Tender Draft for Epabx
NATIONAL INSTITUTE OF SCIENCE
COMMUNICATION & INFORMATION RESOURCES
(CSIR)
Bid Document
For
AMC of Uninterrupted Power Supply Systems and Constant Voltage Transformers
(i) Last Date for Submission of Bids : 27/2/2006
Time : 14.30 Hours
(ii) Date of Opening of E.M.D & Technical Bid : 27/2/2006
Time : 15 :00 Hours
(iii) Financial Bids of Tenders will be opened after evaluation of the Technical bids and successful bidders of Technical evaluation shall be informed about the opening date of financial bids.
National Institute of Science Communication & Information Resources
Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110012
NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES
Dr. K.S. Krishnan Marg, (Near Pusa Gate), New Delhi - 110012
Bid Document No: -PUR.
Date of Issue ......
Name of the Firm
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Important Notice
An incomplete offer and/or Late bid is liable to be ignored. To aid the Bidders in submitting complete offers, a checklist is included in the bid document (Annexure - 0). The bidders must fill this and submit along with their offer in their own interest.
CONTENTS
SECTION - I
Invitation for the Bids 4
SECTION - II
Scope of work and Specifications of the systems proposed for AMC 5
SECTION - III
Instructions to Bidders 7
SECTION - IV
Terms and Conditions of Contracts 13
SECTION - V
Annexure/Formats for Bid Submission 15
Section – I
INVITATION FOR THE BIDS
AMC of Uninterrupted Power Supply Systems and Constant Voltage Transformers.
1.1 Sealed bids in two parts, i.e., Technical Bid with EMD and Financial Bid are invited for the AMC for Uninterrupted Power Supply Systems and Constant Voltage Transformers. The bids should be submitted in two envelopes duly sealed and clearly marking the type of content in the envelope, bidder’s name and address on the top of the sealed envelopes. Bidders whose EMD is not in order will not be considered.
1.2 The bidder must have executed at least three similar kinds of AMC orders during last three years in Govt/Semi Govt/PSU’S/Autonomous bodies. The sum of 3 orders in each years should amount to minimum Rs.two lakh. (Please provide the proofs).
1.3 The bidder may inspect the equipment/site in order to make estimates about the nature
and cost of work required to be done. Contact person:
For Pusa Campus:
Mr.C.B.Singh
Scientist
National Institute of Science Communication & Information Resources
Dr K.S. Krishnan Marg (Near Pusa Gate), New Delhi110 012
For S.V.marg:
Mr. Mukesh Pund
Scientist
National Institute of Science Communication & Information Resources
14, Satsang Vihar Marg, New Delhi110 067
1.4.. The bids complete in all respects, addressed to the Director, should reach latest by
14.30 hours on at the following address :
NISCAIR Book Shop,
National Institute of Science Communication & Information Resources,
Dr K.S. Krishnan Marg (Near Pusa Gate), New Delhi110 012
Phone : 25843182 OR 25846301-07/314 SR.STORES & PURCHASE OFFICER.
E-mail:
1.5 The Technical Bid will be opened same day i.e .at 15.00 hours in the presence of bidders or their authorized representative who choose to be present at:
Conference Hall
National Institute of Science Communication & Information Resources,
Dr K.S. Krishnan Marg (Near Pusa Gate),
New Delhi-110 012.
SECTION – II
Scope of work and Specifications:
2.1. Introduction
The National Institute of Science Communication & Information Resources (NISCAIR) is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D Programmes being under taken at NISCAIR are geared towards meeting the information needs of the different segment of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in Science Communication, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books and reports etc.
NISCAIR is situated in Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg, New Delhi- 110012. The campus of the Institute is spread over 2.4 hectare. It has a main building 1790.60m2 located almost in the centre of the Campus surrounded by front, back and side lawns. The main building has ground plus two floors.
2.2 Scope of Work including specifications and numbers of various systems
To provide trouble-free AMC services as per terms and conditions detailed in this tender document to our satisfaction for the Uninterrupted Power Supply Systems (UPS) and Constant Voltage Transformers (CVT). The Details regarding numbers of various kinds of UPSs and CVTs, their technical specifications, Manufacturer’s name are given below in annexures VIII & IX
SECTION - III
INSTRUCTIONS TO BIDDERS
3.1 Bidders
This invitation for bids is open to all bidders from India only.
3.2 Cost of Bidding
The bidder shall bear all costs associated with the preparation and submission of its bid, the NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.
3.3 The Bidding Documents
3.3.1 The services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include:
(a) Instructions to bidders
(b) Schedule of requirements
(c) Specifications
(d) General Conditions of Contract
(e) Bid forms and price schedule
3.3.2 The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.
3.4 Bids
The bids are to be prepared in two parts (a) Technical Bid along with EMD and (b) Financial Bid and be submitted in separate sealed envelopes contained in a sealed cover.
3.4.1 Technical Bid
The Technical bid submitted by the bidder must provide details in the following Model response format:
Model Response Outline (Expertise and Maintenance Support Facilities with the Bidder)
(i) Standing of Bidder —The bidder must have executed at least three similar kind of AMC’s during last 3 years. The sum of three orders in each year should amount to minimum of Rs 5 lakhs (documentary evidence should be provided)
(ii) List of other Govt. Departments and Pubic Sector units for which the bidder is having
the similar type of contracts ( Please attach a certificate regarding satisfactory
performance of the contract ).
(iii) Details regarding the list of Test Equipment and the profile of Engineers associated
with the bidder.
(iv) AMC capability provisions: (a) Number of Local Service Stations; (ii) Number of
qualified Engineers available with the bidder.
(v) Level of agreement with the proposed terms and conditions of this tender document
(vi) Availability of all spare parts necessary for the proper and continued functioning of the systems
(vii) Copy of the audited balance sheet of the bidder for the year 2003-2004 indicating the
turn over under AMC(s) and the overall turn over
(viii) Bidder will provide documentation establishing bidders capabilities and qualifications
to satisfy NISCAIR that the bidder will assume the total responsibility for the
satisfactory operation of the Systems proposed to be brought under AMC
(ix) Details on procedures/systems (internet based preferred) for logging the complaint.
(x) Details of preventive services which firm shall be providing along with the frequency.
(xi) Details of at least three other similar kind of AMCs of UPS of various capacities undertaken by the firm.
3.4.2. Financial Bid
(i) The financial bid shall indicate the Unit maintenance cost and total bid prices.
(ii) Prices quoted by the bidder shall be fixed during the period of the contract and not subject to variation on any account.
(iii) All prices and other information like discount, etc., having a bearing on the net price
shall be written both in figures and words in the prescribed offer form. If there is
discrepancy between the price, information quoted in words and figures, the
price/information quoted in words will be treated as final.
3.4.3 Earnest Money Deposit (EMD)
(i) The bidder shall have to deposit EMD of an amount of Rs. 5,000/- (Rupees five Thousand only) in the form of Demand Draft in favour of The Director, NISCAIR, New Delhi along with their bids. Cheques will not be accepted.
(ii) Any bid without EMD in accordance Clause 3.4.3(i) above will be rejected.
(iii) Unsuccessful Bidder’s EMD will be returned as promptly as possible but not later than 30 days after the expiry of the period of bid validity prescribed in the document.
(iv) The successful bidder’s EMD will be discharged when the bidder furnishes the performance security, pursuant to Clause 3.7.4.
(v) The EMD may be forfeited:
(a) If a Bidder withdraws its bid during the period of bid validity specified by the bidder on the bid form; Or
(b) In case of successful Bidder, if the bidder fails to furnish performance security in accordance with Clause 3.7.4
3.5 Submission of Bids
3.5.1 Sealing and Marking of Bids
(i) The bids shall be submitted in two separate sealed covers which shall be marked as “Technical Bid” and “Financial Bid”
(ii) The outer envelope containing Technical Bid and Financial Bid and a draft for EMD shall be addressed to ‘The Director”, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg, New Delhi 110 012.
(iii) The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late or otherwise rejected for some other reasons.
(iv) Telex, cable or facsimile bids will be rejected.
3.5.2 Deadline for Submission of Bids
(i) Bids must be received by NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day.
(ii) The Director, NISCAIR may, at his discretion extend this deadline by amending the bid documents, in which case all rights and obligations of NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
3.5.3 Late Bids
Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder.
3.6 Bid Opening and Evaluation
3.6.1 Opening of Technical Bids
NISCAIR will open all technical bids in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in Section-I. The bidders’ representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for NISCAIR, the bids shall be opened at the appointed time and location on the next working day.
3.6.2 Clarification of Bids
(i) During evaluation of the bids, NISCAIR may at its discretion, ask the Bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.
(ii) NISCAIR at its discretion may call the bidders for presentation/demonstration and may decide to visit the bidder’s premises for on site assessment of facilities and capabilities.
(iii) No Bidder shall contact NISCAIR on any matter relating to its bid, from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of NISCAIR, it should be done in writing.
(iv ) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid
comparison or contract award decisions may result in rejection of the Bidder’s bid.
3.6.3 Evaluation of Technical Bid
( i ) Prior to the detailed technical evaluation pursuant to clause 3.4.1, NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one which conforms to all the terms and conditions of the Bidding Documents without material deviations.
(ii) A bid determined as not substantially responsive will be rejected by NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity.
(iii) The Technical bid evaluation will be done on the basis of bidder’s response to “Model Response Outline” furnished in Section 3.4.1.
3.6.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids may be called for detailed discussions to a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.
3.6.5 Opening of Financial Bids
( i ) NISCAIR will open the Financial bids of only those bidders who have been found to be
Technically qualified to undertake the job, pursuant to Clause 3.6.3.
(ii ) The Financial Bids of the technically qualified bidders shall be opened in the presence of
their representatives, who choose to be present, on a specified date and time and Venue.
3.6.6 Evaluation and Comparison of financial Bids
( i ) Arithmetical errors will be rectified on the following basis: If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail and the total price shall be corrected. If the
Vendor does not accept the correction of errors, its bid will be rejected. If there is a
discrepancy between words and figures, whichever is higher of the two shall be taken as the bid price.
(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause 4.6. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR.
3.7 Award of Contract
3.7.1 Award Criteria
Subject to Clause 3.7.3, NISCAIR will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily.