West Bengal Industrial Development Corporation Ltd. PROTITI 23, Abanindranath Tagore Sarani (Camac Street) Kolkata-700 017. Tender Notice For Supply of Room AC & Installation/Fitting of Indoor and Outdoor Units along with accessories in Manikanchan SEZ. Sealed proposals are invited from reputed Companies capable of undertaking the following jobs in Manikanchan SEZ, The Gems & Jewellery Park, Salt Lake a. Supply of Room AC along with accessories. b. Installation/fitting of Indoor and Outdoor units. Interested parties may download further details and tender documents from WBIDC website www.wbidc.com on and after 21/01/2013. The Companies having experience of executing similar jobs may submit the rate after visiting the work site and as per details provided in Tender Document within 15/02/2013 before 5:00 PM at WBIDC Ltd PROTITI, 23 Abanindranath Thakur Sarani (Camac Street), Kolkata-700 017. By Order Managing Director WBIDC 1
TENDER DOCUMENT FOR Supply of Room AC & Installation/Fitting of Indoor and Outdoor Units along with accessories IN Manikanchan SEZ - The Gem & Jewellery Park PROMOTED BY WEST BENGAL INDUSTRIAL DEVELOPMENT CORPORATION LTD. PROTITI 23 Abanindranath Thakur Sarani Kolkata-700017 TENDER FOR ITEM/PACKAGE : SUPPLY AND INSTALLATION/ FITTING OF ROOM AC ALONG WITH ACCESSORIES. TENDER NO : WBIDC-IP/MK/HVAC/ TENDER ISSUE DATE : 21/01/2013 TENDER DUE DATE : 15/02/2013 before 05:00PM PREBID MEETING : 06/02/2013 AT 3.00 PM Venue - WBIDC Office, PROTITI, 23 Abanindranath Thakur Sarani (Camac Street), Kolkata 700 017. 2
Table of Content Sl no Contents ANNEXURE A : Background/Definition of 1. Work & Bidding Process 2. ANNEXURE B : General Terms and Conditions 3. ANNEXURE C : Scope of work & Price schedule 4. ANNEXURE D : Proforma of Bid Bond 5. ANNEXURE E : Proforma of Bank Guarantee 3
ANNEXURE A 1. Background A number of sector specific Industrial parks has been developed by West Bengal Industrial Development Corporation (WBIDC) in and around Kolkata. Manikanchan SEZ is one of the industrial parks developed by WBIDC. There are two buildings i) Standard Design Factory (SDF) building ii) Common Facility Building (CFB). Out of these two buildings, CFB was centrally Air conditioned. Decision has been taken to stop the Centralised AC facility and provide the AC facility only for the 3 rd floor of CFB (DC & Custom office) by installing the ROOM AC (combination of Window/Split/Cassette type AC). Under this circumstances, it has become necessary to engage capable Vendor for supply and installation of the AC system for the 3 rd floor of Common Facility Building (CFB). This tender is invited from technically and financially capable vendors for supply and installation of the AC system in the 3 rd floor of CFB of Manikanchan SEZ The Gems & Jewellery Park at Plot CN-1, Sector V, Salt Lake City, Kolkata 700 091 in an effective manner and on a competitive bid basis. 2. Definition of Work Supply and installation of Room AC (Window, Split, Cassette) complete with laying of associated drain water pipe line and other accessories for effective air-conditioning of the 3 rd floor of Common Facility Building of Manikanchan SEZ, Salt Lake. Successful tenderer to ensure smooth running of the system under their supervision for a period of at least 45 days as per schedule of running for normal condition and hand over to the authority in running condition. Necessary electrical connection to complete the system including installation of electrical items (starters /switches, protective device etc.) shall be in the scope of supply of the Tenderer. 4
3. Qualification Requirement The bidder should have experience of installation of Room Air conditioner. Reference List with documentary proof to be attached on work of similar nature within the past 3 years and details of current work in hand. 4. Location of Installation of Room Air Conditioner: Manikanchan SEZ, The Gems & Jewellery Park Location : Plot-CN 1, Sector-V, Salt Lake City, Kolkata 700 091, West Bengal, India. Facility Manager : Shri. Koushik Lodh, 86976 81648, 90072 17253. 5. Procedure for Submission of Sealed Bids: The Tenderers must submit their bids in two parts in separate sealed covers prominently super scribing as Part I Techno-commercial Bid (in duplicate) and Part II Price Bid and also indicating on each of the covers the Tender Number & Tender due Date. Part I : Techno Commercial Un-priced Bid Techno Commercial Un-priced bid should contain complete Technical and Commercial details including data sheets, drawings and relevant technical documents without price. If the price is mentioned by mistake or deliberately in the Techno Commercial Bid, the said bid shall be liable for disqualification. Part II : Price Bid: Price bid in a separate sealed envelop with full details of taxes and duties as per format furnished in the scope of supply & Price schedule. These two sealed covers (Part I and Part II) shall together be put in a third envelope (Cover III) and this sealed cover shall be super- scribed with Quotation for Room Air Conditioner for Manikanchan SEZ - Techno-commercial and Price bid in separate sealed envelopes inside and submitted to The Managing Director West Bengal Industrial Development Corporation Ltd, PROTITI, 23 Camac Street, Kolkata 700017. 5
6. Bidding Process and Filling Requirements: Offer of the tenderer must be complete in all respects and shall be submitted together with requisite information and appendices within the due date. Tenders should be complete and free from any ambiguity or changes. The tender should be neatly filled up and signed in all pages by the authorized signatory of the organization. Offers should be submitted in duplicate in A4 paper. Items required to complete the work but not mentioned in the Bill of Material should be considered by the tenderer. The bidders bid and any annotation or accompanying documentation shall be in English language. However, any printed literature written in another language may be provided if it is accompanied by an English translation of its pertinent passages, in which case the English translation shall govern. The bidder shall sign the proposal, stating the name of the entity to whom the Work / Service Order is to be awarded. Each page of the bid shall be duly signed and sealed by an authorized officer from the Bidder s organization. Bidders shall indicate their full address and telegraphic / phone / fax / e-mail address in the bid document. Bidder will submit the Bid package in its entirety and no alterations will be made to the documents or the wording therein. The bid package will be signed by a duly authorized Officer or Representative of the Company. Telegraphic / email / Tele fax offers, whether received directly by WBIDC or otherwise shall not be considered. The bid must be kept valid for 6 (Six) months from the date of opening. In exceptional circumstances WBIDC may solicit the bidder s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing by cable / fax / mail. WBIDC reserves the right to cancel all or any of the quotations as received. The work order will be given for the work as per relevant rules and regulations after examining the quotations. WBIDC reserves the right to order either in part or full of the tender quantity. 6
7. Evaluation and Comparison of Bids: Techno-commercial Evaluation: After opening the bids, the bid document submitted by each bidder will be examined. Any bid which does not meet the technical and commercial requirements set forth in the tender document will be rejected. To assist in the technical evaluation of bids WBIDC may, at its discretion, ask a bidder for clarifications. The request for clarifications and the response shall be in writing. After evaluation of Techno-commercial bid, Price Bid of the techno commercially suitable Tenderers will be opened. Price Evaluation: Bidders shall set their prices / rates in firm figures and without any qualification. Prices quoted should be firm. Offers providing for escalation of price will be rejected. Each figure shall also be repeated in words and in the event of discrepancy between the amount stated in figures and words, the rates quoted in words shall be deemed to be the correct amount. Bid containing qualifying expressions such as subject to minimum acceptance, subject to immediate acceptance, subject to prior commitment etc. will be disqualified. 7
GENERAL TERMS AND CONDITIONS 1. Communication ANNEXURE B All communications, correspondence & documentation requested in this tender document shall be sent to the below address. Managing Director West Bengal Industrial Development Corporation Ltd, PROTITI, 23 Camac Street, Kolkata 700 017 Tel:(+91-33) 22553700-705 Fax: +91-33-2255-3737 Website: www.wbidc.com Contact Person : Shri N Debnath, Deputy Manager (Industrial Park), WBIDC Ltd. Tel: +91-33- 2255 3741. (M) 94320 64121. Email: narayan.debnath@wbidc.com 2. Definitions 2.1. The Company shall mean West Bengal Industrial Development Corporation Ltd. (WBIDC) 2.2. The Contractor shall mean the party in whose favor the Work Order will be issued. 3. Scope of Work As described in Annexure C. Contractor shall be responsible for and comply with all laws / acts applicable. 4. Rates Rates will remain firm for the contract.. No escalation whatsoever shall be allowed unless otherwise stated in the Work Order or subsequent amendment to the Work Order. 8
5. Taxes Bidder to clearly specify prevailing rate of taxes and duties, if applicable on the supply and service. WBIDC shall deduct Tax Deductible at Source (TDS) from the payment due to Contractor in pursuance of provisions of Income Tax Act, 1961 as currently in force and as amended from time to time. 6. Mobilization Schedule: Within 7 days from the date of receipt of work order. 7. Period of Completion: 8. Payment Terms The entire job shall be completed in all respect within one month from the date of receipt of work order. 90% Payment shall be made within 45 days from the date of receipt of invoice in triplicate, correct in all respect and supported with receipted challan, work completion report duly certified by WBIDC's representative after hand over on successful operation. Balance 10% will be released on completion of the Guarantee period or on submission of performance bank guarantee of equivalent amount valid till Guarantee period. 9. Guarantee : Successful bidder will have to give a guarantee of 18 months from the date of hand over. 10. Bid-Bond / Earnest Money Deposit / Performance Bond a) Bidders shall be required to furnish with their bids an Earnest Money Deposit (EMD) / a bid bond (bid security) in the prescribed Proforma as per Annexure D of this bid document valid for a period of six months from the date of opening of bid. The Bid Bond value shall be INR 50,000.00 (Rupees Fifty thousand only). The original bid bond shall be submitted with the bid itself. Bids not accompanied by a bid bond as above shall be rejected. Bidders bid bonds should be given on nonjudicial stamp paper of requisite value from nationalized / scheduled commercial banks. 9
11. Indemnity b) Successful Bidders shall furnish to WBIDC, on completion of the job and at the time of submission of invoice, a Performance Bank Guarantee from nationalized / scheduled commercial banks for 10% of the Work Order value as per Annexure E of the bid document and shall be valid till completion of Guarantee period. The guarantee shall include the faithful and diligent performance of all the undertakings, obligations and liabilities of Contractor or any authorized Subcontractors arising hereunder and further guarantee WBIDC against loss by reason of breach or default in the performance of any obligation by the Contractor or such Subcontractor. No alteration, prepayment, delay, change, amendment, extension or addition which may be made or agreed to between Contractor and WBIDC and no forbearance on the part of WBIDC shall operate to relieve any guarantor from liability on such guarantee, and notice to the guarantor of any of the same is expressly waived. Successful Tenderer to defend WBIDC against any and all claims, costs, expenses, damages and liabilities of any nature whatsoever arising from or pertaining to the performance of this Work Order. 12. Penalty/ Termination 13. Dispute Any non performance / indiscipline / violation of contractual obligation either through complaints or otherwise would be taken up by the Company and they would have the right to call for written explanation and impose financial penalty ranging from 5% to 20% of the billable amount. If the occurrence of the same is repeated twice, then the Company shall have the right to terminate the contract & invoke and forfeit the Performance Bank Guarantee. In case of any dispute, decision of the Managing Director, WBIDC Ltd. shall be final and binding on all the stakeholders. 10
Scope of work : ANNEXURE-C Supply and installation of room AC (Window/Split/Cassette) of suitable capacity from reputed manufacturer as per room size detailed below: A) D C office :- 1. Window AC a. DC s Chamber 23`X18` b. ADC s Chamber 10`X17` c. Xerox Room 17`X9` d. Server Room 15`X14` 2. Combination of Window and Split/Cassette AC a. Conference Room 29`X18` b. Common Area 48`X41` B) Custom office :- 1. Window AC a. Supdt Chamber 17`X17` b. Supdt. Chamber 17`X10` c. Supdt. Chamber 20`X16` 2. Combination of Window and Split/Cassette AC a. Visitor s Chamber 13`X11` b. Store Room 15`X9` c. Common Area 38`X20` Scope of work of the successful vendor includes: 1. Supply of the AC machines as per above requirement. 2. Installation of the units with necessary electrical protective devices ( MCBs / Relays etc). Frame/Iron Structure/Angles/Channels/ other installation accessories required for the indoor / outdoor units along with copper pipes, drain pipes, etc. to make the system complete are in the scope of the Vendor. 11
3. Necessary Civil, Electrical, plumbing, carpentry, ducting in the false ceiling and painting / polishing wherever necessary to make the system aesthetically good will be in the scope of the vendor. 4. The Vendor should visit site before pre bid meeting and get acquainted with the existing power distribution and Load capacity of the Electrical System before submission of proposal and in case any augmentation in the capacity of the electrical system is required same has to be indicated clearly in the proposal. 5. Intending bidders are requested to visit the site before pre bid meeting within 12.00 to 3.30 p.m. with prior intimation to Deputy Manager (Industrial Park) as detailed in point no. 1 of the General Terms of Condition. 12
ANNEXURE-D Proforma of Bid Security (Bank Guarantee) (Note: The bidder may complete either this form of bank guarantee or a form of bond.) WHEREAS, (Name of the bidder) (hereinafter called "the Bidder") has submitted his Bid (Date) for the provision of certain services (hereinafter called "the BID") KNOW ALL MEN BY these presents that we (Name of Bank of (Name of Country) having our registered office at (hereinafter called "the Bank") are bound unto WBIDC (hereinafter called "Company" in the sum of ( ) * for which payment will and truly be made to Company, the Bank binds itself, its successors and assignees by these presents. The conditions of this obligation are: 1. If the Bidder withdraws his Bid during the period of Bid validity as specified in the form of Bid; or 2. If the Bidder, having been notified of acceptance of his Bid by the Company during the period of Bid validity: (a) (b) fails or refuses to execute the form of agreement in accordance with the instructions to Bidders; or fails or refuses to furnish the performance Security in accordance with the instructions to Bidders. We undertake to pay without any demur to Company up to the above amount upon receipt of its first written demand, without Company having to substantiate its demand provided that in its demand Company will note that the amount claimed by it is due to it owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This guarantee will remain in force up to and including the date and 06 (six) months after the closing date for submission of Bids as stated in the Invitation for Bid or as extended by you at any time prior to this date, notice of which extension to the Bank being hereby waived and any demand in respect thereof should reach the Bank not later than the above date. Date : Signature of bank : Witness Name and Address Seal 13
ANNEXURE E PROFORMA OF PERFORMANCE BANK GUARANTEE THIS DEED OF GUARANTEE executed on this. Day of. at.. by. (Name of the bank) having its Head / Registered Office at. Hereinafter referred to as The Guarantor which expression shall unless it is repugnant to the subject or context thereof include successor and assigns In favor of West Bengal Industrial Development Corporation Limited having their office at PROTITI, 23 Abanindranath Thakur Road (Camac Street), Kolkata - 700017 (hereinafter referred WBIDC which express shall unless repugnant to the context thereof, include its successors and assigns) WHEREAS A. By a Contract Agreement dated. to be entered in to between West Bengal Industrial Development Corporation Limited (WBIDC) and., a company incorporated under the Companies Act, 1956 having its registered office at hereinafter called the Company has been granted the contract for Supply and installation of room AC Window/Split/Cassette). B. In term of the Contract Agreement, the Company is required to furnish to WBIDC an unconditional and irrevocable Bank Guarantee for an amount of 10% of the Work Order value. C. At the request of the Company, the Guarantor has agreed to provide guarantee for due and punctual performance / discharge by the Company of its obligations under the Agreement. NOW THERE FORE THIS DEED WITNESSETH AS FOLLOW: 1. The Guarantor hereby guarantees the due and punctual performance by the Company of all its responsibilities and obligations under the Agreement during the construction period. 2. The Guarantor shall without demur, pay to WBIDC sums not exceeding in aggregate Rs.. (Rupees only) within five (5) days of receipt of a written demand from WBIDC stating that the Company 14
has failed to comply with and fulfill its performance obligations under the Agreement. The Guarantor shall have no obligation to go in to veracity of any demand so made by WBIDC and shall pay the amount specified in the demand of WBIDC notwithstanding any direction to the contrary given or any dispute whatsoever raised by the Company or any other person. 3. In order to give effect to this Guarantee, WBIDC shall be entitled to treat the Guarantor as the principal debtor. The obligations of the Guarantor shall not be affected by any variations in the terms and conditions of the Agreement or other documents or by extension of time for performance granted by the Company or postponement / non exercise / delayed exercise of any of its rights by WBIDC or any indulgence shown by WBIDC to the Company and the Guarantor shall not be relieved from its obligations under this Guarantee on account of any such variation, extension, postponement, non exercise, delayed exercise of any of its rights by WBIDC or any indulgence shown by WBIDC, provided nothing contained herein shall enhance the Guarantor s obligation hereunder. 4 This Guarantee shall be irrevocable and shall remain in full force up to (date), which is 18 months from the date of hand over. 4. This Guarantee shall not be affected by any change in the constitution or winding up of the Company / the Guarantor or any absorption, merger or amalgamation of the Company / the Guarantor with any other person. 5. Notwithstanding what is stated above, the liability of the guaranteeing bank will not exceed Rs... (Rupees.. only) and any claim in respect of the above has to be made at the bank on or before.. 6. The Guarantor has power to issue this guarantee and discharge the obligations contemplated herein and the undersigned is duly authorized to execute this Guarantee pursuant to the power granted under IN WITNESS WHEROF THE GUARANTOR HAS SET ITS HANDS HEREUNTO ON THE DAY, MONTH AND YEAR FIRST HEREINABOVE WRITTEN. SIGNED AND DELIVERED BY Bank by the hand of Shri its.. and authorized official. 15