TENDER DOCUMENT FOR CAMC OF APC BY SCHNEIDER MAKE UPS SYSTEM INSTALLED AT MAHATMA MANDIR CONVENTION CENTRE, GANDHINAGAR

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1 TENDER DOCUMENT FOR CAMC OF APC BY SCHNEIDER MAKE UPS SYSTEM INSTALLED AT MAHATMA MANDIR CONVENTION CENTRE, GANDHINAGAR Industrial Extension Bureau (hereinafter referred to as indextb ) is inviting bid for APC by Schneider Make UPS system installed at Mahatma Mandir Convention Centre, Gandhinagar through sealed envelope. Background 1.1. Industrial Extension Bureau (indextb) Industrial Extension Bureau (indextb) is a Government of Gujarat Organization, registered under the Societies Act The organization is under the Industries and Mines Department (IMD) of the Government of Gujarat (GoG). indextb makes various efforts for promoting investment in infrastructure and industrial sector in the State of Gujarat and attracts various investors. In efforts to promote investment and the State as ideal investment destination, it has been acting as the nodal agency for organizing Vibrant Gujarat Global Summits, since Vibrant Gujarat Global Summits are biennially organized since the year 2003 and accordingly Summits were successfully organized by indextb in the years 2005,2007, 2009, 2011, 2013 and Over the years, the Summit has emerged as one of the flagship events of India and a major platform to discuss investment sand development. The Summit till the year 2009 was organized by having required infrastructure on make-shift basis (temporary structures). Sensing the need to have the permanent structures to organize the Summit and considering increased need to have infrastructure related to organizing the exhibitions, conferences, seminars and other events related to business and government functioning, the Government of Gujarat decided to have facilities / infrastructure in the permanent form, by building a Convention and Exhibition Centre in Gandhinagar Mahatma Mandir Convention Centre (MMCC) The Father of the Nation Shri Mohandas Karamchand Gandhi, is also known with reverence as Mahatma. Gandhinagar the Capital City of State of Gujarat derives name from Father of the Nation. Since Gandhinagar did not have any major structure related to Mahatma Gandhi, it was considered to have a memorable and iconic complex build in the remembrance and homage to Mahatma Gandhi and was called as Mahatma Mandir. The total area allotted for construction of Mahatma Mandir is approximately 34 acres. This comprises Convention Centre, Exhibition Centre and Service Building in approximate built-up area of 39,893 sq. mt and Photo Gallery and Food Court in approximate built-up area of 16,740 sq. mt. 1

2 2. Eligibility Criteria The bidder must possess the requisite experience, strength and capability in providing the services necessary to meet the requirements as described in this tender. The bids must be complete in all respect and should cover the entire scope of work as stipulated in the tender document. The invitation to proposal is open to all bidders who qualify the eligibility criteria as given below The bidder should be a proprietorship firm / Registered firm (or) Private or Public Limited Company registered under the Indian companies act, 1956 (or) under the Limited Liability Partnership Act, 2008 (or) Partnership Act, (Supporting Documents should be submitted) 2.2. The bidder should have satisfactorily completed and executed similar works as per following: (Supporting Documents should be submitted). 1) ONE similar work of the value of more than Rs. 3.5 Lakh (Rs. Three Lakh Fifty Thousand Only) in each of the last Two financial year ( & ). OR 2) TWO similar work of the value of more than Rs. 2.1 Lakh (Rs. Two Lakh Ten Thousand Only) in each of the last Two financial year ( & ). OR 3) THREE similar work of the value of more than Rs. 1.4 Lakh (Rs. One Lakh Forty Thousand Only) in each of the last Two financial year ( & ). [Definition of Similar work: Annual Comprehensive Maintenance of UPS Systems with central/state Govt. offices /PSU/Private units under a single order/ contract.] 2.3. The bidder should not have been blacklisted/debarred by Government of Gujarat (GoG), any other State Government in India (SG) or Government of India (GoI) or any of the agencies of GoG/SG/GoI The bidder either should be an original equipment manufacturer (OEM) or authorized service provider of the OEM. (OEM APC by Schneider Electric). In case of the bidder is authorized OEM service provider, necessary certificate obtained from the OEM is to be attached. 2

3 3. Scope of Work 3.1. comprehensive AMC of UPS systems installed at Mahatma Mandir as given below: 1) 02 Nos. of 40 KVA APC by Schneider make UPS 2) 02 Nos. of 80 KVA APC by Schneider make UPS 3.2. The comprehensive AMC will cover maintenance, repair and replacement of all parts including control cards, AC&DC meters and other accessories of the UPS systems. The Contractor shall be fully responsible for fault free working of the UPS systems to the entire satisfaction of indextb authorities. All the four UPS systems may be inspected at site before quoting the tender. 4. Quantum of Work The UPS systems shall be taken in to Comprehensive AMC excluding batteries as per BOQ (Bill of Quantities). Bill of Quantities Sr. UPS Make UPS Model Serial No. Qty Remarks No Rating APC by Schneider 1 40 KVA SUVTP40KH PS Working Electric (SMART UPS - APC by Schneider 2 40 KVA VT) PS Working Electric APC by Schneider 3 80 KVA 3A9N Working Electric Galaxy 5000 APC by Schneider 4 80 KVA 3A9N Working Electric 4.1 The AMC is comprehensive and the contractor has to bear the cost of all components that becomes faulty during AMC. The total maintenance charges to be borne by the Contractor shall include cost of all the spares required for the comprehensive maintenance. Control cards, AC&DC meters and other accessories of the UPS systems are also covered under AMC. 4.2 Required diagnostics, documentation tools & test equipment for maintenance shall be brought by the Contractor at no extra cost. 3

4 4.3 Routine maintenance shall be carried out by the successful Contractor on all the systems, on quarterly basis. It includes: i) Deep Cleaning of UPS system. ii) Checking the functionality of different meters and units. iii) iv) Batteries status checking. Service Report for all the UPS System must be submitted at the end of each quarter in original duly signed from site-in-charge along with the invoice. 4.4 Normal failure/complaint of any system / peripheral will be communicated to the contractor on telephone and contractor is expected to attend the problem within 24 hrs. A record of complaints shall be maintained by the contractor, which shall contain date and time of reporting the problem, date and time of clearing the problem. This report shall be enclosed along with quarterly bills for payment. 4.5 The contractor will arrange his own transportation means for visiting faulty UPS system. indextb shall in no case be responsible for any loss of person or vehicle or material during execution of contact at Mahatma Mandir site. \ 4.6 Classification of faults and duration for repair: i) Major faults: Total failure of UPS is termed as Major fault and should be rectified within 48 hours. ii) Minor faults: Fault in a card etc which is not affecting the service is termed as Minor fault and should be rectified within 4 days. The contractor is supposed to provide an alternate system in case of total failure of system and not rectified within 48 hours. 5. PENALTY: a) Major faults: Major faults if not rectified and not provided standby system within 48 hours of reporting and not provided alternate system, an amount of Rs.300/-per day will be charged as penalty subjected to a maximum of AMC charges of the system per year. b) Minor faults: Minor faults if not rectified within 4 days of reporting, an amount of Rs.100/- per day will be charged as penalty subjected to a maximum of Rs per system. 6. Conditions for Contract a. Jurisdiction of Gandhinagar will be applicable to bidder in case of any legal matter. b. Mending of any damage caused to the premises property during service in premises will be done by the bidder to original finish, at his cost. c. The contract will remain in force initially for a period of one year or as may be decided by the indextb at the time of awarding the work. However, the contact is subject to termination at any time if the services are not found satisfactory or for any other reason whatsoever. 4

5 d. Joint Ventures/Consortium are not allowed. The self-declaration for the same should be submitted by bidder. 7. Bid evaluation process Part I (Bid Security): Bidders are required to submit EMD of Rs. 10,000/- (Rs. Ten Thousand only) by DEMAND DRAFT drawn in favour of Industrial Extension Bureau, Gandhinagar. Designated bidder has to submit the security deposit of 10% of total contract value in form of Demand Draft/Cheque/Fixed Deposit, which will be released after satisfactory completion of CAMC period. If the bidder has not deposited/submitted EMD then the bid shall be out righty rejected. Part II (Technical Bids): Bidders qualified as per Part-I above will be short- listed and Technical bids of those bidders will only be opened for evaluation and only those bidders who qualify with successful submission would only be taken to next stage of Financial Evaluation. Opening of Proposal Industrial Extension Bureau (indextb) would open the technical proposals immediately after the Proposal Due Date and Time for the purpose of verification of requisite EMD; verification of documents for pre-qualification would be consider of only those agencies who have paid the requisite fees/deposited fees and EMD. Proposal Evaluation No. Description of Parameters for evaluation score 1 Financial Score- 100%- Weightage 8. Payment Schedule Bills payment will be made quarterly in normal procedure after submission of Bills with Service Reports of all UPS systems and on rendering satisfactory services. 5

6 9. Price Bid Format Comprehensive AMC Charges Sr. No. Description Serial Number QTY Total CAMC Charges/ Year (INR) 1 40 KVA UPS PS KVA UPS PS KVA UPS 3A9N KVA UPS 3A9N Total Amount Total Amount (in words): Note: 1. Above quotes are inclusive of all taxes. 2. No separate charges to be made for transportation of the material to Mahatma Mandir. 6

7 10. Notice Inviting Proposal and Necessary Instruction ISSUE OF TENDER VISIT THE LOCATION / SITE PROPOSAL DUE DATE (LAST DATE OF TENDER SUBMISSION) CONTACT PERSONS (FOR ANY CLARIFICATIONS) The tender can be downloaded from to from website The interested bidder can be visited the location or site during office hours, i.e 10:30 a.m. to 06:10 p.m. dated on , after that required any further clarifications or queries then visit the below mentioned address: Shri Umang Gondaliya, Executive Assistant Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, UdyogBhavan Sector 11, Gandhinagar All the relevant documents to be submitted before the hrs on at the below mentioned address: Managing Director, Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, UdyogBhavan Sector 11, Gandhinagar ) Shri Umang Gondaliya, Executive Assistant, indextb E mail:umang.indextb@gmail.com Contact No ) Shri Kalpesh Sheth General Manager - MM, indextb kalpesh@indextb.com Contact numbers : Tel: /93&Fax : ) Managing Director, indextb Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, UdyogBhavan Sector 11, Gandhinagar

8 11. Proposal Submission Single envelope containing following sub-envelopes (sealed) as below: 1) EMD contains EMD of Rs. 10,000/- in form of Demand Draft only. 2) Technical Bid contains all the required documents as mentioned in this tender. 3) Price Bid contains price bid offer as per given price bid format on page no. 5. This outer envelope shall bear the Name of the Assignment, submission address, Name of Bidder / Agency, Address, Contact Details etc. The Proposals must reach indextb on or before the last date of submission mentioned in the notice inviting tender. Any proposal received by indextb after the deadline for submission shall be returned unopened. indextb shall not be responsible for any postal or courier delays. All contents of the Proposal should be clearly numbered, indexed and arranged in a sequence and shall be bound firmly. The Original Proposal shall contain no interlineations or overwriting, except as necessary to correct errors made by the official of Agency themselves. The person who signs the proposal must put initial against such corrections. The proposals shall be signed and submitted by the Authorized Signatory of the Agency. The authorization shall be attached in the Technical Proposal and shall be in the form of a written power of attorney/ board resolution or in any other form demonstrating that the representative has been dully authorized to sign. 12. Other Terms and Conditions Disqualification: The following events and circumstances may result in disqualification of the applicant from the bidding process: I. Submission of Proposal after the Proposal Due Date or not submitted online. II. III. IV. If the Proposal contains misleading or false representation in the forms, statements and attachments submitted in proof of the eligibility requirements. If the Proposal contains conditions other than the conditions mentioned in this document or any additional condition put in by the agency to the indextb. If the Proposal submitted with incomplete information such proposal will be considered non responsive. Agency is unable/fails to provide clarifications related to its Proposal. V. Consultants who attempt to influence the qualification or selection process shall be disqualified from the process at any stage. 8

9 VI. VII. VIII. indextb reserves the right to reject or disqualify the proposal, if any detrimental information becomes known after the Consultant has been qualified. indextb reserves the right to reject the Applicant, at the time, or at any time after such information becomes known. In case of such disqualification under any circumstances, the decision taken by indextb shall be considered as final and binding. Force Majeure Neither party will be liable in respect of failure to fulfill its obligations, if the said failure is entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or catastrophe, epidemics or disturbances in the country. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party s agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of being assigned the work, and avoid or overcome with utmost persistent effort in the carrying out of its obligations hereunder. A Party affected by an event of Force Majeure shall immediately notify the other Party of such event, providing sufficient and satisfactory evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible. 13. FORMAT AND SIGNING OF PROPOSAL The proposal should be short, concise & include all points indicated in the Document. The Proposal shall be typed or written in indelible ink and should be in English. Proposal in other language would not be accepted. The pages and volumes of each part of the Proposal shall be clearly numbered. The Proposal shall contain all the information required herein and references of previous submissions shall not be considered. 9

10 Technical Proposal Declaration regarding Acceptance of Terms & Conditions contained in the Tender Document To Managing Director indextb A Government of Gujarat Organization Block no. 18/2, UdhyogBhavan Gandhinagar Sir, I have carefully gone through the Terms & Conditions contained in the Tender Document for CAMC of APC by Schneider Make UPS System Installed at Mahatma Mandir Convention Centre, Gandhinagar. I declare that I agree with the terms and conditions mentioned in the tender document and it is acceptable by the Company. I am ready to serve for one year from date of work order. I further certify that I am an authorised signatory of my company and I am, therefore, competent to make this declaration. Yours Truly, Name: Designation: Company: Address: 10

11 Sr. No. Particular Remarks /Details 1. Name of the agency Details about office of Agency Address : Phone No : 2. Fax : ID : Website : Contact person: Mobile No. and contact person: Details about registered office of Applicant and Contact No. Status of Applicant [ Proprietorship /Partnership firm/ Pvt. Ltd. Co./ Public Ltd Co.] 5. Details about Director/Partners List to be attached 6. Copy of MOA /AOA to be attached 7. Total experience of applicant [No. of years] (Supporting document to be submitted) Average Annual Turnover in last year as on ( , and ). (A Certificate from Chartered Accountant to be submitted) P.A.N. No. and IT assessment return for the last 3 years (Copy to be attached) GST Registration No. (Copy of certificate to be attached) and copy of payment of Tax for last 3 years. 11. Any other supporting document/s if required Signature and sealed of the Bidder Date: 11