Name of Work: COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. NIT No. & Date: NISER/EMW/MECH./001/2016, Dt.24.05.2016 Estimated cost of tender: Rs. 6, 45,300/- Period of AMC: ONE YEAR (from the date of award of contract) This tender documents contains 17(Seventeen) pages.
1 NAME OF THE WORK COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. FIRST PART TECHNICAL BID NOTE The tenderer should enclose the following documents along with the Technical Bid otherwise tender will be summarily rejected. 1) a) Self attested copy of works completed during the last seven years from Govt./Semi Govt. organization not below the rank of E.E as per NIT or any other reputed organizations/ Institutions. b) Self attested copy of valid Registration Certificate. c) Self attested copy of PAN card. d) Self attested copy of VAT clearance certificate. e) The cost of tender paper for the bidders who submit the downloaded tender document and EMD amount in separate D.D s as per NIT. 2) Contractors shall enclose the above documents (self attested) along with technical bid. Any conditional/ changed or altered bids are liable for rejection. The bidders shall sign all the pages of technical bid i.e. NIT, Architectural Drawing (if any), as acceptance of the terms and conditions. 3) Incomplete/Partial bid or bid not submitted in prescribed format will be rejected. Bids not submitted/received within stipulated date/time as per NIT will not be accepted.
- 2 - TENDER DOCUMENTS File No. NISER/EMW/MECH/001/2016 Dated: 24.05.2016 Name of work: COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. I N D E X Sl. No. Particulars Page No. Remarks 1. Notice Inviting Tender and First part General Term and Condition for 3-8 i.e. Tech. Bid works. 2. Detailed list of completed works 9 -Doby the Contractor 3. Detail credential of the Contractor 10 -Do- 4. Schedule of Quantities 12-13 Second part i.e.financial Bid 5. Summary Sheet 14 -Do- 6. Abstract of cost 15 -Do- 7. Technical Specifications and other conditions of work 16-17 NOTE: The tenderer should confirm before submission of the bid that they are in possession of all the above papers. All the documents issued are to be submitted along with the bid, duly signed by the tenderer while submitting the bid, as acceptance of the terms and conditions of NIT. Please place the tender in two envelopes (First Part-Technical and Second Part-Financial) and both the tenders should be placed together in the third envelope, by superscribing the name of the work and tender no., date, addressed to the Administrative Officer-III, Estate Management. The contractors, who fail to qualify the Technical Bid, will not be considered for evaluation of the Financial Bid. TENDER ISSUED TO: M/s. Telephone No. Administrative Officer-III (Institute Works Department)
-3- NOTICE INVITING TENDER Director of NISER invites sealed tender on two bid system (Technical Bid and Financial Bid) for the following work:- NIT No: NISER/EMW.MECH/001/2016, Dated. 24.05.2016 Name of the work: COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. Estimated cost of tender : Rs. 6, 45,300/- Earnest Money : Rs. 12,906/- Period of Work : 01 Year. Cost of tender (non-refundable) : Rs. 500/- (Rupees five hundred only) Tender document can also be down loaded from the Institute s website http:www.niser.ac.in. up to 2.00 PM on 16 th June 2016. Last date of receipt of tender: 16 th June 2016 up to 4.00 p.m. Administrative Officer-III (Institute Works Department)
- 4 - Tender Notice Director, NISER invites sealed tender in two bid system Technical and Financial for the Comprehensive Annual Maintenance Contract of Split, Cassette and Tower Air Conditioners in the NISER, Jatni & IOP Transit campus from the agencies/authorized service providers working with CPWD, MES or other Govt. departments/reputed organizations/institutions, in the relevant category of work and who have carried out similar works (similar work is defined as comprehensive AMC of split, cassette and tower air conditioners) and also from the reputed AC manufacturers or their authorized dealers having service setup & workshop and adequate inventory of genuine components in Bhubaneswar or nearby Bhubaneswar along with experiences and trained technician and engineer (credential is to be verified by NISER officials), as per the requirements and details enclosed. The copy of the proof for having carried out similar works in the last seven financial years should be enclosed with the tender. The farms forwarding their quotations must comply with the terms & conditions mentioned later. All the Air Conditioners for which quotations are invited for AMC are installed in NISER, Jatni Campus and IOP transit campus. In support of fulfilling all the essential conditions mentioned in the previous Para the contractor shall submit the past details, mentioning the name of work, estimated cost, tendered amount, gross value of work done, date of commencement as per agreement & actual date of completion as per agreement along with schedule of quantities executed and any penalty levied due to delay in executing the work from an officer not below the rank of Executive Engineer (Mechanical) or any equivalent rank or any authorized signatory, Name of Work Estimated cost Earnest Duration of Name of the work: Comprehensive AMC of Split, Cassette & Tower AC in NISER, Jatni Campus & IOP Transit Campus. NIT File No: NISER/EMW/MECH/001/2016, Dt. 24.05.2016 of tender Money. AMC Rs. 6,45,300/- 12,906/- 01 year The tender document can be down loaded from the Institute s website http:www.niser.ac.in. & submitted along with tender cost of 500.00 & EMD of 12,906.00, separately in the form of A/C payee DD/ Banker s cheque drawn on any scheduled Bank, in favor of Finance Officer of NISER. The tender documents are to be submitted in two parts in separate sealed cover. The documents in support of eligibility criteria of the contractor, Technical bid, tender cost and EMD are to be submitted in a sealed cover super scribing as Technical Bid (first part). The second part with scheduled items of work & price quoted are to be submitted in a separate sealed envelope super scribing as Financial Bid. Both the envelopes are to be put together in another envelope and the same should mention the name of work, address of contractor and date of opening. Bids complete in all respects will be accepted up to 4.00 PM on 16 th June 2016 and technical bid will be opened at 3.30 PM on 17 th June 2016. Those who qualify the technical bid shall be intimated later mentioning the date of opening of the financial bid. Director of NISER, reserves the right to accept/reject any/all tenders without assigning any reason whatsoever. Part or incomplete tenders will be summarily rejected. No further correspondences whatsoever shall be entertained in this regard. Canvassing in any manner shall result in rejection of the tender. Any dispute arising out of this shall subject to Bhubaneswar jurisdiction only. Administrative Officer-III (Estate Management Works)
General Terms and Conditions: - 5 1. Tender shall be submitted in official tender form only. If submitted in any other form the same shall be summarily rejected. No tenderer shall be issued more than one tender form. 2. Tenders received without prescribed earnest money shall not be considered. 3. The schedule issued with the tender form for listing the details of items to be supplied must not be modified/altered by the tenderer. Any tender form with any correction, amendments, overwriting etc. shall be considered invalid and shall be rejected, except if duly attested. 4. Tender form shall be complete in all respects and no paper shall be detached from the tender. 5. The name and address of the tenderer shall be clearly stated in the space provided and no overwriting, correction, insertion shall be permitted in any part of the tender unless duly countersigned by the tenderer. The tender shall be filled and submitted strictly in accordance with the instructions laid down herein; failing which the tender is liable to be ignored. 6. The tender is liable to be ignored if complete information is not given there-in, or if the particulars and data (if any) asked for in the schedule to the tender are not filled in. 7. Individual signing the tender or other documents connected with the tender must specify whether he signs as (i) (ii) (iii) (iv) A sole proprietor of the concern or constituted attorney of such sole proprietor, or A partner of the firm if it is a partnership firm, in which case he must have authority to execute contracts on behalf of the firm and refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or by a power of attorney duly executed by the partners of the firms, or Director or Principal Officer duly authorized by the Board of Directors of the company. In case of (i) and (ii) a copy of the partnership deed or general power of Attorney as the case may be, duly attested by Notary Public or an affidavit on stamp paper duly sworn or affirmed by all the partners admitting execution of the partnership agreement or the general power of Attorney shall be furnished along with the details of the execution of the same including the date, place and particular of the execution. In case of partnership firm, where no authority to refer dispute concerning the business of the partnership has been conferred on any partner, the tender and all other related documents must be signed by all the partners of the firm. In case of (iii) the person signing the tender should be authorized by a resolution passed by the Board of Directors and a copy of the resolution attested by the Principal Officer should be attached. 8. The tender shall be submitted in sealed envelopes super scribed as Tender for Comprehensive AMC of split and cassette & Tower AC units in NISER, Jatni Campus & IOP Transit Campus addressed to the AO-III (EM), National Institute of Science Education and Research, Jatni Campus, Jatni-752050 and same has to be deposited in the Tender Box available at Estate Management Section, National Institute of Science Education and Research, Jatni Campus, before 4 P.M. on 16.06.2016 as per covering letter. The tenders shall be opened on 17.06.2016 at 3.30 P.M. in NISER, Jatni Campus in the presence of such of the tenderer who may wish to be present, either by themselves or through their authorized representatives. The authorized representatives shall be allowed to participate in the process only upon furnishing the proper authorization from the tenderer with proper photo identification.
- 6 9. The bids should be valid in the case of all the tenders for at least 3 months from the date of opening of the tender. In the case of the successful tenderer, rates quoted shall be valid for the entire period of the contract. 10. Corrections, if any in the tender must be attested by the tenderer. 11. The tender should accompany an EMD of Rs 12,906/- along with the tender in the form of DD/Pay Order drawn in favour of Finance Officer, NISER payable at Jatni, in separate envelope subscribing EMD. Tenders without EMD will be summarily rejected. 12. Late tenders will not be considered and shall be rejected. 13. The National Institute of Science Education and Research reserves the right to accept or reject any or all the offers either fully or partly without assigning any reasons. 14. The contract once awarded can be terminated by either party after giving one month notice to the other party. Nevertheless, NISER may terminate the contract of the contractor without any notice in case the contractor commits a breach of any of the terms of the contract. NISER's decision that a breach has occurred will be final and shall be accepted without demur by the Contractor. 15. The NISER shall in no way be responsible for any default with regard to any statutory obligation and the Contractor will indemnify NISER in case of any damage or liability, which may arise on account of action of contractor. 16. Tender shall be accompanied by the relevant documents including the following:- Certificate in support of experience for having undertaken this kind of business along with a list of organizations where the Contractor is currently providing/has provided AMC of split and cassette & Tower AC covered in the tender. 17. The Contractor will work in close co-operation with EM and Mechanical Works Section, NISER for the repair & Maintenance services as per tender. 18. Payment shall be made quarterly on satisfactory completion of the job and T.D.S as applicable will be deducted. 19. All statutory obligations under various laws from time to time shall be borne by contractor for which no extra payment shall be made at any time during the contractual period. 20. The contractor shall at all times indemnify and keep indemnified the owner and its officers, servants and agents from and against all third party claims whatsoever (including time and shall not be limited to property loss and damages, personal accidents, injury or death of persons or servants or agents of any contractor/sub- contractor(s) and the contractor shall at his own cost and initiative at all time, maintain all liabilities under Workman s Compensation Act, Fatal Accident Act, Personal Injuries, Insurance Act and/or Industrial Legislation from time to time in force).
- 7 21. As per NISER policy, payments and receipts to Government and Semi Government Agencies would be rounded off to the nearer higher rupee and in other cases the rounding off will be to nearest i.e. paise 50 or above will be rounded off to the near higher rupee and paise less than 50 will be ignored. 22. The agreement will be valid for Comprehensive AMC of split and cassette & Tower AC units as incorporated in the contract document. This should be strictly adhered to. The contract once awarded can be terminated by either party after giving due notice to the other party. 23. The evaluation of bid will be on the basis of total bid value. The rates quoted should be inclusive of all taxes and duties including VAT. The rates quoted should be on the basis of free delivery to the consignee. 24. The rates quoted should be on FIRM & FIXED basis. 25. Comprehensive AMC of split and cassette & tower AC units shall include all servicing, overhauling, handling, repair charges and include supply of all material spares, gas charging, air filter, electrical parts, starting relay, overload protector, wiring repairs, motor rewinding with bush and shaft, tapes, blower motor/outdoor fan motor, remote, digital scanner, piping, insulation and spares of outdoor/indoor units replacement etc. 26. The rates of AMC shall be inclusive of all taxes, works contract tax, cartage loading, sales tax, turnover tax and any other statutory taxes and service tax complete in all respects, valid for a period of one year from the date of award of contract. 27. The penalty amount per complaint will be decided by competent authority of NISER. 28. The contractor will maintain history sheet of equipments under maintenance contract with detailed specification. 29. Details of all minor/major, routine/preventive repair/maintenance job undertaken shall be entered into the history sheet. 30. Complaint / Feedback / Performance report: - The Contractor will maintain all records of the complaints in a Register as well as history card of individual. 31. After completion of the Agreement, contractor has to hand over the system in perfect running condition (complete in all respects as per inventory) to the department. 32. Any damage to the building or the any part of the equipment which might result during the operation shall be repaired by the contractor. 33. Mechanic should have his Mobile Phone at the time of Duty at NISER. 34. Department shall in no way be involved in any dispute of whatever kind, between the contractor and the staff engaged by him. 35. Any damage resulting to the system on account of the negligence or mall- operation shall be made good by the contractor. Nothing extra will be paid for such work. 36. The contractor shall arrange to render efficient service as outlined in this specification. However, in case the contractor fails to maintain the service to the satisfaction of the Engineer-in-charge of the department and any expenditure incurred therein for alternative arrangements by the Engineer-in-charge shall be recovered from the contractor.
- 8 37. The contractor or his representative should not remove, disturb, and dislocate the existing equipment and its parts from its positions until and unless it is authorized by the Engineer-in-Charge. The entire installation should be intact at any time of inspection as was handed over to him at the time of initial taking over of its maintenance and operation. Care shall also be taken not to damage installation by improper handling. 38. The material requires replacement shall be of same quality/manufacturer and specifications. The dismantled material shall be the property of NISER. 39. The staff deployed by contractor shall be versed with the job requirement and shall not be changed without information to SA-B (Mechanical). 40. The successful bidder shall deposit Rs. 40,000/- (including amount of EMD) as security deposit with NISER in shape of demand draft (in favour of Finance Officer, NISER, Jatni), fixed deposit receipt or bank guarantee. No interest shall accrue on this deposit which will be returned after expiring the AMC period and after adjusting dues, if any. 41. Bid security of the unsuccessful bidders will returned to them. 42. In the event of any breach of the terms of the contract, the contractor shall have to hear to bear as penalty specified in the present terms. However, upon a material breach of the contract terms which is not remedied by the contractor within 7 days, NISER shall be entitled to terminate the present contract without any notice and the contractor shall be required to make good any damage incurred by NISER. 43. The contractor has to enter into an agreement, the format of which shall be made available to the successful bidder. The contract paper has to be signed on Rs.100 non-judicial stamp paper, to be procured by the contractor at it s own cost. 44. Any dispute is subject to Bhubaneswar jurisdiction only. Administrative Officer-III (Estate Management and Works)
- 9- List of completed works by the Contractor: Detail list of works, completed satisfactorily during last seven years (minimum of 3 completed works of similar nature), the value of such completed works should be approximately of the same value or near to the value of the present work, for which tender is being submitted by the contractor to NISER Name of works Location of site Value of Work Name of organization/ engineer in charge under whom the work is completed N.B:- The copy of work order and completion certificates from the organization may be attached.
-10- DETAIL CREDENTIALS OF THE CONTRACTOR Contractors shall fill this form and enclose it with the original copy of tender (Technical Bid) Name of the Contractor Firm of the Contractor Telephone No. (Official) Office Address Residential Address: Is the firm limited? : Yes/No. Give name and address of partners: Name (s) Address (s) (a) (b) (c) Partnership deed Name of Bankers Power of Attorney (Please enclose self attested copy with the bid) M/s. Please enclose attested copy/original Power of Attorney in case of firm NAME AND ADDRESS OF PERSON HOLDING POWER OF ATTORNEY Name Address Specimen signature, of persons holding Power of Attorney. Registration particulars:- 1. Registered with: 2. Registration No.: 3. Financial limit up to which registered: 4. Trade for which registered: 5. Details of Building (if any): 6. Details of Furniture (if any): 7. Details of Electrification(if any): 8. Details of Sanitary Installation (if any): 9. Details of Earthwork (if any): 10. Supply of materials:
-11- NAME OF THE WORK COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. SECOND PART FINANCIAL BID NOTE Tenderer are requested to quote against individual items legibly and arrive at the total cost of work. All pages of second part i.e. the price bid should be duly signed by the tenderer failing which tender may be rejected.
- 12 - Name of work: COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. SCHEDULE OF QUANTITIES Detail Estimation of COMPREHENSIVE AMC OF SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS Sl. No. CPWD Code Description Unit Qty Rate in Rs. Per annum Amount in Rs. 1 1.5 Ton capacity Carrier Split AC Nos. 21 2 2.0 Ton capacity Carrier Split AC Nos. 20 3 1.5 Ton capacity LG Split AC Nos. 4 4 2.0 Ton capacity LG split AC Nos. 18 5 2.0 Ton capacity Godrej split AC Nos. 31 6 4.0 Ton capacity Blue-Star Cassette AC Nos. 4 7 1.5 Ton capacity Voltas Split AC Nos. 14 8 2.0 Ton capacity Voltas Split AC Nos. 70 No. of Cutting : No. of Corrections : No. of Over writing: Signature of tenderer with date & address
- 13 Total: Rs. (Rupees ) (Total Items: 08 only) Total No. of cuttings: Total No. of corrections: Total No. of Over writings: SIGNATURE OF TENDERER DATE: ADDRESS: NOTE: Bidders are required to quote against each item legibly and arrive at the total cost of work. The summary sheet and abstract of cost should be filled in properly. All pages should be duly signed by the bidder failing which the tender may be rejected.
- 14 - TENDER DOCUMENTS (NIT No. NISER/EMW/MECH/001/2016 Dt.24.05.2016) Tender for COMPREHENSIVE AMC OF ALL SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. SUMMARY SHEET 1. Brought forward from Page No. Schedule of quantities: Rs. TOTAL ----------------------------- (Rupees ) C.O. to Page ABSTRACT OF COST Rs. SIGNATURE OF THE TENDERER
- 15 - TENDER DOCUMENTS (NIT No. NISER/EMW/MECH/001/2016 Dt.24.05.2016) Tender for COMPREHENSIVE AMC OF ALL SPLIT, CASSETTE & TOWER AC IN NISER, JATNI CAMPUS & IOP TRANSIT CAMPUS. ABSTRACT OF COST TOTAL COST BROUGHT FORWARD FROM PAGE (Rupees ) only SIGNATURE OF THE TENDERER
-16- Technical Specifications & Scope of Work 1. Scope of Comprehensive Annual Maintenance Contract services of split, cassette and tower AC units will include providing routine maintenance services, pertaining to complaints as and when they occur in Air conditioners and annual maintenance services. Comprehensive AMC services shall include providing all man power, labour, tools and replacement of all defective spare parts including consumables. The rates quoted for the AMC services shall also include all taxes and duties as applicable and cost of transportation of freight, insurances etc. 2. The replacement of compressors, which are either in warranty/guarantee or not, will be replaced by AMC provider as per terms & condition by original equipment manufacturer. 3. A minimum stock of spares including compressors, gas charging, fan & blower motors, fan blades(1 no of each model) & accessories etc. will have to be maintained at the premises for meeting immediate exigencies of work and upkeep of equipments at all times. Efforts should be made to ensure close to zero MTBF (Mean Time between Failures). 4. Contractor has to do quarterly service of the unit by trained personnel including the following:- a) Rectification of defects observed during inspection. b) Checking of electrical parts including motors & rectification. c) Checking & adjustment of controls and lubricating of moving parts. 5. The contractor will maintain history sheet of equipments under maintenance contract with detailed specification. 6. Details of all minor/major, routine/preventive repair/maintenance job undertaken will be entered into the history sheet. 7. Complaint / Feedback / Performance report: - The Contractor will maintain all records of the complaints in a Register as well as history card of individual. 8. After completion of the Agreement, contractor has to hand over the system in perfect running condition (complete in all respects as per inventory) to the department. 9. Any damage to the building or the any part of the equipment which might result during the operation will be repaired by the contractor. 10. The contractor or his representative should not remove, disturb, and dislocate the existing equipment and its parts from its positions until and unless it is authorized by the Engineer-incharge. The entire installation should be intact at any time of inspection as was handed over to him at the time of initial taking over of its maintenance and operation. Care will also be taken not to damage installation by improper handling. 11. The material requires replacement will be of same quality/manufacturer and specifications. The dismantled material will be the property of NISER.
-17-12. The staff deployed by contractor will be versed with the job requirement and will not be changed without information to SA-B (Mech.). 13. Department will in no way be involved in any dispute of whatever kind, between the contractor and the staff engaged by him. 14. The contractor will arrange to render efficient service as outlined in this specification. However, in case the contractor fails to maintain the service to the satisfaction of the Engineerin-charge of the department and any expenditure incurred therein for alternative arrangements by the Engineer-in-charge will be recovered from the contractor. 15. The contractor shall engage suitably skilled/licensed workmen of various categories for execution of work & supervised by supervisors / Engineer of appropriate qualification & experience to ensure proper execution of work. They will carry out instructions of Engineer-in-charge & other senior officers of the Institute during progress of work. 16. Before tendering, the tenderer shall inspect the site to fully acquaint himself about the condition of the AC units under the scope of work. The contractor should agree to the terms and conditions irrespective of the AC units are working or not. No extra payments will be made for non-working AC units. BILL PAYMENT 1. Payment shall be made quarterly on satisfactory completion of the job and T.D.S as applicable will be deducted. 2. The contractor shall extend all possible co-operations for checking the measurement. Decision of the engineer in charge (Mechanical) of NISER shall prevail. In case of any dispute, the final decision lies with the Director of NISER, which shall be binding on both the parties. OTHERS If, the contractor has to remove/dismantle any old, damaged wiring & fixtures etc. for the purpose of execution of the said work, the same shall be deposited with NISER Stock Yard along with the list of materials under intimate to the concerned Engineer in- Charge. No extra payment will be made by the institute for this purpose. SIGNATURE OF THE TENDERER