निविदा / Tender

Tender Document for Procurement of Laptops

Section 1: Tender Notice Tender Reference No.: IRDAI/GA&HR/TNDR/MISC/82/8/2026

Date of Issue: 27.08.2026

Background and Objective: This tender is issued for procurement of laptops for official use. The objective is to procure reliable laptops that meet the specified technical standards at competitive prices through a transparent procurement process.

Tender Details • Tender Title: Supply of Laptops • Estimated Quantity: 5 units • Bid Validity Period: 180 days from bid opening date • EMD Amount: ₹40,000 . EMD must be submitted in the form of Demand Draft or Banker's Cheque drawn in favour of IRDAI Hyderabad.

Procurement Schedule • Bid Submission Start Date & Time: 27/08/2026 at 16:30 • Bid Submission End Date & Time: 10/09/2026 at 17:30 • Technical Bid Opening: 14/09/2026 at 12:00 • Financial Bid Opening: 15/09/2026 at 12:00 Submission Mode All bids must be submitted physically in two sealed envelopes (separate Technical Bid and Financial Bid). Electronic/online submissions will not be accepted.

Bidders must submit: (a) one physical envelope containing the Technical Bid (Name it as “Envelop A : Technical Bid” on top of it) and required supporting documents, and (b) a separate sealed physical envelope(name it as “Envelop B : Financial Bid” on top of it) containing the Financial Bid. Both the above envelopes should be placed inside a single outer envelope clearly marked with the tender reference number, bidder name.

Submission address and contact details: IRDAI, Sy. No.115/1, Financial District, Nanakramguda, Gachibowli, Hyderabad-500032Contact Person: Deepak Khanna GM(GA&HR) Phone: 040-20204145, Email: deepak@irdai.gov.in and cc to it@irdai.gov.in

Section 2: Eligibility Criteria Only bidders meeting all of the following eligibility criteria shall be considered eligible to participate in the tender. • Registered legal entity in India (proprietorship, partnership, LLP, company as applicable) with valid incorporation/registration documents.

• Minimum 2 years of relevant experience in supply of IT hardware. • Minimum average annual turnover of ₹16 lakhs during the last 2 financial years. • No outstanding legal/contractual disqualifications; not blacklisted by any government entity.

• OEM Manufacturer Certificate: Bidders must submit a valid OEM Manufacturer Certificate for the offered laptop model(s). The OEM Certificate must be an original or notarized copy and must clearly identify the OEM, model(s) supplied, and confirm that the bidder is authorized to supply the OEM product in India.

• Product Compliance Certificate on OEM Letterhead: A separate product Compliance Certificate must be furnished on the official letterhead of the OEM. This certificate must state that the offered product conforms to the technical specifications listed in this tender, mention firmware/BIOS/driver baseline versions (if applicable), and confirm warranty and support obligations for the stated warranty period. The OEM Compliance Certificate must bear an authorized signatory's name, designation, contact details, and date.

• OEM Authorization Letter: Original OEMauthorization (or authorized distributor/dealer authorization) confirming authorization to participate in this tender and provide required warranty/support. • Financial documents: Audited financial statements or CA certified turnover certificate for the last 2 years.

Section 3: Technical Specifications Parameter Preferred Specification Processor Intel Core ultra 7 356 H Page 2 of 6Parameter Preferred Specification Memory 16 GB DDR5 RAM (Expandable to 32 GB) Storage 1 TB NVMe SSD Display 35.6 cm (14") diagonal 3K OLED touch display Operating System Latest Windows home edition MS Office Office 2024 Battery Minimum 20 hours backup Connectivity WiFi 6, Bluetooth 5.2 Warranty 1 Year On-site Comprehensive Weight 1.3 Kg including battery Security TPM 2.0 with Fingerprint Reader Webcam HD with Privacy Shutter

Additional Requirements: Pre-installed licensed Microsoft Office, carrying case, original accessories, and Country of Origin certificate.

Section 4: Commercial Terms and Conditions • Delivery Period: Within 30 days of issue of Purchase Order. • Delivery Mode: Doorstep delivery to at IRDAI Hyderabad and installation at site by vendor's technical personnel.

• Payment Terms: 100 % payment post delivery and installation of product. Payment through RTGS/NEFT. GST to be quoted separately. • Warranty: Minimum 1 year comprehensive warranty. On-site support preferred.

Page 3 of 6Section 5: Evaluation Methodology Evaluation will follow a two-stage process: (1) Technical evaluation; (2) Financial evaluation (only for technically qualified bidders). Final selection will be on L1 basis among technically qualified bidders.

Section 6: Bid Submission Requirements Bidders must submit the following in the Technical Bid envelope (Envelope A): • Covering Letter on company letterhead. • Company registration/incorporation certificate, PAN, and GST registration.

• OEM Manufacturer Certificate (original or notarized copy) for each model quoted. • OEM Compliance Certificate on OEM letterhead detailing compliance to tendered specifications and warranty/support commitment.

• Original OEM Authorization Letter. • Technical compliance statement with product datasheets and brochures. • Past performance certificates for similar supplies (last 2 years). • Audited financial statements for last 2 years or CA certified turnover certificate.

• EMD: Demand Draft or Banker's Cheque in favour of IRDAI Hyderabad (details as specified). Proof of EMD must be included in the Technical Bid envelope. • Any other statutory declarations, integrity pact, and undertakings as required.

Bidders must submit the following in the Financial Bid envelope (Envelope B): • Signed and duly filled Price Bid Form quoting unit rates, total price, taxes and any other charges. It may be noted that L1 will be based on all the costs combined including GST/Taxes.

Both envelopes (A and B) must be sealed, clearly labeled, and placed inside a single outer envelope. The outer envelope must be addressed to the designated contact at IRDAI Hyderabad and bear the tender reference number and bid submission date/time.

Section 7: Documents to be Submitted (Technical and Financial Checklist) • Covering Letter. • Company Registration, PAN, GST.

Page 4 of 6• OEM Manufacturer Certificate. • OEM Compliance Certificate on OEM letterhead. • Original OEM Authorization. • Technical datasheets and compliance statement. • EMD (Demand Draft / Banker's Cheque in favour of IRDAI Hyderabad).

• Price Bid in sealed envelope. • Audited financial statements or CA certified documents. • Past performance certificates. • Integrity Pact and other declarations.

Section 8: General Conditions • Bid Validity: Bids must remain valid for at least 45 days from date of bid opening. • Right to Accept/Reject: IRDAI reserves the right to accept or reject any/all bids without assigning reasons.

• Corrigendum: Any changes to the tender terms shall be notified, and bidders are advised to regularly check the IRDAI website for such updates. • Dispute Resolution: All disputes shall be subject to the jurisdiction of the courts in Hyderabad.

• Confidentiality: All information submitted will be treated as confidential.

Template: OEM Compliance Certificate (to be printed on OEM letterhead) with details below This is to certify that the product(s) listed below fully conform to the technical specifications and requirements detailed in Tender Reference No. IRDAI/GA&HR/TNDR/MISC/82/8/2026 The OEM certifies warranty and service obligations as stated in the tender document.

• OEM Name: [Name] • OEM Address: [Address] • Model(s) Covered: [Model Numbers] • Firmware/BIOS/Driver Baseline (if applicable): [Version Details] • Warranty Commitment: 1 years onsite comprehensive Page 5 of 6• OEM Authorized Signatory: [Name, Designation] • Contact Details: Phone, Email • Date and Place: Date, Place

Section 9: Acceptance and Award Award will be made to the lowest evaluated and responsive bidder (L1) among those bidders who qualify technically, unless otherwise stated. The organization reserves the right to place orders in tranches and to negotiate with bidders on minor clarifications without changing overall bid conditions.

Section 10: Contact for Clarifications For any clarifications regarding submission procedure, eligibility, or technical specifications,

please contact: [Deepak Khanna], [General Manager], IRDAI Hyderabad Office, Phone: 040- 202024145, Email: deepak@irdai.gov.in. Queries should be submitted in writing at least 3 days before bid submission deadline.

Section 12: Declarations

Declaration by Bidder:

We, [Company Name], hereby declare that the information furnished in this bid is true and correct. We understand that any misrepresentation will lead to disqualification and forfeiture of EMD.

Authorized Signatory: [Name], Designation: [Designation], Company Seal: [Seal], Date: [Date].

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