Scope of Work

The project involves setting up two multi-point integrated video conferencing facilities at RRCAT, Indore. The system must support seamless audio-video transmission, presentation sharing, browser-based conferencing platforms such as BharatVC, Google Meet, Webex, Zoom and Microsoft Teams, along with legacy direct IP dialing. The integrated setup includes VC hardware units with built-in codec, speakers, microphones and cameras; navigator touch controllers; LED displays; tabletop boundary microphones; installation, testing, commissioning and training.

The BOQ includes 2 VC hardware units, 2 navigator controller touch panels, 4 LED displays, 4 tabletop boundary microphones, and 1 set of installation, testing, commissioning and training services.

Key Tender Details Table

Eligibility and Pre-Qualification Criteria

The bidder must be either the Original Equipment Manufacturer (OEM) or an OEM-authorized distributor/dealer. If the bidder is an authorized distributor or dealer, a valid OEM authorization certificate, specifically issued for this tender for the VC hardware unit, must be submitted with the bid. The bidder must also have a functional sales and technical support office in India.

Financial Criteria

EMD Exemption and Submission

EMD exemption is available for bidders registered with the Directorate of Purchase and Stores, Micro and Small Enterprises with valid Udyam/MSME or NSIC registration, and DPIIT-recognized startups, provided the goods are produced or services are rendered by them and not merely traded.

Submission Guidelines

Bids must be submitted online in English through the e-tendering portal. Offline bids or hard-copy bid submissions are not accepted, except where original EMD instruments are required separately. The price bid must be submitted online strictly in the prescribed format. Bidders must upload technical details, specifications, drawings, literature, earlier supply references, delivery period, inspection/testing procedure, spares list, payment terms and other required details.

Technical and Acceptance Requirements

The supplied system must be installed, integrated, tested, demonstrated and commissioned to the full satisfaction of RRCAT. The system will be considered commissioned only after successful performance monitoring through at least 10 video conferencing sessions, each up to 3 hours, with varying participants using both browser-based platforms and IP dialing.

Document Checklist

Bidders should prepare and upload the following documents:

The NIT checklist specifically asks bidders to confirm MSE registration, DPS registration, country of origin, land-border-country status, DPIIT registration details where applicable, submission of declaration forms and EMD furnishing for non-exempt suppliers.