Key Tender Details

Required Details Table

Important Dates and Deadlines

Scope of Work

The selected bidder will be responsible for the complete turnkey execution of sound-proof Audiometry and BERA rooms at UPUMS Saifai. The broad scope includes:

1. Supply, design and manufacture of a fully acoustically treated Audiometry Room and BERA Room.
2. Delivery, installation, testing, commissioning and handover of the facility.
3. Construction of a room-within-a-room / modular sound-proof booth for controlled ambient noise and reverberation.
4. Acoustic treatment of walls, ceiling, floor, doors, windows, service penetrations and related interfaces.
5. Low-noise ventilation modification for the existing HVAC system to prevent noise intrusion into the test room.
6. Electrical and data-related provisions, including power outlets, earphone sockets, audiometric equipment connections and network/data points.
7. Lighting with non-flicker, low-noise and dimmable control provisions.
8. Fire safety compliance as per applicable local fire/smoke regulations.
9. Testing and validation, including pre- and post-installation ambient noise measurements, insertion loss/sound isolation tests and reverberation time testing.
10. Demonstration and assistance during live audiometric testing to confirm acoustic suitability.
11. Rectification of any non-conformity at the supplier’s cost.
12. Submission of reports, manuals, warranty documents and training completion certificates.

Technical Scope Highlights

The tender requires sound-proofing work for both Audiometry Room and BERA Room. Key technical expectations include:

1. Acoustic lining on walls and ceiling using resin-bonded rockwool.
2. Acoustic treatment with GI sheet channel frame work and GI angles.
3. Acoustic door with high-quality seals, neoprene gasket and anti-rust hardware.
4. Acoustic window/vision glass with appropriate glazing for visibility and sound reduction.
5. Carpet flooring with sound absorptive properties.
6. Jack panel set with compatible socket and jack pins for audiometer requirements.
7. Room size mentioned in the specification: approximately 21.1 ft (L) x 12.5 ft (W) x 8.6 ft (H).
8. Compliance with suitable clinical audiometry standards such as ISO 8253 / equivalent standards, as applicable.

Pre-Qualification and Eligibility Criteria

Eligible bidders should be legally valid Indian entities such as proprietorship firms, partnership firms, LLPs, companies, societies or other competent entities capable of executing specialized turnkey acoustic treatment works.

Bidders must demonstrate:

1. Prior experience in audiometry / medical acoustic / sound-proofing turnkey projects.
2. Experience of providing same or similar services for Central/State Government organisations, PSUs, autonomous bodies or equivalent institutions.
3. Compliance with technical specifications and acoustic performance requirements.
4. Ability to execute design, supply, installation, testing, commissioning and handover within the prescribed timeline.
5. Submission of technical compliance documents, material catalogues, STC/acoustic performance data and required undertakings.

Financial Criteria

The tender specifies the following financial criteria:

1. Minimum Average Annual Turnover: ₹14 lakh during the last three financial years.
2. Estimated Tender Value: ₹27 lakh.
3. EMD: ₹54,000, equivalent to 2% of the estimated cost.
4. ePBG: 5% of contract value.
5. ePBG Validity: 64 months.
6. Solvency Requirement: Valid solvency certificate from a Nationalized/Scheduled Bank governed by RBI or District Magistrate.
7. Payment Terms: No advance payment. Payment will be released after successful completion of procurement, installation, testing, commissioning, submission of final acoustic testing/calibration reports and final acceptance by the ENT Department, UPUMS.

Tender Fee and EMD Details

No separate tender fee / bid participation fee is indicated.

The EMD amount is ₹54,000. The EMD may be submitted through acceptable modes such as FDR, Bank Guarantee including e-BG, or online payment through RTGS / Net Banking, as specified in the bid. In case of FDR or Bank Guarantee, the original physical document must reach the UPUMS Contract Cell within five working days from the bid submission end date.

Eligible bidders claiming EMD exemption must upload valid supporting documents as per GeM GTC. Under MSE exemption, only manufacturers for goods and service providers for services are eligible; traders are excluded.

Submission Guidelines

1. Bids must be submitted online through the GeM Portal only.
2. The tender follows a two-packet system: Technical Bid and Financial Bid.
3. Manual or physical bids will not be accepted as bid submission.
4. Technical bid documents must be uploaded online on GeM.
5. Financial bid must be submitted only in the prescribed GeM format.
6. Price details should not be mentioned in the technical bid.
7. Supporting documents for turnover, experience, solvency, EMD and statutory registrations must be uploaded.
8. Original physical EMD instrument and specified undertakings/affidavits must be submitted offline where required.
9. Bidders should mention the bid number and firm name in EMD/ePBG transaction details.
10. Clarifications and corrigenda should be checked only on the GeM Portal and official UPUMS website.
11. Any representation or grievance against buyer-added conditions must be raised through the GeM representation window.

Evaluation Process

Technical bids will be evaluated on a Pass/Fail / Responsive-Non-Responsive basis. Bidders must submit valid documents against all listed criteria to be considered technically qualified.

The technical evaluation will verify:

1. EMD / valid exemption.
2. Turnover and financial eligibility.
3. Solvency certificate.
4. Similar work experience.
5. Technical specification compliance.
6. Statutory registrations.
7. Mandatory undertakings and affidavits.

Only bidders declared technically qualified will proceed to the financial bid stage. The contract will be awarded to the L1 bidder, based on the lowest total project cost among technically qualified bidders, subject to GeM and UPUMS procurement guidelines.

Warranty, Maintenance and Penalties

The successful bidder must provide a comprehensive and unconditional 5-year warranty on turnkey acoustic materials, sound-proofing workmanship, door seals, structural integrity and electrical/HVAC components installed under the contract.

Any defect, loose seal or acoustic leakage noticed during the warranty period must be rectified free of cost within the stipulated time after intimation.

Liquidated damages may apply for delay in service delivery. The tender also provides for risk-and-cost action, forfeiture of performance security, debarment/blacklisting for serious breach, and penalties for deficient service or substandard workmanship.

Document Checklist

Bidders should prepare and upload/submit the following documents as applicable:

1. EMD / Bid Security scanned copy online and original physical instrument offline, if applicable.
2. Firm / Company Registration Certificate.
3. Audited Turnover Certificate by CA with UDIN for FY 2023-24, 2024-25 and 2025-26, showing minimum average turnover of ₹14 lakh.
4. Income Tax Returns for FY 2023-24, 2024-25 and 2025-26.
5. GST Registration Certificate and latest filed return.
6. Self-attested PAN Card copy.
7. Solvency Certificate.
8. Technical Bid Evaluation Matrix – Annexure A.
9. Declaration / Undertaking – Annexure B.
10. Undertaking of Terms & Conditions – Annexure D; offline hard copy required.
11. Comprehensive Affidavit for Criminal Liability / Non-Blacklisting – Annexure E; offline hard copy required.
12. Work orders and completion certificates for similar works.
13. Material catalogues / STC data / technical compliance documents.
14. Acceptance of scope of work and technical specifications on firm letterhead.
15. Proof of MSE exemption, if exemption is claimed.