Page 1 of 12 Tender No. CGPDTM/ IPO/MUM/ELECTRICAL MAINT/5/2007
TENDER DOCUMENT FOR MAINTENANCE OF ELECTRICAL INSTALLATIONS IN INTELLECTUAL PROPERTY OFFICE MUMBAI
Page 2 of 12 1.0. Schedule for Invitation for Bids: a. Name of the Purchaser: President of India acting through The Controller General of Patents, Designs, Trademarks & Geographical Indications. b.
Address for the distribution of tender document: i. The Administrative Officer, The Patent Division, Boudhik Sampada Bhavan, Near Antop Hill Post Office, S. M. Road, Antop Hill, Mumbai 400 037.
ii. http://www.ipindia.nic.in c.
Date of issue of Tender document 09-07-2007.
d. Last date of issue of tender document 19-07-2007 at 04.00 p.m.. e.
Address at which the bid has to be submitted. The Administrative Officer, The Patent Division, Boudhik Sampada Bhavan, Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037.
f.
Last date of receipt of Tender: On or before 20-07-2007 upto 05.00 p.m.
g.
Date time and place of opening of Tender: 24-07-2007 at 11.00 a.m. at Conference Hall, Intellectual Property Office, Boudhik Sampada Bhavan, Near Antop Hill Post Offfice, S.M. Road, Antop Hill, Mumbai 400 037.
h.
Date till the Tender are valid: 120 days from the date of opening of the Tender.
i.
For any further clarification contact: Shri D. K. Borate The Administrative Officer, Patent Division Boudhik Sampada Bhavan, Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037. Telephone No.:2414 10 26 Fax No.: (022) 24130387 Email:
[email protected]
Note: The Purchaser shall not be responsible for non-receipt/non-delivery of the Bid documents due to any reason whatsoever. Signature of Tenderer with Company Seal
Page 3 of 12 2.0 GENERAL INSTRUCTIONS: (a) The Administrative Officer will receive the Tenders in respect of Services to be provided. (b) All the Tenders shall be prepared and submitted in accordance with these instructions. (c) Tenders will not be accepted after the time and date fixed for the receipt of tenders as set out in the Tender Notice or subsequent extensions, if any. (d) Tenders shall be submitted in the prescribed form. No tender will be considered which is not as per the form and does not bear the tenderer’s signature and seal at the bottom of the page of the schedule on which the rates are entered. (e) Tenders shall contain the Electrical maintenance services provided along with tender documents, certificates, references of major Undertakings/Boards and Government Departments. (f) Non transferable tender documents can be obtained from the above mentioned address (Section 1(b) ) between10 a.m. and 4 p.m. on all working days of the office on payment of Non-refundable fee of Rs.500/- payable by crossed Demand Draft drawn on nationalized bank in favour of “Controller of Patents” payable at Mumbai or can be downloaded from http://www.ipindia.nic.in website and used for submission. Cost of Rs.500/- in the form of DD in case of downloaded tender document should be enclosed. (g) Interested Parties may submit their wax-sealed tenders after inspection of the premises. The inspection of the premises can be made between 10 a.m. and 4 p.m. on all working days from the date of issue of this notification till the last date of submission of Tender. The Tender shall be submitted in a sealed envelope, superscribed “Tender No. The sealed Tender shall reach the Administrative Officer together with Earnest Money Deposit (EMD) equal to 5% of the offered value of the tender by means of Demand Draft of any Nationalized Bank drawn in favour of “Controller of Patents” payable at Mumbai. (h)
Tender received after the closing date and time and without EMD will be summarily rejected.
(j) Office of the Controller General of Patents, Designs and Trade Marks reserves the right to accept or reject any tender in part or full or without assigning any reasons whatsoever. Signature of Tenderer with Company Seal
Page 4 of 12 (J) Office of the Controller General of Patents, Designs and Trade Marks reserves the right to accept/reject any application or cancel the Tender process without assigning any reason whatsoever. (k) Office of the Controller General of Patents, Designs and Trade Marks takes no responsibility for delay, loss or non-receipt of applications sent by post. (l) Any conditional Tender will not be accepted. 3.0 ELIGIBILITY CONDITIONS: 1. The Contractor shall be in the business of providing maintenance service in their respective areas for the past three years continuously. Documentary evidence in support of this should be provided. 2.
Contractor should be registered with State Public Works Department/ Central Public Works Department/ Military Engineering Service/ Border Road Organization/Public Sector Organization set up by the Central or State Government. Documentary evidence should be provided.
3.
The contractor must have at least 3 (three) running contracts for providing such services the annual value of which should not be less than Rs. 3 lakh each. Copies of agreement/work order from client as documentary evidence should be provided.
4.
The contractor must be registered under PF Act. ESI Act and Shops & Establishments Act. Copy of registration papers along with code numbers attached to the agency/company should be provided.
5.
The contractor should have valid LST and Service tax registration numbers and documentary evidence for the same should be provided.
6.
The tenderer should ensure that they have rendered satisfactory performance during the last 3 years and the order/orders placed subsequently should not have been cancelled and closed by any department of Govt. of India or Public sector undertakings in the last 3 years due to unsatisfactory performance and such persons whose orders/contracts have been closed or cancelled need not apply. Any suppression of material facts or discrepancy in this respect will lead to disqualification of the tender.
4.0 PROCEDURE FOR SUBMISSION OF TENDER The Tenders shall be type written or printed with indelible ink and submited to the Administrative Officer in sealed cover superscribed with the subject and enquiry No. and addressed to the The Administrative Officer, Patent Office, Boudhik Sampada Bhavan, Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037 on/before 20-07-2007 upto 5.00 P.M. The Tenderers shall ensure that each page of the tender is signed by the person authorized to sign the tenders. Signature of Tenderer with Company Seal
Page 5 of 12 5.0 EARNEST MONEY DEPOSIT An Earnest Money Deposit equal to 5% of the offered annual value of the tender shall be furnished in the form of D.D drawn on any Nationalized Bank in favour of “Controller of Patents” payable at Mumbai and must be enclosed. CHEQUES ARE NOT ACCEPTABLE AS EARNEST MONEY DEPOSIT UNDER ANY CIRCUMSTANCES. EMD paid by the successful Tenderers shall be taken as Security Deposit and shall be released after the successful completion of the contract. On application the EMD of unsuccessful Tenderers shall be released after placement of work order with the successful Tenderer. Tender without EMD amount will not be considered and rejected out right. All applications for the refund of Earnest Money Deposit shall be made to The Administrative Officer, Patent Division, Intellectual Property Office, Boudhik Sampada Bhavan, Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037 quoting the tender No. & Date.
6.0 TENDERER TO GET INFORMED HIMSELF FULLY The tenderer shall be deemed to have carefully examined the terms and conditions before tendering the work 7.0 SCOPE OF WORK: 1) Maintenance of Electrical installations in the IPR building. a) Annual maintenance contracts for routine and preventive maintenance of Electrical installation such as substantial equipment, motors, UPS, Panels, water pump, light fitting etc. in the Intellectual Property office Building. b) Operation and maintenance of all the electrical installations in accordance with Manufacture’s specifications, instruction Manuals, IE rules and other rules as specified by CEIG and Electricity Board. c) Checking all the meters, indicating lamps, batteries, control, lubricant system, air pressure, air filter system, radiator, etc. for their proper working periodically. d) Checking of all earth electrodes, continuity of earth and maintenance of record for each electrode at least once in a year. e) Attending fuse of calls/no poser supply fault in all electrical appliances and upto the level of main panel board. f)
Attending day-to-day fault of any kind of light fittings, water pumps, motors starters, UPS substation equipment, cables, LT Panel, HT Panel, Transformers etc.
Signature of Tenderer with Company Seal
Page 6 of 12 g)
Attending fault in main switches, distribution boards, MCBs, MCCBs, panel board and AMF panel etc. In case of major breakdown, the staff of contractor should cooperate with the incharge/department staff till the rectification of the defects.
h) Attending cable faults, termination of cable, retermination if required. The contractor shall arrange to give temporary connection if the cable fault could not be rectified within a day. i)
Supply and replacement/removing of any kind of light fittings, fans, MCBs, MCCBs main switches, starters and any other electrical accessories as available and directed by the incharge. The contractor shall arrange additional labourers in case quantum of work is more.
j)
Cleaning of all electrical appliances such as light fittings, fans, switchboard, distribution boards, panel boards, cable trays, cable boxes, meters, etc. All panel board should be kept clean. The cleaning process should be done thrice in a year.
k)
Record the readings of HT/LT installations, UPS and energy meters periodically and maintain a log book of operations as per rules.
l)
To switch on and off the lifts, lights inside the building and campus, etc. daily as per the timings specified by the office.
m) To check the power factor and operator the capacitor bank for PF correction. n)
Complete Servicing and overhauling of all panels, DB’s on monthly basis. Complete Servicing and overhauling of raising mains, cable terminals, Transformer, VCB’s and ACB’s on yearly basis. The oil filtration and relay testing of the Transformer shall also be done.
o)
All the removed materials for routine maintenance works should be brought to the office for accountability and no materials should be left anywhere in the building and outside the building.
p)
Any other related works as and when required as directed by the officer in charge.
q)
To switch on and off the water pumps and sump pumps as and when required.
r)
The detail of the installations is provided in the annexure. 2)
Fire Fighting System in the IPR building
a)
Operation and maintenance of Fire Fighting System.
b)
Checking and verifying the expiry date of all the fire extinguishers and arranging for refilling.
Signature of Tenderer with Company Seal
Page 7 of 12
TERMS & CONDITIONS: 8.1
The agreement will be in force for financial year 2007-2008 from the date of execution initially and further period of one year subject to satisfactory performance and can be terminated by one month notice on either side. Further extension there after would be decided later on satisfactory performance and can be terminated by one month notice on either side. Further extension there after would be decided later on satisfactory completion of above tenure.
8.2
The contractor shall provide following skilled persons in two shifts. Electrician (C certificate holder) : 1 Per shift Helper cum pump operator : 1 Per shift (B Certificate holder) Supervisor : 1 each in general shift
8.3
One set of tools from the firm should be kept at office to look after the scope of the work as specified for routine maintenance works. The technicians must interact each other to carry out the operations with out hinderance. The contractor shall arrange to provide alternate staff in case of absence of the regular staff.
8.4
The necessary replacement materials will be supplied by the office at free of cost and the same should be collected from the office the contractor shall arrange to supply any materials required at the earliest or latest within a day if the materials are not available at office with prior approval. The cost of materials will be paid separately.
8.5
Separate team should be provided to carry out the minor electrical works as specified in the schedule.
8.6
The contractor shall arrange the separate laborers for earthwork excavation in case of cable fault.
8.7
The service can be provided during our normal working days and hours i.e. Monday to Friday 8.00 a.m. to 8.00 p.m. The contractor shall also arrange to provide the service on Saturday, Sundays and other holidays in case of emergency and in cases where the nature of work described the normal functioning of office.
8.8
All breakdown calls/complaints received during normal working hours should be attended to as early as possible. No complaints should be left unattended and not be postponed to next day.
8.9
The Service report containing nature of the complaints, nature of the fault un attended, parts replaced and customer remarks/signature should be prepared by the contractor. The cost of printing of the booklet will be borne by the contractor. The office should approve the model of service report. The contractor shall provide day/week/monthly report stating the nature of complaints/work done at the end. 8.10 Contractor has to maintain water pump motors, starters, UPS. Signature of Tenderer with Company Seal
Page 8 of 12 8.11 The necessary replacement materials will be supplied by the office at free of cost and the same should be collected from the office (or) the contractor shall arrange to supply any materials required within a day if the materials not available at office with prior approval. The cost of materials will be paid separately.
8.12 The Office will not take any responsibility in case of any accident/injury to the labourers during working. The firm shall take all safety measures and welfare of he labourer. 8.13 Traveling/daily allowances shall not be payable to the Contractor, in representatives, officials and consultants engaged by it for their visit to construction site, offices of local authorities, Employer’s office or any other place in Mumbai. 8.14 The scope of work broadly described herein and assigned to Contractor, in their area of responsibility is inclusive of all consultancy and other services required in connection with the completion of work whether specifically mentioned herein or not and rendering such consultancy services will not entitle the Contractor to charge any additional fees in as much as the same are included in the overall professional fees payable to them. 8.15 The contractor shall provide proper uniform to staff consisting of full pants, shirts, shoes, badges/identity cards and shall ensure that their turnout is smart in all respect. 8.16 The employees engaged by the contractor will be in the employment of the contractor only and not of the IPR office. The contractor will be responsible for payment of wage as Minimum Wages as prescribed/revised by Government and other service benefits to its personnel posted as mentioned below: a) Contractor shall not pay wages and other allowance to its staff below the rates of minimum wages fixed by the Government of India from time to time. b) Contractor shall provide weekly holidays National and Festival Holidays and leave with wages and other benefits as per the rules. c) The contractor shall pay the gratuity and bonus as per the provisions of the Payment of Bonus act. 1965 and Payment of Gratuity Act,1972. d) All other benefits required to be extended under various labour statutory enactments. 8.17 No sub contracting of any work or part of a work would be allowed. 8.18 No escalation in rates due to any reasons, statutory or otherwise shall be allowed. 8.19 The contractor shall compensate in full the loss sustained by this office on account of damage or theft of material during discharge of the activities.
Signature of Tenderer with Company Seal
Page 9 of 12 8.20 The staff provided by the contractor to the office are in case found to be indulging in any undesirable or unfair activities in the premises of the office, the contractor will solely be responsible for all the consequences apart from the liberty of office to lodge complaints before appropriate authorities. 8.21 Any damage is caused to any equipment/or items available at the office premises due to negligence of the contractor’s work force shall be entirely on contractor, the amount so involved on this account shall be deducted from the payment due to contractor. 8.22 The contractor must be registered with Labour Commissioner and have a service base in Mumbai with enough man power. 8.23 The contractor shall ensure that none of their employees will be a member of any of the Employees Union(s) of the Central union of Government employees, or take any interest in its activities. 8.24 Mode of payments will be monthly basis and will be paid on 10th of each succeeding month. Payments to the contractor will be through Account Payee cheques only. Payment of salary to staffs must be made immediately after receipt of cheque from the office of the Controller General of Patents & Designs & Trademarks. However it is the responsibility of the contractor to produce previous months ESI, PF contribution receipts and salary Acquittance as per the Minimum Wages Act of the employees along with the bill for payment. This will be strictly adhered to before making payment. 8.25 After the expiry of the agreement period, the service need not be continued taking as deemed extension of period. 8.26 Any dispute arising out of this agreement or that which may arise in future will be resolved by taking recourse to mutual settlement in the first instances, failing which the dispute will be subject to Mumbai jurisdiction only. The office of the Controller General of Patents & Designs & Trade Marks is entitled to withhold payments due to the contractor in case of dispute till it is resolved. 8.27 The staffs so employed on contract basis for purpose of engineering maintenance to the Intellectual Property Rights Buildings, will not be treated as employees of the Office of the CGPDTM. 8.28 The contractor shall strictly comply with the terms and conditions of agreement. In case of violation of any of the terms, the agreement shall be liable for cancellation immediately and EMD will be forfeited.
Signature of Tenderer with Company Seal
Page 10 of 12
FORM TECHNICAL BID Electrical Maintenance including Fire Safety / Fire Fighting Equipments, 1. Turnover for last three years (Copies of I.T. returns, P&L A/c and balance sheet to be enclosed) Financial Year
Turnover (In Rs.)
2. Whether the service provider is in the field of Electrical Maintenance including Fire Protection, Fire Safety / Fire Fighting Equipments for last 3 years? If yes, the names of clients (Please enclose proof), also please mention the details of running contracts. Sr. No Year Name of the client with No. Manpower Contract value the address and contact provided number
3
Certificates of satisfactory completion of above mentioned work may be submitted. If it is noticed that the work carried out was not found satisfactory by any client, the tenders of such tenderers will be treated as invalid. 4 .Details of infrastructure in Mumbai (e.g. offices, No. of employees etc.) 5 Mention the registration number, if the Electrical Maintenance including Fire Protection, Fire Safety / Fire Fighting Equipments Agency is registered under Provident Fund Act. ESI Act. Copy of registration papers along-with code numbers attached to the Agency may be provided. 6. Please specify in detail the arrangements that will be made to provide efficient service. I certify that all the terms and conditions of the tender documents are acceptable to us.
Signature of the authorized Person of the concern NAME Date : Place :
DESIGNATION COMPANY SEAL Signature of Tenderer with Company Seal
Page11 of 12
FORM Financial Bid 1. Name, address & Contact No. of the concern:
2. Amount quoted for providing day-to-day electrical maintenance works, repair and alteration works as per the tender, per month (i.e. Monthly charges). Rs. Service Tax Total
3. _Amount quoted for providing day-to-day electrical maintenance works, repair and alteration works as per the tender, per month per annum (i.e. yearly change) Rs. Service Tax Total
I certify that all the terms and conditions of the tender document are acceptable to us.
Signature of the authorized Person of the concern NAME DESIGNATION COMPANY SEAL Date: Place: Signature of Tenderer with Company Seal
Page12 of 12
ANNEXURE SL. NO.
ELECTRICAL INSTALLATION
TOTAL
1
2x11 w light fitting tube
103
2
3x36 w light fitting
239
3
2x36 w light fitting
228
4
36w fl. Tube light fitting
70
5
16A plug point
76
6
AC point with starter
50
7
5 AMP switches
869
8
5 AMP plug point
84
9
Exhaust fan 300 mm
24
10
Ceiling fan
32
11
Regular
32
12
Floor DB
24
13
Main panel
01
14
Area lighting panel
01
15
Wall bracket fan
01
16
1x36 w light fitting
47
17
Bell Switch
5
18
Main gate dome light
4
19
Post top light with bulbs
35
20
1000W Halogean fitting with tube
5
21
70W halogean fitting with tube
10
22
Minibollard fitting with tube
24
23
Area distribution board
01
24
MS door for shaft
10
25
Bulk head light with Bulb
10
26
Buzzer
05
27
Distribution Panel
05
28
Round PL light fitting with tube
08
1
ABC Dry Type (5 K.G.)
6
2
ABC Dry Type (2 K.G.)
8
