CENTRAL ELECTRONICS LIMITED (A Public Sector Enterprise) TENDER DOCUMENT. for

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1 Tender Document: C-2(b)/RC/0700/4453/2017 FORMAT NO. : CEL/FR/MMD/03(01) CENTRAL ELECTRONICS LIMITED (A Public Sector Enterprise) TENDER DOCUMENT for Supply of 12V/14W LED Street Lighting Systems Tender notice no. C-2(b)/RC/0700/4453/2017 dated 10 th May, 2017 Assistant General Manager (Materials) Materials Management Division Central Electronics Limited, 4, Industrial Area, Saur Urja Marg, Sahibabad (UP) INDIA Tel. No Fax No mmd@celsolar.com Website: Page 1 of 32

2 Tender Document: C-2(b)/RC/0700/4453/2017 FORMAT NO. : CEL/FR/MMD/03(01) CENTRAL ELECTRONICS LIMITED (A Public Sector Enterprise) 4, Industrial Area, Saur Urja Marg, Sahibabad (UP) INDIA Tel. No Fax No mmd@celsolar.com Website: TENDER NOTICE Tender notice no. C-2(b)/RC/0700/4453/ th May, 2017 Central Electronics Limited invites sealed bids (Technical & Financial) from eligible bidders which are valid for a minimum period of 365 days from the date of opening for Supply of 12V/14W LED Street Lighting Systems Scope of Work Earnest Money Deposit Supply of 12V/14W LED Street Lighting Systems Rs. 28,000/- (Rupees Twenty Eight Thousand Only) Interested parties may view and download the tender document containing the detailed terms & conditions, free of cost from the website and Please see document control Sheet at Annexure-1 For CENTRAL ELECTRONICS LIMITED Sd- Assistant General Manager (Materials) Materials Management Division Page 2 of 32

3 Tender Document: C-2(b)/RC/0700/4453/2017 Annexure-1 Document Control Sheet & Important dates Tender Reference No. Name of Organization Tender Type (Open/Limited/EOI/Auction/Single) Tender Category (Services/Goods/works) Type/Form of Contract (Work/Supply/ Auction/Service/Buy/Empanelment/Sell) Payment Mode (Online/Offline) C-2(b)/RC/0700/4453/2017 Central Electronics Limited Limited Goods Buy Offline Date of Issue/Publishing Document Download/Sale Start Date Document Download/Sale End Date 10/05/2017 (18:00 Hrs) 10/05/2017 (18:00 Hrs) 26/05/2017 (15:00 Hrs) Bid submission Start Date 10/05/2017 (18:00 Hrs) Last Date and Time for Submission of Bids 26/05/2017 (15:00 Hrs) Date and Time of Opening of Bids 26/05/2017 (15:30 Hrs) Note: This is limited tender. Only registered and approved EPC Contractors of CEL are eligible to quote in this tender. Page 3 of 32

4 Tender Document: C-2(b)/RC/0700/4453/2017 Important Instructions: - 1. The following documents/annexures are part of tender document: a. Tender notice b. Document Control Sheet - Annexure -1 c. Price bid format Annexure- 2 d. Detailed Specifications & drawings Annexure A e. Commercial terms & conditions: - Annexure B f. Format for submission of Vendor Data: Annexure C g. Tender acceptance letter: Annexure D 2. Quotations shall be liable to be rejected if there is/are any deviation(s) from the specifications. 3. Escalation in price (except where price variation clause is applicable), deviation from delivery schedule, terms and conditions will not be permitted in your quotation. Statutory Taxes & Duties should be shown separately from the price. 4. Bidder who is Micro & Small Enterprise should enclose copy of valid Certificate of Registration with DIC or KVIC or KVIB or Coir Board or NSIC or DHH or any other body specified by Ministry of Micro, Small and Medium Enterprises, Govt. of India to avail benefits under the Public Procurement Policy for Micro & Small Enterprises (MSEs) Order Catalogue, literature, specification details should accompany the quotation. Incomplete quotations are liable to be rejected. 6. Any deviations whether technical or commercial stated anywhere in the bid shall not be taken into account and may render the bid non-responsible and liable to be rejected. 7. Vendor Data should be submitted in the Format for submission of Vendor Data as per annexure C. 8. Quotation should be submitted in Two bid system. 9. Bulk quantity of material shall be procured from approved vendor as per list available with CEL. In case of quotation of un-approved vendor being lowest, an educational order for the sample quantity may be placed for vendor development purpose. 10. Quotation should be submitted in sealed envelope. There will be TWO sealed covers/envelops in the quotation and following are to be submitted in your quotation: a) Cover 1: i. Earnest Money Deposit demand draft /RTGS or TT acknowledgement or the documents for exemption from submission of EMD. ii. Technical catalogue, literature and approval/registration certificate, if any, required as per eligibility criteria given in the tender. iii. Filled up Format for Submission of Vendor Data as per format at Annexure C. iv. Tender acceptance letter as per format at Annexure D b) Cover 2, Finance: This must contain only the Price Bid on company s letter head as per Price Bid format (Annexure-2). Page 4 of 32

5 Tender Document: C-2(b)/RC/0700/4453/2017 Bidder Name: Price Bid Format Tender no.: C-2(b)/RC/0700/4453/2017 Annexure- 2 Sl. N o. Item Description Qty Units Basic Price (in. Rs.) Excis e %* (in Rs.) VAT/ Sales (in Rs.) Packing, Forwardin g, Insurance & Freight Charges (in Rs.) Amount per each unit (in Rs.) FOR CEL Sahibabad Total Amount (in Rs.) FOR CEL J=I x C A B C D E F G H I=E+F+G+ H 1 Supply of 14W LED Solar Street Light System (SSL) along with pole, cables, battery box and other materials required as per specifications 200 Sets J Total amount in Words 1. CEL may provide Form H for CST/VAT and EDEC for Excise Duty. However, the taxes and duties are to be clearly mentioned. 2. The above items are required for export. Payment terms: Option 1: Within 45 days from the date of receipt of material. Option 2: Letter of credit with 45 days usance from the date of receipt of material. In this case, LC charges of opener s bank as well as beneficiary s bank would be borne by the beneficiary. A loading of 1.5% on the total amount will be added for comparison of landing cost to CEL, if option 2 is ticked/accepted by the bidder. If no option is chosen, it will be presumed that bidder agrees for Option 1. Important Note:. 1. Bidders are requested to attach unpriced priced bid in the technical bid. 2. Bidders are also requested to mention the percentage of excise duty and sales taxwhichever4 is applicable. 3. In case, bidder changes the price bid format in their bid. Their bid will be rejected forthwith. 4. Bidder has to provide total 20 Nos of luminaries free of cost as spare. (Signature of authorized representative) Name: Page 5 of 32

6 Tender Document: C-2(b)/RC/0700/4453/2017 Stamp of Organisation: Annexure-A SUPPLY OF BALANCE OF SYSTEM FOR SOLAR POWERED LED STREET LIGHTING SYSTEMS SL No. Description 01. Street Light Pole along with module mounting structure (Suitable for CEL make PM-80/75 SPV Module) as per enclosed drawing. Qty. 200 Sets Note: The dimensions of PM-75/80 SPV module are same. 02. LED Street lighting luminaries as per enclosed specifications along with necessary cables and other accessories. 03. MS Battery Box suitable for 12V/ 80 AH Tubular Gel Battery. 220 Sets. 200 Sets. All the supplied material should be warranted for a period of 30 months from the date of supply. ELIGIBILITY CRITERIA FOR BIDDER: The prospective bidder must qualify all of the following requirements to be eligible to participate in the bidding. Bidders who meet following requirements will be considered as successful bidder and management has a right to disqualify those bidders who do not meet these requirements:. Sr. No. Eligibility Criteria Complied / Not Complied 01. The bidder s company/firm must have supplied minimum 100 Nos. of Solar Powered Street Lights for any government department/ PSU/Regd. NGO/ NSE-BSE Listed company/regd. Co-operative society/ Utilities anywhere in India during last 3 financial years. The PO copies & completion certificates are required to be submitted with the bid. 02. The bidder must be approved EPC contractor with CEL, copy of certificate must be attached with the bid. Page 6 of 32

7 Tender Document: C-2(b)/RC/0700/4453/ The bidder s company/firm must have a minimum cumulative turnover of Rs 1 crore in last three years exclusively in the business of solar PV. As proof of the same a certificate to the effect duly signed and stamped by a registered chartered accountant in the letter head of the CA s firm must be included in the tender document. 04 Tenderer to submit the self-declaration that their firm is not debarred / blacklisted in another utilities/psu/any Govt. agency. 05. The bidder must submit the authorization from OEM s of luminaires. Please Note: a) Firms who are debarred/ blacklisted in India will not be considered. b) Company reserves the right to carry out technical capability/ infrastructure assessment of the Bidders by factory/office inspection or by any other means and company s decision shall be final in this regard. c) Deviations or exceptions if any must be clarified mentioned and submitted. d) The bidder shall submit all necessary documentary evidence to establish that the Bidder meets the above qualifying requirements. Note: The bidder must submit the following documents along with the technical Bid, Non-compliance of the same may lead to out rightly rejection from this bid: 1. PO & Completion Copy 2. Other documents as per tender Instruction to the Bidders: 1. Bidders should submit their offer along with detailed technical specification. 2. The tentative dimension of the battery box is L=500 mm, W= 240 mm and H= 300 mm. For specifications please refer drawing. Confirm the exact dimension of battery box from CEL in writing before starting production. 3. The luminaires, warranty card and Operation & Maintenance manual are to be branded in the name of CEL. The name of supplier or manufacturer should not be mentioned anywhere on luminaires packing or any other materials. 4. All the mechanical parts are to be packed in proper export worthy packing mentioning the name of the parts on the packing. 5. Screen-printing of CEL logo and other material as provided by CEL official shall be provided on the packing boxes. 6. All the components and parts used in the solar street lighting systems should conform to the latest BIS or IEC specifications, wherever such specifications are available and applicable. 7. Each luminaire is to be packed individually in proper export worthy packing. Approval for packing material must be obtained from CEL prior to despatch. 8. Delivery: FOR CEL, Sahibabad. 9. Draft Copy of Manual should be submitted to CEL for approval. Page 7 of 32

8 Tender Document: C-2(b)/RC/0700/4453/2017 VALIDITY: The offer must be kept valid for a period of one year from the date of opening of the technical bid. No escalation clause except the admissible tax component under the period of consideration would be accepted. INSPECTION: Pre-delivery inspection of major components may be carried out by a team of designated officials of CEL, any other department as may be considered appropriate at the factory site of the vendor / manufacturer. Before despatch of consignment intimation shall be given sufficiently ahead so that no delay occurs for deputing officials and inspection at the premises / test site. The rest of the tests and inspections shall be made at the place of delivery. Material shall be inspected by CEL officials confirming to the specifications before dispatch CEL shall have the right to have the tests carried out at its own cost by an independent agency at any point of time. QUALITY & WARRANTY: i. All the components and parts used in the solar street lighting systems should conform to the latest BIS or IEC specifications, wherever such specifications are available and applicable. ii. All the supplied material should be warranted for a period of 30 months from the date of supply. OPERATION and MAINTENANCE MANUAL An Operation, Instruction and Maintenance Manual, in English and the local language, should be provided. The following minimum details must be provided in the Manual: Basic principles of Photovoltaic s. A small write-up (with a block diagram) on Solar Street Lighting System - its components, PV module, battery, electronics and luminaire and expected performance. Type, Model number, Voltage & capacity of the battery, used in the system. The make and wattage of the LED used in the lighting system. About Charging and Significance of indicators. Clear instructions about erection of pole and mounting of PV module (s) and lamp housing assembly on the pole. Clear instructions on regular maintenance and troubleshooting of the Solar Street Lighting System. DO's and DONT's. Page 8 of 32

9 Tender Document: C-2(b)/RC/0700/4453/2017 Document Required to be submitted during bid submission: 1. LM 79 & IP 65 report for LED luminaire (10 to 15W) 2. LM 80 report for LED 12V/14W SOLAR STREET LIGHT LED: SPECIFICATION FOR LED STREET LIGHT LUMINAIRE Application (Indoor/outdoor) Luminous flux Lamp wattage Fixture make IP rating Working temperature Working humidity LED type Lumen efficiency Dispersion angle Outdoor >1320 lumens 14.4 Watts Al-casting IP-65-5 degree C to + 50 degree C 10% to 90% RH High Power-Nichia/Philips/Osram make lumens/watt degree Colour temperature k CRI >75 Electrical data Input voltage Output current 12V DC operated 1.2 Amp Input power consumption 14.4 Watt (± 10%) Output voltage 9.6 V Page 9 of 32

10 Tender Document: C-2(b)/RC/0700/4453/2017 Output current 1.4 Amp Output power 13.5 W (± 10%) Electronics efficiency >90% Integrated Charge Controller Battery low cut off voltage (lvd) Battery reconnect voltage (lvr) 10.7 V (± 0.1V) 11.5 V (± 0.1V) Overcharging cut off voltage (hvd) 14.2 V (± 0.1V) Charging reconnect voltage (hvd) Low battery indication Charging indication Dusk to dawn operation 13.5 V (± 0.1V) Red led Green led Automatic (4 hrs of brightness + 8 hrs of dim (50%)) Page 10 of 32

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27 Tender Document: C-2(b)/RC/0700/4453/2017 Commercial Terms and Conditions: Annexure B 1. Only the EPC contractors registered and approved in CEL are eligible to quote in this tender as described in the Eligibility Criteria. No Deviation from Specifications, Terms & Conditions of the Tender are allowed. Quotations having deviation from our specifications, terms & conditions would be rejected. 2. Basis of price: The offer should clearly indicate units and rates. Prices should be submitted on FOR CEL Sahibabad basis. The quotations submitted with basis of price other than the above will be rejected. 3. Taxes and duties : CEL may provide Form H for CST/VAT and EDEC for Excise Duty. However, the taxes and duties are to be clearly mentioned, if any. 4. Delivery schedule. 02 Months for the date of Purchase Order. 5. Payment terms: Option 1: Within 45 days from the date of receipt of material in CEL Option 2: Letter of credit with 45 days usance from the date of receipt of material in CEL. In this case, LC charges of opener s bank as well as beneficiary s bank would be borne by the beneficiary. A loading of 1.5% on the total amount will be added for comparison of landing cost to CEL, if option 2 is ticked/accepted by the bidder. If no option is chosen, it will be presumed that bidder agrees for Option Warrantee period: The battery supplied shall be under warrantee for a period of 30 months from the date of supply. Guarantee/Warrantee certificate shall be submitted along with the material. 7. Performance bank guarantee (PBG): PBG of 10% of P.O. value valid for 33 months from the date of supply to be submitted at the time of delivery of the material. In case, PBG is not submitted by the bidder, 10% payment shall be retained by CEL for 33 months. In case the bidder opts for payment through LC, PBG must be submitted with the LC documents. 8. Price reduction for delayed delivery: In the event of delay in affecting the delivery within agreed period, a reduction in the price shall be 0.5% of the total order value per week or part thereof subject to maximum of 5% of the total order value. 9. Inspection: Inspection will be done by CEL representative. CEL shall have free access to the supplier s works during testing and final inspection. Vendor shall inform CEL not less than one week in advance. All testing arrangements shall be the responsibility of the vendor. CEL reserves the right to inspect the material during manufacturing and/or before dispatch as per specifications and test protocols. Internal inspection report and inspection certificate must accompany the supply. 10. Price variation Clause : Price variation would not be permitted and quotations having Price variation clause would be rejected. 11. Validity of offer: The quotation/tender/bid submitted by the bidder/supplier shall be valid for a minimum period of 365 days from date of opening. 12. CEL reserve the right to split the quantity and award on two or more vendors as per the production requirement. The following norms would be adopted in case of spilt of quantity: a) If the lowest quoting vendor is an approved vendor and the second lowest and third lowest bidders are also approved vendors to CEL 100% of tender quantity would be split amongst the approved vendors only. In case of split of quantity in two approved vendors, the same shall be applicable for lowest (L1) & second lowest (L2) in the ratio of 70:30 at the rate & terms applicable to L1 approved vendor, keeping in view the objective that the per unit landed cost to CEL in case of purchase from L1 or L2 approved vendor remains same. In case of split of quantity in three approved vendors 60% quantity would be awarded to L1 approved vendor and balance 40% quantity will be awarded to the L2 approved vendor and L3 approved vendors in the ratio of L2 s quantity > L3 s quantity subject to acceptance of L1 rate by L2 and L3 vendor. If the L2 vendor does not accept the L1 approved vendor s rate and terms then the quantity will be split between L1 approved vendor and L3 approved vendor. Page 27 of 32

28 Tender Document: C-2(b)/RC/0700/4453/2017 b) Minimum 90% quantity of any open tender would be procured from amongst the approved vendors of CEL at the rate of lowest approved vendor as per splitting criteria at S.No.14 (a). c) Maximum 10% quantity open tender may be procure from unapproved/new vendor to develop bidders as a approved vendor to CEL as per vendor policy S.No.15. Micro & Small Enterprises quoting price within price band of L1+15 per cent shall also be allowed to supply a portion upto 20% of requirement by bringing down their price to L1 price where L1 is non MSEs (as per Public Procurement Policy for Micro & Small Enterprises (MSEs) Order 2012 ) 13. Any corrections/alterations in the tender/quotation/bid are to be duly signed by the bidder. CEL does not take any responsibility for delay in receipt or non-receipt or loss of tender(s) in transit. 14. Earnest money amount of 28,000/- in the form of demand draft favoring Central Electronics Limited and payable at Delhi and valid for 3 months to be submitted along with tender documents. No interest shall be payable on the earnest money deposited by bidder/ tenderer. The earnest money may be deposited through TT/SWIFT/RTGS/NEFT into CEL s account with Syndicate Bank. The details of account are as below: Beneficiary Name: Central Electronics Limited Beneficiary Account Number/IBAN: Beneficiary Bank SWIFT Address/BIC: SYNBINBB161 Beneficiary Bank Name: Syndicate Bank (IFSC: SYNB ) Beneficiary Bank Address: Sahibabad Branch, CEL Complex, Plot No. 1, Site 4, Sahibabad INDIA The earnest money (after deduction of bank charges, if any) of unsuccessful bidder / tenderer will be refunded within one month of finalization of tender. The earnest money of successful bidder would be converted into security deposit and would be returned (after deduction of bank charges, if any) to the bidder after two months of successful completion of work. In case the successful bidder is exempted for submitting the EMD as described below, 2% of total order value (including taxes & duties) shall be deposited by the successful bidder within seven days of receipt of purchase order through , failing which, CEL will be at liberty to cancel the PO and blacklist the successful bidder for future tenders. Exemption from submission of EMD: Micro & Small Enterprise registered with DIC or KVIC or KVIB or Coir Board or NSIC or DHH or any other body specified by Ministry of Micro, Small and Medium Enterprises, Govt. of India are exempted from submission of EMD subject to submission of valid registration certificate with technical bid. 15. CEL reserves the right to reject any or all tenders/quotations/bids received or accept any or all tenders/quotation/bids wholly or in part. Further, CEL reserves the right to order a lesser quantity without assigning any reason(s) thereof. CEL also reserves the right to cancel any order placed on the basis of this tender in case of strike, accident or any other unforeseen contingencies causing stoppage of production at CEL or to modify the order without liability for any compensation and or claim of any description. 16. Submission of Tender: Tender/Quotation/Bid in sealed cover super-scribing the tender notice no., name of the item and due date should be delivered at the Office of the Asstt. General Manager, Materials Management Division, Central Electronics Limited, 4, Industrial Area, Saur Urja Marg, Sahibabad (U.P), INDIA. Last date of receiving of tenders/quotations is 26/05/2017 up to 15:00 hrs IST. The offer shall be submitted in TWO sealed envelopes as detailed below: a) Cover 1: i. Earnest Money Deposit demand draft /RTGS or TT acknowledgement or the documents for exemption from submission of EMD. i. Technical catalogue, literature and approval/registration certificate, if any, required as per eligibility criteria given in the tender. ii. Filled up Format for Submission of Vendor Data as per format at Annexure C. Page 28 of 32

29 Tender Document: C-2(b)/RC/0700/4453/2017 iii. Tender acceptance letter as per format at Annexure D b) Cover 2, Finance: This must contain only the Price Bid on company s letter head as per Price Bid format (Annexure-2). 17. Opening of Tenders: Technical Bids/Quotations/tenders will be opened on 26/05/2017 at 1530 hrs (IST). The date for opening of price bids would be fixed after evaluation of the technical bids, usually within a week of opening of technical bids. Price bid of only those bidders would be opened who qualify the technical bid. The date of price bid opening would be intimated to the eligible bidders (qualified in the technical evaluation) at least a day in advance by Technical Clarifications: Bidders desiring any technical clarification may contact Assistant General Manager, MMD, Central Electronics Limited, 4, Industrial Area, Sahibabad Phone no Fax: mmd@celsolar.com between 1000 hrs to 1600 hrs on any working day. However, the tender submission and opening dates would remain unchanged. 19. In case an order placed by the CEL based on the quotation/bid/tender submitted by the bidder/supplier is not executed by the supplier/bidder, CEL may buy the ordered goods from elsewhere and recover the additional amount that CEL may have to spend in procuring the stores plus 10% to cover the overhead & incidental expenses. 20. Replacement of Rejected Material: Any material supplied against order placed on the basis of this tender and found to be defective on inspection or differing from approved samples or make or specifications will be replaced by the supplier free of cost or full refund made for the amount paid by Central Electronics Limited including freight and insurance and other incidental charges at CEL s discretion. 21. Arbitration: Any disputes, difference controversies/ difference of opinions, breach and violation arising from or related to this agreement/contract/work order etc. between the parties shall be resolved by mutual discussion/reconciliation in good faith. If disputes, difference controversies/difference of opinions, breach and violation arising from or related to this agreement/contract/work order etc. cannot be resolved within 30 days of commencement of reconciliations/ discussions then the matter shall be referred to the Sole arbitrator, nominated by CMD, CEL for this purpose and his decision shall be final and binding on both the parties. There will be no objection to any such appointment on the grounds that the Arbitrator is an employee of CEL and no appeal on any order passed by the Arbitrator for this purpose shall be filed in any Court of Law on such ground. Page 29 of 32

30 Tender Document: C-2(b)/RC/0700/4453/2017 Annexure C Format for submission of Vendor Data 1. Name of vendor 2. Registered Address Phone No. Fax No. Name of Proprietor/ CEO/Chairman Phone/Mobile No. id 3. Factory Address Phone No. Fax No. id 4. Delhi/NCR Address (if any) Phone No. Fax No. id 5. Correspondence Address 6. Name of Contact Person Designation Phone/Mobile no. Fax No. id 7. Website Page 30 of 32

31 Tender Document: C-2(b)/RC/0700/4453/ Sales Tax related information TIN No. L.S.T. No. C.S.T. No. Sales Tax Exemption No. (if any) 9. Income Tax related information PAN No. PAN reference no. (in case PAN applied for) PAN Status (in case PAN applied for) 10. Excise duty related information ECC No. Range Collectorate 11. Registration No. with Directorate of Industries 12. SSI Reg. No. (if Small Scale Industrial Unit) 13. Bank related information Bank name Branch name Bank address Bank phone no. Bank fax no. Bank MICR Code (9 digit) RTGS-IFC Code Account type Account no. Swift Code I certify that the information given herein is correct to the best of my knowledge and belief. Signature of Proprietor/CEO/Chairman Seal of the company/concern Page 31 of 32

32 Tender Document: C-2(b)/RC/0700/4453/2017 TENDER ACCEPTANCE LETTER (To be given on Company Letter Head) Annexure D To, Date: Sub: Acceptance of Terms & Conditions of Tender. Tender Reference No: Name of Tender / Work: - Dear Sir, 1. I/ We have downloaded / obtained the tender document(s) for the above mentioned Tender/Work from the web site(s) namely: as per your advertisement, given in the above mentioned website(s). 2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. to (including all documents like annexure(s), schedule(s), etc.,), which form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein. 3. The corrigendum(s) issued from time to time by your department/ organization too have also been taken into consideration, while submitting this acceptance letter. 4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /corrigendum(s) in its totality / entirety. 5. In case any provisions of this tender are found violated, then your department/ organisation shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely. Yours Faithfully, (Signature of the Bidder, with Official Seal) Page 32 of 32