Tender No. CGPDTM/ IPO/UPS AMC/2018/02 NOTICE INVITING TENDER FOR e-tender for Comprehensive Annual Maintenance Contract (AMC) of Un-interrupted Power Supplies (UPS) installed at Patent Office, Mumbai TO THE O/o CGPDTM, PATENT OFFICE, AND TRADE MARKS REGISTRY, Boudhik Sampada Bhavan S.M. Road, Near Antop Hill Post Office, Antop Hill, Mumbai 400037 TENDER TITLE: Tender for Comprehensive Annual Maintenance Contract (AMC) of Uninterrupted Power Supplies (UPS) installed at Patent Office, Mumbai TENDER REF NO: CGPDTM/ IPO/ UPS AMC/2018/02 i) Date of issue/opening/publish of Tender document : 28-02-2018, 5.30 P.M. ii) Last date of receipt of Tender : 21-03-2018, 5.30P.M.
1. PREFACE: Sealed e-tenders are invited by the Controller General of Patents, Designs and Trademarks (hereinafter referred to as CGPDTM ) on behalf of the President of India under Two Bid System i.e. Technical Bid and Financial Bid from reputed, experienced and financially sound Companies/Firms/Agencies for Comprehensive Annual Maintenance Contract (AMC) of Un-interrupted Power Supplies (UPS) installed at Patent Office, Mumbai located at the address mentioned below for one year (extendable to further one year) on the terms and conditions mentioned in the tender document. 2. NAME AND ADDRESS OF THE AUTHORITY The Controller General of Patents, Designs and Trademarks, Boudhik Sampada Bhavan, S.M.Road, Antop Hill, Mumbai- 400037. Phone: 022-24130387, E mail: mumbai-patent@nic.in 2.1 ADDRESS FOR DOWNLOADING TENDER DOCUMENT: http://www.eprocure.gov.in http://www. ipindia.nic.in 2.2 CONTACT PERSON(S) FOR ANY QUERIES RELATED TO TENDER: Tender related clarification may be obtained from: Shri. M.V. Bhatkar, Assistant Administrative Officer Written queries can be sent by email at: mumbai-patent@nic.in Telephone: 022-24130387. 3. Brief Details of the e-tender: i. Name of the work & location Details Ii e-tender fee : INR 500/- iii e-tender No. : CGPDTM/ IPO/UPS AMC/2018/02 iv Submission of Earnest Money Deposit (EMD) EMD equal to Rs.40,000/- in the form of Demand Draft/Pay order only in the name of
Controller of Patents, payable at Mumbai v Place of Payment The Patent Office, Boudhik Sampada Bhavan, S.M.Road, Antop Hill, Mumbai- 400037. vi Last date of the Submission/ Receipt of the e- Tender 21/03/2018 The cost of tender document is Rs.500/-(Rupees One Thousand Only) payable by Demand draft/pay order in favour of The Controller of Patents, payable at Mumbai, at the cash counter of the Patent Office, Mumbai. The cost of tender may be submitted along with Technical bid in the form of a Demand draft/pay order in favour of The Controller of Patents, payable at Mumbai. The cost of tender document is NON-REFUNDABLE. Tender submitted without cost will be rejected. SSI units registered with NSIC can avail the following benefits on submission of relevant certificate:- Availability of tender sets free of costs. Exemption from payment of earnest money deposit. Exemption from payment of security. 3.1 Submission of the e- Tender 3.2 This Tender is an e-tender; offers will not be accepted in hard copy. 3.3 e-tenders without Earnest Money are liable to be rejected. 4. SCHEDULE FOR INVITATION FOR BIDS: i) Date of issue/opening/publish of Tender document : 28-02-2018, 05.30 P.M. ii) Last date of receipt of Tender iii) Date and time of opening of Tender (Technical Bid) iv) Date and time of opening of Financial Bid : 21-03-2018, 6.00 P.M. : 23-03-2018, 11.30 A.M. : 23-03-2018, 3.00 P.M. v) Bid will be opened at Library, Ground floor, Patent Office, Boudhik Sampada Bhavan, S.M. Road, Mumbai 400 037 through e-procurement. 5. PERIOD FOR VALIDITY OF TENDER DOCUMENT: Six months from the date of opening of the Tender. 6. TYPE OF BID: Two bid system (Technical & Financial) i.e. Two cover system
7. Procedure for Submission of Online Bids: Technical Bid (Cover-1): Bidders are requested to upload the required scanned copies of files as per the following: File 1: i. Colour Scanned copies of all information/documents in single PDF file as per QUALIFYING INFORMAITON mentioned below (Ref Sl.No.8 and 16) ii. Colour Scanned copy of DD/Bankers cheque for an amount of Rs.40,000/- (Rupees Forty Thousand Only) towards Bid Security (EMD). Original copy of DD/Bankers cheque should be submitted to Patent office Boudhik Sampada Bhavan, S.M.Road, Antop Hill, Mumbai- 400037 on or before last date. File 2: Financial Bid (BOQ) (Cover-2): Bidders are requested to upload the prescribed BOQ. 8. TECHNICAL BID: ELIGIBILITY CONDITIONS: The tendering Company/Firm/Agency shall fulfil the following technical specifications for Technical Bid:- (i) (ii) The Company/Firm/Agency shall have at least three years experience in successfully completing Comprehensive Annual Maintenance Contract (AMC) of Uninterrupted Power Supplies (UPS). The Company/Firm/Agency shall have financial turnover of at least Rs.30 lakhs per annum for each of the last three years. (iii) The Head Office/ Branch Office of the bidding Company/Firm/Agency shall be located in Mumbai; Mumbai suburban; and Navi Mumbai, Thane, kalyan, Dombivli Municipal area. (vi) The Company/Firm/Agency shall have been registered with the Income Tax and Service/GST Tax Department. Note: Documentary evidence is required to establish the eligibility requirements for the conditions mentioned in TECHNICAL BID. 9. EVALUATION CRITERIA: i) Total number of Bids received will be announced to bidders during Bid opening time. ii) Technical and financial Bid will be opened by Designated Evaluation Committee in presence of bidders.
iii) Technical Bid will be opened first. Only Bidders who qualify Technical Bid will be considered for Financial Bid and only their financial bid will be opened. Financial Bid of the unqualified bidders in Technical Bid will not be opened. iv) Price quoted in financial bid will be announced to bidders. v) Evaluation committee will evaluate the Technical and Financial Bid and submit their reports to the competent authority. vi) On the approval of Competent Authority, Lowest One (L-1) bidder name will be declared. 10. SCOPE OF WORK i. The contractor shall provide maintenance service to keep the UPS in good and efficient working condition covered under this contract. In addition to this, the contractor should provide preventive and corrective maintenance of UPS and should get verified from authorized official of the concerned branch/office. He should also carry out necessary repairs and provide SUITABLE replacement (equivalent or higher configuration) of defective part(s)/ equipment as required. ii. The AMC is comprehensive i.e. no cost of parts including batteries replaced by contractor will be borne by Indian Patent Office, Mumbai. The spare part to be replaced should be genuine and branded. iii. The complaint should be attended within 24 hours from the time its logged in and there is no limit of breakdown calls to be attended with no extra cost. If the UPS is not repaired within three working days after reporting of the complaint, liquidated damages will be levied at the rate of 0.5 % per week of AMC value and there after the machine shall be repaired from outside at the risk and expense of the contractor firm. iv. The service provider will be responsible for any mishap or accident or untoward incidence during the maintenance of machine which may occur due to negligence of the service engineer of the contractor firm. v. All the electrical contact points and connections should be checked and minor adjustments be made if found necessary. No advance payment on any portion of service will be made under any circumstances.
vi. The details of UPS installed at Patent Office, Mumbai under Annual Maintenance Contract (AMC) are as follows:- S. NO UPS CAPACITY NO. OF UPS RATING(A) TOTAL BATTERIES 1. 40KVA 2 55 Amp. 34 Nos.(12 Volt, 65AH) MAKE EMERSION(Sr. No. 200617M1372) vii. Bidder shall depute a Qualified Service Engineer to support and carryout the maintenance works. The service Engineer of the company will have to visit once in a month. In addition to that he will have to attend the urgent calls for rectifying the faults for keeping the machines in good working condition at any time on short notice. viii. The preventive maintenance (PM) is to be carried out once in a month. The preventive maintenance includes the following Cleaning of UPS and batteries Checking battery terminals and Vaseline should be applied periodically to prevent the corrosion on battery leads. Checking fitment of internal and external hardware and heating of the system Cleaning of PCBs if any and operating power parameters Checking of tripping devices All the components should be checked thoroughly to work in perfect conditions and it should be ensured that all the safety devices work perfectly. ix. After the completion of contract period all the UPS should be handed on good working condition in all respect. x. Modification / alteration in the design / specification of any equipment / material will not be permitted. However, it may be relaxed the above stipulation in exceptional circumstances. In such case prior written approval to be obtained from the Patent Office,
Mumbai officials and also No objection certificate from original equipment Manufacturer in such case of major modification is required. xi. For repairing or replacement the contractor should use OEM or OEM approved spares only. 11. TERMS & CONDITIONS i. The Annual Maintenance contract is for a period of 1 year from the date of issue of letter to commence the work and can be further extendable for one year on same terms and conditions. ii. The tenders should be submitted in the prescribed manner as mentioned in Para 7 above regarding Procedure for Submission of Online Bids. iii. The bid must be accompanied by an EMD of Rs 40,000/- (Rupees Forty Thousand only) in the form of Demand Draft/Bankers Cheque favouring Controller of Patents. EMD of successful bidder shall be released on acceptance of Performance Bank Guarantee. The EMD of unsuccessful bidders shall be refunded within one month of finalization of the tender. No interest shall be paid on the EMD. Bids not accompanied by EMD shall be rejected. iv. Tenders without EMD / incomplete tenders / tenders without signature in each page are liable to be rejected. v. EMD will be liable to be forfeited if the bidder selected for the work fails to sign the formal agreement or to start the work on the date stipulated in the work order. vi. For any clarification regarding technical details of UPS you may visit our campus during working days only between 10 a.m to 5 p.m before the last date of tender submission.
vii. A performance bank guarantee shall be submitted by the successful bidder for 10% of the total value of AMC contract. It should be valid for a period of one year from the contract start date. viii. Bid shall remain valid for a period of 180 days from the date of opening of the Tender. ix. Patent Office reserves the right to accept / reject any quotation without assigning any reason. x. The Bidder shall quote every item as mentioned in the tender documents. The total bid price shall be inclusive of all applicable taxes, levies and duties. The amount of taxes, levies, duties or any other charges included in the price should be indicated clearly. xi. In case of any default by the Contractor in any of the terms & conditions, the Patent Office may without prejudice to any other right/remedy which shall have accrued or shall accrue thereafter, terminate the contract, in whole or in part, by giving 10 days notice in writing to the Contractor. xii. The Courts in Mumbai alone shall have exclusive jurisdiction with regard to any matter/dispute relating to or arising out of this contract. xiii. Contractor shall in no case lease/transfer/sublet/appoint sub-contractor or care taker to render the services under the Contract. If the firm discontinues the services at any time during the period of contract the security deposit deposited by the firm shall be forfeited. The charges spent to put the units under running conditions will be recovered from the firm against the payments due to them. xiv. The final acceptance of the tender would be entirely vested with the Patent Office, Mumbai which reserves the right to accept or reject any tender, at any stage of the tender. The decision of the Patent Office, Mumbai in this regard will be final and no disputes in this regard will be entertained.
xv. The Patent Office, Mumbai reserves its right to terminate the maintenance contract at any time after giving due notice without assigning any reason. The contractor will not be entitled to claim any compensation against such termination. However, while terminating the contract, if any payment is due to the contractor for maintenance services already performed in terms of the contract, these would be paid to it/him as per the contract terms. xvi. The Patent Office, Mumbai shall not be responsible for death, injury or accident to the contractor s employee which may arise out of and in the course of their duties at Patent Office, Mumbai premises. xvii. The contractor should provide all the safety equipment s for their employees. In case of any accident due to negligence or unsafe work that requires medical attention, the contractor is wholly responsible and the Patent Office, Mumbai will not entertain any claim, compensation, penalty, etc. xviii. Rule 173 of the General Financial Rules, 2017 is applicable for all bidders. 12. Payment of bills: The half amount of the total value of AMC contract will be paid in advance once the agreement is signed by the contractor and T.D.S/GST as applicable will be deducted. The remaining amount will be paid after expiry of six months from the date of first payment. 13. Period of AMC Contract: The AMC will be awarded to firm for one year which may be extendable further, up to one more year on the basis of satisfactory performance of the firm in the first year. AMC will be terminated any time during the pendency of contract, if the service is found unsatisfactory. 14. FORCE MAJEURE Neither party shall be in breach of any obligation under this contract if it is unable to perform that obligation in whole or part by reason of Force Majeure. If either party seeks to rely on this clause, it shall immediately give notice to the other with full particulars of the matter claimed as a Force Majeure event. The parties so affected
shall take all reasonable steps to remedy the failure to perform and to keep the other party informed of the steps being taken to mitigate the effects of Force Majeure. In the event of Force Majeure lasting for more than three months, either party may, following consultation with the other give a notice of termination. 15. ORDER FOR ARRANGEMENT OF DOCUMENTS WITH THE TECHNICAL BID i. Application - Technical Bid. ii. Attested copy of the registration of agency. iii. Attested copy of PAN/GIR Card. iv. Attested copy of the latest IT return filed by the agency. v. Attested copy of the GST certificate. vi. Certified documents in support of entries in column 9 and 10 of Technical Bid application. vii. Copy of the Tender Document with each page duly signed and sealed by the authorized signatory of the agency as token of their acceptance. viii. For availing any payment related exemption in tender, a necessary supporting document/certificate shall be submitted.
TECHNICAL BID 1. For Comprehensive Annual Maintenance Contract (AMC) of Un-interrupted Power Supplies (UPS) installed at Patent Office, Mumbai. 2. Name of the Tendering Company/Firm/Agency (Attach certificate of registration) 3. Name of the Proprietor /Director of Company/Firm/Agency 4. Full address of the Registered Office Telephone Number: FAX No. E-Mail Address 5. Full address of Branch offices Telephone Number: FAX No. E-Mail Address 6. Banker of Company/Firm/Agency (Full Address) (Attach certified copy of statement of A/c for the last three years) Telephone Number of Banker 7. PAN/GIR No. (Attach attested copy) 8. GST Registration No. (Attach attested copy) 9. Financial turnover of the tendering Company/Firm/Agency for the last 3 financial years. (Attach separate sheet if space provided is insufficient).
Financial Year Amount in Lakhs Remarks if any 2014-15 2015-16 2016-17 10. Give details of the major similar contracts handled by the tendering Company/Firm/Agency during the last three years in the following format: At least one contract of AMC shall be with Govt./Semi Govt./ PSU Sl. No. Details of client along with address, telephone numbers Type of UPS Amount of Contract (in Lakhs) Duration of Contract From To 1. 2. 3. (If the space provided is insufficient, a separate sheet may be attached) Date: Place: DECLARATION Signature of authorized person Name: Seal: 1. Son/Daughter/Wife of Shri ------------------ signatory of the agency/firm mentioned above is competent to sign this declaration and execute this tender document: 2. I have carefully read and understood all the terms and conditions of the tender and undertake to abide by them: 3. Our company/firm has not been blacklisted by Central/State Govt./Autonomous body/psu. 4. The information/documents furnished along with the above application are true authentic to the best of my knowledge and belief. I/We am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law:
Signature of authorized person Full Name: Seal: Date: Place:
FINANCIAL BID Comprehensive UPS Maintenance Cost Sr. No. Name of Item 1 40KVA UPS 2 Total Quantity to be put under AMC Cost per annum for total quantity in Rupees (A) Taxes (all applicable) per annum in Rupees (B) Total amount per annum in Rupees (A+B) Signature:- Bidder Name:- Dated:- Seal:-