TENDER DOCUMENT for INDIGENOUS AMC Tender No: BHAVINI/CMM/ IT&INST/1/110/2018/10002511

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A Government of India Enterprise) Kalpakkam – 603 102. Kancheepuram Dt. (TN)

TENDER DOCUMENT FOR INDIGENOUS AMC Tender No: BHAVINI/CMM/ IT&INST/1/110/2018/10002511

Downloading of Tender starts from - 30.06.2018 Last date for downloading of Tender up to - 03.08.2018 Date of Pre-bid meeting at 11.00 Hours - 25.07.2018 Due date for submission of tender in online up to 15.00 Hours - 03.08.2018 Date and time for opening of tender on 03.08.2018 at 15.30 Hours

Your bid must be submitted in E-mode at our BHAVINI E-Tendering Web site i.e., https:\\bhavini.etenders.in . On or before the due date and time mentioned above.

COST OF TENDER DOCUMENT Rs. 2360/- (inclusive of Tax)

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED

(A Government of India Enterprise)

Kalpakkam – 603 102, Kancheepuram Dt. (TN)

PUBLIC TENDER DOCUMENT FOR AMC (PACKAGE)

Tender No: BHAVINI/CMM/ IT&INST/1/110/2018/10002511

Your bid must be submitted in E-mode at our BHAVINI E-Tendering Web site i.e., https:\\bhavini.etenders.in . On or before the due date and time mentioned above.

BHARATIYA NABHIKIYA VIDYUT NI GAM LIMITED (A Government of India Enterprise) Kalpakkam – 603 102, Kancheepuram Dt. (TN) Contracts and Materials Managements Group TIN No: 33481602801 CST No.797722 Ph. 044-27480939 Mobile: 94433 16416 FAX.044-27480933 NOTICE INVITING TENDER Sealed tenders are invited “For and on behalf of Bharatiya Nabhikiya Vidyut Nigam Limited (BHAVINI)” by Executive Director (BHAVINI), PFBR Project, Kalpakkam-603 102, from the bidders who are fulfilling the qualifying criteria (Financial & Technical) given in Tender Documents for supply of items specified below conforming to the tender specifications: Tender No: BHAVINI/CMM/ IT&INST/1/110/2018/10002511 (Single Part Public Tender) S DESCRIPTION QTY UNIT NO. 1 Comprehensive maintenance of Desktop/Laptop for a period of one 575 NOS year as per the Scope of work mentioned in the tender. (List as provided in Annexure 1 in section - C ). *Note Bidder shall completely go through Technical Specification of Tender Document before quoting the rate for all the items of the tender) 2 Comprehensive maintenance of Servers for a period of one year as per 10 NOS the Scope of work mentioned in the tender. (List as provided in Annexure 2 in section - C) 3 Comprehensive maintenance of Printers for a period of one year as per 75 NOS the Scope of work mentioned in the tender. (List as provided in Annexure 3 in section - C ) 4 Comprehensive maintenance of Copier Machine for a period of one 35 NOS year as per the Scope of work mentioned in the tender. (List as provided in Annexure D4 in section - C) 5 Facility Management of IT and communication Infrastructure and 1 LOT equipments as provided in Section C, Sl no. 1 of Scope of Work Downloading of Tender starts from - 30.06.2018 Last date for downloading of Tender up to - 03.08.2018 Date of Pre-bid meeting at 11.00 Hours - 25.07.2018 Due date for submission of tender in online up to 15.00 Hours - 03.08.2018 Date and time for opening of tender on 03.08.2018 at 15.30 Hours

Cost of each Tender document (Non-refundable) : Rs.2360/- (Inclusive of GST).

Your bid must be submitted in E-mode at our BHAVINI E-Tendering Web site i.e., https:\\bhavini.etenders.in . On or before the due date and time mentioned above. The bidders who have downloaded the tender document from our websites shall intimate the same. The tenderers who are utilizing the website for downloading the tender documents and willing to quote as per the terms and conditions of tender document should ensure/send the Demand Draft or Banker’s cheque for Rs. 2360/- in favour of Manager (F&A), BHAVINI payable at State Bank of India, Kalpakkam 603 102 towards cost of tender documents before the opening of tender.

Deputy General Manager (CMM) For and on behalf of BHAVINI. (The Purchaser)

QUALIFICATION REQUIREMENT FOR TENDERERS The TENDERERS wishing to participate in this tender are required to meet the qualification as mentioned below. Requirement- A: Financial requirements 1. Average annual turnover of the bidder drawing last three financial years (i.e. 2016-17, 2015-16, and 2014-15) shall be equal to or more than Rs.1.62 Cr. In case of bidders having financial year closing on 31st December, the average annual turnover for the year 2017, 2016 and 2015 shall be considered.

2. The bidder shall have executed single purchase/Work order value for an value equal / more than Rs. 51.92Lak. (or) Two number of purchase/service order copies for an value equal / more than Rs. 32.45 Lak (or) Three number of purchase/service order copies for an value equal / more than Rs. 25.96 Lak. for the similar job in the immediately preceding five years as on the bid submission date. Proof of completion in the form of contract completion certificate is required along with the respective purchase order.

3. Tenderer should submit their profit and loss account and Balance sheets for the last five financial years (i.e. 2016-17, 2015-16, and 2014-15, 2013-14, and 2012-13) with the bid. In case of bidders having financial year closing on 31st December, the average annual turnover for the year 2017, 2016, 2015, 2014 and 2013 shall be considered.

Requirement-B: Technical requirements

1. Bidder shall have executed Maintenance contract of IT equipments (PCs, Laptops, Printers, Servers, data network) and copier Systems in any of the Government / Public Sector Units / Private Offices / Educational Institutions / IT Sectors / Business Establishments in the last five years. (Proof shall be submitted)

2. Bidder shall be an ISO 9001 certified company.

3. Bidder shall have their office at Chennai for immediate support.

IMPORTANT NOTE Bidder shall quote for the entire item listed in the indent failing which the offer will summarily be rejected.

DGM (CMM) For and on behalf of BHAVINI. (The Purchaser)

SCHEDULE TO FORM NO.CMM-44A(REV.1)

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A Government of India Enterprise) TIN No: 33481602801 Kalpakkam – 603 102. Ph. 044-27480939 Kancheepuram Dt. (TN) Mobile: 94433 16416 Contracts and Materials Management Group FAX.044-27480933

SL. QTY UNIT RATE No. DESCRIPTION Rs. P. Comprehensive maintenance of Desktop/Laptop for a period of one year as per the Scope of work mentioned in the tender. (List as 1. provided in Annexure 1 in section - C ). *Note Bidder shall completely go through Technical Specification of Tender Document before quoting the rate for all the items of the tender) Comprehensive maintenance of Servers for a period of one year as 2. per the Scope of work mentioned in the tender. (List as provided in Annexure 2 in section - C) Comprehensive maintenance of Printers for a period of one year as 3. per the Scope of work mentioned in the tender. (List as provided in Annexure 3 in section - C ) Comprehensive maintenance of Copier Machine for a period of 4. one year as per the Scope of work mentioned in the tender. (List as provided in Annexure D4 in section - C) Facility Management of IT and communication Infrastructure and inSection– E. quoted Should be Rates 5. equipments as provided in Section C, Sl no. 1 of Scope of Work Note: 1. Quote your prices on onsite service Basis(Free delivery basis) . In case Free Delivery not possible and applicable Delivery / Freight charges shall be furnished on lump sum basis for delivery at site. 2. Indicate your ST & CST registration No. 3. Kindly indicate whether you are registered with DGS&D/NSIC/SS/ DPS/NPC etc. and attach copies accordingly. 4. Your offer shall be submitted with all Catalogues / Leaflets. 5. The price quoted shall be firm. 6. Liquidated damages will be levied in case of delay of item beyond stipulated delivery period in terms of clause no. 15.2.11 of CMM-02/Rev.0 7. Supplier will have to furnish Bank Guarantees towards a Security deposit and Performance of the items in our format for10% of the total order value for satisfactory execution and performance of the contract in terms of conditions mentioned in our tender enquire enclosed. 8. The Offer shall be valid at least 120 days from the date of opening. 9. Incomplete quotation is likely to be rejected. 10. Taxes & duties shall clearly be indicated in your quotation. 11. Material Test Certificate shall be furnished by the supplier, if required in the event of an order. 12. Item should be guaranteed for trouble free performance as per CMM-02(Rev-0). 13. Purchaser reserves the right to place an order for either full or part quantity of the item/s tendered or withdraw the requirement in part or full without assigning any reasons.

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A Government of India Enterprise) Only tick ( √) and fill Applicable Delivery Terms General Instructions 1.PRICES 1. Quote your prices on Free Delivery Basis. In case Free Delivery not possible, applicable charges shall be furnished on percentage basis for Free Delivery delivery at site.

FOR destination 2. Please note that our standard payment terms will be 30 days from the FOR dispatching Station date of receipt & final acceptance of material. Ex-Godown 3. Kindly indicate whether you are registered with DGS&D/NSIC/SSI/ Ex-Works DPS/NPCIL etc. and attach copies accordingly. Your offer shall be submitted with all Catalogues/ Leaflets. 2. SUPPLY PORTION: 4. Your offer shall be submitted with all Catalogues / Leaflets, wherever Applicable GST______% on basic cost applicable. 3.SERVICE PORTION (IF APPLICABLE): 5. Inspection if required will be done by BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED, or any other authorized representative. Extra 6.The prices quoted shall be firm and in Indian Rupees only (Applicable GST______% for service portion) 7. The Offer shall be valid 120 days from the date of opening. 4.SAFE DELIVERY CHARGES : 8. Incomplete quotation is likely to be rejected. Nil 9. Taxes & duties shall be clearly indicated in your quotation. Material Test

Extra@______% on basic price / Certificate shall be furnished by the supplier, if required in the event of an order Applicable GST______% on Safe Delivery charge 10. Mention your GST registration No. ______(enclose ( Invoice shall be raised separately) document if any) 11. In case payment desired by way of Demand Draft, applicable DD charges 5. PACKING AND FORWARDING CHARGES : Nil will be to your Account. 12. The delivery period for execution of supply in the event of order should Extra@______% on basic price / be specified in very CLEAR & REALISTIC TERM. No pro-rata supplies,

unless otherwise specifically indicated, will be acceptable. Applicable GST______% on P&F

( Invoice shall be raised separately) 6. TRANSIT INDUSRANCE CHARGES : NOTE: Transit Insurance shall be arranged by the contractor for delivery upto BHAVINI Site, Kalpakkam. It shall be in the scope of the contractor. In other case, the applicable premium charges shall be borne by the purchaser which should be clearly indicated in % on basic price.

Nil

Extra@______% on basic price /

Applicable GST______% on Transit Insurance

( Invoice shall be raised separately) 6.TEST CERTIFICATE Will be provided [ ] Will not be provided [ ] Not Applicable [ ] 7.Other charges If any:

1. Validity Period ______from the date of Tender Opening 2. Warranty Period ______from the date of final acceptance 3. Delivery Period ______from the date of PO

PLACE OF DELIVERY: BHAVINI SITE, KALPAKKAM-603102 I/We have understood the terms and conditions of the contract as contained in form No. CMM-02(Rev.0) and have thoroughly examined the specification, drawing and or/pattern quoted or referred to herein and are fully aware of the nature of the Stores required and my/our offer is to supply the Stores strictly in accordance with the requirements under the subject tender Stamp and Signature of Tenderer Date: ______Office Seal: NAME AND STATUS OF AUTHORIZED SIGNATORY

Goods and Services Tax (GST) DECLARATION

*Running/Final Bill No. ___

With reference to the above Purchase order, * I / We hereby undertake * to remit / * have remitted the GST (*SGST & CGST/ *IGST) collected from BHAVINI vide Invoice

No.______dt ______, as per the requirements under the GST rules and will not make any further claim from BHAVINI towards GST in future, in respect of the said Invoice.

It is certified further, that the supply of Goods/Services mentioned in the above referred invoice are not exempted under GST Act and refund if any, claimed & received by us from

Government, out of the GST collected from BHAVINI, in respect of the said invoice, will be passed on to BHAVINI, Kalpakkam.

Signature : Name &Designation : Date : Seal

* Tick whichever is applicable & strike out the other

PROFILE

Bharatiya Nabhikiya Vidyut Nigam Limited (BHAVINI) is a wholly owned Enterprise of the Government of India under the administrative control of the Department of Atomic Energy (DAE). It has been incorporated in October 2003 as a Public Limited Company under the Companies act 1956, with the objective of constructing and commissioning the first 500 MWe Prototype Fast Breeder Reactor (PFBR) at Kalpakkam in TamilNadu and to pursue construction, commissioning, operation and maintenance of subsequent Fast Breeder Reactors for generation of electricity in pursuance of the schemes and programmes of the Government of India under the provisions of the Atomic Energy Act, 1962.

Major Activities

The company is currently building a 500 MWe Prototype Fast Breeder Reactor (PFBR) at Kalpakkam. The PFBR is the forerunner of the future fast breeder power reactors. The PFBR is being built with the design and technology developed at the Indira Gandhi Center for Atomic Research (IGCAR) and is expected to go on stream by end of 2017. The PFBR is expected to cost about Rs.3,492 crores.

Organisation Structure

The managerial expertise is drawn from Nuclear Power Corporation of India Limited (NPCIL) which has already established its capabilities in Project Engineering and Construction Management of Pressurized Heavy Water Reactors (PHWR) in the country.

The business of the company (BHAVINI) is managed by the Board of Directors appointed by the President of India.

Nuclear Power in the 21 st century

The PFBR will generate power by recycling plutonium and depleted uranium recovered from the spent fuel of the Pressurised Heavy Water Reactors.

The Fast Breeder Technology would thus, allow the Nuclear Power generation capacity to grow to 3.5 lakhs MWe without needing any additional Uranium.

BHAVINI brings energy security to our country. No doubt it also brings prosperity to the people of surrounding villages by direct and indirect employment. The success of BHAVINI will demonstrate to the world our technical capabilities and indigenous expertise tin the Nuclear field.

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CONSORTIUMS

In view of the requirements of this tender, some of the intending Tenderers may pool their resources and experiences to form “Consortium”. In their own interest the Tenderers are advised to investigate and be confident of the capabilities, availability of expertise and resources such as machines/ equipments, tools and plants and other required facilities, experienced/ qualified personnel, financial soundness, past experience, required licenses and registration and concurrent engagements of constituting partners/ members of consortium.

A bidder participating in this Tender as a member of one consortium is not allowed to be a consortium partner of any other consortium. The leader of the consortium can submit the tender on behalf of the consortium of Tenderers. Memorandum of Understanding (MOU) between the consortium members duly signed by the Chief Executives of the consortium members must accompany the request while purchase of the tender document which should clearly define the role / scope of each partner/ member and should clearly define the leader of MOU. It must also state that all members of the consortium shall be jointly and severally responsible for discharging all obligations under this contract. The legal document in original with respect to the formation of such consortium will be submitted along with the Tender.

The bid documents shall be signed by all the members of the consortium. Alternatively the bid documents shall be signed by the leader in which case the ‘Power of Attorney’ from each member authorizing the leader for signing and submission of Tender on behalf of the individual member must be submitted along with the bid.

Consortium must fulfill the Qualifying Requirements as per tender documents in support of meeting the qualification requirements in respect of each of the consortium partner shall also be submitted along with the bid.

In the event the work is awarded to the consortium, the leader and each of the other members shall be jointly and severally responsible for the execution of the contract.

The leader of the consortium on behalf of the consortium shall co-ordinate with BHAVINI’s authorized officer/s only, during the period while the tender is under evaluation, as well as during the execution of work. And he shall also be responsible for resolving disputes/ misunderstanding / undefined activities, if any, amongst all consortium members.

Any correspondence exchanged with the leader of the consortium shall be binding on all consortium members.

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SECTION-B

CONDITIONS OF CONTRACT

SECTION-B - CONDITIONS OF CONTRACT CONSISTS OF THE FOLLOWING SUBSECTIONS

SUBSECTION B-1 - GENERAL CONDITIONS OF CONTRACT GOVERNING SUPPLY OF STORES (CMM-2/REV.0)

SUBSECTION B-2 - SPECIAL COMMERCIAL TERMS AND CONDITIONS.

SUBSECTION B-1 GENERAL CONDITIONS OF CONTRACT GOVERNING SUPPLY OF STORES (CMM-2/REV.0)

N.B. : Fore note to Sub-Section B-1

[Is applicable and to be enclosed only in case Sub-Section-B2: Special Commercial Terms and Conditions are a part of the tender document]

1. In clause No. 2.11 “GUARANTEE PERIOD” or “WARRANTY PERIOD” may please be read as “Defect Liability Period”.

2. Clause No. 3 “Security Deposit” is hereby read as Performance Security Bond (Security Deposit Cum Performance Bond) in line with Clause No. “3.0 - Performance Security Bond (Security Deposit Cum Performance Bond)” of Sub- Section B2 – Special Commercial Terms and Conditions. Accordingly, the Bank Guarantee under Clause No. 3.1 shall be for execution of contract & towards warranty/guarantee of the stores during Defect Liability Period.

3. In Clause Nos. 3.2 to 3.7 “Security Deposit” is replaced by “Performance Security Bond (Security Deposit Cum Performance Bond)”.

4. In Clause 3.3, the validity of the bank guarantee is hereby read as 180 days from the expiry of the defect liability period.

5. In Clause No. 9 “Warranty” the last sentence is hereby replaced as follows in line with Clause No. 2 “Defect Liability Period” of Sub-Section B-2 – Special Commercial Terms and Conditions.

* For the tender involving supply, erection and commissioning .

“The stores supplied under the contract shall be guaranteed for a period of 18 months (eighteen months) from the date of completion of facilities (satisfactory erection) or 12 months from the date of commissioning of facilities which ever occurs first.” OR For the tender involving only supply of items .

“The stores supplied under the contract shall be guaranteed for a period of 18 months (eighteen months) from the date of receipt of items at purchaser’s site or 12 months (twelve months) from the date of acceptance at purchaser’s site which ever occurs first.”

6. Clause No. 15.2.1.1 is hereby superseded by Clause No. 5 of Sub-Section B-2 – Special Commercial Terms and Conditions.

7. Clause No. 20 “Terms of Payment” is hereby superseded by Clause No. 4 “Terms of Payment” under Sub-Section B-2 – Special Commercial Terms and Conditions.

8. In Clause No. 26 “INSPECTION AND ACCEPTANCE TESTS & PERFORMANCE BOND” the requirement of furnishing of Performance Bond for 10% of contract value is hereby superseded by Clause No. “3.0 - Performance Security Bond (Security Deposit cum Performance Bond)” of Sub-Section B2 – Special Commercial Terms and Conditions. However all other terms with regards to Inspection and Acceptance Tests of this clause continue to apply.

* Strike off whichever is not applicable. INDEX

LIST OF CONTENTS

CLAUSE TITLE NO. 01 PREAMBLE 02 DEFINITIONS 03 SECURITY DEPOSIT 04 SUBLETTING OR ASSIGNMENT OF CONTRACT 05 CONTRACT SPECIFICATIONS AND DRAWINGS 06 ALTERATION OF SPECIFICATION, PATTERNS & DRAWINGS

07 MISTAKES IN DRAWINGS 08 CONTRACTOR'S LIABILITY FOR DEFECTIVE STORES 09 WARRANTY 10 CONTRACT PRICE/RATE 11 SAMPLES 12 PACKING & MARKING 13 CONTRACTOR'S RESPONSIBILITY REGARDING DESPATCH/DELIVERY

14 INSURANCE 15 DELIVERY SCHEDULE & LIQUIDATED DAMAGES 16 FORCE MAJEURE 17 QUALITY SURVEILLANCE, INSPECTION, ACCEPTANCE & REJECTION

18 RECOVERY OF SUMS DUE 19 MODES OF PAYMENT 20 TERMS OF PAYMENT 21 SUPPLY OF FREE ISSUE MATERIAL 22 EXERCISING THE RIGHTS & POWERS OF THE PURCHASER 23 INDEMNITY 24 ARBITRATION 25 PERMITS & LICENCE

26 INSPECTION & ACCEPTANCE TESTS AND PERFORMANCE BOND

CLAUSE TITLE NO.

27 TITLE TO THE PLANT / EQUIPMENT / MACHINERY / INSTRUMENTS 28 LAW GOVERNING THE CONTRACT 29 JURISDICTION 30 TRAINING 31 OPERATION / INSTRUCTION MANUAL 32 SECRECY

LIST OF ANNEXURES / APPENDICES : ANNEXURE - A FORMAT FOR “SECURITY DEPOSIT” :

FORMAT FOR “PERFORMANCE BOND” ANNEXURE – B

FORMNO.CMM -02 (REV-0)

GENERAL CONDITIONS OF ALL CONTRACTS FOR INDIGENOUS STORES PLACED BY BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A GOVERNMENT OF INDIA ENTERPRISE) GENERAL CONDITIONS OF CONTRACT

1 PREAMBLE

1.1 The scope of the Contract shall be design, manufacture, supply, inspection, test, erect and commission, as the case may be, of the Stores, plants, materials, components, equipment, machineries, instruments, appliances and accessories, in accordance with the technical specifications and drawings of the Contract documents.

1.2 The General Conditions of Contract (FORMNO.CMM -02 (REV-0)) shall form a part of the Contract.

1.3 In case of any conflict between the terms and conditions of the General Conditions of Contract (FORMNO.CMM -02 (REV-0)) and the conditions as may be stipulated in the Contract, the latter shall prevail to the extent applicable.

2 DEFINITIONS

2.1 "PURCHASER" shall mean the BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED, Government of India Enterprise acting through Project Director, Directorate of Contracts & Materials Management, BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED

2.2 PROJECT DIRECTOR”, Directorate of Contracts and Materials Management, shall mean Project Director, Contracts & Materials Management and includes any other officer entrusted with the function of Contracts and Materials Management (CMM) by the BHAVINI.

2.3 “INSPECTOR” shall mean any person appointed by or on behalf of the Purchaser to inspect or carry out quality surveillance on supplies, stores or work under the Contract or any person deputed by the Inspector for the said purpose.

2.4 "ENGINEER" shall mean the person nominated by the Purchaser to carry out all engineering functions concerning the contract including interalia approval of manufacturing, drawings, post contract technical follow up, accounting of free issue materials where involved and such other technical functions.

2.5 "PARTICULARS" shall mean the following: -

2.5.1 Specification(s);

2.5.2 Drawing(s);

2.5.3 Sealed pattern denoting a pattern sealed and signed by the Inspector;

2.5.4 Proprietary make denoting the produce of any individual firm; and

2.5.5 Any other details governing the construction, manufacture and/or supply as provided in the Contract.

2.6 "PARTIES” to the Contract are the Contractor named in the Contract and the Purchaser.

2.7 "CONTRACTOR” shall mean firm or company with whom or with which the order for the supply of Stores is placed and shall be deemed to include the Contractor’s legal successors and/or assignees (approved by the Purchaser), representatives, heirs, executors and administrators unless excluded by the Contract. 2.8 "STORES” shall mean and include what the Contractor agreed to supply under the Contract as specified in the Contract and shall include inter-alia goods and materials, equipment, machinery, components, instruments, appliances, accessories and plant.

2.9 "CONTRACT” or "PURCHASE ORDER” shall mean the communication or document signed for and on behalf of the Purchaser by an Officer duly authorised confirming the acceptance for and on behalf of the Purchaser on the terms and conditions mentioned or referred to in the said communication or document including all attachments and appendices thereto while accepting the Tender or Offer of the Contractor for supply of Stores and any subsequent amendments thereto made on the basis of mutual agreement.

2.10 "SHIPPING RELEASE" shall mean the document issued by the inspector or the inspection agency nominated by the Purchaser authorising the Contractor to ship the Stores on satisfactory completion of inspection.

2.11 "GUARANTEE PERIOD" or "WARRANTY PERIOD” shall mean the period during which the Contractor shall remain liable without any extra cost to the Purchaser for repair, replace or rectify any defective part or performance of the Stores supplied under the Contract.

2.12 "BID" shall mean and include offer and quotation.

2.13 "PERFORMANCE TEST" shall mean all operational checks and tests required to determine the performance parameters including inter-alia capacity, efficiency and operating characteristics of the Stores as specified in the Contract.

2.14 "ACCEPTANCE” shall mean and deemed to include one or more of the following as stipulated in the tender:

a) the written acceptance of stores by the Inspector at Contractor's works to ship the materials;

b) acceptance of the stores at Purchaser's Site Stores after its receipt and due inspection and release of Material Receipt Voucher. Where the scope of the Contract is only supply, the acceptance shall be completed within 75 (seventy five) days from the date of receipt of Stores at Purchaser's Site, subject to the Contractor meeting the requirements stipulated in the Contract. c) where the scope of the Contract includes supply, erection and commissioning, acceptance shall mean issue of necessary Material Receipt Voucher after commissioning and final acceptance of Equipment, Machinery and Instrument etc. which should be completed within 75 (seventy five) days from the date of commissioning of the Stores at Purchaser's Site, subject to the Contractor meeting the requirements stipulated in the Contract.

3 SECURITY DEPOSIT

3.1 Within (30) thirty days from the date of issue of a priced Letter of Intent or Contract by the Purchaser, the Contractor shall submit a Bank Guarantee equal to (10%) ten percent of the Contract value, as "Security Deposit" towards execution and performance of the Contract.

3.2 The Security Deposit shall be submitted in the form of Bank Guarantee issued by a Nationalised bank/ Scheduled Bank other than co-operative banks, on non-Judicial stamp paper of requisite value in favour of the Purchaser and shall be in the prescribed form enclosed as Annexure “A" hereto.

3.3 The Bank Guarantee shall remain valid till the expiry of 6 Months from the date of the contractual delivery of the Stores ordered.

3.4 If the Contractor fails to provide the Security Deposit as stated herein above, within 30 days from the date of issue of priced Letter of Intent or Contract such failure shall constitute a breach of contract and the Purchaser shall be entitled to cancel the Contract and make alternate arrangements for the purchase of the Stores contracted from other sources at the risk and expense of the Contractor in terms of clause no. 15.2 hereof and /or recover from the Contractor the damages arising from such cancellation.

3.5 Bank Guarantee for Security Deposit will be returned to the Contractor without any interest at the end of ninety days (90) from the expiry of contractual delivery period. 3.6 In the event, the Contractor fails to fulfil the obligations under the Contract, the Purchaser shall have the right to encash and appropriate the Security Deposit.

3.7 Where the Contractor fails to maintain the Contractual Delivery Date, the Contractor shall extend the validity of Bank Guarantee(s) suitably to cover the extended/expected delivery date, failing which, the Purchaser shall have the right to invoke the Bank Guarantee(s) without prejudice to the terms and conditions of the contract.

4 SUBLETTING OR ASSIGNMENT OF CONTRACT

4.1 The Contractor shall not sublet, transfer or assign the Contract or any part thereof or bills or any other benefits, accruing there from or under the contract without the prior written consent of the Purchaser. However, such consent shall not be unreasonably withheld by the Purchaser, if such stores are not normally manufactured by the Contractor. Such assignment or sub-letting shall not relieve the Contractor from any contractual obligation or responsibility under the Contract.

4.2 Any breach of this condition shall entitle the Purchaser to cancel the Contract or any part thereof and to purchase from other sources at the risk and cost of the Contractor in terms of clause No. 15.2 hereof and/or recover from the Contractor damages arising from such cancellation.

4.3 In case the Contractor sublets, transfers or assigns any part of the Contract with the prior written consent of the Purchaser, all payments to the Sub-Contractor shall be the responsibility of the Contractor and any requests from such Sub-Contractor shall not be entertained by the Purchaser.

5 CONTRACT SPECIFICATIONS AND DRAWINGS

5.1 Quality and Workmanship

5.1.1 The Stores shall be brand new, of the best quality and workmanship and shall comply in all respects with Particulars of the Contract.

5.1.2 The Contractor shall be deemed to have carefully examined all Contract documents and obtained clarifications from the Purchaser where needed to his entire satisfaction before submitting the bid. In particular and without prejudice to the foregoing conditions and in addition thereto, when tenders are called for furnishing Particulars, the Contractor’s tender to supply in accordance with such Particulars shall be deemed to be an admission on his part that he has fully acquainted himself with the details thereof and no claim on his part which may arise on account of non- examination or misunderstanding of the Particulars will, in any circumstances, be considered by the Purchaser or be recoverable from him.

5.1.3 The Contractor shall be responsible for and shall pay for any alterations of Stores and shall indemnify the Purchaser for any consequential expenditure incurred by the Purchaser due to any discrepancies, errors or omissions in the drawings or other Particulars supplied by the Contractor whether such drawings or specifications have been approved by the Purchaser or not.

5.2 Any fittings or accessories which may not be specifically mentioned in the Specifications or Particulars but which are usual or necessary for proper and efficient functioning of the Stores as per the specification of the tender shall be supplied by the Contractor without extra charge to the Purchaser; the Stores supplied shall be complete in all respects.

6 ALTERATION OF SPECIFICATIONS, PATTERNS AND DRAWINGS

6.1 The Purchaser reserves the right to alter whenever necessary specifications, patterns and drawings. As from that date, the Stores shall be in accordance with the specifications, patterns and drawings so altered which the Contractor is bound to comply with.

6.2 In the event of such alteration involving a revision in the cost, or in the delivery period the same shall be discussed and mutually agreed to taking into account the unit rates of similar items in the Contract. In case of disagreement, the decision of the Purchaser, in the cost or the delivery period, shall be final and conclusive.

7 MISTAKES IN DRAWINGS

The Contractor shall be responsible to make all necessary alterations of the Stores which are occasioned due to any discrepancies, errors or omission in the drawings or Particulars submitted by the Contractor irrespective of whether these have been approved by the Purchaser or not. If the Contractor fails to make such alterations, the Purchaser may do so at the risk and cost of Contractor.

8 CONTRACTOR'S LIABILITY FOR DEFECTIVE STORES

8.1 The Purchaser may accept the Stores, if it is complete in all respects or alternatively accept the same on such terms as may be considered appropriate. If the Stores after the acceptance thereof is discovered to have defects, latent or otherwise, notwithstanding that such defects could have been discovered at the time of inspection, or any defects therein are found to have developed during the Guarantee Period while under proper use or subsequently it is found that Stores failed to fulfil the requirements or Particulars of the Contract or developed defects after erection

within a period of 12 (twelve) months from the date of acceptance, the Purchaser shall be entitled to give a notice to the Contractor within 14 months from the date of acceptance of stores setting forth details of such defects or failure and the Contractor shall forthwith make the defective Stores good or alter the same to make it comply with the requirements of the Contract at his own cost. Further if in the opinion of the Purchaser, defects are of such a nature that the same cannot be made good or repaired without impairing the efficiency or workability of the Stores or if in the opinion of the Purchaser, such opinion being final, the Stores cannot be repaired or altered to make it comply with the requirements of the Contract, the Contractor shall remove and replace the same with a Stores conforming in all respects to the stipulated specifications at the Contractor's own cost. If the Contractor fails to make the desired repairs/replacement within reasonable time then such repairs/ replacement at the cost of the Contractor shall be carried out by the Purchaser, with Stores of the same Particulars or when the Stores conforming to the stipulated Particulars are not in the opinion of the Purchaser readily procurable, such opinion being final, then the nearest available substitute thereof. 8.2 Should the Contractor fail to comply within a reasonable time of issue of notice, the Purchaser may reject at the cost of the Contractor the whole or any part of the Stores, as the case may be, which is defective or fails to fulfil the requirements of the Contract and make the desired repairs/replacement as stipulated in clause no. 8.1 above.

8.3 In the event of such rejection the Purchaser shall be entitled to use the Stores in a reasonable and proper manner for such time as sufficient to enable the Purchaser to obtain replacement, as herein before provided.

9 WARRANTY

The Contract shall warrant that the Stores under the Contract shall be brand new, free from defects, manufactured with the latest state-of-art of manufacture and conform strictly in accordance with the technical specifications, drawings and data sheets of the Contract. No deviation from these specifications or alteration shall be made without specific and written accord of the Purchaser. All Stores shall be guaranteed to be of the best quality of their respective kinds and shall be free from faulty design, workmanship, & be of sufficient size and capacity so as to fulfil in all respects the requirements of the Purchaser as specified in the Contract. The Stores supplied under the Contract shall be guaranteed for a period of twelve (12) months from the date of receipt & acceptance at Purchaser’s Site as defined under 2.14.

10 CONTRACT PRICE/RATE The agreed prices/rate, and if applicable price variation formula and ceilings thereof mentioned in the Contract shall remain firm during the currency of the Contract, unless otherwise specifically agreed to by the Purchaser.

11 SAMPLES 11.1 Samples submitted by the Contractor for any reasons shall be supplied without charge and freight paid without any obligation to the Purchaser as regards safe custody and safe return thereof. All samples submitted must be clearly labelled with the Contractor's name and address and tender number. If the Contractor submits the sample with his tender, the same shall govern the standard of supply if it has been specifically stated in the Contract that the sample has been accepted instead of the Patent item.

11.2 Should certified samples be lent to the Contractor by the Purchaser, the Contractor would be responsible for the return in perfect order of all certified samples, with the labels intact.

12 PACKING AND MARKING

To ensure that the Stores do not suffer any loss or damages during handling and transportation by Road or Rail upto the arrival at the destination, the Contractor shall be responsible for the Stores being sufficiently and properly packed. The packing and marking of packages shall be done by and at the expense of the Contractor. Each package shall contain a Packing Note quoting Contract number and date, copy of Shipping Release and one set of copy of test certificates. Each package shall be marked with name and address of the Contractor, Contract No and date, brief description of the Stores and name and address of the Consignee, lifting points and special handling instructions, if any.

13 CONTRACTOR'S RESPONSIBILITY REGARDING DESPATCH / DELIVERY

13.1 The Contractor shall be responsible for delivery of Stores at the destination specified by the Purchaser on Door Delivery basis / F.O.R nearest Railway Station of despatch.

13.2 Unless otherwise expressly mentioned in the Contract, the Contractor shall pay and bear all freights and all costs and expenses for transporting the Stores to the place of delivery specified in the Contract and the price specified in the Contract shall be inclusive of all such packing, handling, forwarding, freight and transit insurance charges. The Contractor shall however, indicate the break up price towards freight and transit insurance charges. 13.3 In the case of Contract with Ex-works prices, the Contractor shall arrange transportation of the Stores after Purchaser’s prior approval of the selected Transporter and transportation charges.

13.4 In the case of F.O.R nearest Railway Station despatch and Stores despatched on "said to contain basis” the Contractor shall be responsible for obtaining clear receipt from the Railway Authorities specifying the goods despatched. The Purchaser shall pay for only such Stores as are actually received by it in accordance with the Contract. The Stores shall be booked at full wagon rates if applicable, and by the most economical route. The failure to do so will render the Contractor liable for the whole of avoidable expenditure caused to the Purchaser.

14 INSURANCE

Unless otherwise expressly mentioned in the Contract, the Contractor shall be responsible for safe receipt of the Stores by the Consignee and for arranging transit insurance with his underwriters from warehouse to warehouse prior to despatch of the Stores under intimation to the consignee. The price specified in the Contract shall be inclusive of the insurance charges as mentioned in the Contract. In case of failure of the Contractor to take out the Insurance cover, the Contractor would be held responsible for any loss, damages, breakage, non-delivery, theft, and pilferage of the Stores in transit.

15 DELIVERY SCHEDULE AND LIQUIDATED DAMAGES

15.1 Time and date of delivery of the Stores stipulated in the Contract, shall be the essence of the Contract and delivery must be completed by the dates specified therein. Unless otherwise agreed, the Contract shall be deemed to have come into force from the date of issue of priced Letter of Intent/Purchase Order and accordingly contractual delivery period shall be reckoned from that date.

15.2 Delay in supply and Termination: 15.2.1 Should the Contractor fail to deliver the Stores or any part thereof within the period prescribed for such delivery, it shall be construed as a breach of the Contract and the Purchaser shall be entitled at his option to the following: -

15.2.1.1 To receive the Stores after prescribed date of delivery with the right to recover from the Contractor agreed Liquidated Damages (LD) at the rate indicated below:

Liquidated Damages, Maximum Amount Delivery Period Rate / Week of L.D.

1. Delivery period (as @ 1% per week on the 5% on the undelivered/ originally stipulated) not undelivered / delayed delayed portion of supplies exceeding one year. portion of supplies of of Purchase Order. Purchase Order. 2. Delivery period @ 0.5% per week on the 5% on the undelivered/ (as originally stipulated) undelivered / delayed delayed portion of supplies exceeding one year but not portion of supplies of of Purchase Order. exceeding two years. Purchase Order.

3. Delivery period @ 0.25% per week on the 5% on the undelivered/ (as originally stipulated) undelivered / delayed delayed portion of supplies exceeding two years. portion of supplies of of Purchase Order. Purchase Order.

In case of Contracts for Plant/Equipment/Machinery/Instruments which includes erection and commissioning and which could be put into use only after final acceptance, the Purchaser may levy Liquidated Damages on total Contract price, but in case of Stores which can be put to use or pro-rata deliveries are permitted in the contract, on the price of the delayed supply. The applicable terms and conditions governing the levy of liquidated damages will be as specifically laid out in the Notice Inviting Tender (NIT)/Contract.

15.2.1.2 To purchase from elsewhere, after (thirty) 30 days notice to the Contractor, on his account and at the risk of the Contractor, the Stores, not delivered or other items of similar description when such Stores exactly complying with the Particulars are not in the opinion of the Purchaser readily procurable, such opinion being final, without cancelling the Contract in respect of the consignment(s), not yet due for delivery

15.2.1.3 To cancel the total contract or balance portion thereof, and if so desired, to purchase or authorise the purchase of Stores not so delivered or other Stores of similar description, when such Stores exactly complying with the particulars are not, in the opinion of the Purchaser, readily procurable, such opinion being final, at the risk and cost of the Contractor.

15.2.2 In the event of action being taken under clause 15.2.1.2 or 15.2.1.3 above, the Contractor shall also be liable for Liquidated Damages for delay in deliveries, which

the Purchaser is entitled to recover as per 15.2 on that account provided an agreement for such alternate purchase from elsewhere, is made within (six) 6 months of the notice of failure or letter of cancellation sent to the Contractor. The Contractor shall not be entitled to any gain on such purchase made on account of default. The manner and method of such alternate purchase shall be at the entire discretion of the Purchaser, whose decision shall be final. This right shall be without prejudice to the right of the Purchaser, to recover the damages for breach of Contract by the Contractor as provided in the Contract or under the general law.

15.3 Extension of Time

15.3.1 As soon as it is apparent that the Contract delivery dates cannot be adhered to, an application for extension of time with sufficient reasons shall be made by the Contractor to the Purchaser. If failure, on the part of the Contractor to deliver the Stores in scheduled time shall have arisen from any causes which the Purchaser may find as reasonable ground for an extension of the delivery time (and his decision shall be final), he may allow such additional time as he may consider justified in the circumstances of the case. However, this extension shall be without prejudice to the Purchaser’s right to recover Liquidated Damages as stipulated above. The Contractor shall not become entitled to receive additional payment towards escalation or increased statutory levies (if any) beyond the contractual delivery date, for such period of extension to effect delivery.

15.3.2 However, if the Contractor fails to apply and secure extension of contract delivery dates (before effecting the delivery of the Stores against the Contract) acceptance of such Stores by the Purchaser shall in no way prejudice the right of the Purchaser to levy the Liquidated Damages for delayed delivery nor will it entitle the Contractor for payment on account of escalation or extra payment on account of increase of Statutory Levies that may be payable at higher rate after the expiry of contract delivery dates. 15.4 Delays in Erection

15.4.1 Whenever erection of plant / equipment / machinery / instrument is the responsibility of Contractor in terms of the Contract and in case the Contractor fails to carry out the erection and/or commissioning in accordance with the Contract, it shall be construed, as a breach of Contract and the Purchaser shall be entitled to exercise the option as per clause no. 15.2 pertaining to Supply. In such an event, the supplier shall forfeit the balance 10% (ten) percent of the Contract value withheld by the Purchaser for the supply portion, irrespective of any claims of additional expenditure, the Purchaser may incur and prefer on the supplier.

15.4.2 Action by the Purchaser as per clause no. 15.4.1 above shall not relieve the Contractor of the warranty obligations under the Contract. 16 FORCE MAJEURE

16.1 Force Majeure is herein defined as any cause which is beyond the control of the Contractor or the Purchaser, as the case may be, which they could not foresee or with a reasonable amount of diligence could not have foreseen and which substantially affects the performance of the Contract, such as

16.1.1 Natural Phenomena, including but not limited to floods, droughts, earthquakes and epidemics.

16.1.2 Acts of any Government, domestic or foreign, including but not limited to war - declared or undeclared, priorities, quarantines, embargoes.

16.1.3 Other phenomena including but not limited to hostilities, riots, civil commotion and declared lock-out in Contractor's works.

16.2 Provided that Parties shall not be liable for delays in performing its obligations resulting from any Force Majeure cause as referred to/ or defined above. The date of completion will, subject to hereinafter provided, be extended by a reasonable time even though such cause may occur after Contractor's performance of his obligations has been delayed for other cause. However, the contractor is not entitled to increase in statutory levies and price variation that has come into force during the extended delivery period.

17 QUALITY SURVEILLANCE, INSPECTION, ACCEPTANCE AND REJECTION

17.1 Stores covered by the Contract shall be subjected to quality surveillance and inspection by the Purchaser’s authorised Inspector.

17.2 The Contractor shall establish a quality surveillance and inspection plan in consultation with the Inspector or inspection agency and have it approved by the Purchaser before start of manufacture. The Contractor shall give notice of readiness of Stores for inspection to the Inspector and shall perform all tests and inspection in presence of the Inspector as per the terms of the Purchase specifications and approved inspection plan.

17.2.1 Any Stores submitted for inspection and rejected by the Inspector must be removed by the Contractor within fourteen days from the date of receipt of intimation of rejection provided that in case of dangerous, infected or perishable Stores, the Inspector (whose decision shall be final) shall notify the Contractor to remove such Stores within 48 hours of receipt of intimation of rejection and it shall be the duty of the Contractor to remove such rejected Stores and the same shall lie at the Contractor's risk from the time of such rejection and if not removed within the aforementioned time, the Purchaser shall have the right either to return the rejected Stores to the Contractor at the Contractor's risk by such mode of transport as Purchaser may select, dispose off or segregate such Stores as he thinks fit at the Contractor's risk and on his account and appropriate such portion of the proceeds as may be necessary and recover any damages or expenses incurred by the Purchaser in connection with said sale and storage, if any. Freight paid by the Purchaser on Stores received and rejected after examination at destination shall be recoverable from the Contractor .

17.3 The Stores shall be offered by the Contractor for inspection at such places as may be specified by the Inspector at the Contractor's risk, expense and cost. 17.4 The stores received by the Purchaser will also be subject to inspection and test as may be considered necessary by the Inspector and his decision as regards rejection of Stores shall be final and binding on the Contractor. If any stores are rejected as aforesaid without prejudice to the foregoing provision, the Purchaser shall be at liberty to: --

17.4.1 Allow the Contractor to resubmit without prejudice to the Purchaser’s right to claim and recover Liquidated Damages as provided in clause above, Stores in replacement of those rejected within a time specified by Purchaser (which time shall become essence of the Contract), the contractor bearing the cost of freight for such replacement without being entitled to any extra payment thereof.

17.4.2 Buy the quantity of Stores rejected or other items of similar nature elsewhere at the risk and cost of the Contractor in accordance with the provisions contained in clause 15.2.1.2 and 15.2.1.3 above without affecting the Contractor's liability as regards the supply of any further consignment(s) due under the Contract, if the said Contract has not been cancelled or

17.4.3 Terminate the total contract or portion thereof at the risk and cost of the Contractor and recover damages from the Contractor on that account.

17.5 Where consignments are required to be delivered / despatched after inspection by the Inspector as per the Contract, a "Shipping Release" issued by the Inspector shall be enclosed along with the delivery challan or other shipping documents viz. (Lorry Receipt, Railway Receipt) accompanying the consignments.

17.6 Test Certificates and Guarantee Certificates if required by the Inspector shall be obtained and furnished to him free of cost by the Contractor and/or from the specified agency.

18 RECOVERY OF SUMS DUE

18.1 Whenever any claim for the payment of any Liquidated Damages or loss suffered by the Purchaser arises in terms of money out of the Contract against the Contractor, the Purchaser shall be entitled to recover such sums by appropriating, in part or whole, the Security Deposit. In the event of this amount being insufficient or no Security Deposit has been taken from the Contractor then the amount of damages or loss shall be recoverable from the balance of the total sum or which at any time hereafter may become due to the Contractor from this Contract or any other Contract with the Purchaser. Should this sum be not sufficient to cover, the amount of damages or loss that may be recoverable, the Contractor shall pay to the Purchaser on demand amount due. Similarly if the Purchaser has made any claim, whether liquidated or otherwise against the Contractor under this Contract or any other Contract with the Purchaser, the payment of all sums payable under the Contract to the Contractor including the Security Deposit shall be withheld to the extent of claims due according to the Purchaser till such claims of the Purchaser are finally paid by the Contractor, pending which the same will be adjusted notwithstanding the provision for recovery through adjustment, the Purchaser shall be free to recover his claims from the Contractor as per the terms of this Contract. 18.2 Demurrage / Wharfage

All demurrage, wharfage and allied expenses incurred by the Purchaser, if any, due to delayed clearance of Stores in view of non-receipt, incomplete or delayed receipt of documents by the Purchaser, shall be recovered from the payment due to the Contractor. 19 MODES OF PAYMENT

Unless otherwise agreed, the Purchaser will make payment directly to the Contractor as per the Contract at Project/Station by cheque payable locally or at Mumbai. The Purchaser will release payment due to the Contractor within 30 (thirty) days provided the Contractor submits the invoice(s) and other accompanying documents that are complete and acceptable in all respects.

20 TERMS OF PAYMENT

20.1 For supply of Stores, Purchaser’s normal terms of payment shall be (90%) ninety percent of the Contract value, on delivery of the Stores at the Project Site/Consignee as indicated in the Contract. The Stores shall be dispatched only after the Inspector has issued a Shipping Release on satisfactory completion of inspection. Balance (10%) ten percent of contract value shall be paid as per clause No. 20.1.2. The details are as under:

20.1.1 90% (ninety percent) payment of the Contract value including taxes, duties and levies in full shall be released on receipt of the following documents as applicable: 20.1.1.1 Invoice in triplicate 20.1.1.2 Proof of Receipt by the Consignee in the form of receipted LR or Receipted delivery challan in original. 20.1.1.3 Shipping release in original issued by the Inspector (where pre-despatch inspection is carried out) signed in ink and with inspector's seal or with BHAVINI Logo. 20.1.1.4 Proof of payment of Excise duty as per prevailing instructions issued by the Excise Authorities. 20.1.1.5 Statement endorsed on Shipping Release by the Inspector for having received one set of Test Certificate. 20.1.1.6 Certificate towards Excise Duty and Sales Tax as per Appendix A & B. 20.1.2 Balance 10% (ten percent) of the Contract value shall be released on acceptance of the Stores at Site after inspection and issue of Site Stores Inspection Report / Receipt Voucher by the consignee (Refer 2.14 b). Normally 75 (seventy five) days will be allowed for inspection and acceptance after receipt of the Stores. The Contractor shall submit the following documents as applicable:

20.1.2.1 Invoice in triplicate

20.1.2.2 Bank Guarantee, if any, for (10%) ten percent of total Contract value towards performance of plant/equipment/ machinery/instruments valid for the Warranty Period.

20.1.2.3 Free issue material account accepted by the Purchaser's Engineer. This shall be based on the approved cutting diagram or other approval by the Purchaser's Engineer.

20.1.2.4 Receipted delivery challan for return of balance Free Issue Material (FIM) to Purchaser's Stores.

20.2 For Supply of plant /equipments/machinery/instruments including erection and commissioning. Purchasers normal terms of payment shall be 90% (ninety) of the Contract value for supply on delivery at Project Site / Consignee as indicated in the Contract. The Stores shall be despatched only after Inspector has issued a Shipping Release on satisfactory completion of inspection. Balance 10% (ten) percent shall be paid as per clause no. 20.2.2. The details are as under: 20.2.1 90% (ninety) percent of the Contract value including taxes, duties and levies of each consignment shall be released on receipt of the following documents. (Detail of consignment as indicated in the Contract).

20.2.1.1 Invoice in triplicate.

20.2.1.2 Proof of receipt by the consignee in the form of receipted LR or receipted delivery challan in original.

20.2.1.3 Shipping Release in original issued by the Inspector signed in ink and with Inspector’s seal or with BHAVINI Logo.

20.2.1.4 Proof of payment of Excise Duty as per prevailing instructions issued by the Excise Authorities.

20.2.1.5 Certificate towards Excise Duty, Sales Tax & Service Tax as per Appendix A, B and C. 20.2.2 10% (ten) percent of the Contract value for supply plus 100% (one hundred percent) of the cost of erection and commissioning, on acceptance of the plant/equipment /machinery/instruments at Site after commissioning and final acceptance (Refer 2.14 c). Unless otherwise stated, the Stores shall be accepted within 75 (seventy five) days after its commissioning at Purchaser’s Site. The Contractor shall submit the following documents as applicable:

20.2.2.1 Invoice in triplicate

20.2.2.2 Certificate of inspection, testing and acceptance of the plant by the Purchaser.

20.2.2.3 Bank Guarantee if any for (10%) ten percent of the total Contract value towards performance of plant / equipment / machinery / instruments valid for the Warranty period.

21 SUPPLY OF FREE ISSUE MATERIAL (FIM)

21.1 For certain fabrication Contracts, if specified in the tender, the Purchaser shall provide Free Issue Material (FIM) to Contractor, as per quantities/sizes alongwith costs of such material mentioned in the tender.

21.2 The Contractor shall submit cutting diagram or appropriate proposal for optimal utilisation of the FIM alongwith the Bid. The cutting diagram or such proposal as approved by the Purchaser's Engineer shall form a part of the Contract.

21.3 Unless otherwise specially mentioned in the Contract, on issue of the Contract, the Contractor shall be advised to collect the FIM from the Purchaser's Stores Unit and shall take an Insurance Policy for the value of the FIM. The Insurance Policy shall be valid till the contractual/ actual delivery date or till the execution of the Contract and shall cover the following.

INSURED Name and address of the Contractor

BENEFICIARY BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED, acting through Project Director, Directorate of Contracts and Materials Management or any other officials authorised by BHAVINI, ...... (address)

RISKS COVERED Any loss or damage to the Purchaser’s material due to fire, riot, burglary, strike, theft, civil commotion and any damages arising out of external sources such as damages due to the materials falling on Purchaser’s materials. 21.4 The Contractor shall indemnify the Purchaser and keep the Purchaser indemnified to the extent of full value of FIM till such time the entire contract is executed and proper account for the FIM is rendered by the former to the latter. For this purpose an Indemnity Bond as per Annexure-C shall be executed by the Contractor.

21.5 The Contractor shall be responsible for the safety of the FIM after it is received by him and all through the period during which the materials will remain in his possession. The Contractor shall take all necessary precautions against any loss, deterioration or destruction of the FIM from whatever cause arising whilst the said material remains in his possession and/or his custody or control. The Contractor shall also not mix-up the material in question with any of his goods and shall render true and proper account of the material actually used. The decision as to whether the Contractor has occasioned any loss, deterioration or destruction of the FIM whilst in his possession, custody or control from whatever cause arising, as also the decision regarding quantum of the damages suffered by the Purchaser shall be final and binding upon the Contractor.

21.6 The Insurance Policy with the details indicated at clause no.21.3 shall be furnished by the Contractor to the Purchaser for acceptance. On acceptance of the Insurance Policy by the Purchaser, the Contractor shall lift the FIM from Purchaser's Stores at his own cost. FIM may be supplied by the Purchaser either in one lot or in a phased manner at the sole discretion of the Purchaser. 21.7 On completion of fabrication, the Contractor shall prepare a full account of the material used for the fabrication and the balance available with him for return to the Purchaser. This account of FIM shall be verified and accepted by the Purchaser's Engineer before the Contractor is allowed to return the balance material to Purchaser’s Stores against such authorisation in writing. 21.8 The FIM account, accepted by the Purchaser’s Engineer alongwith proof of receipt of balance material by the Stores Officer (Consignee), shall be produced by the Contractor for the release of the final payment to the Contractor as per clause no. 20.1.2.3 & 20.1.2.4.

21.9 The Purchaser at all times have the right to enter the Contractor's premises where the free issue materials are stored or where the free issue materials are under manufacture.

21.10 The Purchaser at his discretion may allow the balance material such as scrap, cut bits to be retained by the Contractor in which event the value to be assigned to the balance material will be mutually agreed between the Purchaser and the Contractor and the agreed amount shall be debited to the Contractor's account while settling his final payment.

22 EXERCISING THE RIGHTS AND POWERS OF THE PURCHASER

All the rights, discretion and powers of the Purchaser under the Contract shall be exercised by the Purchaser through written communications which shall be given by the Project Director, Directorate of Contracts and Materials Management or other officers authorized by him for and on behalf of the Purchaser.

23 INDEMNITY

The Contractor shall at all times indemnify the Purchaser against all claims which may be made in respect of Stores against infringement of any right protected by Patent Registration and Law of Designs or Trade Marks and shall indemnify any risk of accidents or damage to the Stores and continue to indemnify the Purchaser against all patent and latent defects, till the satisfactory completion of the warranty period.

24 ARBITRATION

24.1 Notwithstanding anything contained in this Contract, all questions, disputes or differences whatsoever, between the parties to the Contract, arising out of or relating to the construction, meaning and operation or interpretation of provision of the Contract or matters related thereto, whether during the currency of the Contract, or its failure or after the completion of the Contract, shall be settled by sole arbitrator to be nominated and appointed by the Chairman & Managing Director of the Purchaser. It will not be an objection that the arbitrator is an employee of the Purchaser and that he had to deal with matters related to the Contract or that in the course of his duties as an employee of the Purchaser had expressed views on all or any other matters in question, dispute or difference. The award of the arbitrator shall be final and binding on the parties to the Contract. In an arbitration invoked at the instance of either party to the contract, the arbitrator would be free to consider the counter claim of the other party even though they are not mentioned in the reference to arbitration. 24.2 The provisions of The Arbitration & Conciliation Act, 1996, and Rules made there under and /or any statutory modifications or re-enactment thereof for the time being in force shall apply to such arbitration proceedings. The Arbitrator may, from time to time, with the consent of the parties, enlarge the time for making and publishing the award.

24.3 Notwithstanding the commencement or continuance of the arbitration, the parties shall continue performance of the Contract with due diligence.

25 PERMITS AND LICENCES The Contractor shall secure and pay for all permits and licences which he may require to comply with in respect of all laws, ordinances and regulations of the Government or Public Authorities in connection with the performance of his obligations under the Contract. The Contractor shall be responsible for all damages and shall indemnify and save the Purchaser harmless from and against all claims for damages and liability, which may arise due to his failure to comply with what is stated above.

26 INSPECTION AND ACCEPTANCE TESTS & PERFORMANCE BOND

26.1 All tests necessary to ensure that the Stores comply with the particulars and guarantees shall be carried out at such place or places as may be determined by the Inspector. Should however, it be necessary for the acceptance tests as to performance or guarantees to be held over until the Stores is erected at Site, such tests shall be carried out within thirty (30) days of completion of erection of the Stores. The Contractor shall furnish a performance bond if required, in the form of a Bank Guarantee as per the specimen at Annexure- B for an amount equal to 10% (ten percent) of the total value of the Contract, valid till expiration of the Warranty Period, as a security for the satisfactory performance of plant / equipment / machinery / instrument supplied under this Contract. The Bank Guarantee shall be got issued by a Nationalised/Scheduled Bank, other than co-operative banks, on a non-judicial stamp paper of requisite value. The warranty will be effective from the date of final acceptance.

27 TITLE TO THE PLANT /EQUIPMENT / MACHINERY / INSTRUMENTS

In addition to other remedies under the law and the Contract, the Purchaser shall be the owner of each consignment in respect of which 90% (ninety percent) of the Contract price has been paid, to secure refund of such amount in the event the same

becomes refundable under the terms of the Contract or under the law and to secure payment of any dues under other Contract or under the law. The responsibility for safe and proper storage, replacement of defective or lost equipment and erection of the plant / equipment / machinery / instruments, prior to its acceptance by the Purchaser shall always remain with the Contractor.

28 LAW GOVERNING THE CONTRACT

The contract shall be construed and shall be governed by the laws of India for the time being in force and the Contractor shall be required to comply with all the applicable laws with regard to performance of the Contract.

29 JURISDICTION

The courts within the local limits of the place from which the Contract is awarded shall have exclusive jurisdiction to deal with and decide all disputes arising out of related Contract.

30 TRAINING

The Contractor shall, if required by the Purchaser, provide facilities for the practical training of Purchaser’s engineering or technical personnel for their active association on the manufacturing processes throughout the manufacturing period of the Contract/Stores, number of such personnel to be mutually agreed upon.

31 OPERATION / INSTRUCTION MANUAL

Where operation/instruction manual is essential to enable the Purchaser to put the Stores to proper use, the Contractor shall furnish such operation/instruction manual along with the Stores.

32 SECRECY

32.1 All information, drawings, designs and specifications imparted to the Contractor shall, at all times, remain the absolute property of the Purchaser. The Contractor shall not use them for purposes other than for which they are provided for and shall treat all these documents as confidential. These shall not be reproduced in whole or in part for any other purpose.

32.2 The Contractor shall use his best endeavour to ensure that such information is not divulged to third parties except where needed for the performance of the Contract by the Contractor with the prior consent of the Purchaser. In such cases, the Contractor shall ensure and obtain similar obligation of confidence, from third parties in question.

* * * * * * *

ANNEXURE -A SECURITY DEPOSIT

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (Acting through) PROJECT DIRECTOR BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A GOVERNMENT OF INDIA ENTERPRISE) KALPAKKAM – 603 102. KANCHEEPURAM DT. (TN)

Sir, 1. In consideration of the BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (herein after called ‘The Purchaser’) having agreed to exempt______(herein after called “The said Contractor(s)) from the demand, under the terms and conditions of an agreement no.______dated______made between ______and______for ______(herein after called “The said Agreement”) of security deposit for the due fulfillment by the said contractor(s) of the terms and conditions contained in the said agreement on production of a Bank Guarantee for Rs.______(Rupees______only) we,______(indicate name of bank) at the request of______contractor(s) do hereby undertake to pay to the Purchaser an amount not exceeding Rs.______(Rupees______) against any loss or damage caused to or suffered or would be caused to or suffered by the Purchaser by reason of any breach by the said Contractor(s) of any of the terms and conditions contained in the said agreement.

2. We, ______(Bank) do hereby undertake to pay the amount due and payable under this guarantee without any demur merely on a demand from the Purchaser stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the Purchaser by reason of breach by the said Contractor(s) of any of the terms and conditions contained in the said agreement or by reason of the Contractor(s)’s failure to perform the said agreement. Any such demand made on the bank shall be conclusive as regards the amount due and payable by Bank under this guarantee. However, our liability under this guarantee, shall be restricted to an amount not exceeding Rs.______(Rupees______only)

3. We undertake to pay to the Purchaser any money so demanded not withstanding any dispute or disputes raised by the Contractor(s)/supplier(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the Contractor(s)/Supplier(s) shall have no claim against us for making such payment.

4. We, ______(indicate the name of Bank) further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said

agreement and that it shall continue to be enforceable till all the dues of the Purchaser under or by virtue of the said agreement have been fully paid and its claims, satisfied or discharged or till the BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges this guarantee. Unless a demand or a claim under this guarantee is made on us in writing on or before the ______we shall be discharged from all liability under this guarantee thereafter.

5. We, ______(indicate the name of bank) further agree with the Purchaser that the Purchaser shall have the fullest liberty, without our consent and without affecting in any manner our obligations hereunder, to vary any of the terms and conditions of the said agreement, to extend time of performance by the said contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the Purchaser against the said Contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation or extension being granted to the said Contractor(s) or for any forbearance, act or omission on the part of the Purchaser or any indulgence by the Purchaser to the said contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(s)/Supplier(s).

7. We, ______(indicate the name of the bank) lastly undertake not to revoke this guarantee during its currency except with the previous consent of Purchaser in writing.

8. Notwithstanding what is stated in the above paragraphs, our liability under this guarantee will be restricted to Rs.______(Rupees______only).

Dated the______day of______200______

For______(Indicate the name of the Bank)

* * *

PERFORMANCE BOND

ANNEXURE - B

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (Acting through) PROJECT DIRECTOR BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (A GOVERNMENT OF INDIA ENTERPRISE) KALPAKKAM – 603 102. KANCHEEPURAM DT. (TN)

1. WHEREAS on or about the ______day of ______200_ M/s______a Company under the Companies Act 1956 and having its registered office at ______(hereinafter referred to as 'The Contractor') entered into an agreement bearing No.______dated ______(hereinafter referred to as 'The Contract), with Bharatiya Nabhikiya Vidyut Nigam Limited ( A Government of India Enterprise) acting through Project Director, PFBR Project, Kalpakkam 603 102 (hereinafter referred to as ‘The Purchaser’) for supply of______(hereinafter referred to as 'The Equipment').

2. AND WHEREAS under the terms and conditions of the contract an amount of Rs.______(Rupees______only) representing balance______per cent payment out of the total value of the contract i.e Rs.______(Rupees______only) is to be paid to the contractor on the final acceptance of the equipment and on the Contractor furnishing a Bank Guarantee in a manner herein contained duly executed by a Scheduled/Nationalised Bank towards satisfactory performance of the equipment during warranty period, viz ______months from date of receipt & acceptance of the equipment/material at Purchaser’s Site, as defined in the conditions of the Contract.

3. NOW WE, the______(Bank) in consideration of the promises and the payment of the said sum of Rs.______(Rupees______only) by the Purchaser to the Contractor do hereby agree and undertake to pay to the Bharatiya Nabhikiya Vidyut Nigam Limited, on behalf of the Contractor, the amount due and payable under the guarantee without any demur, merely on a demand from the Bharatiya Nabhikiya Vidyut Nigam Limited, stating that the amount claimed is due by way of loss or damage caused to, or suffered by, the Purchaser by reason of unsatisfactory performance of the equipment during the warranty period. Any such demand made on the bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs.______(Rupees______only.)

4. We undertake to pay to the Purchaser any money demanded notwithstanding any dispute or disputes raised by the Contractors, in any suit proceedings pending

before any court or tribunal relating thereto, our liability under this present being absolute and unequivocal. The payment so made by us under the bond shall be a valid discharge of our liability for payment there under and the Contractor(s) shall have no claim against us for making such payment.

5. WE HEREBY further agree that the decision of the Nuclear Power Corporation of India Limited as to whether the said equipment is giving satisfactory performance or not during the warranty period and as to the amount of damages suffered by the Purchaser on account of unsatisfactory performance of the said equipment shall be final and binding on us.

6. AND WE, the______(Bank) do hereby agree that our liability here in under shall not be discharged by virtue of any agreement between the Purchaser and the Contractor whether with or without our knowledge and/or consent or by reason of the Purchaser showing any indulgence or forbearance to the Contractor whether as to payment, time for performance, or any other matter whatsoever relating to the contract, which but for this provision, would amount to discharge of the surety under the law.

7. THIS guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(s).

8. OUR Guarantee shall remain in force until ______and unless a claim under the guarantee is lodged with us within six months from that date, all rights of the Purchaser under the guarantee shall be forfeited and we shall be relieved and discharged from all our liabilities hereunder.

Dated the ______day of______200_

For______(Indicate the Name of the bank)

* * *

Goods and Services Tax (GST) DECLARATION *Running/Final Bill No. ___

With reference to the above Purchase order, * I / We hereby undertake * to remit / * have remitted the GST (*SGST & CGST/ *IGST) collected from BHAVINI vide Invoice

No.______dt ______, as per the requirements under the GST rules and will not make any further claim from BHAVINI towards GST in future, in respect of the said

Invoice.

It is certified further, that the supply of Goods/Services mentioned in the above referred invoice are not exempted under GST Act and refund if any, claimed & received by us from Government, out of the GST collected from BHAVINI, in respect of the said invoice, will be passed on to BHAVINI, Kalpakkam.

Signature : Name &Designation : Date : Seal

* Tick whichever is applicable & strike out the other

SUB-SECTION B-2 SPECIAL COMMERCIAL TERMS AND CONDITIONS

SUB SECTION – B2

SPECIAL COMMERCIAL TERMS AND CONDITIONS

1.0 Bid Format

Bidders are required to submit their quotation as below:

1.1 Items and materials supplied from abroad and delivered directly to the Project Site from Indian Port of Entry

The prices of the spares shall remain firm throughout the currency of the contract.

The Price basis should be specifically confirmed by the Tenderers

Ocean freight and Marine Insurance to be shown separately.

To quote charges towards local transportation, other services including Customs Clearance, Port Handling, and Transit Insurance in India etc to be shown separately. Along with all statutory levies if any.

1.2 Items and materials to be supplied from indigenous sources

The prices of the spares shall however, remain firm throughout the currency of the contract.

The price basis should be specifically confirmed by the Tenderers.

Freight and Transit Insurance charges shall be shown separately in the bid and the invoice.

Exchange rate variation as detailed below shall be admitted:

Cost of imported items/raw materials (CIF value in Indian Rupees), meant for manufacture of indigenous items should be included in the prices quoted on free and safe delivery at Purchaser’s site basis. This limiting CIF value in Indian Rupees for the imported items/raw materials will be applicable for bid evaluation, issuance of necessary Project Authority Certificate. It is to be noted that Exchange Rate Variation for the above imported items/raw materials, will be admitted for the FOB component in the above CIF value for importation of items/raw materials upto the actual date of import or upto 2/3 rd of the delivery period, whichever occurs earlier, against documentary evidence. Bidders shall indicate separately FOB value in foreign currency (limited to US Dollars, UK Pound & Euro) and Ocean freight and Marine insurance in Indian Rupees.

1.2.1 Sales tax and other levies

To show Sales tax, Octroi, local levies and other taxes in percentage, if applicable, in respect of ‘Direct Transaction’ between the Purchaser and the Contractor, separately for the scope of work

In the event of non-availability of these fiscal concessions under the extant government policy or due to reasons attributable to the Purchaser, the applicable duties and levies, would be admitted against documentary evidence, wherever applicable

1.3 Bid Currency

Bidders are allowed to quote in the following currencies:

1.3.1 Items and materials supplied from abroad and delivered directly to the Project Site from Indian Port of Entry

FOB value of Items and materials procured from abroad and supplied directly to the Project site from Indian port of entry in freely tradeable Foreign Currency limited to U.S. Dollars, UK Pounds and Euro.

Local transportation and other services including Ocean freight, Marine insurance, Customs clearance, Port handling, Transit Insurance charges etc. in India in Indian Rupees.

BHAVINI will not issue any end user certificate for the imported items.

1.3.2 Items and materials to be supplied from indigenous sources .

Items and materials to be supplied from Indigenous sources in Indian Rupees.

1.4 Bid Evaluation

1.4.1 For evaluation and comparison of bids, a price preference at 15% would be given to the domestically manufactured capital goods. For this purpose, the bid price of the bidders would be increased by 15% of all such CIF components contained in their price bid. For the purposes of 15% loading as above for bid evaluation as well as admissibility of foreign exchange variation, the base exchange rate shall be TT selling rates (as published by SBI) applicable on the day seven days prior to due date of submission of both Part – I (Technical & Commercial Except Price) and Part – II (Price Bid). If the day seven days prior to due date of submission of the bid happens to be a holiday, the exchange rate (TT selling rate) of next working day will be the basis for 15% loading for bid evaluation as well as for admissibility of foreign exchange variation. Further sales tax and local levies on the domestically manufactured capital goods in respect of ‘Direct Transaction’ between the Purchaser and the Contractor, excise duty (to be reimbursed by DGFT as per the extant policy), customs duty on the import components (being ‘NIL’

under the extant policy) will not be considered for the purpose of evaluation of bids. No other margin of preference will be allowed. 2.0 DEFECT LIABILITY PERIOD Defect liability period shall be 18 months from the date of receipt of items (last consignment) at site or 12 months from the date of final acceptance, whichever occurs first. 3.0 PERFORMANCE SECURITY BOND (SECURITY DEPOSIT CUM PERFORMANCE BOND) Contractor shall furnish a Performance Security Bond for 10% of the total value of the contract for due performance of the said contract in the form of a Bank Guarantee within 30 days from the date of award of contract and it shall be valid till satisfactory completion of defect liability period covering warranty/guarantee of the equipment supplied by the Contractor and its Sub-contractors.

4.0 PAYMENT TERMS Payment schedule :- Payment will be made on quarterly ( once in three months ) basis and on production of item wise performance certificate issued by Engineer-in-charge along with other requisite bills, invoices etc. after deduction of all penalties, if any applicable as per SLA clause 6.4.

Penalty clauses for the contract : Penalty shall be imposed for the following criteria: Non deployment,Absenteeism of manpower Non maintenance of spares Non completion of PM Non completion of breakdown calls

The complete details of penalty areas indicated in SLA 6.4.

5.0 MANUFACTURING / DELIVERY SCHEDULE AND LIQUIDATED DAMAGES

ONE YEAR COMPREHENSIVE AMC OF IT ASSETS (COMPUTERS, LAPTOPS, PRINTERS, SERVERS, COPIER MACHINES) ANDSUPPORT SERVICES FOR COMMUNICATION, VIDEO CONFERENCING AND AUDIO VISUAL SYSTEMS AND DATA NETWORKS

5.1 Time and date of delivery of the Stores stipulated in the Contract, shall be the essence of the Contract and delivery must be completed by the dates specified therein. Unless otherwise agreed, the Contract shall be deemed to have come into force from the date of issue of priced Letter of Intent/Purchase Order and accordingly contractual delivery period shall be reckoned from that date. 5.3 Delay in supply and Termination:

5.3.1 Should the Contractor fail to deliver the Stores or any part thereof within the period prescribed for such delivery, it shall be construed as a breach of the Contract and the Purchaser shall be entitled at his option to the following: - In case of Contracts for Plant/Equipment/Machinery/Instruments which includes erection and commissioning and which could be put to use or pro-rata

deliveries are permitted in the contract, on the price of the delayed supply. The applicable terms and conditions governing the levy of liquidated damages will be as specifically laid out in the Notice Inviting Tender (NIT)/Contract. In case of Mega Package Contracts where delay in completion of facilities / contract is attributable to Contractor/ Supplier, the Liquidated Damages for delay to be levied at the following rates. Period of Contract (as Liquidated Damages Rate Maximum Amount of originally stipulated) per Week Liquidated Damaged

Period of Contract not @ 1.00% per week of un 5% of un supplied portion.. exceeding 1 year. supplied portion. “For this purpose the term ‘Contract Value’ shall be the total Contract price i.e. comprising of all the Contracts”.

6.0 INSURANCE 6.0 The Contractor shall, "at his own cost", take out and maintain in effect the following Insurance based on reinstatement value during the performance of the contract and the Purchaser shall be named as co-insured under all insurance policies. All Insurers’ rights of subrogation against co-insured shall be waived. Deductibles/excesses if any, under the insurance policies shall be borne by the Contractor. The identity of the insurers and the form of policies shall be subject to the approval of the Purchaser.

6.1 Cargo Insurance

6.1.1 During Ocean transit and Inland transportation, covering loss or damage as per ICC - clause - 'A' with War/SRCC provisions, for full replacement value of the consignment/cargo from the Contractor's or Sub-contractor's works or Stores until arrival at project site.

6.2 Third Party Liability Insurance 6.2.1 Covering bodily injury or death suffered by 3rd parties (including Purchaser's personnel) and loss or damage to the property occurring in connection with the supply of the facilities.

6.3 Automobile Liability Insurance 6.3.1 Covering use of all vehicles used by Contractor or its Sub-contractor (whether or not owned by them) in connection with the execution of the Contract.

6.4 Additional Insurance 6.4.1 Any other insurance that may become applicable during execution of the contract shall be arranged by the Contractor at his own cost.

6.5 Note to supplier: 6.5.1 Assessment and concurrence of EIC or his/her authorized representative is mandatory for deployment of personnel at BHAVINI site. 6.5.2 start of the contract will be considered as reckoned only after deployment of all required manpower as per clause I of scope of work. 6.5.3 Pre-bid meeting for briefing the tender technical requirements are clarification if any sought by bidders. *****

Goods and Services Tax (GST) DECLARATION

*Running/Final Bill No.

With reference to the above Purchase order, * I / We hereby undertake * to remit / * have remitted the GST (*SGST & CGST/ *IGST) collected from BHAVINI vide Invoice

No.______dt ______, as per the requirements under the GST rules and will not make any further claim from BHAVINI towards GST in future, in respect of the said

Invoice.

Signature : Name &Designation : Date : Seal

* Tick whichever is applicable & strike out the other

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (भारत सरकार का उźम /A Government of India Enterprise) क पाϝक म/Kalpakkam - 603 102 कॉचीपुरम िजला (तिमलनाडु)/ Kancheepuram Dt.(TN)

सूचना Oौźोिगकƙ एवं यंJीकरणअनुभाग IT& Instrumentation Section

TENDER DOCUMENT FOR COMPREHENSIVE AMC OF IT ASSETS (COMPUTERS, LAPTOPS, PRINTERS, SERVERS, COPIER MACHINES) ANDSUPPORT SERVICES FOR COMMUNICATION, VIDEO CONFERENCING AND AUDIO VISUAL SYSTEMS AND DATA NETWORKS

IT & INST. SECTION, BHAVINI Page 1 of 47

SECTION-C

TECHNICAL SPECIFICATION

IT & INST. SECTION, BHAVINI Page 2 of 47

Documents to be submitted along with the bid

Following documents shall be attached/furnished at the time of submitting the bid:

1. Tender offer Form (Annexure III)

2. Self-Declaration (Annexure IV)

3. Details of Bidder (Annexure V)

4. Documentary proof of the Bidder having been present in India doing business for at least last 5 years and with a prominent presence in Chennai.

5. Performance statement along with necessary Documents (Annexure VI) in support of having experience of minimum 3 years of existence in the field.

6. Problem Escalation Mechanism with name, designation and contact details at each level up to the level of CEO

7. Client list along with reference contact person.

8. Copy of ISO 9001 certification

Note: a) Downloaded Tender Document where all the annexures are completely filled and every page of the tender document including annexures duly signed and stamped with the authorized company seal shall be submitted.

b) Bidder shall quote for all the items indicated in the BOM. Non-quoting for even one of the item in the BOM shall lead to cancellation of the offer submitted.

Documents to be submitted after award of contract

1. Details of manpower along with copy of recruitment letters (Annexure VII)

2. Hardware resources and infrastructure proposed for deployment.

3. EPF registration certificate and Labour license – Submission shall be prior to the start date of contract.

All the above documents are to be submitted within 15 days of award of contract or before the start of contract, whichever is earlier. *******

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1 Scope of work

a. Maintenance contract of IT equipments (PCs, Printers, Scanners, data network)

Location: The equipments covered in this contract are installed at 1. BHAVINI, Kalpakkam 2. BHAVINI Township, 3. Corporate Office, P.O., Pin: 603 102 Anupuram P.O., Pin 603 BHAVINI, Pallavaram, (Approximately 80 Kms 127. Chennai. from Chennai)

1. Facility Management of IT and communication Infrastructure and equipments:

Facility Management shall include deployment of manpowerfor providing technical support for

I) Installation , Configuration and Troubleshooting of

a. Software , Client Mail ids

b. IT Equipments (Laptops, Desktops , Printers , Servers ,Copiers ,Scanners , Storage Devices )

c. Data Network Equipments (Switches , Modems , Media Converts , Firewalls)

d. Communication Equipments (EPABX , Broadband Systems , Telephones)

II) Taking backups of all data in the business systems, carrying out website updations, Maintenance of Stocks and preparation of documents for IT/Communication activities.

III) Operating Video Conferencing and Audio Visual Systems

Bidder shall deploy a minimum of 25 nos. of manpower as mentioned in the table below: Sl. Requirement Qualification Experience Qty No.

a Team Leader Degree CS / ECE with a 3 Years and above 1 No certified course in System Administration

b Assistant Team Degree CS / ECE /IT 2 Years and above 1 No Leader

c Network Engineer Degree in CS / ECE / 2 Years and above 1 No IT / EEE

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d SeniorTechnician ITI in any trade 3 Years and above 2 No (Communication)

e Technicians Diploma/ITI in CS / 2 Years and above for 15Nos (IT/Communication/ ECE / EEE Diploma / 5 Years and Network) above for ITI

f System operators - Diploma in CS / ECE 1 Years and above for 2Nos Video Conferencing /EEE/E&I or Diploma / 2 Years and /Projector/ Copier above for ITI ITI in CS/ECE/EEE

g Task Manager Any Degree 1 Year and above 2 Nos

h Service Attendant X std. Nil 1 no.

Total 25 Nos

Note to suppliers:

• Assessment and concurrence of EIC or his/her authorized representative is mandatory for deployment of personnel at BHAVINI site.

• start of the contract will be considered as reckoned only after deployment of all required manpower as per clause I of scope of work.

• Pre-bid meeting for briefing the tender technical requirements are clarification if any sought by bidders.

1.1 Roles and responsibilities of each of the above manpower: (a) Team Leader

1. Assigning duties to Engineers & Technicians of all the systems 2. Maintaining Service History Record of all the equipments under AMC and warranty. 3. Complaints Report Preparation on Daily and Quarterly basis. 4. Analysis of complaints and providing proposal for improving the service. 5. Maintenance of Spares, Tools & consumables. 6. Communication of hardware complaints to the Engineer in charge immediately. 7. Maintenance of IP address of equipments, email address of individual users and equipments allotted to each user. (b) Assistant Team Leader

1. Assisting Team leader for carrying out his activities as well as to carry out team leader’s responsibilities during his absence. 2. Maintenance of all equipments in Directors home offices in Township. 3. Maintenance of all equipments in Township offices including Telephone Exchange, Substation, Library, Civil maintenance offices and others). 4. Maintaining Service History Record of all the equipments in Township.

IT & INST. SECTION, BHAVINI Page 5 of 47

5. Communication of hardware complaints to the Engineer in charge.

1. Configuration of Modems, manageable network switches, Firewall etc. 2. Identification of network problems & rectification. 3. In house servicing for switches, modems & power adapters.

(d)Service Technician (Communication)

1. Shall co-ordinate and assist in EPABX maintenance scheduled tasks 2. Attending the day to day EPABX complaints without delay 3. Checking the healthiness of the systems 4. Fixing/Extension / relocation of Telephones 5. Carrying out casing works, MDF and Junction Box maintenance (e) Technicians (IT/Communication/Network)

1. Attending the day to day complaints allotted by Team leader without delay. 2. Installing all types of software’s & rectifying software problems. 3. Analyzing and rectifying all types of PC & peripherals problems. 4. Configuring mail accounts. 5. Updating complaint status to the User & Team Leader. 6. Updating complaint details in service history of equipments.

(f) System Operators ( Video Conferencing, Projector, Audio Visual System) 1. Operating the above systems as when and required 2. Attending the day to day complaints received time to time without any delay 3. Escalating the call if couldn’t be finished and got rectified 4. Updating complaints details in service history of equipments 5. Carrying out preventive maintenance operations (g) Task Manager 1. Shall be responsible for coordinating the complaints related to IT/ Copier/ Exchange received over phone/online. 2. Shall assist in allocating call to respective Engineers/Technicians 3. taking backups of all data in the business systems 4. carrying out website updation 5. Maintenance of Stocks 6. Preparation of documents for IT/Communication activities . (h) Service Attendant: 1. Maintain the upkeep of equipments/systems (EPABX, Video Conferencing, Data Hubs, Batteries, Servers, Audio Visual) neat and clean. 2. Assist and support IT service staff.

Though responsibilities are listed above, the entire team shall coordinate with each other smoothly and shall be in a position to attend basic IT, Video Conferencing,

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Projector, Copier and Communication systems related service and maintenance issues.

1.2 Shift Schedule: Timing Shift No. of Persons to be deployed s

Task Manager / Exchange System IT Engineers / Technicians Service Technicians Operators Attendant

8.30 to 2 ( Asst. Team Leader + General I 1 -- -- 16.30 Technician)

6 ( Team Leader +Network General 9.30 to Engineer + 4 Technician 2 1 2 (SA + TM) II 17.30 (Netowrk -1 , IT-3) )

General 10.30 to 3 (Technician N/W -1 , IT-2) 2 1 1 III 18.30

06.00 to Shift I 1 (Technician) -- 14.00 14.00 to Shift II 2 (Technician) -- 22.00 On Holidays: One number of IT service personnel and one EPABX Technician shall be available at office in General II shift. However AMC support shall be provided by 24x7 on emergency.

1.3 Comprehensive Maintenance of PC/SERVERS/PRINTERS (Item no. 1, 2 and 3 of the tender):

The Comprehensive Maintenance shall cover the following:

1.3.1 Maintenance of all IT equipment.

1.3.2 Procurement and arrangement of all required spares / parts and replacement of the faulty parts and restoring the equipment to the original state.

1.3.3 Providing suitable standby items if the original equipment is under maintenance for uninterrupted service to the users.

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1.3.4 Replacing the faulty items if not repairable with the new equivalent item or items with higher specifications available in the market with the approval of EIC.

1.3.5 Restoration of the PC / Server to its original state and data backup in the case of hardware replacement for AMC equipments.

1.3.6 Installation and maintenance of Operating Systems and Softwares purchased and managed by BHAVINI. Operating Systems and Softwares being used are the following: Operating Systems : Windows 7, 8, 8.1, 10, Windows Server 2008 R2 and above, RHEL Linux, etc. Office Suite: MS office- 2007/2010/2013, MS Project 2016 Development S/W: Visual Studio, Dot net, Cold fusion, Flash, PHP Antivirus: Kaspersky Business Enterprise Edition. Database: MS SQL server 2012

1.3.7 Data Recovery from faulty hard disk will be in the scope of contractor and shall be done at site only. In NO case, hard disk shall be taken outside the premises.

1.3.8 Re-location of PCs & peripherals to meet functional requirement as and when required. 1.3.9 Configuration and troubleshooting of emails (IGCAR and BHAVINI domain).

1.3.10 Hardening and Monitoring of Servers for performance issues. Updating patches as and when released for the OS and Software Installed. Configuration also includes installation and maintenance of Windows Server, RHEL 6.5& above Operating Systems and Softwares managed by BHAVINI.

1.3.11 Virus Control: Ensuring the latest virus definition on all servers.

1.3.12 Maintenance and Configuration of Network Equipments including updating Patch panels and Switch details in all data hubs as and when required.

1.3.13 Fixing LIUs, Splicing of OFC in LIUs, extension of data network through OFC/CAT6/DSL including configuration and maintenance.

1.3.14 Monitoring of the Network for Identifying Link Failure to different buildings & rectify the failure. Rectify LAN problems, Periodical maintenance of the network equipments.

1.3.15 Providing Network connection to new Desktop PCs or Printers or Photocopier by laying CAT 6 UTP cable crimping RJ45 Connector at both ends from Outlet point (Note: CAT 6 UTP Cable & RJ45 connector will be provided by BHAVINI.)

IT & INST. SECTION, BHAVINI Page 8 of 47

1.3.16 Furnishing of service call reports for all breakdown calls as well as preventive maintenance as per Service Level Agreement (SLA) clause no.5.

1.4 Comprehensive Maintenance of Copier Machines (Item no. 4 of the tender):

The Comprehensive Maintenance shall cover the following:

1.4.1 Servicing and maintenance to all the plain paper copiers and attending all breakdown and emergency calls within 48hours on receipt of information from the User Sections of BHAVINI. Comprehensive Maintenance includes replacement of all spares at no extra cost except consumables and toner.

NOTE: CONSUMABLES EXCLUDED ARE INDICATED IN SL. NO. 7 OF SECTION C1.

1.4.2 Thorough cleaning , checking of reference currents and voltages, ensuring correct operation of the copiers, checking of all the parts, detecting wear and tear and timely replacement of spares parts.

1.4.3 Furnishing of service call reports for all breakdown calls as per SLA clause no.5.

1.4.4 Obtaining call reports separately for each copier after satisfactory completion of servicing from the concerned user.

1.5 Preventive Maintenance: Preventive Maintenance (PM) shall be carried out every quarter for all the assets included in Sl no. 1 to 4 of the PO.

For Desktops, Laptops and Printers, the PM shall include checking hard disk for good working condition, Defragmentation of hard disk drives and scanning for disk errors, cleaning of all the computers and its peripherals by using suitable vacuum cleaners,cleanex solutions, cleaning of printer heads,carriages of cartridges in printers, cleaning of scanners, disinfecting the servers, desktop , laptop machines from virus using the latest Anti-Virus software available with BHAVINI.

For Copier Machines the PM shall include cleaning of the machines including drum kit and other accessories, checking of cables healthiness, checking of hard disk (if any),checking the functionality of all the trays, software,firmware updation, if any and correction / rectification of any specific problem / requirement given by BHAVINI

Contractor shall submit the report of Preventive Maintenance as per the formatsattached in Section D. In addition a consolidated report indicating the total no. of assets checked and its healthiness shall be submitted for all the items at the end of each quarter.

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1.6 Stock of spares: Contractor shall maintain minimum quantity of essential spares as indicated in Section E and the stock of sparesshall be handed over to EIC before the start of contract. The contractor shall provide THREE desktop PC’s exclusively for their record maintenance and other testing purposes. Inventory of standby items shall be recorded and submitted on monthly basis as indicated in SLA clause no. 5.3.

1.7 Maintenance of standby equipments: Contractor shall provide suitable standby items if the original equipment is not rectified within 24 hours . The standby item thus provided shall be of same configuration or higher and shall be replaced within 2 days , with the concurrence of the Engineer in Charge. All standby arrangements shall be recorded separately and maintained as indicated in SLA clause no. 5.3. The permissible time limit for such an arrangement can continue upto one month or upto the end of AMC Quarter , whichever is earlier. Cases where the time limit is too short will be treated suitably.

1.8 Tools and Tackles: All the tools and tackles required for the service shall be provided by the contractor. Inventory of tools shall be submitted on monthly basis as indicated in SLA clause no. 5.3.

2. Payment Terms:

2.1 Payment schedule:- Payment will be made on quarterly (once in three months) basis and on production of item wise performance certificate issued by Engineer- in-charge along with other requisite bills, invoices etc. after deduction of all penalties, if any applicable as per SLA clause 6.4.

2.2 Penalty clauses for the contract : Penalty shall be imposed for the following criteria:

2.2.1 Non deployment,Absenteeism of manpower 2.2.2 Non maintenance of spares 2.2.3 Non completion of PM 2.2.4 Non completion of breakdown calls

The complete details of penalty areas indicated in SLA 6.4.

No other extra payment will be made for transportation & lodging of the service personnel during their stay at Kalpakkam, Chennai. However, Income tax applicable, if any, will be deducted. Payment shall be made only on completion of at least one PM.

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3. Duration of the contract: The contract shall for a period of ONE YEAR from the date of signing the SLA.

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SECTION- C 1

GUIDELINES FOR EXECUTION

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1. Taking Over : Within 30 days of placement of the Order, Contractor shall check healthiness of all the assets indicated in the tender and submit a detailed report to EIC. If not submitted as stipulated above, then it will be presumed that all the assets are in good working condition and no claim for deficiencies will be entertained at later stage of the contract.

2. BHAVINI shall provide information (Name, address, contact person, phone, e-mail ids etc.) of the related vendors for Warranty Service co-ordination.

3. BHAVINI will provide an intercom facility to communicate within the site and township and one e-mail id for official communication.

4. Defective items shall be taken out with the proper approval of EIC or his/her authorized representative after office hours only. Similarly, items shall be brought in with prior approval. For transportation of materials in and out of BHAVINI, the manpower deployed shall not be utilized. At any time, the personnel shall be deployed at BHAVINI as per shift schedule given at Sl. No. 1.2 of Section C.

5. On replacement of faulty parts: The components or parts procured for the replacements shall be of same make & model of the original or genuine substitute, subject to the approval of Engineer-in-Charge of the contract.

6. If complaints are rectified by replacing components parts, faulty components parts will be retained by BHAVINI. All the replacements of the components parts shall be new one.

7. In the case of replacement of Hard disks, original Hard disks shall be retained by BHAVINI as per data security policy of BHAVINI.

Items specifically included in the scope of the contract: • Motherboards, Hard disks, Monitors, SMPS, Keyboards, Mouse, RAM, DVD drives and CMOS Battery of Desktop. • Display, Hard Disks, Motherboard, RAM, Power Adapter, Keypad and Battery of Laptops • Motherboards, Carriage Assembly, Service Stations, Trays and Rollers, Teflon sheet and Print Head of Printer • Motherboards, Power Boards, other PCB boards , all kinds of rollers, blades and units, HDD(if any) of copier machines • Mechanical fixtures like screws, gears, belts etc. related to the equipments. Items specifically excluded in the scope of the contract: • Consumables like Ink & Toner cartridges, Blank CDs, DVD’s, Network cables, RJ11 pins, RJ45 Pins, Cable Ties and Casing Caping • Consumables of copier machines including Toners, Drum kit, Developers and maintenance kit.

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SECTION - C 2

SPECIAL TERMS AND CONDITIONS

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Special Terms and conditions: 1.1. The contractor shall rectify all problems at BHAVINI premises. Contractor has to meet the maintenance specifications and targets indicated in the scope of the contract. 1.2. All equipments in working condition at the time of taking over are to be handed over to BHAVINI in working condition at the end of the contract. 1.3. The contractor shall maintain individual history card for all the equipments including the PM done and correct location of the equipment. 1.4. All the contractors’ ready spares, items brought to BHAVINI shall be identified by sticker titled as “AMC Spare” with initial & date of EIC. 1.5. During the contract period if the supplier wishes to replace his resident team executing the work, same shall be proposed and approved by the Engineer-in-charge well in advance. 1.6. Contractor shall arrange separate manpower for Material movement both inward and outward of BHAVINI. 1.7. The contractor shall extend the services as per the priority indicated by the Engineer-in-charge. 1.8. Contractor manpower shall also assist in installation and testing of new systems,Equipments procured during the period by BHAVINI. 1.9. In the event of an order, BHAVINI will not be responsible for any damage to the contractor’s materials and or injury to the contractor’s personnel that they might suffer during the performance of this contract. 1.10. The contractor shall abide by the safety rules and regulations of BHAVINI. 1.11. Contractor shall make his own arrangement for conveyance, boarding and lodging for their Service Engineers at Kalpakkam. Accommodation for your service engineers on chargeable basis will be provided by BHAVINI subject to availability. 1.12. Copy of the recruitment letters for their employees shall be produced by the contractor at the time of awarding the contract. 1.13. The contractor shall strictly follow all industrial rules, safety rules and labour rules. The contractor shall make payment to the person deployed as per the Labour Law and Minimum Wages Act. 1.14. Provident Fund to the deployed manpower shall be paid in accordance with the prevailing EPFO Act.Labour license 1.15. Staff deployed by the contractor shall be present on duty in a dedicated uniform with clear identification of their Company. All employees of contractor shall be provided with identity cards and the same shall be displayed while in duty. 1.16. Any requirement of shifting,moving BHAVINI’s materials,furniture etc. during the execution of the work, shall be performed by the contractor himself at his own cost and risk, and it shall be restored to its original condition to the satisfaction of the EIC of the work and the custodian of the property as soon as the work in the respective area is completed.

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1.17. The contractor and his staff shall maintain strict confidentiality of information. No part of information can be discussed to any party in any form now or ever. Any violation or attempt of violation may lead to cancellation of the contract besides legal action under appropriate law. 1.18. Bidder has to accept the penalty clause as indicated in SLA clause no. 6.4. 1.19. If the Bidder deliberately gives,give wrong information in his,their tender, creates,create circumstances for the acceptance of his,their tender, BHAVINI reserves the right to reject such bidder at any stage and they will be blacklisted from BHAVINI. 1.20. The bidder should not have been blacklisted by any Central, State Ministry, Department, PSU, any other Govt. Organization, during last three years. On receipt of any documentary proof about the bidder being blacklisted as indicated, BHAVINI reserves the right to terminate,cancel the tender,contract at any stage. 1.21. In case of award of order, the contractor shall sign in non-disclosure and service level agreement with BHAVINI. 1.22. At the end of the contract period of one year, the order period may get extended for another one year for the same rate, other terms and conditions in case if the service provided is found to be satisfactory. However, the final decision is solely at the discretion of BHAVINI. 1.23. The contractor shall contact Smt.S.Senthilkumari, SO,E, IT&I, BHAVINI, Kalpakkam, Contact No. 9445022973, for taking charge of the systems on award of the order. 2. Liabilities of Contractor regarding Losses, Damages etc.:- The contractor shall abide by all the instructions that may be given from time to time. The contractor shall be bound to act with due diligence and shall be responsible to pay due compensations towards any loss,damage that BHAVINI might suffer consequent on the neglect, want of skill or misconduct of the contractor or his representatives,agents. 3. Subletting of the Contract:-The contractor shall not sublet or assign the contract or any part thereof without the prior written approval of BHAVINI.

4. Arbitration : - All disputes and differences arising out of or in any way touching or governing the contract whatsoever shall be referred to sole arbitrator nominated by CMD, BHAVINI. The nominee may also be an Official of BHAVINI.

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SECTIONC 3 SERVICE LEVEL AGREEMENT (SLA)

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1. Confidentiality Statement

This document contains confidential and proprietary information of BharatiyaNabhikiyaVidyut Nigam Limited (BHAVINI) and (the “service provider”), which must be kept confidential. Duplication or use other than for evaluation purposes in connection with negotiating and implementing a definitive written agreement for the provision of application maintenance outsourcing services is strictly prohibited. This document must be returned to BHAVINI in the event such an agreement is not enacted.

2. Parties and Timeline

This service level agreement is between the service provider and BHAVINI from to .

• This service level agreement is effective as of the date of the signatures below. BHAVINI and the service provider shall review at least quarterly to determine if any modifications or amendments are needed to reflect BHAVINI’s support requirements and service provider’s services.

• The purpose of this service level agreement is to document the service delivery of the service provider to BHAVINI. The service provider shall deliver the services set forth in this document. BHAVINI shall pay for the services covered by this Agreement in accordance with billing and payment terms that have been agreed upon by BHAVINI and service provider.

3. Service Catalogue (System areas: Services like Comprehensive Maintenance of PC,Printer,Server,Copier,Fax and Operation of Projector and Video Conferencing Systems) The service provider will provide the following services to BHAVINI:

Service Description Examples * User Support Receive, document, and • Provide help desk support prioritize Service Complaints • Answer queries about IT Services and rectifying the service issues • Receive and update call reports. • Collect and resolve call requests • Share status of requests with authorized IT officials Problem Bring the system to its original • Fix the problem Rectification functionality before the • Retrieve functionality , extend problem arose. This may service after abnormal program include a permanent fix or a terminations. temporary work around until a • Complete root cause analysis if

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permanent fix is found. call was related to system failure

Enhancement Modify the functionality of an • Apply new functionality. existing system(if the system • Fulfil regulatory , general calls for) with the approval of existing practice in BHAVINI. EIC • Enhance the efficiency. • Modify services based on new releases of hardware or software. Process and Assist BHAVINI in planning • Help BHAVINI staff to make Improvement the better use of services to strategic decisions that meet meet business strategy and business goals. goals. This is a proactive • Provide functional, architectural attempt by the service provider and process improvements as to improve services, required for the support and applications and processes, maintenance of the system areas based on the service provider’s in scope. business knowledge over time.

** Refer Section C – Technical Specification for complete details

4. Penalties Each SLA is measurable and associated with a financial penalty if not met.

• Penalty. A deduction from the service provider’s quarterly invoice expressed as a percentage of the agreed upon rate for the quarter in which a particular SLA was not met.

5. Reporting The following processes will be used in order to manage the service maintenance outsourcing agreement:

5.1. Daily Status Report The team leader shall provide BHAVINI with a daily status report that gives on overall summary of the following:

• No. of complaints received against each service • No. of complaints attended on that day • No. of complaints attended but could not be rectified with reasons for non- completion • No. of persons attended duty on that duty

5.2. Fortnightly Status Report The service provider to provide BHAVINI with a weekly status report that gives an overall summary of the following:

• Complaints received and Completed tasks against No. of call complaints received

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• Furnishing of all call reports with concerned user signature • On-going and Upcoming activities • Risk identification and mitigation plan • Action items across different service areas

5.3. Monthly Review Meeting Metrics will be tracked by service provider, summarized in a dashboard format, and discussed in a monthly meeting. This activity includes the following:

• Tracking unresolved issues from complaints received which impact the SLA • Updating complaints status progress and resolving critical issues • Furnishing reports on inventory of spares, tools &tackels and standby equipments. • Capturing agreements and disagreements and items needing escalation

5.4. Quarterly Review Meeting A quarterly review meeting will include the following:

• The SLA will be reviewed and an amendment addendum will be created if required. • Review process will be through face-to-face meeting session which will be booked in advance • Review document prepared by service provider will include overall project status, issues list, metrics reporting, supporting reasons for metrics deviation, and items that need adjustment within SLA (e.g. scope, metrics, etc.) • SLA changes will be tracked by version number and date

5.5. Reporting Service Levels

Type Measurement Penalty Delivered at not less than one calendar day Daily Status Report interval

Fortnightly Status Delivered at not less than fifteen calendar day Rs. 100,- for Report intervals each day Delivered at monthly intervals and not less than Rs. 200,- for Monthly Status two business days before scheduled review each day Report meeting

Delivered at quarterly intervals and not less than Rs.300,- of Quarterly Status five business days before scheduled review quarterly Report meeting invoice

6. User Support and Problem Correction

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The following procedures will be used to respond to problems that are received by the help desk. A problem is defined as an unplanned system event which adversely affects any service delivery , requisition for extension of services.

Measurement period for User Support and Problem Correction SLAs is on quarterly basis. For example, if an SLA is not met during one of the quarter, penalty deduction (as outlined in the SLA Clause 6.3 and 6.4 associated with that particular service) will be applied to the invoice for the corresponding quarter.

6.1. Prioritization Approach Service requests for problems received by the help desk will be given a Severity Code from 1 – 4 based on how important responding to the problem is to the primary business of BHAVINI as a whole, as well as the availability of workarounds. The Severity Code will be the basis for scheduling work on the backlog and assigning resources to the request. Critical, important, and supportive services are defined in the section below on Service Function Type, with a complete list of services included in this agreement listed in Appendix A of Section – C3.

Severity Code Definition 1 A problem has made a critical system failure , service becomes unusable or unavailable and no workaround exists. 2 A problem has made a critical system unusable or unavailable but a workaround exists. 3 A problem has diminished critical functionality or performance but the functionality still performs as intended.

4 Call related with mere service extension.

6.2. Service Function Type The table below provides a brief definition of critical, important, and supportive service functions. See SectionC for a complete list of the service functions included in this agreement.

Service Applicable Function Severity Description Example Type code These functions are critical to ensuring Complete breakdown of business continuity for BHAVINI. Servers 1 & 2 Extended failure will impact time Critical delay in completion of activities.

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These functions are important to Complete breakdown of business activities, but are not critical PC / Printer / Laptop / Important 3 to daily business of BHAVINI Copier

These services support productivity, a. Operation of Video but are not essential to business Conferencing effectiveness. andAudio Visual 4 Systems Supportive b. Extension of LAN lines c. Technical support, Troubleshoot for PC , Printer

6.3. Response and Resolution Times Severity codes are used in order to determine appropriate response and resolution times. Response and resolution times are measured from when the incident is opened by the help desk. If the problem is not resolved within the defined timeframe, continuous effort will be applied until the problem is resolved.

Severity Initial Estimation Subsequent Resolution Code Response Response Responses

1 15 minutes 1 hour Every 1 hour 4 hours

2 30 minutes 2 hours Every 2 hours 8 hours

3 1 hour 3 hours Once in a day 2 days

4 1 hour 2 hours Every 8 hours 1 calendar day

• Initial Response is when a complaint received and acknowledged by help desk staff , lodged through existing on-line application of BHAVINI. • Estimation Response is when the user that logged the complaint is informed of an estimated resolution time. • Subsequent Responses is the frequency with which the user that logged the complaint is updated on the resolution status. • Resolution is the point at which the problem is resolved and the service function is returned to a usable and available state.

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6.4. Response and Resolution Service Levels

Type Measurement Reward Penalty Waiver of 10% NA penalty, if All Severity 1 problems are resolved applicablefor in less than 4 hours. the quarter

Duration Amount (In Rs.) 4 to 8 hrs 300 per Severity 1 issue Resolution 8 to 24 500 per One or more Severity 1 problems are hrs issue NA resolved in over 4 hours. Beyond 1000 per 24 Hrs day and per issue

Duration Amount (In Rs.) 8 to 24 500 per hrs issue per Severity 2 Less than 95% of Severity 2 problems day NA Resolution are resolved in 8 hours. Beyond 1000 per 24 Hrs issue per day

Duration Amount (In Rs.) 3 to 7 300 , day Severity 3 Less than 95% of Severity 3 problems Days per issue NA Resolution are resolved in 2 calendar days. Beyond 7 500 , day Days per issue

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Rs.100,- per day per Severity 4 Less than 95% of Severity 4 problems NA issue Resolution are resolved in 1 calendar day.

Type Measurement Reward Penalty More than 95% of completed scores 1% Waiver on on problem resolution satisfaction Penalty, if NA survey have a rating of satisfied or applicable for End user very satisfied. the quarter satisfaction Less than 75% of completed scores on 0.5% of quarterly problem resolution satisfaction bill NA survey have a rating of satisfied or very satisfied. There are always less than maximum 1% Waiver on NA unresolved problems as indicated Penalty, if below. applicable for Service Severity Maximum the quarter. Maximum Code tolerable issues Problem 1 & 2 Nil Backlog 3 & 4 <5%of complaints received on that quarter

1% Waiver on NA Maximum Penalty, if Problem No problem is older than 60 days. applicable for Aging the quarter Completion of PM before the end of NA NIL corresponding quarter Non- NA 0.1% of PO value of completion Completion of PM within 10 days pending item on pro of Preventive exceeding the quarter rata basis applicable Maintenance for the quarter (applicable NA 0.3% of PO value of for item no. 1 pending item on Completion of PM within 30 days to 6) pro rata basis of exceeding the quarter applicable for the quarter Deployment Absenteeism for 14 days , month NA NIL of Manpower Absenteeism for more than 14 days NA Rs.500,- day Non- NA Rs.300,- per day per Spares indicated in Annexure VII of maintenance spare Section E of spares • End user satisfaction is the rating provided by end users after the problem they logged is resolved. • Problem backlog is the maximum number of unresolved problems. • Problem aging tracks unresolved problems that is older than 60 days.

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6.5. Availability Availability is defined as the ability of an end user to access and execute any of the included services being maintained,extended by BHAVINI IT Section. For a service to be available, all of its supporting systems must be operational.

Business Hour Scheduled Down- Function Off-Hour Availability Availability Time Monday - Saturday Monday – Saturday 6:31pm- 8:30am-6:30pm (Except 10:00pm Manpower Second Saturday and Second Saturday, Sunday and Deployment BHAVINI official BHAVINI official holidays - holidays) 09:30 am to 05:30pm Service Business Hour Off-Hour Availability Scheduled Down- Function Availability Time Level 100% 100% * Critical

90% 80% Approx. two hours Important in every quarter (#) for each asset 98% 98% Not applicable Supportive

(*)No scheduled down time is envisaged. However, if any requirement arises, outages must be scheduled and approved by BHAVINI at least one week in advance, unless there is an emergency.

(#) For carrying out maintenance activities, with prior intimation to the concerned official and IT official

7. Service enhancement

Service enhancement involves enhancements made to a properly working service to accommodate new or changed user requirements. Examples include reducing the turnaround time for completion of a call, enhancing a user interface, or optimizing the call logging and escalation procedure.

Service enhancements can be requested by BHAVINI or proposed by service provider. BHAVINI will prioritize the order in which enhancements are performed.

8. Process and Service Improvement

The service provider will help BHAVINI to improve the included services and its maintenance processes over time, in line with BHAVINI’s business goals and strategy. As

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service provider gains service knowledge, it is expected that service provider will help BHAVINI to plan the better use of services to meet business goals.

There are no SLAs associated with Process and Service Improvement.

Signatures

The service provider and BHAVINI agree to the service levels and terms outlined in this agreement.

For the service provider For BHAVINI

Name: ______Name: ______

Signature: ______Signature: ______

Title: ______Title: ______

Date: ______Date: ______

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9. APPENDIX A – Services

9.1. Critical Services The critical services included in this agreement are listed below.

Services Critical Functions Servers Computing, Processing and Storage

9.2. Important Services The important services included in this agreement are listed below.

Services Important Functions PC , Laptop Data entry , processing , storage Printer , Copier Printing , Multiplexing

9.3. Supportive Services The supportive services included in this agreement are listed below.

Service Supportive Functions Video Conferencing System , Projectors Operation and coordination PC , Printers Technical Support , Troubleshooting services

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DETAILS OF ASSETS

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ANNEXURE -1 DESKTOPS/LAPTOPS TOTA Sl. No. PROCESSOR TYPE Motherboards HDD / RAM L NOS. AMD ATHLON 1 5 /CELERON HDD - 500GB and above 2 Core i7 915/916/945/965/G31/G33/ 25 3 core i5 G41/INTEL 30 RAM - DDR2/3 - 4 Core i3 300 2GB and above 5 core2duo / Quadcore 200 TOTAL 560

ANNEXURE -2 SERVERS Sl. No. Description Total Qty.

Name : Intel(R) Xeon(R) CPU E5405 @ 2.00GHz Speed : 1995 1 3 Vendor : GenuineIntel Model : 179 No Of Cores : 4 Name : Intel(R) Xeon(R) CPU E5506 @ 2.13GHz Speed : 2133 2 2 Vendor : GenuineIntel Model : 179 No Of Cores : 4 Name : Intel(R) Xeon(R) CPU E3-1260L v5 @ 2.90GHz Speed : 2901 3 2 Vendor : GenuineIntel Model : 179 No Of Cores : 4

Name : Intel(R) Pentium(R) 4 CPU 3.00GHz 4 Speed : 3000 Vendor : GenuineIntel 3 Model : 2 No Of Cores : 1

TOTAL 10

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ANNEXURE -3 PRINTERS SL. PRINTER SCANNER MAKE MODEL Total NO. Office jet 1 Printer HP 3 Pro8720 Office jet Pro 2 Printer HP 27 8600+ 3 Printer HP Laser Jet M552 2 Laser jet Pro 4 Printer HP 2 400MA Laser jet 5 Printer HP 2 M1005MFP 6 Printer HP Deskjet 38550 1 7 Printer HP Laser jet 1010 3 8 Printer HP Laser jet 1022 1 Laser jet pro 9 Printer HP 1 MFPM4345nw 10 Printer HP Laser jet 1020 1 11 printer HP Laser jet m1600 1 Laser jet 9040 12 Printer HP 2 dn 13 Printer HP Laser jet p1007 1 Laser jet 14 Printer HP 1 p2055dn 15 Printer HP Office jet 7500 a 1 Laser jet 16 Printer HP 1 m1213mfp 17 Printer HP Desk jet 1000 1 Laser jet pro 18 Printer HP 1 mfp m126 19 Printer HP Office jet m401 2 20 Printer HP Desk jet 3845 1 21 Printer Kyocera FS-1124 mfp 1 Laser jet 1200 22 Printer HP 2 series SL. PRINTER SCANNER MAKE MODEL Total NO. 23 Printer Samsung ML-1676 1 Laser jet pro 24 Printer HP 1 mfp m126

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Colour laser jet 25 Printer HP 1 cp 5224 26 Printer HP Deskjet 3848 1 27 Printer HP Deskjet 1180 1 28 Printer Brother 1001 1 29 Printer Canon 8400 1 TOTAL 65

ANNEXURE - 4 COPIERS

Sl. No. PROCESSOR TYPE TOTAL NOS. E-STUDIO 305 / 306 /307 1 13 KYOCERS 300I / 6030 / 6530 / KONIKA 2 7 RICOH 4500/ 2000 / 6500 3 5 CANON 4 3 WORKCENTRE 520 5 4 TOTAL 32

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FORMATS

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FORMAT-1 FOR PREVENTIVE MAINTENANCE CARD OF PRINTER,SCANNER,NETWORK SWITCH,MODEM EQPT.

CONTRACTOR COMPANY NAME & BHAVINI TAG NO. ADDRESS: CONTRACTOR AMC NO:

USER NAME:

SECTION:

Purchase Order No: Period From: To:

PRINTER,SCANNER,NETWORK SWITCH,MODEM EQPT. SPECIFICATIONS RECORD

1. Organisation BHARATHIYA NABHIKIYA VIDYUT NIGAM LIMITED BHAVINI SITE BHAVINI Township 2. Site BHAVINI Chennai 3. Location

4. Intercom /Contact No

Specification PRINTER,SCANNER Inkjet Deskjet Officejet Laser

8. Printer,Scanner,NerworkSwitch,Moderm Colour Officejet Design jet Scanner A4 Scanner A3 Scanner A0

9. a. Make: b. Printer , Scanner , Model No.: c. Printer , Scanner , Serial No.: d. Port Type Parallel USB Network Specification : NETWORK SWITCH , MODEM Switch 24 Port 16 Port 8 Port 10. Network switch and Modem Modem Dlink Zyxel Any other 11. a. Make b. Network Switch & Model No. :

C. Modem Sl.No : d. Port Type :

(*)- Tick the one(s) that is applicable and strikeout the rest.

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Maintenance coordination by

15. Initial inspection done by Name :.

Signature : .Date: . 16. Works Done 1. General Cleaning Printer

Scanner 2. Test Page taken

Network 3. Port Checking Switch & Modem

17. Mane & Signature Of Service Engineer Name: .

Signature: .

Date: . 18. Name & Signature of BHAVINI Official Name: .

Signature: .

Date : .

EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any servicework is done.

BHAVINI Problem Service Engineer Authorized Attended Personnel S.NO Description in Status Name & IT Officials’ date &Time Name & Brief Signature Signature Signature

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FORMAT-2 FOR PREVENTIVE MAINTENANCE CARD OFSERVER,DESKTOP,LAPTOP

CONTRACTOR COMPANY NAME & USER NAME: ADDRESS: SECTION: BHAVINI EQPT. NO, MACHINE Sl.NO: Contractor AMC NO: Purchas Order No: Period From: To: SERVER,DESKTOP,LAPTOP EQPT. SPECIFICATIONS RECORD 1. Organisation: BHARATHIYA NABHIKIYA VIDYUT NIGAM LIMITED BHAVINI SITE BHAVINI Township 2. Site: Chennai office 3. Location :

4. Intercom Phone No:

P4Pentium DCore2duo Core2qad 8. Desktop, Laptop EQPT. TYPE: All in one Core i5 Server Others Win7 Win8 Win8.1 Win10 9. OS : Win Server

10. IP Address : System Name: .

Workgroup,domain Name:

Specification for SERVER,DESKTOP,LAPTOP

11 a. Make: b. Model No. c. Processor Clock Speed in MHZ d. Motherboard : e. Memory (RAM): f. Hard Disk Drive : g. Key Board : PS2,USB h. Mouse : PS2,USB i. Monitor (Screen Type) CRT LCD Make and Model no LED Serial No: j. CD,DVD,RW Drive k. Cabinet+SMPS (Watts) l. Speaker m. Operation System n. Others

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o. Part Type & No Serial .PS2 . USB . (*)- Tick the one(s) that is applicable and strikeout the rest.

Maintenance coordination by 15. Initial inspection done. Name :.

Signature : .Date: . 16. Works Done 1. BHAVINI AMC Password changed Server 2. Temp file Cleaned 3. Cleaning of CPU, Monitor, Keyboard & Mouse external Desktop and internal by blower 4. Checking video display,Replacement of defective Laptop part if any 5. HDD Scan for virus

17. Mane & Signature Of Service Engineer Name: .

Signature: .

Date: . 18. Name & Signature of BHAVINI Official Name: .

Signature: .

Date: .. EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any servicework is done. Problem Service Engineer BHAVINI EnggInchar Attended S.NO Description in Status Name & Personnel Name ge date &Time Brief Signature & Signature Signature

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FORMAT-3 - PREVENTIVE MAINTENANCE CARD OF COPIER MACHINE

CONTRACTOR COMPANY NAME & USER NAME: ADDRESS: SECTION : BHAVINI EQPT. NO, MACHINE Sl.NO: Contractor AMC NO : Purchas Order No: Period From: To: COPIER MACHINE EQPT. SPECIFICATIONS RECORD BHARATHIYA NABHIKIYA VIDYUT NIGAM 1. Organisation : LIMITED BHAVINI SITE BHAVINI Township 2. Site : BHAVINI Chennai 3. Location :

4. Intercom Phone No :

5. Contractor AMC NO : Specification for COPIER MACHINE

6a. Make : b. Serial No. : c. Copier Location : d. Meter Reading : TOTAL

CPR MFP B,W FAX A4 PRP CPR MFP CL FAX PRP PRI- MASTER PORT COPIES e. Type of call : Preventive , Breakdown Maintenance f. Call Attended data : g. Key Board : i. Cleaning done YES , NO j. Date and time k. Problem repeated l. Cause for the Problem m. Solution n. Parts replacement if any o. Remarks . (*)- Under Line the one(s) that is applicable and strikeout the rest.

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Maintenance coordination by

7. Initial inspection done. Name :.

Signature : . Date: 8. Works Done Maintenance kit Checked Cleaning done Drum kit Checked

9. Name & Signature of the Service Name : Persons : Signature : .

Date : . 10. Name & Signature of BHAVINI Official Name :

Signature :

Date :

EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any service work is done. Problem Attended Service BHAVINI Engineer- Sl. Description in date & Status Engineer Name Personnel Name in-charge No. Brief Time & Signature & Signature Signature

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ANNEXURE I: List of maintenance spares

Sl. No. Item Description Quantity

1. HP LASERJET Printer (Model: 1020) 2 Nos.

2. HP OFFICEJET All in one Printer (Model: 8600 2 Nos. or 8720)

3. RAM – 1 GB (DDR I and DDR II) DDR1 - 2 Nos.

4. RAM – 2 GB (DDR II and DDR III) DDR2 - 4 Nos. , DDR3 – 4 Nos 5. Keyboards (USB) 5 Nos. 6. Cordless keyboard and mouse 1 Set 8. Optical Mouse (USB) 5 Nos. 9. SMPS (suitable for the PCs in the contract) 10 Nos.

10. DVD Writer 1 No.

11. Mother boards compatible with i3, i5 and i7 6 Nos. board 12. Processor(Core2Duo,i3,i7) suitable for the PCs i3 – 2 Nos.

13. 8in port the contractswitches with Adapter 2i5,i7 Nos. – 4 Nos.

14. 500 GB HDD (IDE and SATA) IDE- 3 Nos. SATA – 3 Nos.

15. TFT Monitor 14.5” inch or Higher 3 Nos. 16. CMOS Battery 15 Nos. 17. Battery compatible with Laptop 02 nos. 18. Motherboard compatible with Laptop 01 no.

19. Adapter compatible with Laptop 01 no.

IT & INST. SECTION, BHAVINI Page 39 of 47

ANNEXUREIII- TENDER OFFER FORM (TOF)

ANNEXURE II: List of Tools and Tackles (All components shall be of reputed make and model)) Sl. No. Item Description Quantity

1. All in one screw driver set 5 nos 2. Mini screw driver set 3 nos 3. Pliers set 3 nos 4. 3 in 1 Crimping tool 5 nos 5. LAN tester 3 nos 6. Multimeter 3 nos 7. Soldering iron 2 nos 8 De soldering pump with spare nozzle 1 nos 9. Cleaning brush [Multiple sizes] 5 nos 10. Vacuum cleaner with accessories 2 nos 11. Blower with Accessories 2 nos 12. Utility Knife 1 nos 13 Any other tools required for PC & LAN maintenance

Note: During the course of contract, if any tools and tackles become defective, the same shall be replaced with the approval of EIC within 3 days.

1. Consumables: (Required quantity shall be supplied as and when required) 1. I.P.A solution 4. Solder wire 2. Cleanex Solution 5. Solder flux 3. Cotton waste 2. Other facilities(apart from the above listed as spares) (can be taken back after completion of Contract) 1. PC for testing of components, record maintenance etc. 2 Nos. 2. Rack for keeping the spares 1 No.

IT & INST. SECTION, BHAVINI Page 40 of 47

Date: ______

Tender Reference No.: SUBJECT: TENDER DOCUMENT FOR PARTICIPATION IN THE TENDER PROCESS FOR COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT OF IT ASSETS AT BHAVINI

Having examined the tender documents including all Annexure the receipt of which is hereby duly acknowledged, we, the undersigned, offer to work as Vendor as mentioned in the Scope of the work as required by BHAVINI in conformity with the said tender documents.

I,We declare that we are an established service Provider in the area of IT service Provider under the name of…………………………………

We declare that we are equipped with adequate machinery,technology for providing the services as per the parameters laid down in the Tender Document and we are prepared for live demonstration of our capability and preparedness before the representatives of the BHAVINI Officials, if required.

I, We undertake that the Prices are in conformity with the specifications prescribed. The quote is inclusive of all costs likely to be incurred for executing this work.

I, we undertake, in the event of acceptance of our bid, the services shall be provided as stipulated in the tender and that we shall perform all the incidental services.

We agree to the terms and conditions mentioned in the Tender Document

Dated this ____ day of ______

Signature: ______

(In the Capacity of :) ______

Duly authorized to sign the tender offer for and on behalf of:

IT & INST. SECTION, BHAVINI Page 41 of 47

ANNEXUREIV- SELF-DECLARATION

Ref...... Date: - To, Additional Chief Engineer (IT &I), BharatiyaNAbhikiyaVidyut Nigam Limited, Kalpakkam – 603 102. Kancheepuram District. Sir, In response to the tender No………………………………………….Dated…………………. as aowner,partner, Director of ………………………………………………………I , We hereby declare that our Agency ……………………………………………………….. is having unblemished past record and was not declared ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time.

I, We M,s______(Name of the Company) are not blacklisted in any Department of Government of India or any State Government

I,We further undertake that our partner M,s ______(Name of Vendor) having office are also not blacklisted in any Department of Government of India or any State Government I,We hereby declare that there are no pending cases against M,s______(Name & Address of Bidder) with Department of Government of India or any State Government or any other court of law. I,We hereby declare that Bidder ‟s company or Director,Owner of the company have not been declared by any Court or Competent Authorities in solvent or involved in any fraudulent mean(Economical & Criminal) as on 1st March 2018. Name of the Bidder: -

Signature: - Seal of the Organization: -

IT & INST. SECTION, BHAVINI Page 42 of 47

ANNEXURE V- DETAILS OF BIDDER Please ensure that your response clearly answers all the questions. If you use additional schedules or documentation to support your response, make sure that they are clearly cross- referenced to the relevant question. General Profile of the Company,Firm:- Name and Address of the Company , Firm With Telephone Nos., Fax, E-mail and Website

Date of Incorporation

Offices situated at different locations

Infrastructure facilities

Turn over for last three years (Audited Annual Accounts and Annual Reports of three accounting years to be submitted)

Executive Profile

GST Number

PF Registration Number

PAN No. Premises , space available in square feet

Details of Manpower:-

Technical Personnel available:

Number of Operators:

IT & INST. SECTION, BHAVINI Page 43 of 47

Number of Supervisors:

Number of Managers:

Quality Certificate, if any: S.N. Name of the Certified By Year of getting Whether Certificate is valid Certificate Certification as on date

Awards for products,Services, if any: SL.NO. Name of the Certified By Year of getting Field of Award Certificate Certification (S,W development Consultancy etc.)

Name, address and Telephone Number [Office, Residence, Mobile] of the Contact Person to whom all References shall be made regarding this tender: Name: Designation: Address:

Telephone: Office - Residence –

Mobile - Fax No.: E-mail:

Place: Signature:

Date: Name:

Company Seal Note: 1. Incorrect information could lead to disqualification of the bid. 2. All details furnished should be supported by valid documents.

IT & INST. SECTION, BHAVINI Page 44 of 47

ANNEXURE VI - PERFORMANCE STATEMENT

Name of the Firm:

Details of Past Contract similar to this Contract (for a period of last Five years) Name Date of and Contact Total Penalty Ref. completion of Address Person Number Value of imposed PO,WO contract Sl.No. of the and of the by no. & client Contact Sites Contract As per clients if Date Actual with Tel. Number (In Rs.) Contract any No.

(Separate pages may be taken to elaborate the projects undertaken). Note: - Enclose Work-orders along with Completion Certificates , Client's Testimonial given by concerned organisations or whom work is done.

Date: ------Name of the Bidder: - Place: ------Signature: -

Seal of the Organisation: -

IT & INST. SECTION, BHAVINI Page 45 of 47

ANNEXURE VII - DETAILS OF MANPOWER EXCLUSIVELY ASSOCIATED WITH THIS PROJECT (To be furnished on a separate sheet for each employee on award of order)

NAME OF THE FIRM: ______Name of the staff and Designation:- Date of Birth:- Professional Qualification :- Service in the firm from :- Present Salary :- Previous employment record :-

Sr. Organization From to Total Salary No

Details of Key assignments handled in the past three years Sr. Organization Month & Year Details of No assignment

Date: ------Name of the Bidder: - Place: ------Signature: - Seal of the Organisation Note :-No change of any kind should be made in this format. In-adequate information or change in format could lead to disqualification of the bid.

IT & INST. SECTION, BHAVINI Page 46 of 47

ANNEXUREVIII- CHECKLIST

SL. Yes/No/N Page Reference Description No. A Number

1. Annexure–III Tender Offer Form

2. Annexure-IV Self-Declaration

3. Annexure-V Details of Bidder

Proof of bidders presence in India & 4. --- Chennai

5. Annexure-VI Performance Statement

6. --- Authorization letter from OEM

--- 7. Escalation Matrix

--- 8. Client list

--- 9. Offer duly signed

10. ---- Price Schedule

11. --- Copy of ISO certificate

11. Annexure-VIII Checklist

IT & INST. SECTION, BHAVINI Page 47 of 47

AERB SAFETY GUIDE

SAFETY GUIDE

1. INTRODUCTION

Many of the works of Department of Atomic Energy at its various sites are executed by the contractors. During these works, contractors personnel are likely to be exposed to different types of hazards. Similarly, unsafe acts of contractors personnel may generate hazards for Departmental staff and/ or workmen of other contractors working at the site. Such unsafe acts may also pose danger to the existing installations and even to members of public. This guide is prepared to facilitate safe working during execution of contract works. It is hoped that units of DAE may issue this guide as a part of contract documents while awarding contracts.

2. GENERAL SAFETY PROVISIONS

2.1 The Contractor shall take all safety precautions during the execution of awarded work and shall maintain and leave the site safe at all times. At the end of each working day and at all times when the work is temporarily suspended, he shall ensure that all materials, equipment and facilities will not, cause damage to existing property, personal injury or interfere with the other works of the Project or Station. The Contractor shall comply with all applicable provisions of the safety regulations, clean up programme and other measures that are in force at the site.

2.2 The Contractor shall provide and maintain all lights, guards, fencing, warning signs, caution boards and other safety measures and provide for vigilance as and where necessary or as required by the Engineer-in-charge or by any duly constituted authority for the protection of workers or for the safety of others. The caution boards shall also have appropriate symbols.

2.3 Adequate lighting facilities such as flood lights, hand lights and area lighting shall be provided by the Contractor at the site of work, storage area of materials and equipment and temporary access roads within his working area. The Contractor shall obtain written approval of the Engineer-in-charge to the lighting scheme and place of tapping prior to its installation.

2.4 The Contractor shall plan his operations so as to avoid interference with the other Departmental works, other Contractors or sub-Contractors at the site. In case of any interference, necessary coordination shall be sought by the contractor from the Department for safe and smooth working.

2.5 The Contractor and his sub-contractor, if any shall comply with the instructions given by the Safety Engineer or his authorised nominee regarding safety precautions, protective measures, house keeping requirements, etc. The Safety Engineer with due intimation to Engineer-In-Charge shall have the right to stop the work of the Contractor, if in his opinion proceeding with the work will lead to an unsafe and angerous condition. Engineer-In-Charge shall get the unsafe condition removed or provide protective equipment at the contractors cost. The contractor can employ his own Safety Engineer or nominate one of his officers for liaison with Departmental Safety Engineer for ensuring compliance of all safety rules. Contractor shall ensure that all his workmen are aware about the nature of risk involved in their work and have adequate training for carrying out their work safely.

2.6 The contractor shall be held responsible for non-compliance of any of the safety measures and delays, implications, injuries, fatalities and compensation arising out of such situations or incidents.

3. TRAFFIC

3.1 The Contractor shall conduct his operations so as to interfere as little as possible with the use of existing roads at or near locations where the work is being performed.

3.2 When interference to traffic is inevitable, notice of such interference shall be given to the Engineer-in-charge well in advance (at least 48 hours) with the details of start of the work and time required, storage of materials, and details of the proposed methods of providing the required facilities for safe and continuous use of roads and obtain his clearance.

3.3 The Contractor shall, at his own expense, make such approved temporary provisions as are required to maintain at least one lane of traffic by bridging the excavation, providing ramps over surface obstructions or providing suitable temporary bye-pass around the obstructions. The Contractor shall exercise full care to ensure that no damage is caused by him or his workmen, during the operation, to the existing water supply, sewerages, power or telecommunication lines or any other services or works. The Contractor shall be required to provide and erect before construction, substantial barricades, guard-rails, and warning signs. He shall furnish, place and maintain adequate warning lights,signals, etc., as required by Engineer-in- charge . 4. SAFE MEANS OF ACCESS

4.1 Adequate and safe means of access and exit shall be provided for all work places, at all elevations. Using of scaffolding members (avoiding a ladder)for approach to high elevations shall not be permitted.

4.2 Suitable scaffolds shall be provided for workmen for all works that cannot safely be done from the ground, or from solid construction except such short duration work as can be done safely from ladders. Ladder shall be of rigid construction having sufficient strength for the intended loads and made either of good quality wood or metal and all ladders shall be maintained well for safe working condition. An extra mazdoor shall be engaged for holding the ladder if ladder is not securely fixed. If the ladder is used for carrying materials as well, suitable foot holds and hand holds shall be provided on the ladder. The ladder shall be given an inclination not steeper than 1 in 4 (1 horizontal and 4 vertical). Ladders shall not be used for climbing carrying materials in hands. While climbing both the hands shall be free.

4.3 Scaffolding or staging more than 3.5 m above the ground or floor, swung or suspended from an overhead support or erected with stationary support shall have a standard guard rail properly attached, bolted, braced or otherwise secured at least 1.0 m high above the floor or platform of such scaffolding or staging. The guard rail shall extend along the entire exposed length of the scaffolding with only such opening as may be necessary for the delivery of materials. Standard railing shall have posts not more than 2 m apart and an intermediate rail halfway between the floor or platform of the scaffolding and the top rail. Such scaffolding or staging shall be so fastened as to prevent it from swaying from the building or structure. Scaffolding and ladder shall conform to relevant IS specification (IS 3696-1966). Timber/Bamboo scaffolding shall not be used.

4.4 Working platforms of scaffolds shall have toe boards at least 15 cm in height to prevent materials from falling down.

A sketch of the scaffolding proposed to be used shall be prepared and approval of the Engineer-in-charge obtained prior to start of erection of scaffolding. All scaffolds shall be examined by Engineer-In-Charge before use.

4.6 Working platform, gangways and stairways shall be so constructed that they shall not sag unduly or unequally and if the height of the platform or gangway or stairway is more than 3.5 m above ground level or floor level, they shall be closely boarded, shall have adequate width for easy movement of persons and materials and shall be suitably guarded as described in 3.3 above.

4.7 The planks used for working platform shall not project beyond the end supports to a distance exceeding four times the thickness of the planks used. The planks shall be rigidly tied at both ends to prevent sliding and slippage. The thickness of the planks shall be adequate to take load of men and materials and shall not collapse.

4.8 Every opening in the floor of a building or in a working platform shall be provided with suitable means to prevent fall of persons or materials by providing suitable fencing or railing, the minimum height of which shall be 1.0 m, along with 15 cm high sheet obstruction at floor level along the railing.

4.9 Safe means of access shall be provided to all working platforms and other elevated working places. Every ladder shall be securely fixed. No single portable ladder shall be over 9 m in length. For ladders up to 3m in length the width between side rails in the ladder shall in no case be less than 300 mm. For longer ladders this width shall be increased by at least 20 mm for each additional metre of length. Step spacing shall be uniform and shall not exceed 300 mm.

4.10 Adequate precautions shall be taken to prevent danger from electrical lines and equipment. No scaffolding, ladder, working platform, gangway runs, etc. shall exist within 3 metres of any uninsulated electric wire. Whenever electric power and lighting cables are required to run through (pass on) the scaffolding or electrical equipments are used, such scaffolding structures shall have minimum two earth connections with earth continuity conforming to IS Code of Practice.

5. EXCAVATION, TRENCHING AND EARTH REMOVAL

5.1 All trenches 1.2 m or more in depth shall at all times be supplied with at least one ladder for each spacing of 30m in length or fraction thereof. Ladder shall be extended from bottom of the trench to at least 1 m above the surface of the ground.

5.2 The sides of the trench which are 1.2 m or more in depth shall be stepped back to give suitable slope (angle of repose) or securely held by timber bracing, so as to avoid the danger of sides from collapsing. The excavated material shall not be placed within 1.5 m of the edges of the trench or half Of the depth of the trench, whichever is more. Cutting shall be done from top to bottom. Under no circumstances mining or under-cutting shall be done.

5.3 The Contractor shall ensure the stability and safety of the excavation, adjacent structures, services and the works.

5.4 Open excavations shall be fenced off by suitable railing and warning signals installed at night at well lit places so as to prevent persons slipping or falling into the excavations.

5.5 All blasting operations shall be carried out on the basis of procedures approved by Inspector of Explosives. All works in this connection shall be carried out as per IS Code of Practice. Barricades, Warning Signs etc. shall be placed on the roads/open area. Prior approval of such operation shall be obtained from Safety Engineer/Engineer-In-Charge of Works.

5.6 For removal of earth from an earth mound a written permission shall be obtained from the Engineer In-charge of the work and the Engineer I ncharge of the earth mound.

5.7 As far as practical, earth shall be removed mechanically.

5.8 Wherever manual removal of earth is involved, earth shall be removed from the top by maintaining the proper slope equal to the angle of re pose of the earth.

5.9 Such work shall be constantly supervised by the contractor's responsible person and frequently inspected by the departmental representative to ensure that no under-cutting is done.

6. CONCRETING

6.1 Shuttering and supporting structures shall be of adequate strength and approved by Engineer-In-Charge. This shall be ensured before concrete is poured. The procedure approved by Engineer-In-Charge shall be followed for mixing, transporting and pouring of concrete.

7. DEMOLITION

7.1 Before any demolition work is commenced and also during the progress of the work:

7.2 All roads and open area adjacent to the work site shall either be closed or suitably protected. Appropriate warning signs shall be displayed for cautioning approaching persons.

7.3 Before demolition operations begin, the Contractor shall ensure that the power on all electric service lines is shut off and the lines cut or disconnected at or outside the demolition site. If it is necessary to maintain electric power during demolition operation, the required service lines shall be adequately protected against damage. Persons handling heavy materials /equipments shall wear safety shoes.

7.4 No floor, roof or other part of the building shall be overloaded with debris or materials as to render it unsafe.

7.5 Entries to the demolition area shall be restricted to authorised persons only.

8. PERSONAL PROTECTIVE EQUIPMENT

All necessary personal protective equipment as considered necessary by the Engineer-in- charge shall be kept available by contractor for the use of the persons employed on the site and maintained in a condition suitable for immediate use. Also the Contractor shall take adequate steps to ensure proper use of equipment by those concerned. The personal protective equipment are to be provided by the contractor.

(a) All persons employed at the construction site shall use Safety helmets. For other types of works, persons working in that area shall also use safety helmets, if advised by Safety Engineer/Engineer-In-Charge.

(b)Workers employed on mixing asphaltic materials, cement and lime mortars shall use protective goggles, protective foot wear and hand gloves. (c) Use of proper respirators shall be an advantage.

(d) Persons engaged in welding and gas cutting works shall use suitable welding face shields. The persons who assist the welders shall use suitable goggles. Protective goggles shall be worn while chipping and grinding.

(e) Stone breakers shall use protective goggles. They shall be seated at sufficiently safe intervals of distance.

(f) Persons engaged in or assisting in shot blasting operations and cleaning the blasting chamber shall use suitable gauntlets, overalls, dust-proof goggles, boots and protective hood supplied with fresh air at the minimum rate of 9 m3/hr.

(f) All persons working at heights more than 4.5 m above ground or floor and exposed to risk of falling down shall use safety belts, unless otherwise protected by cages, guard railings, etc. In places where the use of safety belts is impractical, suitable net of adequate strength fastened to substantial supports shall be employed.

(g) All powered two-wheeler motorcycle and scooter drivers and their pillion riders shall wear crash helmets inside the Project/Plant sites.

(h) When workers are employed in sewers and inside man-holes which are in use, the Contractor shall ensure that the manholes are opened and are adequately ventilated at least for an hour. After it has been well-ventilated, the atmosphere inside the space shall be checked for the presence of any toxic gas or oxygen deficiency and recorded in the register before the workers are allowed to get into the man-holes. The man-holes opened shall be cordoned off with suitable railing and provided with warning signals or caution boards to prevent accidents. There shall be proper illumination in the night.

9. PAINTING

9.1 The Contractor shall not employ women on the work of painting with products containing lead in any form. Only men above the age of 18 years shall be employed on the work with lead paint. The following precautions shall be taken during the work.

Supplied air respirators shall be provided for use by the workers when paint is applied in the form of spray, or a surface having lead paint is dry rubbed or scraped.

Overalls shall be supplied by the Contractors to the workmen and adequate facilities shall be provided to enable the painters to wash at the cessation of work.

All painting jobs, especially those in which lead paints are used shall be kept under industrial hygiene surveillance.

9.2 Smoking, open flames or sources of ignition shall not be allowed in places where paints and other flammable substances are stored, mixed or used. A caution board, with the instructions written in national/regional language, "SMOKING - STRICTLY PROHIBITED" shall be displayed in the vicinity where painting is in progress or where paints are stored. Symbols shall also be used for caution boards. Suitable fire extinguishers / sand buckets shall be kept available at places where flammable paints are stored, handled or used.

When painting work is done in a closed room or in a confined space, adequate ventilation shall be provided. If adequate ventilation cannot be provided, workers shall wear suitable respirators.

9.3 Epoxy resins and their formulations used for painting shall not be allowed to come in contact with the skin. The workers shall use plastic gloves and/or suitable barrier creams.

Adequate ventilation shall be provided especially when working with hot resin mixes. Increased personal hygiene shall be practised to control inadvertent contact with the resin and eliminate its effects.

Workers shall thoroughly wash hands and feet before leaving the work. Work clothes shall be changed and laundered frequently.

10. LIFTING MACHINES AND TACKLES

10.1 Use of lifting machines and tackles including their attachments, anchorage and supports shall conform to the following standards or conditions.

(a) Lifting machines and tackles shall be of good mechanical construction, sound material and adequate strength and free from any defects and shall be kept in good repair and in good working order.

Every rope used in hoisting or lowering materials or as a means of suspension shall be of good quality and adequate strength and free from any defect.

Every crane operator or lifting appliance operator shall be properly qualified. No person under the age of 21 years shall be in charge of any hoisting machine or give signal to operator of such machine.

In case of every lifting machine (and of every chain, ring, hook, shackle, swivel and pulley block used in hoisting or as means of suspension) the safe working load shall be ascertained and clearly marked. In case of a lifting machine having a variable safe working load, each safe working load and the conditions under which it is applicable shall be clearly indicated. No part of any machine or any gear referred to above in this paragraph shall be loaded beyond the safe working load except for the purpose of testing. This shall be approved by the Safety Engineer. (d) In case of departmental machines, the safe working load shall be notified by the Engineer-in-charge. As regards Contractor's machines, the Contractor shall notify the safe working load of the machine to the Engineer-in-charge whenever he brings any machinery to site of work and get it verified by the Engineer-in-charge, supported by a valid test certificate by the competent Person.

(e) Thorough inspection and load testing of lifting machines and tackles shall be done by a competent person at least once every 12 months and records of such inspection and testing shall be maintained.

10.2 Motors, gearing transmission, couplings, belts, chain drives and other moving parts of hoisting appliances shall be provided with adequate safeguards. Hoisting appliances shall be provided with such means as will reduce to the minimum the risk of any part of a suspended load becoming accidentally displaced or lowered.

11. WELDING AND GAS CUTTING

11.1.1 Welding and gas cutting operations shall be done only by qualified and authorised persons and as per IS specifications and Code of Practice.

Welding and gas cutting shall not be carried out in places where flammable or combustible materials are kept and where there is danger of explosion due to presence of gaseous mixtures.

Welding and gas cutting equipment including hoses and cables shall be maintained in good condition.

Barriers shall be erected to protect other persons from harmful rays from the work. When welding or gas cutting is in elevated positions, precautions shall be taken to prevent sparks or hot metal falling on persons or flammable materials.

Suitable type of protective clothing consisting of fire resistant gauntlet gloves, leggings, boots and aprons shall be provided to workers as protection from heat and hot metal splashes. Welding shields with filter glasses of appropriate shade shall be worn as face protection.

Adequate ventilation shall be provided while welding in confined space or while brazing, cutting or welding zinc, brass, bronze, galvanized or lead coated materials. Welding and gas cutting shall not be done on drums, barrels, tanks or other containers unless they have been emptied, cleaned thoroughly and it is made certain that no flammable material is present.

Fire extinguisher shall be available near the location of welding operations. Fire Safety Permit shall be obtained for working at vulnerable areas and operating areas before flame cutting/welding is taken up.

11.9 For electric (Arc) welding the following additional safety precautions shall be taken:

i) When electrical welding is undertaken near pipe lines carrying flammables, such pipe lines shall not be used as part of earth conductor but a separate earth conductor shall be connected to the machine directly from the job.

ii) Personnel contact with the electrode or other live parts of electric welding equipment shall be avoided.

iii) Extreme caution shall be exercised to prevent accidental contact of electrodes with ground.

iv) The welding cables shall not be allowed to get entangled with power cables. It shall be ensured that the cables are not damaged by movement of materials.

12. GRINDING:

12.1 All portable grinders shall be used only with their wheel guards in position to reduce the danger from flying fragments should the wheel break during the use.

12.2 Grinding wheels of specified diameter only shall be used on a grinder - portable or pedestal - in order not to exceed the prescribed peripheral speed.

12.3 Goggles shall be used during grinding operation.

13. ELECTRICITY

Guide lines for providing temporary power supply at the site and general safety procedures for using electricity are given in the enclosed Annexure.

14. HOUSE KEEPING

14.1 The Contractor shall at all times keep his work spot, site office and surroundings clean and tidy from rubbish, scrap, surplus materials and unwanted tools and equipment.

14.2 Welding and other electrical cables shall be so routed as to allow safe traffic by all concerned.

14.3 No materials on any of the sites of work shall be so stacked or placed as to cause danger or inconvenience to any person or the public. The Engineer-in- charge may require the Contractor to remove any materials which are considered to be of danger or cause inconvenience to the public. If necessary, the Engineer-in-charge may cause them to be removed at the Contractor's cost.

14.4 At the completion of the work, the Contractor shall have removed from the work premises all scaffoldings, surplus materials, rubbish and all huts and sanitary arrangements used/installed for his workmen on the site.

14.5 The Engineer-in-charge has the right to stop work if the Contractor fails to improve upon the housekeeping after having been notified.

15. FIRE SAFETY

All necessary precautions shall be taken to prevent outbreak of fires at the construction site. Adequate provisions shall be made to extinguish fires should they still break out.

(a) Quantities of combustible materials like timber, bamboos, coal, paints, etc., shall be the minimum required in order to avoid unnecessary accumulation of combustibles at site.

(b) Containers of paints, thinners and allied materials shall be stored in a separate room which shall be well ventilated and free from excessive heat, sparks, flame or direct rays of the sun. The containers of paint shall be kept covered or properly fitted with lid and shall not be kept open except while using.

at the construction site at appropriate places.

(d) Adequate number of Contract workmen shall be given education and training in fire fighting and extinguishing methods. 16. SAFETY WORK PERMIT

16.1 In order to ensure safety of work for hazardous operation (such as entry into confined spaces, welding/cutting on equipment/pipes where explosion hazard is present, works on high voltage and main medium voltage lines, blasting etc.,) special Safety Work Permits (SWP) shall be raised. The SWP's shall also to be obtained for any other work as recommended by Safety Engineer.

16.2 The Contractor shall strictly ensure all the safety conditions and requirements stipulated in the Safety Work Permit. The decision of the Safety Engineer shall be final in this regard.

17. WORK IN RADIATION AREA

The Contractor shall follow the stipulated procedure regarding work in the radiation area and other works related with radiography.

18. WORK IN AND AROUND WATER BODIES

When the work is done near any place where there is risk of drowning, all necessary rescue equipment such as life buoys and life jackets shall be provided and kept ready for use and all necessary steps taken for prompt rescue of any person in danger and adequate provision shall be made for prompt first-aid treatment of all injuries likely to be sustained during the course of the work. Persons who do not know swimming shall not be engaged alone for any work where risk of drowning exists. Sufficient number of life buoys or life jackets shall be provided.

19. MEDICAL FACILITIES

19.1 The Contractor shall arrange adequate facilities for medical aid and treatment for his staff and workers engaged on the work site including the first-aid facilities if they are not available at the Project Site. 19.2 First-aid appliances including sterilized dressing, cotton wool and antiseptic cream shall be made available at a readily accessible places at every work site. These shall be maintained in good order under the charge of a responsible person.

19.3 At large work places where hospital facilities are not available within easy reach of the works, first-aid posts shall be established and be manned by a trained compounder. An ambulance shall be available during the entire period of work for attending to injury cases.

20. SAFETY OFFICER/SAFETY COORDINATOR The Contractor shall have a Safety Officer or a supervisor to be designated as a Safety Coordinator in order to specifically look into the implementation of different safety requirements of the contract work. The person thus designated will in general co- ordinate with the Engineer-in-charge on matters of safety and in particular ensure that the Safety Guide is complied with fully. His name shall be displayed on the Notice Board at a prominent place at the work site.

21. REPORTING OF ACCIDENT

21.1 All accidents leading to property damage and/or personnel injuries shall be reported to the Engineer-In charge immediately who all inform SARCOP to be followed up with detailed accident reports in prescribed form.

21.2 Contractor shall also submit a monthly statement of accidents to Engineer-In- Charge by 4th of every month showing details of accident, nature of injury including disability, days lost, treatment required, etc., and the extent of property damage.

22. PUBLIC PROTECTION

The Contractor shall make all necessary provisions to protect the public. He shall be bound to bear the expenses for defense of every action or other proceedings at law that may be brought by any person for injury sustained owing to neglect of any precaution required to taken to protect the public. He shall pay any damage and cost which may be awarded in any such suit, action or proceedings to any such person, or the amount which may be fixed as a compromise by any such person.

23. OTHER STATUTORY PROVISIONS

Notwithstanding the above clauses from 1 to 21 there is nothing in these to exempt the Contractor from the provisions of any other Act or Rules in force in the Republic of India. In particular all operations involving the transport, handling, storage and use of explosives shall be as per the standing instructions and conform with the Indian Explosives Act, 1884 and the explosives Rules, 1983. Handling, transport, storage and use of compressed gas cylinders and pressure vessels shall conform with the Gas Cylinder Rules 1981 and Static and Mobile Pressure Vessels (Unfired) Rules 1981. In addition, The Indian Electricity Act 1910 and Indian Electricity Rules 1956, the Atomic Energy Act, 1962, the Radiation Protection Rules, 1971, Radiation Protection Manual of Nuclear Facilities and the Atomic Energy (Factories) Rules, 1988 and various rules and Act related to mining shall also be strictly complied with. ANNEXURE

GUIDELINES AND GENERAL PROCEDURES FOR SUPPLY AND USE OF ELECTRICITY AT SITE 1.

GENERAL

Following safety requirements shall be complied with before the Contractor uses the power supply.

1.1 The Contractor shall submit a list of licenced electrical staff to be posted at site.

1.2 It shall be the responsibility of the Contractor to provide and maintain complete installation on the load side of the supply point with regard to the safety requirements at site. All cabling and installation shall comply with the appropriate statutory requirements given below and shall be subject to approval of the Departmental Engineer-in-charge/ Electrical Engineer.

Indian Electricity Act, 1910

Electricity (Supply) Act, 1948

Indian Electricity Rules, 1956

National Electric Code 1985

Other relevant rules of Local Bodies and Electricity Boards

After installation of the electrical power wiring works by the contractor, form of completion certificate as per IS 732 (Form SGCW - 1) shall be submitted by the contractor duly signed by the authorised valid licenced electrical contractor and /or supervisor along with one copy of the contractor's licence and/or competency certificate of supervisor issued by the Electricity Board/Government Electricity Organisations as per the enclosure.

The power supply shall be regulated as per the terms and conditions of the supply of the respective electricity boards.

1.3 (a) For purposes of electrical load and power planning by the electrical section, the contractor shall furnish along with the tender, the estimated load requirement of electric power for the execution of the contract works in terms of maximum Kilo Watt or KVA demand during various periods/months of the contract period along with the details of the construction electrical equipment/machinery with their individual load details and location/locations of power supply required for availing temporary electric power supply in the standard proforma enclosed (Form SGCW - 2).

The electric power supply will be generally made available at one point in the works site of the contractor by the department.

Where distribution boards are located at different places the Contractor shall submit schematic drawing indicating all details like size of wires, Over Head or cable feeders, earthing etc. The position and location of all equipment and switches shall be given.

1.4 The Contractor shall make his own arrangements for main earth electrode and tappings thereof. The existing earth points available at site can be used at the discretion of the Departmental Electrical Engineer with prior permission. Method of earthing, installation and earth testing results shall conform to relevant I.S. Specifications (IS-3043).

All three phase equipment shall be provided with double earthing. All light fixtures and portable equipment shall be effectively earthed to main earthing.

All earth terminals shall be visible. No gas pipes and water pipes shall be used for earth connection. Neutral conductor shall not be treated as earth wire.

The Contractor shall not connect any additional load without prior permission of Departmental Electrical Engineer. For obtaining additional power required, test reports of the tests mentioned in (d) of Form SGCW - 1 shall be submitted.

Joints in earthing conductors shall be avoided. Loop earthing of equipment shall not be allowed. However tappings from an earth bus may be done.

The entire installation shall be subjected to the following tests before energisation of installation including portable equipment:

Insulation resistance test

Polarity test of switches

Earth continuity test a) Earth electrode resistance. The test procedures and their results shall conform to relevant IS specifications. The Contractor shall submit a test report for his complete installation every 2 months or after rectifying any faulty section in the specimen test report. One such test report for the complete installation shall be submitted before onset of monsoon.

2. The following are provided for general guidance of the Contractor and shall be read as specific requirement, in addition to complying with Indian Electricity Act, Indian Electricity Rules and IS Specifications.

2.1 Installation

Only persons having valid wireman's licence/competency certificate shall be employed for carrying out electrical work and repair of electrical equipment, installation and maintenance at site. The job shall be supervised by a qualified licenced Supervisor.

Electrical equipment and installations shall be installed and maintained as to prevent danger from contact with live conductors and to prevent fires originating from electrical causes like short circuits, overheating etc. Installation shall not cause any hindrance to movement of men and materials. c) Materials for all electrical equipment shall be selected with regard to working voltage, load and working environment. Such equipment shall conform to the relevant standards. d) The minimum clearance to be maintained for all overhead lines along roads and across roads shall be as per the statutory requirements as listed in clause 1.2 of Annexure. e) Grounding conductor of wiring system shall be of copper or other corrosion- resistant material. An extra grounding connection shall be made in appliances/equipment where chances of electric shock is high. f) Electric fuses and/or circuit breakers installed in equipment circuits for short circuit protection shall be of proper rating. It is also recommended that high rupturing capacity (HRC) fuses be used in all circuits. For load of 5 KW or more earth leakage circuit breaker shall be provided in the circuits. g) Wherever cables or wires are laid on poles, a guard wire of adequate size shall be run along the cables/wires and earthed effectively. Metallic poles as a general rule, shall be avoided and if used shall be earthed individually. Anti-climbing guards and danger notices shall be provided on poles. Each equipment shall have individual isolating switches. h) Wires and cables shall be properly supported and an approved method of fixing shall be adopted. Loose hanging of wires & cables shall be avoided. Lighting and power circuits shall be kept distinct and separate. i) Reinforcement rods or any metallic part of structure shall not be used for supporting wires and cables, fixtures, equipment, earthing etc. j) All cables and wires shall be adequately protected mechanically against damages. In case the cable is required to be laid under ground, it shall be adequately protected by covering the same with bricks, Plain Cement Concrete (PCC) tile or any other approved means. k) All armoured cables shall be properly terminated by using suitable cable glands. Multistranded conductor cables shall be connected by using cable lugs/ sockets. Cable lugs shall preferably be crimped. They shall be of proper size and shall correspond to the current rating and size of the cable. Twisted connections will not be allowed. l) All cable glands, armouring and sheathing of electric cables, metal circuits and their fittings, metallic fittings and other non-current carrying parts of electrical equipment and apparatus shall be effectively grounded. m) All the Distribution Boards, Switch Fuse units, Bus bar chambers, ducts, cubicles etc. shall have MS enclosures and shall be dust, vermin and water proof. The Distribution Boards, switches etc. shall be so fixed that they shall be easily accessible. Changes shall be done only after the approval of the Departmental Electrical Engineer. n) The Contractor shall provide proper enclosures/covers of approved size and shape for protection of all the switch board, equipment etc. against rain. Exposed live parts of all electrical circuits & equipment shall be enclosed permanently. Crane trolley wires and other conductors which cannot be completely insulated shall be placed such that they are inaccessible under normal working conditions. o) Iron clad industrial type plug outlets are preferred for additional safety. p) Open type Distribution Boards shall be placed only in dry and ventilated rooms; they shall not be placed in the vicinity of storage batteries or otherwise exposed to chemical fumes. q) Isolating switches shall be provided close to equipment for easy disconnection of electrical equipment or conductors from the source of supply when repair or maintenance work has to be done on them r) In front of distribution boards a clear space of 90 cm shall be maintained in order to have easy access during an emergency. s) Adequate working space shall be provided around electrical equipment which require adjustment or examination during operation. t) As far as possible electrical switches shall be excluded from a place where there is danger of explosion. All electrical equipment such as motors, switches and lighting fittings installed in work room where there is possibility of explosion hazard shall be explosion proof. u) All connections to lighting fixtures, starters or other power supplies shall be provided with PVC insulated, PVC sheathed twin/three/four core wires to have better mechanical protection for preventing possible damage to equipment or injury to personnel. Taped joints shall not be allowed and the connections may be made in looping system. Electric starter of motors, Switches shall not be mounted on wooden boards. Only sheet steel mounting or iron frame work shall be used. v) All the lighting fixtures and lamp holders shall be of good quality and in good condition. Badly repaired or broken holders, etc. shall not be used. w) Only PVC insulated and PVC sheathed wires or armoured PVC insulated and sheathed cables shall be used for external power supply connections of temporary nature. Weather proof rubber wires shall not be used for any temporary power supply connections. Taped joints in the wires shall not be used. x) The bulbs/lamps used for illumination and testing purpose shall have cover or guard to protect them from accidental breakages. Only 24 V supply system shall be used for hand lamps etc, while working inside metallic tanks or conducting vessels. y) After installation of new electric system and or other extensive alterations to existing installations, thorough inspection shall be made by Departmental Electrical Engineer before the new system or new extension is put in use. z) Contractor shall ensure that power factor for their loads shall be maintained at 0.85. In case the power factor falls below 0.85, necessary capacitor units shall be provided by the contractor.

2 . 2 Operation & Maintenance All persons who work with electrical installation/equipment shall be aware of the electrical hazards, use of protective devices and safe operational procedures. They shall be given training in fire fighting, first aid and artificial resuscitation techniques.

The supervisor shall instruct the workers in the proper procedure, specify and enforce the use of necessary protective equipment such as adequately insulated pliers, screw drivers, fuse pullers, testing lamps and similar hand tools. Only wooden ladders shall be used to reach the heights in electrical work.

No material or earth work shall be allowed to be dumped below or in the vicinity of the bare overhead line conductors.

Separate work permits shall be issued for individual group leaders working on the same system which shall be returned after the completion of the work to Safety Supervisor and no system shall be energised without the clearance of Safety Supervisor.

Before any maintenance work is commenced on electrical installations/ equipment, the circuits shall be de-energised and ascertained to be dead by positive test with an approved voltage testing device. Switches shall be tagged or the fuse holders withdrawn before starting the work. Adequate precautions shall be taken in two important aspects viz. i) That there shall be no danger from any adjacent live parts and ii) That there shall be no chances of re-energisation of the equipments on which the persons are working.

While working on or near a circuit, whenever possible the use of one hand may be practiced even though the circuit is supposed to be dead. The other hand may preferably be kept in pocket.

When it is necessary to touch electrical equipment (for example when checking for overload of motors) back of the hand may be used. Thus, if accidental shock were to cause muscular contractions, one would not 'freeze' to the conductor. h) Operation of electrical equipment shall be avoided when standing on wet floor or when hands are wet. i) Before blown fuses are replaced, the circuit shall be locked out and an investigation shall be made for the cause of the short circuit or overload. j) When two persons are working within reach of each other, they shall never work on different phases of the supply. k) When structural repairs, modification or painting work are to be undertaken, appropriate measures shall be taken for the protection of persons whose work may bring them into the proximity of live equipment/circuit. l) It shall be ensured that the insulation and wire size of extension cords are adequate for the voltage and current to be carried. m) While tapping electricity from the socket, plug top must be used. It shall be ensured that no extension boards are over loaded while tapping. Only standard three pin plugs shall be used for tapping electricity. Broken sockets/plugs shall be replaced immediately with good ones. Only joint free cables shall be used for connecting equipment/apparatus. n) Floors shall be kept free from trailing electrical cables to avoid tripping hazard. o) Power supply to all the machines and lighting fixture shall be switched off when not in use. p) Temporary electrical connections shall be removed as soon as the stipulated work is over. After completion of the works, the Contractor shall dismantle the distribution boards and the other facilities he may have erected. q) Unauthorised tapping of power by others from distribution boards under the control of the contractor shall be prohibited at all circumstances.

r) Safety work permits shall be used for switching off the main feeder and equipment by the contractor. t) "MEN ON LINE" "DO NOT SWITCH ON" "DANGER" or "CAUTION" board as applicable shall be used during maintenance works on the electrical equipment.

2.3 Portable electrical equipment

Portable electrical equipment shall be regularly examined, tested and maintained to ensure that the equipment and its leads are in good order. Register shall be maintained for inspection recording the testing dates and results of the equipments. All portable appliances shall be provided with three core cable and three pin plug. The third pin of the plug shall invariably be earthed. It shall be ensured that the metal part of the equipment shall be effectively earthed.

All connections to portable equipment or machines from the panel/ distribution board/extension board shall be taken using 3 core double insulated PVC flexible copper wire in one length. No joints shall be allowed in this flexible wire. In case single length of wire is not sufficient for a particular location then the supply can be tapped by providing another extension board comprising of switch and socket.

Flexible cables for portable lamps, tools, and apparatus shall be regularly examined, tested periodically and maintained to ensure safety. FORM NO. SGCW - 1

FORM FOR COMPLETION CERTIFICATE

(Prescribed under Cl.1.2 of Annexure)

I/We certify that the installation detailed below has been installed by me/us and tested and that to the best of my/our knowledge and belief, it complies with Indian Electricity Rules, 1956 as well as IS: 732-1963 code of practice for Electrical Wiring Installations. (System voltage not exceeding 650 Volts (Revised).

Electric installation at

Voltage and system of supply a)

If the work involves installation of overhead lines and/or underground cable Earthing:

Description of earthing electrode, size of earth wire and number of electrodes provided: d) Test results:

1. Insulation resistance for the whole installation: i. Between conductors ii. Between each conductor and earth

Resistance of earthing electrode or earthing system.

Maximum earthing resistance of installation

Signature of Supervisor Signature of Contractor

Name and address of Supervisor. Name and address of Contractor.

FORM NO. SGCW-2 ‘A' APPLICATION FOR SERVICE CONNECTION BY CONTRACTOR (Prescribed under Cl.1.3 of Annexure) (to be filled in triplicate) Name & Address of Contractor : Reference to Tender & Work Order : Completion period : Connected load details (please : attach details in a separate sheet) Max. demand anticipated : Nature of service connection required: (whether single or three phase) Place where service required :

Works : Colony : 8. If supply of electricity is free or : chargeable (Please enclose extract of conditions from the tender) 9. Details of meter provided : If meter required from the : Department, whether SD is paid Details of SD (Security Deposit) : Whether meter is tested or not, if: tested, attach test report, if not, details of testing fee deposited Name of Supervisor/Electrician in : charge of installation and maintenance Electrical licence No. of person : mentioned against col. 10 Electrical safety appliances : available for use Fire extinguishers available for use : First Aid facility/box available : for use, if any.

(Signature of the Contractor) Date: Name: ‘B’ CERTIFICATE BY THE CONTRACTOR

Certified that my/our installations have been carried out in accordance with I.E. Rules and that I/We have employed competent persons to handle the installations.

I/we am/are agreeable to the bills, in respect of this service connections being raised on the basis the connected load furnished above, in case the actual consumption falls below the one stipulated by the tender conditions.

(Signature of the contractor) Name:

Address: Date:

‘C’ CERTIFICATE BY THE CONTRACT CONTROL ENGINEER

Verified the particulars and forwarded to the Engineer In charge.

(Signature of Contract control Engineer) Name:

Section: Civil/Electrical/Mechanical.

‘D' CERTIFICATE BY THE ENGINEER IN CHARGE

Certified that the particulars furnished by the Contractor are true to the best of my knowledge and belief and that I have satisfied myself as to the safe conditions of electrical installations for which the service connection is applied for.

Signature: Name:

Date: Designation with section:

‘E' CERTIFICATE BY THE SAFETY ENGINEER

Certified that I have inspected the electrical installations referred herein and after satisfying myself about the safe conditions of the installation, I hereby recommend that the service connection be given to the Contractor.

Signature of Safety Engineer.

Name Date: ‘F' AUTHORISATION BY THE ELECTRICAL ENGINEER

Service connection may be/may not be given for the reasons noted hereunder.

Signature of Electrical Engineer. Name:

Date: Designation:

'G' 'REPORT OF COMPLIANCE'

Service connection is given by me on

a) Meter Nos.

b) Initial readings:

c) Locations:

d) Meter Sealings

Signature of Ele ctrical Engineer

(Metering and Billing)

Name:

Designations:

Date:

Note:

Ist copy to Contract Control Engineer )After all the for malities are completed )and Report of Compliance

2nd copy to Safety Engineer ) in (G) are filled up by the ) Electrical Engineer after power and 3rd copy to Electrical Engineer

SECTION – D

FORMAT FOR SUBMISSION OF SINGLE PART TENDER

TECHNICAL AND COMMERCIAL BID OF THE TENDER

PROFORMA-I

THIS INFORMATION SHEET MUST BE FILLED AND SUBMITTED BY THE BIDDER

1. Have you meet the bid validity of 120 days from Opening of Tender Yes/No

2. Can you meet the delivery period specified in Clause no.5 of Section-B2? Yes/No

3. Have you submitted a list of materials and proprietary items along with the specifications which will be procured by you? Yes/No

4. Do you agree to submit all the manufacturing and inspection documents as per our requirement given in tender document? Yes/No

5. Do you intend to sub-contract any item of the work? Yes/No (If so, please submit the list of items and address of sub contractors)

6. Can you comply with quality control and inspection procedures and Yes/No requirements specified in tender document?

7. Confirm that you will use only tested material as per the standards specified in the tender document. Yes/No

8. Have you indicated the details of the methods proposed for inspection of parts and final inspection and testing of the component? Yes/No

9. Have you indicated the price details as asked in Section E2 of Section E? Yes/No

10. The quoted prices are firm Yes/No

11. LIST OF DEVIATIONS

11.1 List of Technical Deviation

All deviations from the technical specification shall be filled in by the TENDERER clause by clause in this schedule.

Section Clause No. Deviation

The TENDERER hereby certifies that the above mentioned are the only deviations from the technical specification of the enquiry. SIGNATURE

DESIGNATION

COMPANY

DATE

SEAL OF COMPANY

12. LIST OF ADDITIONAL ENCLOSURES TO TENDER. The following enclosures in addition to those asked for in the Tender are given;

Sl.No Document Enclosed

SIGNATURE ______

DESIGNATION______

COMPANY______

DATE______

COMPANY SEAL

(To be furnished duly filled in along with Part-I - Technical & Commercial bid except price)

This Compliance Sheet must invariably be sent along with Offer

1.0 Format for submission of Compliance to the Conditions of Contract contained in General Conditions of Contract. 1.1. The tenderer shall note that any deviation to above mentioned terms and conditions of our tender may lead to disqualification of their bid. 1.2. The compliance/confirmation to the specific clauses may please be furnished as per the format below: Condition/s Bidder’s Sr. (Please note that compliance must be confirmed without fail. In case of non- compliance/ No. compliance to confirm, offer will be ignored.) confirmation Acceptance of : 1. Whether GST provisional no/ Registration no. along with HSN/ SAC code & relevant documents has been provided. Acceptance of: 2. Security Deposit as per Clause No.3 under ( CMM-02/ Rev.0) Acceptance of: 3. Performance Bond including Inspection and acceptance tests as per Clause No.26 under ( CMM-02/ Rev.0) Acceptance of: 4. Clause No.4: General Conditions of Contract – CMM-02/Rev.0 regarding subletting/ assignment of Contract Acceptance of: 5. Warranty as per Clause No.9.0: General conditions of Contract – CMM-02Rev.0 Acceptance of Liquidated Damages: 6. As per Clause No.15: General Conditions of Contract – CMM-02/Rev.0 Acceptance of : 7. Clause No.17: General Conditions of Contract – regarding Quality Surveillance, Inspection, Acceptance & Rejection Acceptance of: 8. Clause No.24: General Conditions of Contract – CMM-02/Rev.0 regarding Arbitration Acceptance of: 9. Clause No.32: General Conditions of Contract – CMM-02/Rev.0 regarding Secrecy Acceptance of: 10. Clause No.20: General Conditions of Contract – CMM-02/Rev.0 regarding Payment Terms. Confirm that the quoted prices are inclusive of manufacturing , supply safe 11. delivery and guarantee Acceptance of: 12. Special Commercial Terms & Conditions Section- B2 regarding delivery period. *Compliance to the remaining clauses of B-1: Commercial Terms & 13 Conditions.

*Compliance to the remaining clauses of B-2: Special Commercial Terms & 14. Conditions.

Acceptance of: 15. All other Conditions of GCC-CMM-02 Rev.0 16. Kindly Confirm, If you are registered under the MICRO SMALL AND MEDIUM Enterprises Development Act 2006, (MSMED ACT, 2006) and also Enclose a copy of registration certificate along with offer.

Public Procurement Policy: 17 If firms registered as Micro, Small Enterprise/s as per prevailing guidelines of MSMED Act, 2006 and with National Small Scale Industries Corporation (NISC) are exempted from submission of tender fee/security deposit against submission of valid registration certificate. Hence kindly confirm the same and also submit the below documents along with offer. (i) Valid registration certificate of MSE/NSIC showing terminal validity date of the registration. (ii) In case of an enterprise owned by an entrepreneur of SC/ST category, a copy of valid SC/ST certificate.

Signature of the Authorized Signatory:

Name with Office Seal

SECTION –E SCHEDULE OF QUANTITIES AND RATES

SCHEDULE OF QUANTITIES

SECTION: E

Scope of work under present tender is : S DESCRIPTION QTY UNIT NO. 1 Comprehensive maintenance of Desktop/Laptop for a period of one 575 NOS year as per the Scope of work mentioned in the tender. (List as provided in Annexure 1 in section - C ). *Note Bidder shall completely go through Technical Specification of Tender Document before quoting the rate for all the items of the tender) 2 Comprehensive maintenance of Servers for a period of one year as per 10 NOS the Scope of work mentioned in the tender. (List as provided in Annexure 2 in section - C) 3 Comprehensive maintenance of Printers for a period of one year as per 75 NOS the Scope of work mentioned in the tender. (List as provided in Annexure 3 in section - C ) 4 Comprehensive maintenance of Copier Machine for a period of one 35 NOS year as per the Scope of work mentioned in the tender. (List as provided in Annexure D4 in section - C) 5 Facility Management of IT and communication Infrastructure and 1 LOT equipments as provided in Section C, Sl no. 1 of Scope of Work

Section –E consist of the following:

Sub-Section E1 (Part A) - Notes.

Sub-Section E 2(Part B) - Schedule of Quantities and Rates

SECTION E1 (PART A) - NOTES

CONTRACT PRICE AND PAYMENT

A. General

1) The tenderer is required to quote for the entire scope of the work as contained in the Tender document.

2) All the sections are to be read for the purpose of pricing. The contractor is also requested to read all the terms and conditions.

3) Wherever it is mentioned in this specification that the CONTRACTOR shall provide certain work or provide some material or provide certain facilities etc., it is understood that he shall do so at his cost.

4) Any material not specified in tender but if required for completion of the work, the same shall be brought out by the tenderer with the applicable extra prices in their quotation.

B. Price

1. The prices break-up indicating different elements of prices are to be furnished as per the formats enclosed herein.

2. The responsibility for inclusion of all the items required to meet the intent of the complete system lies with the contractor. Hence, the total price quoted in the summary price schedule or deemed to include all the items required for completion of the contract.

3. The total summary price should match with the breakup price submitted , if there is any deviation, the actual value which ever is lower is taken for bid evaluation.

SUB SECTION E2 (PART-B)

SCHEDULE OF QUANTITIES AND RATES

SUB SECTION - E 2 (SCHEDULE OF QUANTITIES AND RATES) (a) Summary price schedule Charges towards Comprehensive maintenance for Desktop/Laptop as per the Scope of work mentioned in the tender for a period of one Qty in Sl. Item description Nos./ year no Lot A B Unit Rate Total Price Comprehensive maintenance of Desktop/Laptop for a period 575 of one year as per the Scope of work mentioned in the tender. 1 (List as provided in Annexure 1 in section - C ). *Note Bidder shall completely go through Technical Specification of ComprehensiveTender Docume nt maintenance before quoting of Servers the rate for for a all period the items of one of 10 2 year as per the Scope of work mentioned in the tender. (List as provided in Annexure 2 in section - C) Comprehensive maintenance of Printers for a period of one 75 3 year as per the Scope of work mentioned in the tender. (List as provided in Annexure 3 in section - C ) To be quoted in online bidding form Comprehensive maintenance of Copier Machine for a period 35 4 of one year as per the Scope of work mentioned in the tender. (List as provided in Annexure D4 in section - C) Facility Management of IT and communication Infrastructure 1 5 and equipments as provided in Section C, Sl no. 1 of Scope of Work

GRAND TOTAL

FOR destination 2. Please note that our standard payment terms will be 30 days from the date of FOR dispatching Station receipt & final acceptance of material. Ex-Godown 3. Kindly indicate whether you are registered with DGS&D/NSIC/SSI/ Ex-Works DPS/NPCIL etc. and attach copies accordingly. Your offer shall be submitted with all Catalogues/ Leaflets. 2. SUPPLY PORTION: 4. Your offer shall be submitted with all Catalogues / Leaflets, wherever Applicable GST______% on basic cost applicable. 5. Inspection if required will be done by BHARATIYA NABHIKIYA VIDYUT

3.SERVICE PORTION ( IF APPLICABLE): NIGAM LIMITED, or any other authorized representative. 6.The prices quoted shall be firm and in Indian Rupees only

Extra 7. The Offer shall be valid 90 days from the date of opening. (Applicable GST______% for service portion) 8. Incomplete quotation is likely to be rejected. 9. Taxes & duties shall be clearly indicated in your quotation. Material Test 4.SAFE DELIVERY CHARGES : Nil Certificate shall be furnished by the supplier, if required in the event of an order 10. Mention your GST registration No. ______(enclose document if

Extra@______% on basic price / any)

11. In case payment desired by way of Demand Draft, applicable DD charges will Applicable GST______% on Safe Delivery charge be to your Account. ( Invoice shall be raised separately) 12. The delivery period for execution of supply in the event of order should be specified in very CLEAR & REALISTIC TERM. No pro-rata supplies, unless 5. PACKING AND FORWARDING CHARGES : otherwise specifically indicated, will be acceptable. Nil

Extra@______% on basic price /

Applicable GST______% on P&F

( Invoice shall be raised separately)

6. TRANSIT INDUSRANCE CHARGES :

NOTE: Transit Insurance shall be arranged by the contractor for delivery upto BHAVINI Site, Kalpakkam. It shall be in the scope of the contractor. In other case, the applicable premium charges shall be borne by the purchaser which should be clearly indicated in % on basic price. Nil

Extra@______% on basic price /

Applicable GST______% on Transit Insurance

( Invoice shall be raised separately) 6.TEST CERTIFICATE Will be provided [ ] Will not be provided [ ] Not Applicable [ ] 7.Other charges If any:

1. Validity Period ______from the date of Tender Opening 2. Delivery Period ______from the date of PO 3. Warranty Period ______from the date of PO

NAME AND STATUS OF AUTHORIZED SIGNATORY