INDIAN INSTITUTE OF TECHNOLOGY GANDHINAGAR Ground Floor, Block A, Vishwakarma Government Engineering College Campus Visat-Gandhinagar Highway, Chandkheda, Ahmedabad- 382 424. Fax No. +91 79 2397 2583 Website www.iitgn.ac.in NIQ No. IITGN/COMP/AMC-SERVICE/2014-15/0237 Date 8 th September, 2014 Last date: 22 nd September, 2014 on/before 05:00 PM Notice Inviting Quotations (Two Bid) Subject: - Comprehensive Annual Maintenance Contract of UPS Systems for One Year as per details shown in the Annexure-I and II Dear Sir/Madam, Indian Institute of Technology Gandhinagar invites technical and financial sealed bids (Two Bids) in the proforma as per Terms & Conditions mentioned in Annexure-I & Annexure II from the eligible & interested agencies for the Comprehensive Annual Maintenance Contract of UPS systems for one year on the following terms & conditions: 1.1 Eligibility of firms: The bidder must have: i) Valid PAN No. ii) Service Centre in Ahmedabad/Gandhinagar and surrounding areas. The experience and capability must be supported through documents. iii) Experience of Providing Annual Maintenance Contract of UPS Systems to the PSU and / or Govt. organization for minimum two years. iv) Bidder must submit his telephone No., Mobile No, email and his address for easy communication. 1.2 Tender Fee Rs. 250/- (Non-Refundable) 1.3 EMD Amount- Rs: - 1000/- (Refundable) 1.4 Quotation should have validity of 120 days from the date of opening of the bid. 1.5 The time period of operation 1 year. 1.6 Sealed quotation marked Quotation for Comprehensive Annual Maintenance Contract of UPS Systems for One Year consisting of envelopes containing technical and financial sealed bids respectively must reach the following address latest by 05:00 pm on 22.09.2014 to Assistant Registrar (MM), IIT Gandhinagar, Vishwakarma Government Engineering College Campus, Ground Floor, Block A, Visat-Gandhinagar Highway, Chandkheda, Ahmedabad - 382424. Fax No. +91 79 2397 2583. Tender Fee and EMD must be placed in the separate envelope. The financial bids of all the bidders will be opened and considered, who have submitted Tender Fee and EMD in requisite form. The Institute will have the right to evaluate the certificates / brochure statements & visit the office premises with the prior intimation if required. Date and time of opening of technical and financial bid shall be opened on 23.09.2014 at 03.00 PM at Institute Premises. 2 Time Period:- Time period for the annual maintenance contract is as given in the Para 1.5 above from the date of award of annual maintenance contract, which shall be extendable for a period of one more year at the same rate, terms and conditions, if the services are found satisfactory/excellent. 3 General Terms and Conditions for annual maintenance contract:- 3.1 The Director, IIT Gandhinagar reserves the right to reject all or any of the quotation and to split up the requirements or relax any of the conditions without assigning any reason. Page 1
3.2 Any quotation received after the date and time specified in para 1.6 will not be accepted. 3.3 Canvassing in connection with quotation is strictly prohibited and the quotations submitted by the bidders who resort to canvassing are liable to be rejected. 3.4 If there happens to be a holiday on any date indicated in the quotation, the transaction shall be performed on the next working day. 3.5 The vendor/bidder should download the tender document from the Institute s website (i.e. www.iitgn.ac.in/call for tenders/auction/section: Material Management Division). The vendor/bidder(s) are required to submit the tender document on their letterhead along with the stamp and signed copy of the technical and financial offer(s) as acceptance of terms and conditions. Incomplete tenders, amendments and additions to tender after opening or late tenders are liable to be ignored and rejected. 4 RATES AND PRICES:- 4.1 Bidders should quote the price in the prescribed proforma. Rates should be inclusive of all taxes. However, service tax (if applicable) shall be mentioned extra. Incomplete bids will summarily be rejected. All corrections and alterations in the entries of quotation papers will be signed in full by the bidder with date. No erasing or over-writings are permissible. 4.2 Price quoted shall be firm and any variation in rates, prices or terms during validity of the offer shall not be permitted. 4.3 The rates should quote in figures as well as in words. i) Special care should be taken to write the rate and amounts in figures as well as in words in such a way that interpolation in not possible. The total amount should be written before the figure of Rupees and word paisa should be written at the end (unless the rates in whole rupees) and followed by the word only. It should invariably be up to two decimal places. While quoting the rates in schedule of quantities, the word only should be written closely following the amount and it should not be written in the next line. ii) In case of any discrepancy between the rates quoted in figures and words that rate on which the amount has been worked out shall be taken as correct. In case of any discrepancy between the rate quoted and the amount worked out, the rate quoted in figures and words shall be taken as correct. 4.4 Unconditional discount shall only be accepted, if offered, and shall be clearly indicated in the item Schedules. 5 Place of delivery/service:- Place of delivery/service shall be IIT Gandhinagar campus including its hired premises unless otherwise specified. No additional freight or any other charges would be payable towards transportation etc. 6 Tender Fee & EMD: - 6.1 The Tender Fee and EMD should be in the form of Bank Guarantee (in approved format of a nationalized/schedule bank), a Banker Cheque / Demand Draft drawn in favor of IIT Gandhinagar Main Account payable at Ahmedabad and it should be placed in the separate envelope only otherwise Bid will not be considered. 6.2 Bid received without Tender Fee and EMD will not be considered. 6.3 The EMD shall not carry any interest. Page 2
6.4 EMD of unsuccessful bidders will be returned within 30 Days after the award of contract/ bid is decided/awarded. 6.5 The EMD shall be forfeited:- i) If the bidder withdraws his bid during the validity period of the bid. ii) In the case of successful bidder, if he fails to furnish the required items/ deliver services within the specified time limit. 6.6 The EMD of successful bidder shall be refunded after submission of the required satisfactory execution of the services after completion of the rate contract period. 7 Security Deposit:- 8 Taxes:- A security deposit of Rs. 5,000/-(Rupees Five Thousand Only) will be submitted by the bidder /service provider in favor of IIT Gandhinagar Main Account to whom the contract shall be awarded. The said security deposit will be refunded three months after the completion of the period of annual maintenance contract provided the services of the firm had been satisfactory. No interest shall be payable on security deposit. The security deposit shall be forfeited in case the firm fails to abide by any of the terms & conditions of the contract. Rates quoted by the bidders shall be inclusive of all taxes and nothing extra shall be payable, However, service tax (if applicable) shall be mentioned extra. Recoveries (if any) as per the government norms shall be made while making payment. 9 Liquidated Damages:- If the bidder fails to execute the work as per our work order in full or part as per the terms and conditions stipulated therein, the Institute can recover liquidated damages from the firm up to 1% per week of the value of undelivered services subject to a maximum of 10% of tendered cost. It will also be open to this institute to procure the required service(s) from any other source at the risk and expense of the bidder. 10 Payment:- Quarterly payments shall be made based on the actual satisfactory services rendered. 11 Termination:- In case of continued non-performance and inability to meet service requirements, this office shall reserve the right to terminate the contract after giving 15 days notice in writing. 12 IIT Gandhinagar reserves the right to modify any terms / conditions at the time of agreement. I/We hereby declare and affirm that I/We have read and understood the terms and condition of the contract. Sign of bidder:- Date: - Name of the bidder:- Firm s Name:- Page 3
ANNEXURE-I A) Terms & Conditions of Comprehensive Annual Maintenance Contract of UPS Systems:- The below Terms & Conditions has to be met by the service engineer during the Annual Maintanance Contract (AMC) period. Part-A 1. Service personnel will visit the installation sites for periodic preventive maintenance checkup of the UPS systems once in a quarter (3months). 2. The engineer should also measure the output from the battery using multimeter & the same should be reported in the call-report. 3. Manually mains supply voltage should be made shutdown to check whether the batteries are able to provide the backup to the equipments as designated for the time period fixed. 4. For any abnormality, it should be immediately brought into the notice of the IITGN authority. 5. Apart from the periodic preventive maintenance visits, all emergency breakdown calls on the systems covered under AMC to be reported to the vendor from the users, has to be attended to within same business day & call has to be resolved & closed within 48 hours. 6. During the preventive maintenance checkups, the entire working & performance of the UPS has to be checked. 7. Cost of all spares that are replaced in the UPS systems will be covered under this comprehensive Annual Maintenance Scheme. 8. For any alarm/critical scenario noted by the service engineer, the same should be immediately reported to IITGN authority in writing in their service call-report. Part-B The following services are not included in this Scheme, but could be done on payment basis: 1. Replacement of any missing/stolen parts in the UPS 2. Extra accessories required for the use of the UPS 3. Replacement of Batteries Part-C 1. AMC does not cover any repair or replacement necessitated by loss or damage due to misuse, accident, fire natural calamities or any such Force Majeure circumstances. 2. Renewal of this Maintenance scheme, after its expiry, can be done at the prevailing rates. B C Experience: - Details of RC works executed especially with Govt. &/or PSU organizations (Please submit certificates from the authorities not below the rank of Assistant Registrar or equivalent. Please add additional pages/sheets if required) 1 2 3 Details of Offices (Define Location, area etc.): D E Proposal to carry out the work at IIT Gandhinagar:- Declaration:- I/We hereby declare and affirm that I/We have read and understood the terms and conditions of the contract as stipulated in NIQ No. - IITGN/COMP/AMC-SERVICE/2014-15/0237, Date 8 th September, 2014. Sign of bidder:- Date: - Name of the bidder:- Firm s Name:- (Please add additional pages/sheets if required) Page 4
ANNEXURE-II Details of UPS Systems Sr. No. Company UPS Model No. UPS Capacity 1 Inteqrated Power conversion (P)Ltd. IPL600 5 KVA 2 Uniline Energy Systems Pvt Ltd. Uniline-5KVA 5 KVA 3 APC 10000XLI 10 KVA 4 Power System Ltd. HPE1150 5 KVA 5 Uniline Energy Systems Pvt Ltd. Uniline-5KVA 5 KVA 6 Power System Ltd. Digital hp Max 3000 3 KVA 7 APC Smart-UPS 2200 2 KVA 8 Power System Ltd. HP2000 2 KVA 9 Inteqrated Power conversion(p)ltd. IPC 10000 10 KVA 10 15 KVA 11 Power System Ltd. 10 KVA 12 Uma alfa 1 in 1 out 5 KVA 13 Uma alfa 1 in 1 out 5 KVA 14 UPS 10000 10 KVA 15 UPS 10000 10 KVA 16 UPS 10000 10 KVA 17 UPS 10000 10 KVA 18 15 KVA Page 5
ANNEXURE-III PROFORMA OF FINANCIAL OFFER Sr. No Description of Item Qty. Unit Rate (Per Nos.) Total Amount in Rs. 1 Up to 2 KVA 2 Nos. 2 Up to 3 KVA 1 Nos. 3 Up to 5 KVA 6 Nos. 4 Up to 10 KVA 7 Nos. 5 Up to 15 KVA 2 Nos. Gross Amount in Rs. Service Tax @ % Total Amount in Rs. Sign of bidder: - Date: - Name of bidder: - Firm s Name: - Tel: - Page 6
PARTICULARS TO BE FILLED BY THE VENDOR/BIDDER & SUBMIT ALONG WITH THE TECHNICAL BID FORM - A 1. Name of the Vendor/Contractor: 2. Complete Address of the Vendor/Contractor: 3. Cost of the Tender enclosed: Yes/No [Please ] If yes, a.) b.) c.) Name of the Bank Amount in Rs. ( ) Demand Draft No. 4. Earnest Money Deposit enclosed: Yes / No [Please ] if Yes, a.) b.) c.) d.) Name of the Bank Amount in Rs. ( ) Demand Draft No. Last Validity date of the enclosed DD 5. Communication details of the concerned contact person to whom all references shall be made regarding this tender enquiry. [NOTE: Any changes after submission of Tender documents kindly update IIT Gandhinagar] a.) Full Name : b.) c.) d.) e.) f.) g.) Complete Postal Address: Telephone No.: Fax No.: Mobile No.: E-mail: Website Address: Note: - Demand Drafts must be complied with CTS 2010 standards prescribed by Reserve Bank of India. Page 7
Form B PARTICULARS FOR REFUND OF EMD TO SUCCESSFUL/UNSUCESSFUL BIDDER RTGS/National Electronic Fund Transfer (NEFT) Mandate Form Name of the Bidder 1 Permanent Account No (PAN) 2 3 Particulars of Bank Account a) Name of the Bank b) Name of the Branch c) Branch Code d) Address e) City Name f) Telephone No g) NEFT/IFSC Code h) RTGS Code i) 9 Digit MICR Code appearing on the cheque book j) Type of Account k) Account No. 4 Email id of the Bidder Note: - Please attach original cancelled cheque along with the RTGS/National Electronic Fund Transfer (NEFT) Mandate Form. Page 8
Form C CHECKLISTS OF COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT OF UPS SYSTEMS FOR ONE YEAR Checklist Tender Fee & EMD Sr. No. Particulars Documents to be attached wherever applicable 1. Demand Draft for Rs. 250/- (Rupees Two Hundred Fifty Only) towards non-refundable tender fee is enclosed. **Demand Drafts must be complied with CTS 2010 standards prescribed by Reserve Bank of India 2. Demand Draft for Rs. 1,000/- (Rupees One Thousand Only) towards refundable EMD is enclosed. **Demand Drafts must be complied with CTS 2010 standards prescribed by Reserve Bank of India 3. Envelope is marked as Tender Fee and EMD (Please ) Yes No Checklist Technical Offer Sr. No. Particulars Documents to be attached wherever applicable 1. Attached documents as required in the tender document (i.e. copy of franchisee certificate/copy of agreement, copy of PAN, Certificate of firm/company registration, TIN/VAT registration (Sales tax) and service tax registration, Relevant literature pertaining to the service quoted with full details etc. 2. Proposal for Comprehensive AMC of UPS Systems for One Year as per details in Annexure-1 3. Duly filled Form A & Form B along with Cancelled Cheque 4. Envelope is marked as Technical Offer (Please ) Yes No Checklist Financial Offer Sr. No. Particulars Documents to be attached wherever applicable 1. Financial Offer of the cited services as per proforma given in Annexure-III 2. Envelope is marked as Financial Offer (Please ) Yes No Checklist Main Envelope Sr. No. Particulars Documents to be attached wherever applicable 1. Main envelope containing Envelopes of Technical Offer, Financial Offer and Tender Fee and EMD are superscribed with Tender Number, Name of service and Tender Due Date (Please ) Yes No Page 9