / Vehant Technologies / Godrej Security Solutions /

1 Nuctech / Rapiscan Systems / Equivalent AERB Type Approved Make &

Model by consultant

ZKTeco / eSSL / Godrej Security Solutions / TimeWatch / Vehant

2 Technologies / Smiths Detection or equivalent make approved by

Motorola Solutions (TLK110), Hytera (P50 Pro/P60 Pro), ICOM

3 Push to talk LTE (IP503H), Inrico (S300/S300 Plus) or equivalent approved make by

Nikon PROSTAFF P7 10×42 / Vortex Diamondback HD 10×42 /

4 Bushnell Engage X 10×42 / Vanguard VEO XF 10×42 or equivalent

make approved by consultant

Celestron TrailSeeker ED 16×56 / Bresser Pirsch ED 15×56 / Levenhuk

5 Sherman PRO 15×56 / Bushnell Forge 15×56 or equivalent make

approved by consultant

ATN / AGM Global Vision / HIKMICRO / Guide Sensmart / PARD or

6 Digital Binocular

equivalent make approved by consultant

Note: Bidder must be approved make & model number from the consultant, if require consultant

& in-charge officer form temple trust visit the OEM factory for quality check and related all the

cost born by the bidder.