Government of Tamil Nadu

Transcription

1 Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year Government of Tamil Nadu Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Stand alone SPV Street Lighting Systems for the year Tender Reference: TEDA/3218C&2330C /TPI-HLS&SSLS/SE/ Tender Details Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road Chennai Phone: / Fax: tender@teda.in Website: / TEDA, Chennai Page 1/67 Bidder s Signature & Stamp

2 Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year TABLE OF CONTENTS 1. Introduction 8 2. Tender Data Sheet 9 3. Tender Eligibility Criteria Instructions to the Bidder General Instructions Language of the Bids Bid Currency Letter of authorisation Clarifications and Amendments Contacting Tender Inviting Authority Force Majeure Arbitration Tender Cost and EMD Cost of Bidding Tender Document Fee Earnest Money Deposit (EMD) Bid Preparation and Submission Techno Commercial Bid (Envelope-A) Bid Preparation Details to be furnished in the Techno Commercial Bid Signing the Bid Sealing the Bid 19 TEDA, Chennai Page 2/67 Bidder s Signature & Stamp

3 Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year 6.2 Price Bid (Envelope-B) Details to be furnished Signing the Bid Sealing the Bid Outer Cover Mode of submission of Bids Modification and withdrawal of Bid 21 7 Bid opening Techno Commercial Bid Opening Tender Validity Initial Scrutiny Clarifications by TEDA Price Bid Opening 23 8 Tender Evaluation and Selection Suppression of facts and misleading information Techno Commercial Bid Evaluation Price Bid Evaluation Award of Contract TEDA reserves the right to Execution of work Acceptance of the Tender Letter of Acceptance (LOA) Payment of Security Deposit (SD) 26 TEDA, Chennai Page 3/67 Bidder s Signature & Stamp

4 Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year 9.4 Execution of Agreement Release of Firm Work Order Refund of EMD Inspection Schedule Release of SD Termination of Contract Termination of default Termination for insolvency Termination for convenience Third Party Inspection Scope of Work Man Power ERP Billing Penalty Payment Terms Quantity to be inspected Districts of Tamil Nadu (Zone wise) 33 Techno Commercial Bid (Envelope A) 37 A 1.1 Profile of the Bidder 37 A 1.2 EMD amount 37 A 1.3 Details for meeting the Eligibility Criteria 38 A 1.4 Man power deployment plan 38 TEDA, Chennai Page 4/67 Bidder s Signature & Stamp

5 Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year Annexure I & II Inspection report for SPV home lighting system & Standalone Street Lighting System 39 & 45 Appendix-1 Bidder s undertaking covering letter 49 Appendix-2 Bidder s undertaking for minimum quantity offered 53 Appendix-3 Bank Guarantee Format 54 Appendix-4 Model Form of Contract 57 Appendix-5 Draft undertaking in lieu of EMD 64 Price Bid (Envelope B) 67 ACRONYMS # Parameter Details 1. AC Alternating Current 2. BoS Balance of System 3. CFL Compact Fluorescent Lamp 4. DC Direct Current 5 MCB Miniature Circuit Breaker 6. RD Rural Development 7. RFID Radio Frequency Identification 8 SPV Solar Photo Voltaic 9. TANGEDCO Tamil Nadu Generation and Distribution Corporation Limited 10. TEDA Tamil Nadu Energy Development Agency TEDA, Chennai Page 5/67 Bidder s Signature & Stamp

6 Short Titles used in the Tender Document 1. Bidder Bidder means the party who makes a formal offer in pursuance of the Tender floated 2. Successful Bidder Successful Bidder means the Bidder who becomes successful through the Tender process. 3. Day A day means a calendar day 4. Cost Cost means the total cost to be incurred towards Inspection of Solar lighting systems 5. TEDA Tender floating agency on behalf of Government of Tamil Nadu 6. District Geographical division within the State. Each district has roughly villages. At present there are 32 Districts in Tamil Nadu. Applicability of Tamil Nadu Transparency in Tenders Act 1998 This Tender process will be governed by The Tamil Nadu Transparency in Tenders Act 1998 and The Tamil Nadu Transparency in Tenders Rules, 2000 ( as amended from time to time. Checklist for Enclosures (Bidder should fill up YES or NO without fail) # Bid Enclosures YES or NO 1. Whether the Tender is submitted in Two covers Technical Bid and Price Bid? 2. Whether Two covers are put into an outer cover? 3. Whether Technical Bid (Envelope- A) contains the following 3.1 Earnest Money Deposit (EMD) amount as specified in the Tender 3.2 Bidder s undertaking covering letter in the Letter Head duly signed by the authority and stamped. 3.3 Signed and stamped Letter of Authorisation or Power of Attorney for signing the Tender document 3.4 Bidder s undertaking in the Letter Head for minimum quantity offered shall be signed and stamped 3.5 All pages of the blank Tender document in full shall be signed by the authority, and stamped. 3.6 Filled up Technical Bid signed by the authority and stamped 3.7 All supporting documents for proving the Eligibility Criteria duly signed by the authority and stamped in all pages TEDA, Chennai Page 6/67 Bidder s Signature & Stamp

7 # Bid Enclosures YES or NO 3.8 Supporting documents to meet the Eligibility Criteria a) All the supporting documents to meet the Eligibility Criteria as laid down in the Tender under Eligibility Criteria shall be signed by the authority and stamped b) Bidder s Certificate of Incorporation c) Annual Report including Balance Sheet and Profit & Loss accounts for any three audited years from onwards should be submitted. d) Documentary evidence for having experience in inspection of electrical installations. e) Bidder s undertaking letter to meet the Blacklisting criteria shall be submitted 4. Whether Price Bid (Envelope-B) contains the following a) Filled Price Bid with signature and stamp in all pages shall be submitted b) Whether corrections or overwriting if any is attested? IMPORTANT NOTE: Bidders must ensure that they submit all the required documents indicated in the Tender document without fail. Bids received without supporting documents for the various requirements mentioned in the tender document are liable to be rejected at the initial stage itself. TEDA, Chennai Page 7/67 Bidder s Signature & Stamp

8 1. Introduction The Government of Tamil Nadu is implementing the scheme on construction of 60,000 Solar Powered Green Houses in rural areas for the benefit of the houseless poor and energising Street Lights through SPV power during the year , The Government of Tamil Nadu vide G.O.Ms.No.47 RD & PR (SGS 1) Dept dt & G.O.Ms.67 RD & PR (SGS 3) Dept dt entrusted the task of installation of 60,000 SPV home lighting systems in houses being constructed through RD Department under Chief Minister s Solar Powered Green House Scheme and energising 21,000 Street Lights through Solar Power respectively to TEDA. Accordingly, TEDA has floated bids for Supply, Installation, Commissioning and 5 year Comprehensive Maintenance of SPV Home lighting systems & SPV street lighting systems through International Competitive Bidding, for the year. Please refer the above tenders on / While 19,000 grid backed Solar Street Lighting Systems will be inspected & monitored through Remote Monitoring Units (RMU), 2,000 Stand alone Street Lighting System & 60,000 grid backed Home Lighting Systems will be inspected & certified after installation through competent Third party agencies. Hence TEDA invites open tender for 100% inspection of 60,000 Solar Home lighting systems & 2,000 Standalone solar street lighting systems as per item no.10, The scope of work has been split up between 4 Zones of Tamil Nadu. Bidder shall quote for one or more zones. The details of the districts coming under each zone & the number of HLS & SLS are indicated against item no.14. The Successful bidder(s) would be required to set up an Office at the head quarters of every district covered in the allotted zone(s). TEDA, Chennai Page 8/67 Bidder s Signature & Stamp

9 The Successful Bidder(s) should work closely with the departments of Government of Tamil Nadu involved in implementing this scheme and with the contractor(s) executing the work and ensure successful completion of assignment within the stipulated time. 2. Tender Data Sheet 1. Tender inviting Authority, Designation and Address The Chairman & Managing Director Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai, 68 College Road, Chennai Phone: / Fax: tender@teda.in Website: 2. a) Name of the Work Tender for Third Party Inspection of 60,000 Nos SPV Home lighting systems under Chief Minister s Solar Powered Street Green House Scheme & 2000 nos Stand alone SPV Street lighting systems to be installed in Tamil Nadu. b) Tender Reference TEDA/ 3218C&2330 C /TPI-HLS&SSLS/SE/ c) Place of execution 4 zones in state of Tamil Nadu 3. a) Tender documents available place and due date for obtaining tender On all working days between A.M. and 5.00 P.M. up to From the Address mentioned in column (1) above. Alternatively, Tender documents can be downloaded free of cost from and b) Cost of Tender Document Rs.1000/-(Rupees One Thousand only) per Tender Document for direct purchase from TEDA. The tender document fee is waived, if the Tender Document is downloaded from the website. 4. Earnest Money Deposit (EMD) / Region Rs. 25,000./- per zone Demand Draft or Banker s Cheque 5. Pre-Bid meeting date and place On Noon At the address mentioned in column (1) above 6. Due Date, Time and Place of submission of Tender 7. Date, Time and Place of Tender opening 8. Date, Time and Place of opening of Price Bids Up to at 3.00 P.M. at the address mentioned in column (1) above On at 3.00 P.M. at the address mentioned in column (1) above Will be intimated only to the bidders qualified in Techno Commercial bids. TEDA, Chennai Page 9/67 Bidder s Signature & Stamp

10 3. Tender Eligibility Criteria The Bidder(s) should meet the following Eligibility Criteria to participate in the Tender and should enclose documentary proof for fulfilling the Eligibility in the Techno commercial Bid. # Minimum Eligibility Criteria Proof to be submitted for fulfilling the Eligibility Criteria 1. a) Bidder should be a Registered company/ firm and existing for a minimum three years 2. Bidder should have a min average Annual Turnover of INR 1 Cr in last three audited years from onwards, to qualify for a single zone. 3. Bidder should quote for inspection of entire quantity in a single zone. 4. Bidder should have experience in inspection of any electrical installations. 5. a) Bidder should not have been blacklisted by any of the State/Central Government or organisations of the State/Central Government Certificate of Incorporation should be submitted. Annual Report including Balance Sheet and Profit & Loss accounts for any three audited years from onwards should be submitted. Necessary undertaking should be furnished Necessary documentary evidence shall be submitted Necessary Undertaking letter should be furnished. Note: The minimum eligibility criteria stipulated against Sl.No.2 are to qualify for a single zone and shall be multiplied by the no. of zones to qualify for as many zones. 4. Instructions to the Bidder 4.1 General Instructions a) It will be imperative for each Bidder(s) to familiarise himself/themselves themselves with the prevailing legal situations for the execution of contract. TEDA shall not entertain any request for clarification from the Bidder regarding such legal aspects at the time of submission of the Bids. TEDA, Chennai Page 10/67 Bidder s Signature & Stamp

11 b) It will be the responsibility of the Bidder that all factors have been investigated and considered while submitting the Bids and no claim whatsoever including those of financial adjustments to the contract awarded under this tender will be entertained by TEDA. Neither any time schedule nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder to apprise themselves. c) The Bidder shall be deemed to have satisfied himself/themselves fully before Bidding as to the correctness and sufficiency of Bids for the contract and price quoted in the Bid to cover all obligations under this Tender. d) It must be clearly understood that the Terms and Conditions and specifications are intended to be strictly enforced. No escalation of cost in the Tender by the Bidder will be permitted throughout the period of Agreement or throughout the period of completion of contract whichever is later on account of any reasons whatsoever. e) The Bidder shall make all arrangements as part of the contract for deployment of man power and provision of necessary tools & measuring instruments calibrated/ tested at any NABL accredited laboratories for inspection at various locations at their own cost. f) The state has been divided into 4 zones and the bidder can quote for one or more zones for inspection of SPV Home lighting & Stand alone Street Lighting Systems. The details of the districts coming under each zone along with HLS/SLS are indicated against item no. 14. TEDA, Chennai Page 11/67 Bidder s Signature & Stamp

12 g) Bidder fulfilling eligibility criteria for One/Two/Three zone(s) may participate in all the four zones by remitting EMD (applicable for as many zones for which he meets the prescribed eligibility criteria) for One/Two/Three zones respectively. If the bidder is successful in more zones than he is eligible, TEDA will allot the zones at TEDAs discretion. After allotment of the zones, if the bidder does not want to execute work in that zone and backs out from the tender, the EMD will be forfeited. For example, (i) A bidder with eligibility for 1 zone may remit EMD for one zone but, can bid for multiple zones. If he is successful in more than one zone, TEDA will allot only one zone at TEDA s discretion. (ii) If a bidder with eligibility for 4 zones, wants to execute the work in only 2 zones, he shall submit EMD applicable for 2 zones and submit bids for 2/3/4 zones. If the bidder is successful in more than 2 zones, TEDA shall allot 2 zones to him at TEDA s discretion. (iii) A bidder with eligibility for 3 zones wants to execute the work in only East & North zones, he shall submit EMD applicable for 2 zones and submit bids for only East & North zones h) The Bidder should be fully and completely responsible to TEDA and State Government for Quality Assurance and specification conformity of the installed Home lighting systems/standalone Street Lighting systems. 4.2 Language of the Bids The bid prepared by the Bidder as well as all correspondence and documents relating to the bid shall be in English only. TEDA, Chennai Page 12/67 Bidder s Signature & Stamp

13 4.3 Bid Currency Price should be quoted in Indian Rupees (INR) only and Payment shall be made in Indian Rupees only. Price quoted in any other currency other than INR, will be rejected. 4.4 Letter of Authorisation A letter of Authorisation from the Board of Directors or Managing Director of Bidder organisation authorising the Tender submitting authority or a Power of Attorney should be submitted in the Techno commercial Bid. The Bids received without the Letter of Authorisation or Power of Attorney will be summarily rejected. 4.5 Clarifications and Amendments a) A prospective Bidder requiring any clarification in the Tender may notify TEDA by Registered post or by personal delivery under acknowledgement. No clarifications would be offered by TEDA within 48 hrs prior to the time of opening of the Tender. b) A pre-bid meeting will be held for addressing the clarifications on the date and time mentioned in the Tender Data sheet or any other date to be decided by TEDA. The Bidders are requested to participate in the Pre-bid meeting and get the clarifications. c) Before closing of the Tender, clarifications and amendments if any will be notified in the government website mentioned in the Tender Data sheet. The Bidders should periodically check for the amendments or corrigendum or information in the website till the closing date of this Tender. TEDA will not make any individual communication and will in no way be responsible for any ignorance pleaded by Bidders. d) TEDA is not responsible for any misinterpretation of the provisions of this tender document on account of the Bidders failure to update the Bid documents based on changes announced through individual communication/ website as the case may be. TEDA, Chennai Page 13/67 Bidder s Signature & Stamp

14 4.6 Contacting Tender Inviting Authority a) Bidders shall not make attempts to establish unsolicited and unauthorised contact with the Tender Inviting Authority or Tender Scrutiny Committee or Tender Accepting Authority after the opening of the Tender and prior to the notification of the Award and any attempt by any Bidder to bring to bear extraneous pressures on the Tender Inviting/Scrutiny/Accepting Authority shall be sufficient reason to disqualify the Bidder. b) Notwithstanding anything mentioned above, the Tender Inviting/Scrutiny/Accepting Authority may seek bona-fide clarifications from Bidders relating to the tenders submitted by them during the evaluation of tenders. 4.7 Force Majeure Neither TEDA nor the Successful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control such as: 4.8 Arbitration Natural phenomena including but not limited to earthquakes, floods and epidemics. Acts of any Government authority, domestic or foreign including but not limited to war declared or undeclared, priorities and quarantine restrictions. Accidents or disruptions including, but not limited to fire, explosions, breakdown of essential machinery or equipment, power and water shortages. In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed by the Chairman & Managing Director of TEDA under the "Arbitration and Conciliation Act 1996". The arbitration shall be held in Chennai, India and the language shall be English only. Subject to the above, the Courts at Chennai alone only shall have jurisdiction in the matter. TEDA, Chennai Page 14/67 Bidder s Signature & Stamp

15 5.1 Cost of Bidding 5. Tender Cost and EMD The Bidders should bear all costs associated with the preparation and submission of Bids. TEDA will in no way be responsible or liable for these charges/costs incurred regardless of the conduct or outcome of the bidding process. 5.2 Tender Document Fee a) The Tender documents may also be purchased from the office of TEDA on payment of fees in Indian Rupees as mentioned in the Tender Data sheet. The Tender document is not transferable to any other Bidder. b) The Tender document cost may be paid by way of Demand Draft / Banker's Cheque in favour of Tamil Nadu Energy Development Agency, payable at Chennai. c) Alternatively, the Tender document can be downloaded free of cost from the website mentioned in the Tender data sheet. The Tender document fee is waived for those documents downloaded. 5.3 Earnest Money Deposit (EMD) a) An EMD amount as specified in the Tender should be paid in Indian rupees by way of Demand Draft or Banker's cheque in favour of Tamil Nadu Energy Development Agency payable at Chennai. b) The bids received without the specified EMD amount, in the prescribed form, will be SUMMARILY REJECTED. c) The EMD amount of the bidders not qualified in the Techno commercial bid will be refunded within a 15 days. The EMD amount of the bidders not qualified in price bid will be refunded after finalisation and signing of agreement with the successful bidder. d) The EMD amount of successful bidders will be retained till the successful implementation of the scheme. TEDA, Chennai Page 15/67 Bidder s Signature & Stamp

16 e) The EMD amount will be forfeited by TEDA, if the Bidder withdraws the bid during the period of its validity specified in the tender or if the successful Bidder fails to sign the contract or the successful Bidder fails to remit Security Deposit within the respective due dates. f) The following categories of industries are exempted from payment of Earnest Money Deposit: i) The Small Scale Industrial units located within the State and Registered with the Tamil Nadu Small Industries Development Corporation. ii) iii) iv) The Small Scale Industrial units located within the State and Registered with National Small Industries Corporation (NSIC). The SSI units holding Permanent Registration certificate from the District Industries Centres of Directorate of Industries and Commerce in respect of those items for which the Registration Certificate has been obtained. Departments of the Government of Tamil Nadu. v) Undertakings and Corporations owned by Government of Tamil Nadu. vi) vii) viii) Labour Contract Co-operative Societies registered within Tamil Nadu. Tiny Industries classified under SSI, registered with the State of Tamil Nadu, and Registration Certificate issued by Department of Industries and Commerce/Government of Tamil Nadu. Small Scale Industrial units located outside the State but registered with National Small Industries Corporation (NSIC) in respect of the items /services rendered by them. TEDA, Chennai Page 16/67 Bidder s Signature & Stamp

17 g) Industries exempted from payment of EMD shall enclose duly attested Photostat copy of their Registration Certificate showing the services rendered by them and the period of validity of the certificate as proof of eligibility for exemption from payment of EMD. h) Those Tenderers who are exempted from payment of E.M.D shall furnish in lieu of EMD an under taking in a non-judicial stamp paper of value not less than Rs (Rupees one hundred only) in the prescribed format, as per Appendix- 5 furnished below, to the effect to pay penalty an amount equivalent to EMD in the event of non-fulfilment or non-observance of any of the conditions stipulated in the contract consequent to such breach of contract. i) Undertaking and proof of exemption of EMD shall be kept in the Techno Commercial Bid cover. TENDERS RECEIVED WITHOUT PROOF FOR EXEMPTION OF EMD AND UNDERTAKING WILL NOT BE READOUT AND WILL BE REJECTED SUMMARILY. 6. Bid Preparation and Submission Bidders should examine all Instructions, Terms and Conditions and Technical specifications as given in the Tender documents. Failure to furnish information required by the Bid or submission of Bids not substantially responsive or viable in every respect will be at the Bidders risk and may lead to rejection of Bids. Bidders should strictly submit the Bid as specified in the Tender, failing which the bids will be held as nonresponsive and will be rejected. The Bids should be submitted in two parts namely viz. (1) Techno commercial Bid and (2) Price Bid. The Techno commercial Bid and Price Bid shall be submitted in two separate covers. The Bids shall be addressed to The Chairman & Managing Director, TEDA, V Floor, EVK Sampath Maaligai, No.68,College Road, Chennai , Tamil Nadu, India. TEDA, Chennai Page 17/67 Bidder s Signature & Stamp

18 6.1 Techno commercial Bid (Envelope-A) Bid Preparation a) The Techno commercial Bid enables TEDA to evaluate whether the Bidder is techno commercially competent and capable of executing the order. Only those Bids which qualify in the Techno commercial stage will be eligible for the Price bid opening. The Price Bids of Bidders who failed in the Techno commercial stage will not be opened and recorded. b) The Techno commercial Bid format as given in the Tender shall be filled, signed and stamped in all pages. TEDA will not be responsible for the errors committed in the Bids by the Bidders. c) The Techno commercial Bid should strictly not contain any Price indications (both directly and indirectly) or otherwise the Bids will be summarily rejected Details to be furnished in the Techno Commercial Bid a) The EMD amount should be submitted in the prescribed form. b) Authorisation letter from the Board of Directors/ Chairman & Managing Director or Power of Attorney to sign the Tender documents should be submitted. The Tenders received without Authorisation letter or Power of Attorney will not be considered for further processing. c) The blank Tender document in full should be printed, signed by the authorised person and stamped in all pages and should be submitted as a token of accepting the conditions. d) The Techno Commercial Bid should be duly filled, signed by the authorised person and stamped in all the pages and should be submitted. e) The supporting documents to prove Bidder s Eligibility should be duly attested and should be submitted. f) The published Annual Report should be signed by the authorised person and stamped in all pages and should be submitted. TEDA, Chennai Page 18/67 Bidder s Signature & Stamp

19 g) The bidders shall undertake to inspect a full zone. Any quote for less than the above will not be considered and the Bid will be rejected. h) All the required documents insisted in the Tender should be enclosed in the Techno Commercial Bid. No document would be allowed to be supplemented / exchanged after opening of the bids. i) The documentary evidence shall establish Bidder's qualifications to the Signing the Bid satisfaction of TEDA. a) The Bids shall be typed and shall be signed by the Authorised Official(s) of Bidder. All pages of the bid shall be signed and stamped by the authorised person. b) Any alterations, deletions or overwriting will be treated as valid only if they Sealing the Bid are attested by the full signature by the authorised person. The Techno Commercial bid shall be placed in a separate cover (Envelope-A) and sealed appropriately. The Techno Commercial bid cover shall be superscripted with Tender for third party inspection of Standalone LED based SPV Street lighting system & SPV Home lighting systems in EAST/ WEST / NORTH / SOUTH zone Tender Ref.: due on. The zone(s) for which the bid(s) is/are submitted shall be highlighted. The FROM address and TO address shall be written without fail otherwise the Techno Commercial bid is liable for rejection. TEDA, Chennai Page 19/67 Bidder s Signature & Stamp

20 6.2 Price Bid (Envelope-B) Details to be furnished a) All the Price items as asked in the Tender should be filled in the Price Bid format as given in the Tender. The prices quoted shall be in INDIAN RUPEES (INR) only. The Tender is liable for rejection if Price Bid contains conditional offers or partial offers and if quoted in other than INR. b) The cost quoted by the Bidder shall include the cost breakup. c) The cost quoted by the Bidder shall be kept firm for a period specified in Signing the Bids the Tender from the date of opening of the Tender. The Bidder should keep the Price firm during the period of Contract including the period of extension of time if any. The Bidders should particularly take note of this factor before submitting the Bids. a) The Bids shall be typed and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the Contract. All pages of the bid document including the supporting documents shall be signed and stamped by the authorised person. b) Any alterations, deletions or overwriting shall be treated valid only if they Sealing the Bid are attested by full signature by the authorised person. The Price Bid shall be placed in a separate cover (Envelope-B) and sealed appropriately. The Price Bid cover shall be superscribed with Tender for Third party inspection of Standalone LED based SPV Street lighting system & SPV Home lighting systems in EAST/ WEST / NORTH / SOUTH zone Tender Ref.: due on. The zone(s) for which the bid(s) is/are submitted shall be highlighted. The FROM address and TO address shall be written without fail otherwise the Price Bid is liable for rejection. TEDA, Chennai Page 20/67 Bidder s Signature & Stamp

21 6.3 Outer Cover The Techno Commercial Bid cover (Envelope-A) and Price Bid cover (Envelope-B) shall be sealed independently and shall then be put in a single outer cover and sealed. The outer cover shall be superscribed with Tender for Third party inspection of SPV home lighting systems & Stand alone LED based SPV street lighting system in EAST/ WEST / NORTH / SOUTH zone Tender Ref.: due on. The zone for which the bid(s) is/are submitted shall be highlighted. The FROM address and TO address shall be written without fail otherwise the Bid is liable for rejection. 6.4 Mode of Submission of Bids a) The Bids should be dropped in the Tender box kept at TEDA, 5 th Floor, EVK Sampath Maaligai, No.68 College Road, Chennai , Tamil Nadu, India, on or before the due date and time. The Bids will not be received personally. b) Alternatively, if the Bidder prefers to submit the Bid by post, the Bidder should ensure that the Bids reach TEDA on or before the due date and time. TEDA will not be liable or responsible for any postal delay or any other delay whatsoever. c) The Bids received after Due Date and Time or Unsealed or in incomplete shape or submitted by Facsimiles (FAX), e.mail, etc., will be summarily rejected. 6.5 Modification and withdrawal of Bids The Bids once submitted cannot be modified or amended or withdrawn. TEDA, Chennai Page 21/67 Bidder s Signature & Stamp

22 7. Bid Opening 7.1 Techno Commercial Bid Opening The Techno commercial Bid cover will be opened at TEDA on the date and time as specified in the Tender Data sheet or any other date published in the website specified. The Tender will be opened in the presence of the Bidders who choose to be present. The representative(s) of the Bidder who chooses to attend Tender opening shall bring an authorisation letter from the Bidder. A maximum of two representatives for each Bidder would be allowed to attend the Tender opening. 7.2 Tender Validity a) Bids submitted shall remain valid for a period of 180 days from the date of Tender opening. If the bid validity is lesser than 180 days, the Bid will be rejected as non-responsive. b) In exceptional circumstances, TEDA may solicit the Bidders to extend the validity. The Bidder should extend price validity and Bid security validity. 7.3 Initial Scrutiny Initial Bid scrutiny will be held and Tenders as given below will be treated as nonresponsive. Tender not submitted in two parts as specified in the Tender and signing and stamping in all pages of the Bid Tender received without the Letter of Authorisation as specified in the Tender Tender received without EMD amount Tender found with suppression of facts/details Tender with incomplete information, subjective, conditional offers and partial offers TEDA, Chennai Page 22/67 Bidder s Signature & Stamp

23 Tender submitted without supporting documents to prove Eligibility criteria and Evaluation Tender not complying with any of the clauses stipulated in the Tender Tender with lesser validity period All responsive Bids will be considered for further evaluation. The decision of TEDA will be final in this regard. 7.4 Clarifications by TEDA When deemed necessary, TEDA may seek bona-fide clarifications on any aspect from the Bidder. However, that would not entitle the Bidder to change or cause any change in the substance of the Bid or price quoted. During the course of Techno commercial Bid evaluation, TEDA may seek additional information or historical documents for verification to facilitate decision making. In case, the Bidder failed to comply with the requirements of TEDA as stated above, such Bids may at the discretion of TEDA, shall be rejected as technically nonresponsive. 7.5 Price Bid Opening Bidders who are qualified in Techno commercial Bid only will be called for Price Bid opening. The Price Bids will be opened in the presence of the Bidders at TEDA. The Bidders or their authorised representatives (maximum two) will be allowed to take part in the Price Bid opening. 8. Tender Evaluation and Selection 8.1 Suppression of facts and misleading information a) During the Bid evaluation, if any suppression or misrepresentation of information is brought to the notice of TEDA, TEDA shall have the right to reject the Bid and if after selection, TEDA would terminate the contract as the case may be, will be without any compensation to the Bidder and the EMD/ Security Deposit as the case may be shall be forfeited. TEDA, Chennai Page 23/67 Bidder s Signature & Stamp

24 b) Bidders should note that any figures in the proof documents submitted by the Bidders for proving their eligibility is found suppressed or erased, TEDA shall have the right to seek the correct facts and figures or reject such Bids. c) It is up to the Bidders to submit the full copies of the proof documents to meet out the criteria. Otherwise, TEDA at its discretion may or may not consider such documents. d) The Tender calls for full copies of documents to prove the Bidder s experience, capacity and other requirements to undertake the inspection. 8.2 Techno Commercial Bid Evaluation a) The Bidders who have duly complied with the Eligibility Criteria will only be eligible for further processing. b) The Tenders, which do not conform to the Tender conditions or Tenders from Bidders without adequate capabilities will be rejected. The Eligible Bidders alone will be considered for further evaluation. 8.3 Price Bid Evaluation 1) Bidders who are qualified in Techno commercial Bid only will be called for Price Bid opening. The Price Bids will be opened in the presence of the Bidders at TEDA. The Bidders or their authorised representatives (maximum two) will be allowed to take part in the Price Bid opening. 2) The Price Bid evaluation will be conducted as stipulated in the Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders Rules The Price evaluation will include all Duties and Taxes. 3) In cases of discrepancy between the cost quoted in Words and in Figures, the lower of the two will be considered. TEDA, Chennai Page 24/67 Bidder s Signature & Stamp

25 4) The lowest cost per category as per the above evaluation will be adjudged as L 1. TEDA will not be responsible for any erroneous calculation of tax rates or any subsequent changes in rates or structure of applicable taxes. All differences arising out as above shall be fully borne by the Successful Bidder. 5) TEDA may negotiate with the Lowest Cost offered Bidder (L1) for further reduction of the price. TEDA reserves the right to ask other Bidders to match L 1 price. 8.4 Award of Contract 1) TEDA reserves the right to apportion the total quantity among the L 1 Bidder and other Bidders who have agreed to match L 1 rate. 2) No dispute can be raised by any Bidder whose Bid has been rejected and no claims will be entertained or paid on this account. 8.5 TEDA reserves the right to; 1) Negotiate with the Bidder whose offer is the lowest evaluated price for further reduction of prices. 2) Insist on quality of inspections to be carried out. 3) Modify, reduce or increase the quantity for inspection to an extent of 25% of the tendered quantity as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tender Rules, ) Change the list of areas of inspection locations based upon the requirement. 5) Ask other qualified Bidders to match L 1 price 6) If performance of the Bidder is not as per the completion Schedule, then TEDA reserves its right to reallocate the quantity to other Bidder. 7) TEDA reserves its right to withhold any amount for the discrepancy in inspection report of SPV systems installed at the identified locations. TEDA, Chennai Page 25/67 Bidder s Signature & Stamp

26 9. Execution of Work 9.1 Acceptance of the Tender The final acceptance of the Tender is entirely vested with TEDA who reserves the right to accept or reject any or all of the Tenders in full or in part. The Tender accepting authority may also reject any Tender for reasons such as change in scope of work, court orders, accidents or calamities and other unforeseen circumstances. After acceptance of the Tender by TEDA, the Bidder shall have no right to withdraw their Tender or claim higher price. 9.2 Letter of Acceptance (LOA) After acceptance of the Tender by TEDA, a Letter of Acceptance (LOA) will be issued only to the Successful Bidder(s). TEDA has the right to issue LOA to more than one bidder. 9.3 Payment of Security Deposit (SD) a) The Successful Bidder(s) will be required to remit the Security Deposit equivalent to 5% (Five percent) of the value of the Contract. The SD should be paid by way of Demand Draft/Banker s Cheque drawn in favour of Tamil Nadu Energy Development Agency payable at Chennai or in the form of unconditional and irrevocable Bank Guarantee, valid for 24 months. The SD should be paid within 10 days from the date of issue of Letter of Acceptance by TEDA. b) The Security Deposit will be refunded to the Successful Bidder on successful completion of inspection of SPV systems and acceptance of inspection report by TEDA. The Security Deposit in the form of DD / Banker s Cheque, held by TEDA till it is refunded to the Successful Bidder will not earn any interest thereof. TEDA, Chennai Page 26/67 Bidder s Signature & Stamp

27 c) The EMD/Security Deposit will be forfeited if the Successful Bidder(s) withdraw(s) the Bid during the period of Bid validity specified in the Tender or if the Bidder fails to sign the contract, or could not perform the inspection as agreed in the contract. 9.4 Execution of Agreement a) The Successful Bidder shall execute a Contract in the INR 100 nonjudicial stamp paper bought in Tamil Nadu only in the name of the Bidder, within 10 days from the date of Letter of Acceptance issued by TEDA. b) The Successful Bidder shall not assign or make over the contract, the benefit or burden thereof to any other person or persons or body corporate for the execution of the contract or any part thereof without the prior written consent of TEDA. TEDA reserves its right to cancel the work order either in part or full, if this condition is violated. c) In case of the successful bidder fails to execute necessary agreement and to remit the Security Deposit as prescribed, within the stipulated period, then his EMD shall be forfeited and his tender held as non responsive. 9.5 Release of Firm Order After execution of the agreement and payment of Security Deposit, Firm Work Order for inspection of SPV Home lighting systems & Stand alone street lighting systems will be issued to the Successful Bidder by TEDA. 9.6 Refund of EMD The EMD amount paid by the Successful Bidder(s) will be adjusted towards Security Deposit payable by them. If the successful Bidder submits Security Deposit for the stipulated value in full by way of DD/Banker s Cheque/Bank Guarantee, the EMD will be refunded. TEDA, Chennai Page 27/67 Bidder s Signature & Stamp

28 The EMD amount of the bidders not qualified in the Techno commercial bid will be refunded within 15 days. The EMD amount of the bidders not qualified in price bid will be refunded after finalisation and signing of agreement with the successful bidder. 9.7 Inspection Schedule The inspection shall be completed within 30 days from the date of issue of LoA (or) 7 days from the date of furnishing of list of locations of installed systems whichever is later. Inspection report shall be submitted as per the format in Annexure. Successful bidder(s) shall work in tandem with SPV Home light & Stand alone Street Lights installers who shall be completing the installation within 120 days of issue of LoA to them. 9.8 Release of SD The Security Deposit will be refunded to the Successful Bidder on completion of inspection and submission of report to the satisfaction of TEDA. Such completion would be arrived at when the inspection of entire systems is completed and report submitted by the Bidder as per the contract agreement and as per Work Order (s) issued by TEDA from time to time. 9.9 Termination of Contract Termination for default a) TEDA may without prejudice to any other remedy for breach of contract, by written notice of default with a notice period of 7 days, sent to the Successful Bidder, terminate the contract in whole or part, (i) if the Successful Bidder fails to inspect the systems within the time period(s) specified in the Contract, or within any extension thereof granted by TEDA; or (ii) if the Successful Bidder fails to perform any of the obligation(s) under the contract; or (iii) if the Successful Bidder, in the judgment of TEDA, has engaged in fraudulent and corrupt practices in competing for or in executing the Contract. TEDA, Chennai Page 28/67 Bidder s Signature & Stamp

29 b) In the event TEDA terminates the Contract in whole or in part, TEDA may opt upon terms and in such manner as it deems appropriate, the services of the other bidders and the Successful Bidder shall be liable to TEDA for any additional costs due to this. However, the Successful Bidder shall continue the performance of the contract to the extent not terminated Termination for Insolvency TEDA may at any time terminate the Contract by giving written notice with a notice period of 7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Successful Bidder, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to TEDA Termination for Convenience TEDA by written notice, with a notice period of seven days sent to the Successful Bidder, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for TEDA s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective. On termination, the successful Bidder is not entitled to any compensation whatsoever. 10. Third Party Inspection 10.1 Scope of Work a) Inspection of SPV Home lighting systems & Standalone SPV Street Lighting systems and certification for their conformity to the technical specification of TEDA. b) Measurement of critical parameters of various components used in the system and certification for their compliance to guaranteed performance output. TEDA, Chennai Page 29/67 Bidder s Signature & Stamp

30 c) Submission of inspection report in the prescribed format (Annexure I & II) through ERP within 7 days from the date of availability of intimation of installation on ERP d) The responsibility of appointing required technical persons competent to complete the inspection lies with the successful bidder. e) The required instruments / equipments needed for conducting the inspection / testing will not be provided by TEDA and should be procured by the successful bidder only. The instruments tested/ calibrated at any NABL accredited laboratories only shall be used. Note: The detailed list of locations to be inspected will be provided to the successful Bidder by TEDA through its ERP Man Power a) Sufficient competent, qualified & trained field engineers need to be deployed to complete the inspection within the time schedule. b) The field engineers shall be Diploma holders in Electrical / Electronics or ITI holders in related field. c) Engineering graduates with qualification in management / experience in Project Management shall be posted as Project managers in each zone to lead the inspection team and to co-ordinate with the beneficiaries, suppliers & Government departments and finally apprise TEDA with documentation. d) The details of manpower to be deployed shall be furnished as per item No A1.4. TEDA, Chennai Page 30/67 Bidder s Signature & Stamp

31 10.3 Enterprise Resource Planning Software (ERP) The project is managed through a comprehensive ERP software which is broadly classified as following modules - lot submission, pre dispatch inspection, Installation & commissioning, Third Party Inspection & Payments. The Third Party inspection process will have to happen through ERP only. E-tokens have to be procured for secured submission through ERP Billing ERP will automatically permit generation of consolidated invoice for a lot of 5000 inspections after the same have been cross checked & approved by TEDA s District Engineers. 11. Penalty 1) This is a time bound project. 2) Inspections & submission of inspection reports within 7 days of installation is a mandatory requirement. TEDA may impose penalties as decided by TEDA in case of delays. Also TEDA may cancel the order & make alternate arrangements and the cost incurred by TEDA for doing the same will be recovered from the Successful Bidder. 3) The successful bidder s performance will be reviewed on the first day of every week. The shortfall in Inspection schedule would be reduced from the overall orders given to the successful bidder. An equivalent quantity may be allocated to the performing Successful Bidder then and there as additional work order. TEDA, Chennai Page 31/67 Bidder s Signature & Stamp

32 12. Payment Terms 1) All payments will be made in INR only. 2) No advance will be paid or no letter of credit will be issued. 3) Bills shall be raised through ERP for lots of 5000 inspections 4) 100% payment will be released on submission of inspection report & its acceptance and super check of the same by TEDA District Engineers 5) TEDA will make all efforts to clear the payment within 15 days from the date of raising of bills through ERP for lots of 5000 inspections. 6) If the Duties and/or Taxes have been reduced retrospectively, the successful bidder is liable to return the same. 7) The Successful Bidder will have full and exclusive liability for payment of all Duties, Taxes and other statutory payments payable under any or all of the Statutes/Laws/Acts etc now or hereafter imposed. 13. Quantity to be inspected per Zone 13 (a) CFL based HLS & LED based Stand alone Street Lighting Systems Sl.No. Zone Quantity to be inspected (In numbers) HLS(CFL) SLS 1. East West North South TOTAL TEDA, Chennai Page 32/67 Bidder s Signature & Stamp

33 13 (b) LED based Home Lighting Systems Sl.No. District Quantity to be inspected in Nos 1 TRICHY ERODE VELLORE TIRUNELVELI 2417 TOTAL (a) The Districts of Tamil Nadu (Zone Wise) with Tentative Quantity for CFL based Solar Home Lighting Systems Sl.No East Zone Name of the District North Zone Qty Sl.No. Name of the District Qty 1 ARIYALUR DHARMAPURI CUDDALORE KANCHEEPURAM NAGAPATTINAM KRISHNAGIRI PERAMBALUR THIRUVALLUR PUDUKOTTAI THIRUVANNAMALAI THANJAVUR VILLUPURAM THIRUVARUR 1647 TOAL TOTAL TEDA, Chennai Page 33/67 Bidder s Signature & Stamp

34 Sl.No West Zone Name of the District South Zone Qty Sl.No. Name of the District Qty 1 COIMBATORE DINDIGUL KARUR MADURAI THE NILGIRIS SIVAGANGAI TIRUPPUR THENI NAMAKKAL RAMANATHAPURAM SALEM VIRUDHUNAGAR THOOTHUKUDI KANYAKUMARI 903 TOTAL 9067 TOTAL (b) The Districts of Tamil Nadu with Tentative Quantity for LED based Solar Home Lighting Systems Sl.No. District Quantity to be inspected in Nos 1 TRICHY ERODE VELLORE TIRUNELVELI 2417 TOTAL TEDA, Chennai Page 34/67 Bidder s Signature & Stamp

35 Sl.No. 14 (c) The Districts of Tamil Nadu (Zone Wise) with Tentative Quantity for Standalone SPV Street Lighting Systems East Zone Name of the District West Zone Qty Sl.No. Name of the District 1 ARIYALUR 20 1 ERODE 40 2 CUDDALORE 90 2 KARUR 40 3 NAGAPATTINAM 80 3 NAMAKKAL 60 4 PERAMBALUR 20 4 THE NILGIRIS 20 5 PUDUKOTTAI 60 5 SALEM 60 6 THANJAVUR TIRUPUR 70 7 THIRVARUR 60 8 TIRUCHIRAPALLI 70 Qty TOTAL 580 TOTAL 290 North Zone South Zone Sl.No. Name of the District Qty Sl.No. Name of the District Qty 1 DHARMAPURI 40 1 DINDIGAL 30 2 KANCHEEPURAM KANNIYAKUMARI 40 3 KRISHNAGIRI 40 3 MADURAI 60 4 THIRUVALLUR RAMANATHAPURAM 30 5 TIRUVANNAMALAI 80 5 SIVAGANGAI 50 6 VELLORE THENI 20 7 VILLUPURAM THOOTHUKUDI 60 8 TIRUNELVELI 90 9 VIRUDHUNAGAR 40 TOTAL 710 TOTAL 420 TEDA, Chennai Page 35/67 Bidder s Signature & Stamp

36 Government of Tamil Nadu Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems For the year. Tender Reference: TEDA/3218C & 2330C/TPI-HLS&SSLS/SE/ Techno commercial Bid (Envelope-A) Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road Chennai Phone: / Fax: tender@teda.in Website: / TEDA, Chennai Page 36/67 Bidder s Signature & Stamp

37 Techno Commercial Bid (Envelope-A) (All pages of the Techno commercial Bid should be organised section-wise, annexed with proof documents, serially numbered and stitched/or spiral bound in tact and submitted) Loose pages shall not be accepted. A1.1 Profile of the Bidder # Particulars Bidder 1. Name of the Company 2. Year of incorporation / Establishment 3. Registered office Address Office Telephone Number Fax Number 4. Contact Person Name Personal Telephone Number Mobile Number Address 5. Local office(s)in Tamil Nadu Address Office Telephone Number Fax Number 6. Tender signing authority Name Address Personal Telephone Number Address Please enclose Authorisation or Power of Attorney to sign and submit the Tender 7. Address for communications under the current Tender 8. Registration Details Permanent Account Number VAT Registration Number CST Registration Number Service Tax Registration Number 9. Banker's Name, Address and Account Number A1.2 EMD Amount # Particulars Please furnish details 1. Name of the Bank 2. Demand Draft (DD) / Banker s cheque 3. DD / Banker s Cheque Date 4. DD / Banker s Cheque Amount TEDA, Chennai Page 37/67 Bidder s Signature & Stamp

38 A1.3 Details for meeting the Eligibility Criteria 1) Details about Incorporation # Description Bidder 1. Year of Incorporation/ Establishment 2 Details about Annual Turnover from onwards * # Audited years Bidder *Please enclose audited Annual Report including Balance sheets and Profit and Loss accounts for any three audited years should be submitted 3) Details about Experience in inspection of electrical installations # Project Description Order Ref Quantity Inspected Please enclose copy of orders & sample inspection reports 4) Details about the Blacklisting # Description Bidder Date of Completion Order Value 1. Has the Bidder been blacklisted by any of the State/Central Government or organisations of the State/ Central Government 2. Bidder should submit the undertaking letter. A1.4 Manpower Deployment plan # Description Educational Qualification Nos 1. Team Leaders in each zone 2. Team Members in each district TEDA, Chennai Page 38/67 Bidder s Signature & Stamp

39 Annexure - I - INSPECTION REPORT FOR SPV HOME LIGHTING SYSTEM INSPECTION WORK SHEET SPV Home Lighting System Date & Time:.. Name of the Beneficiary & Address..., Beneficiary ID :..., Panchayat. Block :.., District. Inspection performed by: Name:... Designation:... 1 Is Service History Record of the system in place? (specify Yes/No) 2 Status of portable meters of Inspecting Agency: Specify Make, Model & Serial no : Digital Multimeter : Clamp on Meters : Temperature gauge: Level Indicator :. Lux Meter :... Others if any : KEEP ALL DISCONNECT SWITCHES IN THE SYSTEM CLOSED (SWITCH ON) & CFLs ON TEDA, Chennai Page 39/67 Bidder s Signature & Stamp

40 3 Status of System meters: System Measured Error meter reading by in % reading inspecting in the inverter Agency a AC Mains Voltage b AC Mains Current: c Array voltage: d Battery voltage: e Inverter output voltage: f Load current: LEDs and Other Indicators Status of Indicators On off a Charging (from PV) b Charging (from AC Mains) c. Fully charged (Battery) d. Low voltage disconnect e. Fault indications, specify if any: TEDA, Chennai Page 40/67 Bidder s Signature & Stamp

41 OPEN ALL DISCONNECT SWITCHES 5. PV Arrays i. Make: ii. Type (Mono/Poly): iii. Module max power at STC (Wp): iv. No of Modules & serial Nos : v. Array Capacity (Wp): vi. Open Circuit Voltage of modules (positive to negative): vii. Module Frame Material: viii. Mounting Structure material: Other Observations (Specify Yes/No) a. Do all PV Modules have RFID? b. Do all PV Modules have Sl. Nos as entered in the Record? c Is array structure corroded? d e f Are Glass covers clean and unbroken? PV Modules free from dust All module frames and mounting hardware earth grounded? g Negative wiring grounded? h i j Module(s) unshaded? Mounting hardware secure and in good condition? Junction boxes prevent the entry of any insects inside? TEDA, Chennai Page 41/67 Bidder s Signature & Stamp

42 6. Batteries i. Make: ii. Type: iii. No of Batteries & Sl.Nos: iv. Voltage & Ah of each battery as per the name plate: v. Capacity of battery bank: vi. Container Material (FRP/ Glass/ others to be specified): vii. Voltage measured across the battery (bank) at No load: viii. Voltage measured across the battery (bank) at Full load: ix. Other observations (Specify Yes/No) a Batteries have serial Nos as entered in the Record? b Batteries kept in dry location? c d e f g h i j Batteries kept in levelled surface? Batteries away from spark generation sources like MCBs, relays etc.,? Battery tops clean and dry? Caps are secured? Battery Terminals secure, corrosion-free, and coated with anti-oxidant? Are Battery interconnection leads tightened to battery terminals? Enclosure and insulation secured and in good condition? No shelves, hooks, or hangers above batteries? k Electrolyte levels adequate? l m n Is Battery area sufficiently ventilated? All safety and battery handling instructions displayed? Explosive Gas Area - No smoking sign prominently posted? TEDA, Chennai Page 42/67 Bidder s Signature & Stamp

43 7. Inverter i. Make: ii. Capacity: iii: Sl.No / Model No: iv: Output voltage at No load: v. Output voltage at full load: vi. Other observations (Specify Yes/ No) a Normal inverter sound b Inverter area is clean, dry and in good condition 8. Battery & PCU Housing: i. Material of housing: ii. Dimension: iii. Temperature inside the housing: 9. CFL i. Make/ Model: ii. No. of CFLs connected to the PV system: iii. Wattage of each CFL: iv. Physical damage of CFLs, if any 10. LED Lights / Luminaire i. Wattage ii. iii. No. of LEDs in each lamp Lux Level TEDA, Chennai Page 43/67 Bidder s Signature & Stamp

44 11. System Wiring: a. Make b. Type of wire c. Material and Gauge d. Method of Interconnection (Crimping, Soldering or Crimping cum soldering) e. Type of Terminals (screw lugs, ring or spade terminals) f. Short circuits (if yes, specify) g. Ground faults (if yes, specify) h. Correct color code conversion (if No, specify) i. Damage to conduit or wire insulation (if yes, specify) j. Damaged or loose wiring connections (if yes, specify) k. Over/ Under rating of wires (if yes, specify) PV Array to CCU Battery to Inverter Inverter to CFLs Any other Remarks: Signature of the Inspecting official TEDA, Chennai Page 44/67 Bidder s Signature & Stamp

45 ANNEXURE - II INSPECTION REPORT FOR STANDALONE SPV STREET LIGHTING SYSTEMS INSPECTION WORK SHEET Stand alone Street Lighting Systems Date & Time:.. Name of the Beneficiary & Address..., Beneficiary ID :..., Panchayat. Block :.., District. Inspection performed by: Name:... Designation:... 1 Is Service History Record of the system in place? (specify Yes/No) 2 Status of portable meters of Inspecting Agency: Specify Make, Model & Serial no : Digital Multimeter : Clamp on Meters : Temperature gauge: Level Indicator :. Lux Meter :... Others if any : TEDA, Chennai Page 45/67 Bidder s Signature & Stamp

46 1. PV Module i. Make: ii. Type (Mono/Poly): iii. Module max power at STC (Wp): iv. serial No of Module : v. Open Circuit Voltage under STC vi. Module Frame Material vii. Mounting Structure material viii Visual Inspection Other Observations (Specify Yes/No) a. Do the PV Modules have RFID? b. Do the PV Module have Sl. No as entered in the Record? c Is array structure corroded? d e f Is Glass cover clean and unbroken? Is the PV Module free from dust Module frame and mounting hardware earth grounded? g Negative wiring grounded? h i j Module(s) unshaded? Mounting hardware secure and in good condition? Junction boxes prevent the entry of any insects inside? TEDA, Chennai Page 46/67 Bidder s Signature & Stamp

47 2. Battery i. Make: ii. Type: iii. Sl.No of Battery iv. Voltage & Ah of battery as per the name plate: v. Container Material (FRP/ Glass/ others to be specified): vi. Voltage measured across the battery vii. Other observations (Specify Yes/No) a Batteries have serial No as entered in the Record? b Battery away from spark generation sources? c d e f Battery tops clean and dry? Caps are secured? Battery Terminals secure, corrosion-free, and coated with anti-oxidant? Enclosure and insulation secured and in good condition? g Electrolyte levels adequate? h. All safety and battery handling instructions displayed? i Explosive Gas Area - No smoking sign prominently posted? 3. LED Lights / Luminaire i. Wattage ii. No. of LEDs in each lamp iii Lux Level iv. Provision of Auto switch off after..hours TEDA, Chennai Page 47/67 Bidder s Signature & Stamp

48 4. Pole : i. Material used ii. Height (mtr) iii. Whether Protection against corrosion provided 5. Battery Housing i ii. iii. Material Whether protection against corrosion provided Air vent and locking arrangement Signature of the Inspecting official TEDA, Chennai Page 48/67 Bidder s Signature & Stamp

49 Appendix-1 Bidder s undertaking covering letter To (Letter should be submitted on Bidder(s) Letter Head) The Chairman & Managing Director Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road, Chennai , Tamil Nadu, India. Dear Sir, Sub: Tender for third party inspection of SPV Home Lighting systems & Standalone SPV Solar Street Lighting Systems at identified locations in villages of Tamil Nadu Reg. Ref: 1. We have examined the Tender for third party inspection of SPV Home Lighting systems & Standalone SPV Solar Street Lighting Systems, as specified in the Tender. We undertake to meet the requirements and services as required and as set out in the Tender document. 2. We attach EMD, Technical Bid and Price Bid in separate sealed covers as required by the Tender which constitute our proposal, in full conformity with the said Tender. 3. We have read the provisions of Tender and confirm that these are acceptable to us. We further declare that additional conditions, variations, deviations, if any, found in our response shall not be given effect to. TEDA, Chennai Page 49/67 Bidder s Signature & Stamp

50 4. We undertake, if our Bid is accepted, to adhere to the scope of work as specified in the Tender or such modified plan as may subsequently be agreed. 5. We agree to unconditionally accept all the terms and conditions set out in the Tender document and also agree to abide by this Bid response for a period as mentioned in the Tender from the date fixed for bid opening and it shall remain binding upon us with full force and virtue, until within this period a formal agreement is prepared and executed, this Bid response, together with your written acceptance thereof in your notification of award, shall constitute a binding contract between us and TEDA. 6. We affirm that the information contained in the Techno commercial Bid or any part thereof, including its schedules, and other documents, etc. delivered or to be delivered to TEDA is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead TEDA as to any material fact. 7. We agree that TEDA is not bound to accept the lowest or any Bid you may receive. We also agree that you reserve the right in absolute sense to reject all or any of the service specified in the bid response without assigning any reason whatsoever. 8. It is hereby confirmed that I/We am/are entitled to act on behalf of our company/ organization and empowered to sign this document as well as such other documents, which may be required in this connection. 9. We agree to take the responsibility of safety and security of the persons employed by us for inspection. TEDA, Chennai Page 50/67 Bidder s Signature & Stamp

51 10. We also declare that our Company/Organisation is not blacklisted by any of the State or Central Government and organisations of the State or Central Government Signature of the authorised person: Name of the authorised person: Designation: Name and Address of Bidder Stamp of bidder TEDA, Chennai Page 51/67 Bidder s Signature & Stamp

52 CERTIFICATE AS TO AUTHORISED SIGNATORIES I, certify that I (Name)... (Designation)...,and that (Name) who signed the above Bid has been duly authorized to sign the same on behalf of our Organisation. Date: Signature: Seal: TEDA, Chennai Page 52/67 Bidder s Signature & Stamp

53 Appendix-2 Bidder s undertaking for minimum quantity offered Date: (Letter should be submitted on Bidder(s) Letter Head) To The Chairman & Managing Director Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road Chennai Dear Sir, Sub: Tender for third party inspection of SPV Home Lighting systems & Standalone SPV Solar Street Lighting Systems installed at identified locations in villages of Tamil Nadu Reg Ref: Tender Reference TEDA/ I/We shall undertake to inspect a full zone I/We am/are aware that if I/We am/are not able to inspect the systems of the entire zone(s), my/our bid is liable for rejection. Signature of the authorised person : Name of the authorised person : Designation : Name and Address of Bidder : Stamp of bidder : TEDA, Chennai Page 53/67 Bidder s Signature & Stamp

54 Appendix- 3 Bank Guarantee Format towards Security Deposit (To be executed in Rs.100/- Stamp Paper) To The Chairman & Managing Director Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road Chennai Bank Guarantee No: Amount of Guarantee: Guarantee covers from: Last date for lodgement of claim: TEDA, Chennai Page 54/67 Bidder s Signature & Stamp

55 This Deed of Guarantee executed by.. (Bankers Name & Address) having our Head Office at..(address) (hereinafter referred to as the Bank ) in favour of The Chairman & Managing Director, Tamil Nadu Energy Development Agency, V Floor, EVK Sampath Maaligai, 68 College Road Chennai (hereinafter referred to as the Beneficiary ) for an amount not exceeding Rs. /- (Rupees Only) as per the request of M/s. having its office address at (hereinafter referred to as Inspection Agency ) against Letter of Acceptance reference dated / / of M/s. Tamil Nadu Energy Development Agency. This guarantee is issued subject to the condition that the liability of the Bank under this guarantee is limited to a maximum of Rs. /- (Rupees Only) and the guarantee shall remain in full force up to 24 months from the date of Bank Guarantee and cannot be invoked otherwise by a written demand or claim by the beneficiary under the Guarantee served on the Bank 1 month before the date of expiry of Bank Guarantee. AND WHEREAS it has been stipulated by you in the said ORDER that the Inspection Agency shall furnish you with a Bank Guarantee by a Scheduled/ Nationalised Bank for the sum specified therein as security for compliance with the Inspection Agency s performance obligations for a period in accordance with the contract. AND WHEREAS we have agreed to give the Beneficiary a Guarantee. TEDA, Chennai Page 55/67 Bidder s Signature & Stamp

56 THEREFORE, we (Bankers address)., hereby affirm that we are Guarantors and responsible to you on behalf of the Inspection Agency up to a total of Rs. /- (Rupees Only) and we undertake to pay you, upon your first written demand declaring the Inspection Agency to be in default under the contract and without any demur, cavil or argument, any sum or sums within the limit of Rs. /- (Rupees Only) as aforesaid, without your needing to prove or show grounds or reasons for your demand or the sum specified therein. We will pay the guaranteed amount notwithstanding any objection or dispute whatsoever raised by the Inspection Agency. This Guarantee is valid until 24 months from the date of Bank Guarantee. Notwithstanding, anything contained herein our liability under this guarantee shall not exceed Rs. /- (Rupees Only). This Bank Guarantee shall be valid up to 24 months from the date of Bank Guarantee and we are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand before 1 month. In witness where of the Bank, through its authorised Officer, has set its, hand and stamp on this. at. Witness: (Signature) (Name in Block Letters) TEDA, Chennai Page 56/67 Bidder s Signature & Stamp

57 Appendix-4 Model Form of Contract To be executed on a Rs.100- Non-judicial Stamp paper bought in Tamil Nadu by the Successful Bidder for Third Party Inspection of SPV Home lighting systems installed under Chief Minister s Solar Powered Green House Scheme and Stand alone SPV street lighting systems for the year (NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN THIS SAMPLE FORM AT THE TIME OF SUBMISSION OF TENDER) AGREEMENT This Contract is entered into at Chennai on the... day of 2012 between Tamil Nadu Energy Development Agency, a wholly owned Government of Tamil Nadu Undertaking, registered under the Societies Act 27 of 1975, and having its Registered Office at V Floor, EVK Sampath Maaligai, 68 College Road Chennai , Tamil Nadu, India, hereinafter referred to as "TEDA" (Which term shall mean and include its successors and permitted assigns) on behalf of Government of Tamil Nadu, hereinafter referred to as Beneficiary and..., a Company registered under...and having its Registered office at... hereinafter referred to as the Successful Bidder (Which term shall mean and include its successors and permitted assigns) Whereas TEDA on behalf of the Government of Tamil Nadu invited a tender vide Ref. No. TEDA / for 100% inspection of 60,000 SPV Home Lighting systems & 2,000 Stand alone Solar Street Lighting Systems on installation by the identified contractors at identified locations in villages throughout Tamil Nadu and the Successful Bidder was selected as one of the Inspection Agencies as per the following terms and conditions:- TEDA, Chennai Page 57/67 Bidder s Signature & Stamp

58 1. This document on having been signed by both the parties shall constitute a binding contract between the parties and shall remain in force for a period of two years. But in the event of any breach of the Contract at any time on the part of the Successful Bidder, the contract shall be terminated by TEDA without compensation to the Successful Bidder. The contract may also be put to an end at any time by the Beneficiary upon giving 7 days notice to the Successful Bidder. 2. The Successful Bidder agrees for inspection of solar lighting systems at a cost of Rs.../- (Rupees...only.) per System in...zone (s) 3. The inspections shall be completed as per the Inspection Schedule as in tender by engaging the following minimum technical personnel: a. Team Leaders numbers per zone b. Team Members numbers per District 4. Inspection of SPV Home Lighting systems & Standalone SPV Solar Street Lighting Systems shall be completed within 30 days from the date of issue LoA (or) 7 days from the date of furnishing of list of locations of installed systems whichever is later. 5. If the inspection is not effected as specified as above, TEDA shall have the full authority to cancel the order and to take any such action that will be deemed fit in the circumstances. 6. In case of failure by the Successful Bidder to inspect the SPV Home Lighting systems & Standalone SPV Solar Street Lighting Systems within the period specified, TEDA shall have the power to reject any such inspections. TEDA, Chennai Page 58/67 Bidder s Signature & Stamp

59 7. Penalty for delay in inspection a. This is a time bound project. b. The successful bidder s performance will be reviewed on the first day of every week. The shortfall in inspection schedule would be reduced from the overall orders given to the successful bidder. An equivalent quantity may be allocated to the performing Successful Bidder then and there as additional work order c. Inspections & submission of inspection reports within 7 days of installation is a mandatory requirement. TEDA may impose penalties as decided by TEDA in case of delays. Also TEDA may cancel the orders & make alternate arrangements and the cost incurred by TEDA for doing the same will be recovered from the Successful Bidder. d. TEDA have a right to cancel the work order partially or in full and entrust the orders to another Successful Bidder if the work is delayed beyond a reasonable period, say 15 days after the due date. 8. Payment Terms 1) All payments will be made in INR only. 2) No advance will be paid or no letter of credit will be issued. 3) Bills shall be raised through ERP for lots of 5000 inspections 4) 100% payment will be released on submission of inspection report and its acceptance & super checks of the same by TEDA District Engineers 5) TEDA will make all efforts to clear the payment within 15 days from the date of rising of bills through ERP for lots of 5000 inspections. 6) If the Duties and/or Taxes have been reduced retrospectively, the successful bidder is liable to return the same. TEDA, Chennai Page 59/67 Bidder s Signature & Stamp

60 7) The Successful Bidder will have full and exclusive liability for payment of all Duties, Taxes and other statutory payments payable under any or all of the Statutes/Laws/Acts etc now or hereafter imposed. 9. Force Majeure Neither the Beneficiary/TEDA nor the Successful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control such as: Natural phenomena including but not limited to earthquakes, floods and epidemics. Acts of any Government authority domestic or foreign including but not limited to war declared or undeclared, priorities and quarantine restrictions. Accidents or disruptions including, but not limited to fire, explosions, breakdown of essential machinery or equipment, power and water shortages. 10. The following documents shall be deemed to form and be read and construed as part of this Contract. a) Tender Terms and Conditions b) Amendments issued by TEDA for the Tender document c) Corrigendum/Clarifications issued by TEDA for the Tender document d) Detailed final offer of the Successful Bidder e) Correspondence made by TEDA to the successful Bidder from time to time during the period of the contract. TEDA, Chennai Page 60/67 Bidder s Signature & Stamp

61 Wherever the offer conditions furnished by the Successful Bidder are at variance with conditions of this contract or conditions stipulated in the work order, the latter shall prevail over the offer conditions furnished by the Successful Bidder. 11. Waiver of any terms and conditions by TEDA / Beneficiary in writing shall not have the effect of waiving or abandoning other terms and conditions of the contract. 12. (a) Unless otherwise provided in the Contract, any notice, request, consent or other communication given or required to be given hereunder shall be given by mailing the same by registered mail, postage prepaid to TEDA at its registered office (b) Any notice to the Successful Bidder shall be deemed to be sufficiently served, if given or left in writing at their usual or last known place of abode or business. 13. Termination of Contract 13.1 Termination for default a) TEDA may without prejudice to any other remedy for breach of contract, by written notice of default with a notice period of 7 days, sent to the Successful Bidder, terminate the contract in whole or part, (i) if the Successful Bidder fails to inspect the systems within the time period(s) specified in the Contract, or within any extension thereof granted by TEDA; or (ii) if the Successful Bidder fails to perform any of the obligation(s) under the contract; or (iii) if the Successful Bidder, in the judgment of TEDA, has engaged in fraudulent and corrupt practices in competing for or in executing the Contract. TEDA, Chennai Page 61/67 Bidder s Signature & Stamp

62 b) In the event TEDA terminates the Contract in whole or in part, TEDA may opt upon terms and in such manner as it deems appropriate, the services of the other bidders and the Successful Bidder shall be liable to TEDA for any additional costs due to this. However, the Successful Bidder shall continue the performance of the contract to the extent not terminated Termination for Insolvency TEDA may at any time terminate the Contract by giving written notice with a notice period of 7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Successful Bidder, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to TEDA Termination for Convenience TEDA by written notice, with a notice period of seven days sent to the Successful Bidder, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for TEDA s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective. On termination, the successful Bidder is not entitled to any compensation whatsoever. 14. If the inspection is not carried out as specified in the work order, TEDA shall have the full authority to cancel the order and to take any such action that will be deemed fit in the circumstances. TEDA, Chennai Page 62/67 Bidder s Signature & Stamp

63 15. In case of failure by the Successful Bidder to inspect the solar home lighting systems & Stand alone street lighting systems within the period specified or in case of inspection report submitted by them found to be fake or not being in the stipulated format, TEDA shall have the power to reject any such inspection reports. 16. In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed by the Chairman & Managing Director/Tamil Nadu Energy Development Agency in accordance with the Arbitration and Conciliation Act The arbitration shall be held in Chennai, India and the language English only. 17. Subject to the above, the Courts at Chennai alone only shall have jurisdiction in the matter. In Witness whereof the parties hereto have signed on the day, month and year above written in the presence of For and on behalf of Tamil Nadu Energy Development Agency For and on behalf of Successful Bidder Witnesses: Witnesses: TEDA, Chennai Page 63/67 Bidder s Signature & Stamp

64 Appendix- 5 DRAFT UNDERTAKING IN LIEU OF E.M.D. (To be furnished in non-judicial stamp paper of value not less than Rs.100/-) THIS DEED OF UNDERTAKING EXECUTED AT ON THIS THE DAYOF TWO THOUSAND AND TWELVE BY M/s. a company registered under companies Act 1956, having its registered office at hereafter called Tenderer (which expression shall where the context so admits mean and include their Agents, Representatives, Successors-in-office and Assigns). TO AND IN FAVOUR OF TAMIL NADU ENERGY DEVELOPMENT AGENCY having its office at 68, College Road, EVK Sampath Maaligai, 5 th Floor, Chennai , herein called the TEDA (which expression shall where the context so admits mean and include its successors in office and Assigns). WHEREAS the tenderer is required to pay Earnest Money Deposit of Rs. for participation in the tender for Third Party Inspection of in terms of specification No. AND WHEREAS the tenderer is exempted from payment of EMD as per, subject to the tenderer executing an undertaking to the value of Rs. (Rupees only) representing the amount equivalent to the amount of EMD specified to be paid to TEDA in the event of nonfulfillment or breach of any of the conditions of the tender by the Tenderer as mentioned hereunder. TEDA, Chennai Page 64/67 Bidder s Signature & Stamp

65 AND WHEREAS in consideration of the acceptance by TEDA of the above proposal, The tenderer has agreed to pay to TEDA the said amount of Rs. in the event of :- i. Withdrawing his tender before the expiry of the validity period ii. Withdrawing his tender after acceptance or fails to remit the Security Deposit. iii. Violating any of the conditions of the tender issued by the competent authority. NOW THE CONDITION OF THE above written undertaking is such that if the tenderer shall duly and faithfully observe and perform the conditions specified as above, then the above written undertaking shall be void, otherwise it shall remain in full force. The expression, tenderer and TEDA hereinafter before used shall include their respective successors and assign in office. IN WITNESS WHERE OF THIRU acting for and on behalf of the Tenderer has signed this deed on the day, month and year herein before first mentioned. SIGNATURE NAME IN BLOCK LETTERS SEAL OF THE COMPANY In the presence of Witnesses Signature Name and Address Signature Name and Address TEDA, Chennai Page 65/67 Bidder s Signature & Stamp

66 Government of Tamil Nadu Tender for Third Party Inspection of SPV Home lighting systems to be installed in Tamil Nadu under Chief Minister s Solar Powered Green House Scheme & Standalone SPV Street Lighting Systems for the year. Tender Reference: TEDA/ 3218C&2330C /TPI-HLS&SSLS/SE/ Price Bid (Envelope-B) Tamil Nadu Energy Development Agency V Floor, EVK Sampath Maaligai 68 College Road Chennai Phone: / Fax: tender@teda.in Website: / TEDA, Chennai Page 66/67 Bidder s Signature & Stamp