DEPARTMENT OF POSTS, Office of the Sr.Superintendent of Post Offices, Division, Tiruchirappalli-620 001 Phone: 0431- 2466260 e-mail: [email protected] No: D/ GEN/ AMC/ 2013/ TR Dated at Tiruchirappalli 09.07.2013

NOTICE INVITING TENDER Sealed Tenders are invited on behalf of the President of India for Annual Maintenance of 67Generator(KOHLER, TRINITY, HONDAEXK, BIRLA EG, EICHER, AUTOMEC, MAHINDRA POWEROL, LOMBARDINI, AUTOMECH EVA 1710 SK, EG 2800 ADS) in various post offices spread all over the geographical area of Tiruchirappalli Division, Tiruchirappalli-620 001 (as per list in Technical Bid Part-3 of Annexure-II) for a period of one year and extendable for another one year. (N.B: Quantity may change) Schedule of Tender Tender No & Date : No: D/ GEN/ AMC/ 2013/ TR Dated at Tiruchirappalli 09.07.2013 Price of Tender Document : Rs.150/- Start Date & Time for Sale of Tender Document : 10/07/2013 1000hrs Last Date & Time for Sale of Tender Document : 31/07/2013 1300hrs Start Date & Time for Receiving Tender : 11/07/2013 1100hrs Last Date & Time for Receiving Tender : 08/08/2013 1200hrs Date of Opening of Technical Bid : 08/08/2013 1500hrs Date of Opening of Commercial Bid : Will be intimated on finalization of Technical Bid Amount of Earnest money Deposit : Rs.10000/-

Venue: Office of the Sr. Superintendent of Post Offices, Tiruchirappalli Division, Tiruchirappalli-620 001.

The details of the method of submission of tender, amount of Earnest Money, General Terms and Conditions applicable to contract can be had from the undersigned on production of ACG -67 Receipt granted by any post office in India showing deposit of Rs.150/-. Alternatively, the tender document can be downloaded from the website www.indiapost.gov.in and the ACG 67 receipt for Rs.150/- granted by any post office in Tamilnadu Circle can be attached to the tender at the time of its submission . The tender complete in all respects must in all cases be received in this office before last date and time indicated above. The tenders received after the scheduled date and time will be summarily rejected. All outstation tenders should be sent by Registered Post/ Speed Post and only one tender should be kept in one cover. Tender sent through courier will not be accepted. Tenders should be addressed to ‘Shri. K. Raveendran, Sr. Superintendent of Pos,Ttiruchirappalli Division, Tiruchirappalli 620001.’

(Sd)………………… (K. Raveendran) Sr. Superintendent of Post Offices, Tiruchirappalli Division, Tiruchirappalli-620 001. Copy issued for information and publicity to: 1. All SSPOs/SPOs/SRMs/SSRM/Supdt, PSD,Central Region, Tiruchirappalli. 2. Sr.PM Trichy HO/ HO 3. Notice Board 4. -16: Vendors as per list available.

DEPARTMENT OF POSTS, INDIA Office of the Senior Superintendent of Post Offices, Tiruchirappalli Division Tiruchirappalli 620 001

Tender Number: D/AMC-GENSETS /13 dated at Tiruhcirappalli 620001 the 09.07.2013

Department of Posts, O/o The Senior Superintendent of Post Offices, Tiruchirappalli Division, Tiruchirappalli 620 001 invites tender bids for AMC for 2 KVA, 2.8 KVA,5 KVA, 7.5 KVA,10 KVA, 15 KVA & 62.5 KVA GENERATOR (ESCORTS,TRINITY,HONDA EXK,BIRLA EG,EICHER,AUTOMEC,KIRLOSKAR, LOMBARDINI, AUTOMECH EVA 1710 SK, KIPOR, GREAVES, EG 2800 ADS) in various offices under its control. The Offices are spread all over Tiruchirappalli postal division, totally in 85 offices at present, which may change at a later time.

Annual Maintenance for a total number of 2.0 KVA,2.8 KVA, 5 KVA,7.5 KVA, 10 KVA, 15 KVA & 62.5 KVA GENERATOR (ESCORTS,TRINITY,HONDA EXK,BIRLA EG,EICHER,AUTOMEC,KIRLOSKAR, LOMBARDINI, AUTOMECH EVA 1710 SK, KIPOR, GREAVES, EG 2800 ADS) spread all over the geographical area of the post offices under Tiruchirappalli Postal Division.

It should be noted that the equipment currently under warranty will have to be automatically included in the maintenance contract on expiry of warranty and a pro-rata payment will be made in respect of those machines from the date of inclusion. Similarly, any machine, which is not in use, may be removed from AMC Contract.

AMC services will include the following

n-call corrective and remedial maintenance service.

Unscheduled o Replacement of unserviceable parts I. Eligibility Periodic and preventive Pre-Qualification maintenance Criteria: on a quarterly basis

The Schedule of requirements for bidding is as follows:

1. The bidder should have full-fledged service centers of its own preferably in Tiruchirappalli Postal Division.

II. Procedure for Submission of bids

1. The tender bid will consist of 2 sub bids namely TECHNICAL BID and COMMERCIAL BID. There should not be any overwriting / correction / eraser in any bid.

2. The sub bids will be submitted in separate wax sealed covers and super scribed as ‘TECHNICAL BID’- TENDER NOTICE for AMC of GENERATOR ‘COMMERCIAL BID’- TENDER NOTICE for AMC of GENERATOR 3. Both the bids should be enclosed with a outer cover with Superscription “Tender for AMC for GENERATOR“ duly wax sealed.

4. The completed bids should be signed by an authorized signatory of the bidder and the sealed envelope containing the tender documents should be super scribed as “Tender for AMC of GENERATOR”. The tender should reach this office by Registered / Speed Post on or before 1200 hours of 08.08.2013.Tenders sent through courier will not be accepted. In case of partnership concern, a copy of partnership deed or authorization for the person to sign the tender documents and to enter in to contract with the Government is required. In case of a company, a copy of the minutes of the board of directors authorizing the person to sign the tender documents and to enter in to contract with the Government on behalf of the firm is required.

5. All pages of Tender documents including terms and conditions of contract should be duly signed by the Tenderer or the Authorized Signatory.

6. The bidders can download the tender document from our website www.indiapost.gov.in. In case tender documents are downloaded from website and submitted, a receipt for deposit of Rs.100/-(Rs. One Hundred only) credited under Post Office favouring ‘Department of Posts, O/o The Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 payableUnclassified should Receipt accompany at any theHead technical bid. Other means of remittance such as ‘Cheque/ DD/ MO’ will not be accepted.

7. The tender documents will also be available for sale and may be obtained from the Senior Supdt.of Post offices, Tiruchirappalli Division, Tiruchirappalli - 620 001,on all working days excluding Saturday , Sunday & Postal Holiday on production of Post -(Rupees One Hundred Only) during the period up to .07.2013 1400 hours. Office Unclassified Receipt for Rs 8. The Vendor should also submit a receipt for earnest money deposit of Rs.10,000/- (Rs. Ten Thousand Only) in the form o Office duly pasted in the technical bid. Other means of remittance such as ‘Cheque/DD/MO’ will not be accepted. f Unclassified Receipt paid at any Head Post

9. Earnest money deposit of the unsuccessful bidders would be refunded to them within 15 days after the entire tender process is completed. There would be no interest payable on the earnest money deposit.

10. Earnest money deposit of the successful vendor would be retained until the amount of performance guarantee is deposited / furnished.

11. Department of Posts, O/o The Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 reserves the right not to refund EMD for any form of canvassing or any other direct / Indirect unethical manipulation by the bidders.

12. Department of Posts, O/o The Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 reserves the right to disqualify any bidder or to reject any bid without assigning any reason. III. Bid Evaluation Criteria and Selection Procedure Tender Processing would be as follows

13. First, the technical bids would be opened at 1500 hours on 08.08.2013 at O/o the Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001. One authorized representative of each bidder would be permitted to attend the bid opening. 14. Technical bid should be complete in the format as per Part 1 ,2 and 3. It would contain information like the following, among other details. 1. Service tax Registration particulars. 2. Details of Direct Company service network throughout the area of Tiruchirappalli Postal Division. 3. Details of call centers / workshops available in Tiruchirappalli Division. 4. Proof of capacity to attend any service on call within 24 hours. 5. Proof of capacity to provide stand-by replacement for any GENERATOR. 6. Manpower resources / GENERATOR Service engineers’ details at Divisional HQs.. 7. List of major clients. 8. Year of incorporation of the firm. 9. EMD particulars.

15. After the bids are opened, Department of Posts, O/o the Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 would process these technical bids.

16. The commercial bids of those bidders who qualify through the technical bid would be opened.

17. Commercial Bid should be in the format prescribed. It would contain information like

1. Price bid with discounts offered 2. Payment terms and conditions.

18. After processing of the commercial bid, the successful vendor would be invited for signing of agreement (Annexure I) and for submission of performance Guarantee in shape of Bank Deposit / Security Deposit for Rs 25,000/-(Rs Twenty five thousand only) In the event of failure of the tenderer to do so within the specified time, the EMD will be forfeited.

Department of Posts, O/o The Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 reserves the right to cancel the entire tendering process at any stage of the tender without assigning any reason and will not be liable for any loss incurred by the tenderer in this respect. The decision of the Department of Posts, O/o The Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 will be final in all matters of disputes in respect of the tender.

Any form of direct or indirect canvassing will automatically disqualify the vendor.

(Sd)………………… / K. RAVEENDRAN / Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli 620 001.

Terms and Conditions of Contract 1. PREVENTIVE MAINTENANCE / VISIT a) 1st PREVENTIVE MAINTENANCE / VISIT: (I) The successful contractor (bidder) after agreement needs to visit all the sites / offices to access the current status of equipments under AMC and submit a report thereof to the Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 (II) If any Equipment under AMC found defective, (1) It has to be accompanied by the repairing charges if it is cost effective keeping the cost of such new equipments in view. (2) If the equipment is unserviceable, it is also to be reported accordingly. (III) Then Department of Posts, Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli - 620 001 may take decision whether such defective equipment is to be repaired or condemned. (IV) Such defective equipment(s) which is / are not repaired or condemned will be excluded from the contract and no AMC charge will be paid for these defective Equipments. However, AMC shall commence only from the date of rectification of defects/ faults. b) PREVENTIVE MAINTENANCE: Scheduled preventive maintenance once in a quarter for GENERATOR in all Computerized offices as detailed in Annexure of Technical Bid Part 2 besides attending to any number of calls during the contract period. The days of preventive maintenance shall be in all working days of the Department and in case of emergency, any other day, which is mutually agreed upon by the Department and AMC Vendor. The Department will provide free access to the equipments on all the working days to the AMC Vendor to enable him to carry out required maintenance. The Department will certify the work done by the AMC Vendor’s engineer. All the service engineers of AMC Vendor attending to the calls in the Department sites should be provided with Identity card and a bonafide letter. Preventive maintenance can be clubbed with corrective maintenance. First Preventive Maintenance should be carried out within a month from the date of AMC and report submitted. d) CORRECTIVE MAINTENANCE: Any n -call corrective and remedial maintenance service to set right the malfunctions of the GENERATOR. This includes supply and replacement of parts,umber which of has Unscheduled been reported on as defective by the Department and found to be defective by the AMC Vendor after inspection. Replacement of unserviceable parts will be done at free of cost. The parts replaced will either be a new parts or equivalent in performance to new parts. The newly replaced part should work for at least one year. This period of one year of working for the replaced part will hold good even when AMC Contract is over with the Vendor or Contract is cancelled as the case may be, failing which the case will be viewed very seriously. Whether a defective item or component is to be replaced or repaired shall be at the sole discretion of the AMC Vendor and the part removed and replaced shall be duly entered in a register and signed by both the Department and AMC Vendor’s engineer. The faulty parts will be repaired / replaced by the AMC Vendor. AMC Vendor’s Engineer will install the Batteries, however the Department will provide the Batteries. Note: All defective parts (except those are excluded from AMC) removed shall be the property of the AMC Vendor.

2. CALL REGISTRATION:

AMC Vendor should provide a list of Telephone no./ Mobile no. with locations where the calls for fault and maintenance may be logged.

a) All the maintenance calls will be logged to the concerned Divisional service centres of the AMC Vendor. b) During the period of contract, Department will restrict to operational activities only and will not repair/ maintain any equipment. c) Department staff will report fault and AMC vendor should reply for status enquiry. d) The break down calls will be registered with the AMC Vendor in the format given in Annexure I. e) One copy of the service call report will be given to the user and one copy will be retained by the AMC Vendor and the third copy to the Department’s Divisional Office at Tiruchirappalli. 3. CALL ATTENDANCE

a) The AMC Vendor should assure a minimum downtime and attend to all breaks down calls within 3 hours for an office in urban area and within 12 hours for an office in rural area. (All Head Post Offices, Divisional Offices and Offices located in District Head Quarters come under urban area category and all other offices are classified as rural areas).

b) The AMC Vendor should set up a help desk in their office on all the working days, which will provide assistance over the phone or fax to the Department.

4. CALL COMPLETION:

48 hours for an office in rural area. Within this time limit, the problem in the equipment shouldThe time be for set completing right. If the the time call for will completing be within the hours call will for bean greaterOffice in than Urban 24 areahours, and the within firm needs to provide substitute of the equipment till completion of the call.

5. DOWNTIME PENALTY:

hours for an office in Rural area, a standby equipment is to be provided which should of thea If same, the down equivalent time isor greaterhigher configuration than hours as fortha t an of Officethe equipment in Urban under area andrepair, above failing to which, Penalty will be levied at a flat rate as below. No. Item Penalty No. Item Penalty per day per day 1 2/2.8 /5 KVA Rs.200/ 2 7.5/10/25/62.5 Rs.300/- GENERATOR - KVA GENERATOR

Note: The time limit for calculating penalty will be from the second day of locking of call for an office located in urban area and from the third day for an office located in rural area.

Penalty Clause: (i) In case of intermittent failures and repetitive problems due to improper Diagnosis or repair, the GENERATOR will be treated as continuously down. (ii) For down time calculation, if the Department is not able to hand over the GENERATOR to the AMC Vendor’s engineer for maintenance purpose, such time will not be considered for the down time penalty. (ii) Maximum Penalty per day will be limited to penalty of 2/2.8/5 KVA GENERATOR plus 10 GENERATOR System (whichever is more) for each office. (iii) In case the AMC Vendor fails to perform the obligations as per clauses of AMC, then penalty will come in to force. 6. SHIFTING OF EQUIPMENT

a) Department of Posts, O/o the Sr Supdt. of Post offices, Tiruchirappalli division, Tiruchirappalli 620 001 is free to shift any equipment from one site to another by himself or through the AMC holder. The AMC holder will be intimated about all such shifting within 07 days of shifting.

b) In all cases of break down, servicing ought to be on site. In case, it is imperative to take the GENERATOR to the AMC Vendor’s workshop, a written permission should be obtained and the expenses will be borne by the AMC Vendor. An alternative equipment of matching specification or higher specification is to be provided before AMC equipment is shifted by the AMC Vendor to his premises.

c) If equipment is to be shifted from the Department site/ Office to the AMC Vendor’s repair center, the defective equipment against which standby is provided should be sent back to the Department site/ Office within a maximum of 30 days of shifting of the same. d) If the equipment is found to be repairable, but the same is not returned even after the 30th day of shifting away of the equipment, penalty will be levied as in point No:5 above.

e) If the equipment is found to be beyond repairs, the same should be notified to the Department within 15 days, in writing and the proportionate amount towards the non-repairable/ non- serviceable equipment shall be deducted / adjusted from AMC payment. The standby will only be released once deduction/ adjustment is made.

f) During the AMC period, the Department may relocate the GENERATOR and keep the AMC Vendor informed. In case of relocation of equipment, transport and other incidental charges will be borne by the Department.

g) The non-availability of spare shall not be entertained as a criterion for non-attendance of the service/ maintenance

7. AMC EXCLUSION: This AMC Contract does not include the following

(a) Electrical works external to the equipment.

(b) Maintenance of accessories, attachments, machines or other devices not covered under the agreement.

(c) Damage resulting from accidents, fire, lightening, storm, earthquake, explosion, strikes, lock outs, industrial dispute, labour trouble, transportation embargo, existence of any state of emergency, war, war like condition and Civil commotion.

(d) Work due to alteration in the equipment by persons other than AMC Vendor’s personnel (except for minor rectification by Department of Posts, Senior Supdt. of Post offices, Tiruchirappalli Division, in-house Systems Engineer / Manager / Administrator after intimation to Vendor’s Engineer).

(e) The maintenance does not include the cost of consumables like plain plastic parts and Batteries installed, but include support for backup if any, provided is supplied by the Department.

(f) AMC Vendor shall not be liable for any delay or failure of performance of any of its obligations under or arising out of this contract, if the failure or delay results from any of the following: Act of god, refusal of permissions of other Government Act, Fire, Explosion accident, industrial dispute and like which renders it impossible or impracticable for the AMC Vendor to fulfill its obligations under the contract or any other cause or circumstances of whatever nature beyond the AMC Vendor’s control.

(g) This contract extends only to problems arising out of normal functioning of equipment and the contract does not cover breakdown or services or spares cost, arising out of damages caused due to fire, theft, riots, accidents, earthquakes, storm and other natural calamities. However, any damage to the equipment when the equipment gets burnt due to site problem will be discussed mutually on case-to-case basis.

8. REVISION OF MAINTENANCE CHARGES: contract. However, AMC Vendor should be ready to re-negotiate the AMC rates once the rates ofUpward the original revision equipment of maintenance / hardware charges of the will same not co benfiguration allowed duringinstalled the in the duration Department of the falls below by more than 5% cost in a financial year or later on. 9. PAYMENT TERMS:

(a) No advance payment of contract will be made to the AMC Vendor. (b) No traveling allowance/ daily allowance will be paid to the AMC Vendor. (c) The quarterly payment due for the maintenance services of the equipment covered by this agreement will be invoiced directly by the AMC Vendor to ‘ Senior Supdt. of Post Offices, Tiruchirappalli Division, Tiruchirappalli 620 001’ on the last week of the quarter. (d) The payment will be released quarterly at the end of each quarter on production of all necessary documents like AMC bill, summary of Certificate of Attending Call/ Completion of maintenance report, Summary of Preventive maintenance call reports for all AMC equipments for each quarter location wise. Every copy of Certificate of Attending Call/ Completion of maintenance report and Preventive maintenance call report of the equipment should be duly signed by the both the Service engineer of the AMC Vendor and the Head of the Office of the concerned location and date stamped. (e) For the purpose of contract quarters synchronize with the calendar quarter thereby making payment due on 1st January, 1st April, 1st July & 1st October. The AMC Vendor will submit quarterly bill along with the downtime statement within one week of completion of the quarter. (f) Senior Supdt. of Post offices, Tiruchirappalli division, Tiruchirappalli 620 001 will receive the AMC bill, Summary of Certificate of Attending Call/ Completion of maintenance report, Summary of Preventive maintenance call reports for all AMC equipments for each quarter location wise and a Division wise consolidation from the AMC Vendor.

10. AMC MONITORING: To monitor the maintenance activity and to discuss other related matters, a quarterly meeting between the AMC Vendor and the Department will be held at the Office of the Senior Supdt. of Post offices, Tiruchirappalli division, Tiruchirappalli 620 001. 11. AMC ADDENDUM: (a) New equipment purchased will be included in AMC as soon as warranty expires or after the expiry of the common date of warranty, if the equipment is purchased in lots over a period. This will be done through Addendum signed by the Department and the AMC Vendor. (b) In case of Addendum, the AMC Vendor will inspect the new hardware and its maintenance will be taken up after acceptance of the same. (c) In case the Department decides to withdraw any equipment from contract during the AMC period, the same would be taken out of this contract with written information to the AMC Vendor. (d) The new upgraded items (Higher VAH / more batteries etc. maximum up to 02hours) purchased from the AMC Vendor or any other supplier will be included in AMC with the AMC Vendor as soon as warranty expires or after the expiry of the common date of warranty of upgraded items, if the items are purchased in lots over a period. This also will be done through Addendum signed by the Department and the AMC Vendor. 12. AMC RENEWAL This contract may be renewed for further period of one year with same terms and conditions, provided the Department is satisfied with the services of the AMC Vendor, with the terms & conditions mutually agreed by the Department and the AMC Vendor.

13.AMC TERMINATION

(a) The Department reserves the right to reject or modify or cancel the AMC agreement subject to the orders of Government of India for not attending to the break down calls/maintenance servicing within a reasonable period.

(b) AMC Vendor should agree that the Department has the discretion and right to disqualify the AMC Vendor without assigning any reason whatsoever at any time during the contract period.

(c) Either party can terminate the contract at any time by giving three months notice in writing.

14. CHANGE OF OWNERSHIP: The obligation of the AMC Vendor under this contract shall cease forthwith if the Department ceases to be the owner of the machine. 15. GENERAL PROVISIONS:

a) This agreement shall supersede all previous communications, both oral and written and the provisions herein contained shall not be omitted, added to or amended in any manner except in writing and signed by both parties hereof.

b) Any amendments or alternations in the terms of the contract can be effected by executing a supplemental contract (for portions so amended or altered) and to be kept in force.

c) This agreement should not be sub-contracted to any other third party other than the AMC Vendor’s personnel to perform any service work that is required from the AMC Vendor under this agreement without the prior written consent of the Department. d) The AMC Vendor should warrant that the repair and maintenance of service/ products hereby sold do not violate or infringe upon any patent, copyright, trade secret or other property right of any other person or other entity. AMC Vendor should agree that it will and hereby does, indemnify the Department from and claim, directly or indirectly resulting from or arising out of any breach or claimed breach of this warranty. e) The equipment will be handed over back to the Department after the AMC period in good working condition. The Department will make the last quarter payment only after checking this aspect 16. CONFIDENTIALITY: The AMC Vendor should acknowledge that all materials and information which has or will come in to its possession or knowledge in connection with this agreement of the performance hereof consisting of confidential and proprietary data, whose disclosure to or use by other third parties will be damaging or cause loss to the Department. AMC Vendor should agree to hold such material and information in strictest confidence, not to make use thereof other than for the performance of this agreement, to release it only to the employees requiring such information and not to release or disclose it to any other parties. AMC Vendor should take the obligation of non-use and non-disclosure of confidential information under this agreement is fully satisfied. 17. FORCE MAJEURE:

(a) If at any time during the continuance of this agreement, the performance in whole or in part by either party of an obligation under this agreement shall be prevented or delayed by reason of any war, hostility, acts of public enemy, civil commotion, terrorist activities, disturbed law and order situation, sabotage, fires, floods, explosions, epidemics, quarantine restrictions, natural calamities, strikes, lock outs, or acts of God (hereinafter referred to as ‘Event’) provided notice of happening of such event is given by either party to the other within 21 days from the date of occurrence thereof neither party shall by reason of such event entitled to terminate this agreement nor shall either party have any claim for damages against the other in respect of such non performance or delay in performance and deliveries under the agreement. The agreement shall be resumed as soon as practicable after event has come to an end or ceased to exist, provided further that if the performance in whole or part of an obligation under this agreement is prevented or delayed by reason of any such event for a period exceeding 180 days, either party may at its option terminate the agreement.

(b) During the continuance of any such Event, each party shall make reasonable efforts to avoid or remove the causes of such non-performance or delayed performance

18. ARBITRATION CLAUSE: In the case of any dispute or any difference arising at any time between the parties in respect of AMC, the same shall be resolved by mutual consultation and negotiation. If attempts for conciliation do not yield any result within a period of 30 days, either of the parties may make a request to the other party for submission of the dispute for decision by an arbitral tribunal containing a Sole Arbitrator. Such request shall be accompanied with a panel of the names of three persons who are willing to act as arbitrator. The other party said within a period of thirty days from receipt of such request selects one of the persons named in the panel to act as the sole arbitrator. In case of such arbitrator refusing, unwilling or becoming incapable to act or his mandate having been terminated under law, another arbitrator shall be appointed in the same manner from among the panel of three persons to be submitted by the claimant. The arbitration proceedings shall take place at Tiruchirappalli and shall be conducted in English. The provisions of Arbitration and Conciliation Act, 1996 and the rules framed there under and in force shall be applicable to such proceedings. 19. JURISDICTION: The agreement shall be deemed to have concluded in Tiruchirappalli where it will be signed on behalf of the AMC Vendor and all obligations hereunder shall be deemed to be located at Tiruchirappalli and the courts at Tiruchirappalli have jurisdiction to the exclusion of all other courts. A record of date and time of reporting of faults in a logbook will be maintained at the site. The AMC Vendor should record in the same log book details of maintenance and repairs of each incident of equipment malfunction, date, time of replacement and successful completion of repair work and nature of repair work performed on the equipment together with the description of the malfunction or regular/ scheduled preventive maintenance as the case may be. Any controversy or claim arising out of or relating to this contract or breach there of shall be settled by a concern forum or before court of law then in force. The decision given there under shall be binding on all. 20. AMC RECORDS: At each location, the Department will maintain a record of machine failure including the nature of failure, date and time of booking the complaint (at mutually agreed location), when the machine is made up and the total down time. AMC Vendor’s representative and the Officer incharge in that location will sign this record. Format for keeping this record will be as per the Annexure-VI. We agree with the terms and conditions stated above.

(Signature of the Vendor) Technical Bid Tender No. Tech/AMC-GENERATOR/2013 Part – 1

Tender for AMC of GENERATOR (ESCORTS,TRINITY,HONDA EXK,BIRLA EG,EICHER,AUTOMEC,KIRLOSKAR, LOMBARDINI, AUTOMECH EVA 1710 SK, KIPOR, GREAVES, EG 2800 ADS) Name and Full Corporate Address of the firm Phone & FAX Number: E-mail ID Nature of the firm – whether single proprietorship or partnership or private Ltd or public Ltd Income Tax TIN Particulars with copy of TIN

Services Tax Registration Particulars with copy of document

Direct Company Office network/ service 1. counters in 2. 3. 4. 5.

No of engineers at each location (Attach a Location No of Engineers separate sheet if necessary) Support by Direct Company engineers in Yes No all locations (Please Tick) (Attach a separate sheet if necessary) List of Clients (Major Clients) in (Attach a separate sheet if Tamilnadu necessary) Competent authority (Name & Designation) of the firm and Communication information (Phone/Fax/email etc)

1. We agree to provide the following services to keep the above equipment’s in good working condition, a) The maintenance service shall be rendered on all working hours excluding holidays subject to the Department’s requirement to keep the equipment in good working condition and order. The service consists of corrective and preventive maintenance and includes carrying out of all necessary repairs to the installed equipment.

b) We shall replace any parts of the hardware on failure with new, original Vendor spares or equivalent or higher specifications of the parts manufacturer. Parts required for the maintenance of the equipment and / or correction of faults will be supplied at no extra cost to the Department of Posts, O/o the Senior Supdt. of Post Offices, Tiruchirappalli Division.

c) We shall carry out the preventive maintenance once in every quarter for each equipment installed in the offices mentioned in the Annexure. In preventive maintenance, our engineer shall check the condition of the GENERATOR system and Backup and in the event of malfunctioning of any of these items, we will ensure proper functioning of the GENERATOR system and record results as in Annexure A. d) We shall authenticate this work by obtaining signature of the concerned user or any official of the Department in that respective Office on Preventive maintenance format. e) We shall attend on call services within 12 hours of lodging of a complaint and get any error or fault corrected within two days thereafter. f) We agree that if the equipment is not attended for repair or problem and not rectified within the time frame mentioned, the Department reserves the right to repair such defective machines by some third party and the amount spent for such repairs would be deducted from the AMC charges due to us. g) If we do not attend to each breakdown and malfunction of equipments within 12 hours from the time of complaint call and make all efforts to rectify the same and get the equipment in proper working condition within two days thereafter, we agree to supply standby machine of equivalent or higher standard, failing which penalty may be levied as per agreement.

If we do not send back the defective equipment against which stand by is provided within 30 days of shifting of the same and in case the equipment is found to be beyond repairs, the same should be notified to the Department in writing and the proportionate amount towards the non-repairable/ non- serviceable equipment shall be deducted / adjusted from AMC payment. The standby will only be released once deduction/ adjustment is made. If the equipment is found to be repairable but the same is not returned even after the 30th day of shifting away of the equipment, penalty may be levied as per agreement. h) All parts of the equipment excluding plain plastic parts and consumables like SMF/ Tubular Battery if any are covered under this AMC.

i) We shall not sub-contract this permit to any other third party other than our personnel to perform any service work that is required from us under this agreement without the prior written consent of the Department of Posts, Senior Supdt. of Post offices, Tiruchirappalli division. ii) A record of date and time of reporting of faults in a logbook will be maintained at the site. We shall record in the same log book details of maintenance and repairs of each incident of equipment malfunction, date, time of replacement and successful completion of repair work and nature of repair work performed on the equipment together with the description of the malfunction or regular/ scheduled preventive maintenance as the case may be. iii) We represent and warrant that the repair and maintenance of service/ products hereby sold do not violate or infringe upon any patent, copyright, trade secret or other property right of any other person or other entity. We hereby indemnify the Department from any claim, directly or indirectly resulting from or arising out of any breach or claimed breach of this warranty.

We agree to the terms and conditions stated above.

Signature of the Vendor with seal

TECHNICAL BID – PART 3

Sl no Office Name PINCODE Make & Model Capacity No available 1 Ambapur S.O 621701 KDE 6700 TA 5.0 KVA 1 2 Ambikapuram 620004 HONDA EXK2800S 2.1 KVA 1 3 Andanallur S.O 620101 TRINITY 5.0 KVA 1 4 Andimadam S.O 621801 LOMBARDINI DGS5000 5.0 KVA 1 5

Angarai SO 621703 HONDA EXK2800S 2.1 KVA 1 6 Annanagar SO 620026 honda 2 KVA 1 7 Ariyalur (Ariyalur) S.O 621704 EICHER 222 ES 10.0 KVA 1 8 Ariyalur Bazaar S.O 621704 HONDA EXK 2800 2.5 KVA 1 9 Asaveerankudikadu S.O 621719 HONDA EXK 2800 2.5 KVA 1 10 Bheemanagar S.O 620001 HONDA 2.0 KVA 1 11 Boiler Project - TR S.O 620014 ESCORTS 15.0 KVA 1 12 Cement Nagar Dalavoy S.O 621730 HONDA EXK 2800 2.5 KVA 1 13 Craw Ford Colony S.O 620012 HONDA EXK 2800 2.8 KVA 1 14 clock tower 620008 HONDA EXK 2800S 2.8 KVA 1 15 S.O 620012 ESCORTS 7.5 KVA 1 16 Gangaikondacholapuram S.O 612901 LOMBARDINI DGS5000 5.0 KVA 1 17 Gangaikondacholapuram S.O 612901 HONDA1200 1 18 Golden Rock Market S.O 620004 HONDA EXK 2800 2.5 KVA 1 19 Golden Rock North S.O 620004 HONDA EXK 2800S 2.1 KVA 1 20 Golden Rock S.O 620004 EIHER 10.0 KVA 1 21 Industrial Colony SO 620010 EIHER 10 KVA 1 22 Jainagar SO 620013 EKKHONDA2800 21 KVA 1 23 J M COLLEGE 620020 KIRLOSKAR 10 KVA 1 24 JC Puram West S.O 621802 HONDA EXK2800S 2.5 KVA 1 25 K.K.Nagar S.O 620021 EICHER 10.0 KVA 26 Kallagam S.O 621653 HONDA EXK 2800S 2.5 KVA 1 27 Kallakudi North S.O 621652 HONDA EXK 2800S 2.1 KVA 1 28 Kallakudi TR S.O 621651 AUTOMECH EICHER 10.0 KVA 1 29 Kallankurichi S.O 621705 LOMBARDINI 15LD440 5.0 KVA 1 30 Kallathur Thandalai S.O 621803 LOMBARDINI DGS5000 5.0 KVA 1 31 Kamarajapuram (BHEL) S.O 620014 HONDA EXK 2800 2.5 KVA 1 32 Kattur Puvalur S.O 621706 KIPOR 5.0 KVA 1 33 Kavarapalayam S.O 608901 LOMBARDINI DGS5000 5.0 KVA 1 34 Colony S.O 620020 HONDA 2.0 KVA 1 35 Khajanagar S.O 620023 HONDA 2.0 KVA 1 36 Kilapaluvur S.O 621707 BIRLA YAMAH 2.0 KVA 1 37 Kilapaluvur S.O 621707 BIRLA YAMAH 2.0 KVA 1 38 Kodalikaruppur S.O 612902 HONDA EXK2800S 2.5 KVA 1 39 Kulumani S.O 639101 BIRLA YAMAHA 2.2 KVA 1 40 Lalgudi H.O 621601 Kirloskar 15.0 KVA 1 41 S.O 620020 HONDA 2.0 KVA 1 42 Mathur S.O 621709 HONDA EXK 2800 2.5 KVA 1 43 Minsuritti S.O 612903 LOMBARDINI DGS5000 5.0 KVA 1 44 Mutharasanallur S.O 639101 HONDA 2.4 KVA 1 45 National Institute of Technology S.O 620015 EICHER 10.0 KVA 1 46 Ordnance Estate - TR S.O 620016 EICHER 10.0 KVA 1 47 P & T Colony S.O 620020 HONDA 2.0 KVA 1 48 Palakarai 620001 HONDA EXK 2801 2.8 KVA 1 49 Pappakurichikattur 620019 HONDA EXK 2800S 2.8 KVA 1 50 Pettavaithalai S.O 639112 LOMBARDINI 5.0 KVA 1 51 S.O 620001 HONDA 2.0 KVA 1 52 Ponparappi S.O 621710 TRINITY 5.0 KVA 1 53 P S BUILDINGS SO 620001 HONDA 2 KVA 1 54 Pullambadi S.O 621711 EG 2800 ADS 2.0 KVA 1 55 Puthur 620017 LITTLE JENIE 2.8 KVA 1 56 Puvalur S.O 621712 BIRLA YAMAH 2.0 KVA 1 57 AUTOMECH EVA 1710 Rajajinagar S.O 621713 SK 10.0 KVA 1 58 Ramjeenagar S.O 620009 LOMBARDINI 5.0 KVA 1 59 Rayambaram S.O 621708 LOMBARDINI DGS 5000 5.0 KVA 1 60 Rock Fort S.O 620002 HONDA 2.0 KVA 1 61 Sendurai S.O 621714 GREAVES 1YWAMK6 7.5 KVA 1 62 620004 honda 2.2KVA 1 63 Somarasampettai S.O 620102 LOMBARDINI 5.0 KVA 1 64 Subramaniapuram 620020 HONDA EXK 2800S 2.4 KVA 1 65 S.O 620017 EICHER 10.0 KVA 1 66 Teppakulam S.O 620002 BIRLA ECOGEN 15.0 KVA 1 67 S.O 620018 EICHER 10.0 KVA 1 68 Thuvakudimalai S.O 620022 LOMBARDINI 5.0 KVA 1 69 TIRUCHIRAPALLI D.O 620001 Escort 15.0 KVA 1 70 S.O 620008 AUTOMECH 10.0 KVA 1 71 TD226B-411D1-KOLAR Tiruchirappalli H.O 620001 SYSTEM 63KVA 60 KVA 1 72 Tiruchirappalli R.S. S.O 620001 KIRLOSKAR 5.0 KVA 1 73 Tiruchirappalli Townhall S.O 620002 HONDA 2.0 KVA 1 74 Tirupparaithurai S.O 639115 BIRLA ECOGEN 2.0 KVA 1 75 Tiruverumbur 620013 EVA 1710 SIC 10 KVA 1 76 T Palur 612904 ESCORTS 7.5 KVA 1 77 Udayarpalayam 621804 AUTOMECH 10 KVA 1 78 Valady S.O 621218 BIRLA YAMAH 2.0 KVA 1 79 Varadarajampettai S.O 621805 HONDA EXK2800S 2.1 KVA 1 80 Variyankaval S.O 621806 HONDA EXK2800S 2.5 KVA 1 81 Viragalur S.O 621722 HONDA 2.5 KVA 1 82 Woriur 620003 EICHER 222 ES 10 KVA 1 83 Woriur Bazaar 620003 HONDA EXK2800S 2.4 KVA 1 84 Divisional Office 620001 ESCORTS 15 KVA 1

COMMERCIAL BID Tender No. Tech/GENERATOR/AMC/ 2013 Item Quantity Rate Total Amount Discount Net Price (Col.2xCol.3) (inRs.) (Col.4- (inRs.) (inRs). Col.5) per Unit (Including taxes) (in Rs.

1 2 3 4 5 6 2 KVA GENERATOR 2.8 KVA GENERATOR 5 KVA GENERATOR 7.5 KVA GENERATOR 10 KVA GENERATOR 15 KVA GENERATOR 60 KVA GENERATOR Total

1. We agree that the total AMC amount and not individual item-wise amount would decide the lowest price of the tender. 2. We confirm that the prices quoted above are in Indian rupees inclusive of all taxes and duties. 3. We confirm that the prices quoted are valid for 90 days from the opening of commercial bid or 120 days from the date of opening of technical bid whichever is later. 4. We agree that the Department has the right to blacklist us from the list of AMC vendor, if we fail to enter into agreement after selection or if the service rendered during the warranty period is very poor. We understand that the Department has the right and discretion to decide the quality of service. We agree to the terms that we would also forfeit the earnest money deposit. 5. We understand and agree that the Department has the right to terminate the agreement in case the service rendered is very poor or the tender conditions have been violated.

6. We understand and agree that the Department has the discretion and right to disqualify any Vendor without assigning any reason whatsoever.

7. We agree to the payment terms that a) There will not be any advance payment. b) AMC charges would be paid only on production of all necessary documents like AMC bill and a summary uptime report for each quarter location wise. c) AMC Charges would be paid at the end of each quarter. d) Earnest money deposit would be returned only after successful completion of AMC tender.

We agree to the terms and conditions stated above.

(Signature of the Vendor with seal)

OFFICE NOTE DATED 08.07.2013