TENDER
FOR
“OPERATION AND NON-COMPREHENSIVE MAINTENANCE” or “OPERATION AND COMPREHENSIVE MAINTENANCE” FOR WHOLE HVAC PLANT SYSTEMS WITH THEIR CHILLING UNITS, AHU`s, COOLING TOWERS, PUMPS & ALLIED ACCESSORIES ETC. INSTALLED IN VARIOUS BUILDINGS OF NIB CAMPUS(Excluding Comprehensive Maintenance of Chillers –CARRIER & TRANE make and their ATS panels only)
TENDER NO. S.1-117/2009/NIB/Engg. (M)
(i)Last Date of submission of Tenders :16.03.2010 at 3:00 P. M.
(ii)Pre Bid meeting :09.03.2010 at 11:00 A. M.
(iii)Date of Opening of Technical Bids :16.03.2010 at 4.00 P.M.
Technically qualified bidders will be informed to be present at the time of opening of Financial Bids.
Tender Cost Rs. 1000/- (One thousand only)
Name & Address of the Tenderer
M/s. ……………………………..
….………………………………..
NATIONAL INSTITUTE OF BIOLOGICALS
(Ministry of Health & Family Welfare)
A-32, SECTOR- 62 (INSTITUTIONAL AREA),
NOIDA–201 307 (U. P.)
Tel: 0120-2400022, 2400072, Fax: 0120-2400074, 2403014
E. Mail: Website:
/ NATIONAL ISTITUTE OF BIOLOGICALS(Ministry of Health & Family Welfare)
A-32, SECTOR- 62 (INSTITUTIONAL AREA),
NOIDA – 201 307 (U. P.)
Tel: 0120-2400022, 2400072, Fax: 0120-2400074, 2403014
TENDER FOR “OPERATION AND NON-COMPREHENSIVE MAINTENANCE” or “OPERATION AND COMPREHENSIVE MAINTENANCE” FOR WHOLE HVAC PLANT SYSTEMS WITH THEIR CHILLING UNITS, AHU`s, COOLING TOWERS, PUMPS & ALLIED ACCESSORIES ETC. INSTALLED IN VARIOUS BUILDINGS OF NIB CAMPUS(Excluding Comprehensive Maintenance of Chillers –CARRIER & TRANE make and their ATS panels only)
1.Introduction
NATIONAL INSTITUTE OF BIOLOGICALS is an autonomous Institute under the administrative control of the Ministry of Health & Family Welfare, Govt. of India. Engaged in evaluation and quality control of various biological products like vaccines, blood products, blood reagents, sera, immuno-diagnostic kits etc. produced and imported in to India. The Institute is spread over an area of 18.4 acres of land with various buildings already constructed in NIB campus.
The bidders have to operate and maintain the whole HVAC Systems installed in the various buildings of the Institute in general shift and three shift (round the clock) i. e. 24X7 mode. The HVAC plant of the AdministrativeBuilding and Cafeteria to be operated in general shift only. The HVAC plant of Laboratory & AnimalHouseBuilding to be operated in three shift (round the clock) i. e. 24X7 mode. The chillers equipments of the HVAC Plant Systems of Administrative Building and Laboratory & Animal House are under separate AMC contract with the original equipment manufacturer and only operation & upkeep is covered under this contract.
Sealed Tenders are invited from experienced Firms/Agency/Contractors in the prescribed format for Annual Operation and Comprehensive Maintenance Contract for HVAC system along with their allied accessories etc. installed in the various locations/ buildings of this Institute as mentioned ANNEXURE-I of the tender document.
The bidders are required to visit these buildings of NIB to see the actual installations for them selves to asses the quantum of work involved before submitting the tender. Once the tender is submitted, it will be presumed that the bidder has seen and under stood the complete work involved for each of the system.
2.For Pre-qualifications: -
a)The firm/agency/contractor should be presently rendering their services for operating and maintaining of similar works i. e. operation and comprehensive maintenance of similar HVAC Plant Systems of not less than 2X400TR capacity of M/s TRANE/CARLYE/VOLTAS/BLUE STAR/CARRIER AIRCON etc. make,centrifugal type chilling machine along with allied accessories etc. for complete HVAC system, in any Government Sector or large reputed Private Sector enterprises, for at least last two consecutive years satisfactorily. Necessary relevant documents to this effect to be enclosed.
b)The single order value for similar works should not be less than Rs 10 lacs for Non-comprehensive and Rs. 28.00 lakh for Comprehensive Maintenance Contract in any one year of last three financial Years.
c)The annual turn over shall not be less then Rs. 50.00 lakh (fifty lakh only) in the last two consecutive financial years for carrying out similar nature of work particularly services.
d)The Institute shall have the discretion to consider the above criteria at b & c to relax by 25% in the event of substantially responsive offers received are less than three.
e) Copy of PAN/TIN No. and Service Tax number to be furnished including Income Tax clearance certificate.
f) Tenderer should have PF and ESI registration number and same shall be indicated in the technical bid along with documentary proof.
3.Earnest Money Deposit (EMD): -
The tenders are required to deposit Demand Draft of Rs.70, 000/- (Rupees Seventy thousand only) in favour of the “National Institute of Biologicals, payable at Noida/ New Delhi as Earnest Money Deposit (EMD) along with original tender documents for this work. EMD will be returned to the unsuccessful tenderers after award of the contract. No interest shall be payable by NIB on EMD.
Successful tenders in the event of the contractor failing to comply with any provision of the contract, EMD/Security Deposit shall stand forfeited.
4.Sale of Tender: -
Non transferable tender document containing terms conditions and technical specification etc. can be obtained from the Account Section of this Institute on all working days at schedule date and time as per advertisement on a written request on the letter head of the firm and on payment of non returnable amount as mentioned in advertisement through crossed demand draft (non-refundable) in favour of NATIONAL INSTITUTE OF BIOLOGICALS, payable at Noida/ New Delhi towards its cost. Before buying the tender documents, tenderer may see the document particularly pre-qualification criteria in their on interest.
The Tender document can be downloaded from our web site and Tender Fee can be deposited with the technical bid.
Tender/Bid received without tender fee is liable to be rejected.
5.The tender is to be submitted in two separate sealed envelops as under:
5.1.Technical Bid (Envelop No -1)
a) The tender document in original including the unfilled PRICE-BID Proforma (ANNEXURE-V) duly signed and stamped as a token of acceptance, along with deviation sheet with deviation if any, from particular tender conditions in a separate sheet (ANNEXURE –IV). The following additional documents shall also be enclosed and sealed, superscript with name of the tender i. e.
i)The attested copy of registration certificate.
ii)The attested copies of experience certificates of carrying out similar nature of work as per pre-qualification criteria particularly annual maintenance contract of HVAC Systems in Government/ Semi Government/ PSU’s or large reputed private organization etc. for at least last two years satisfactorily. They may also enclose work order copies to meet the experience criteria.
iii) The attested copies of the balance sheet/ audited statement of accounts or any other relevant document to prove the minimum average annual turnover required as per pre-qualification criteria in preceding last two financial years in maintenance and services.
iv)Earnest Money Deposit (EMD).
5.2Price Bid (Envelop No. 2)
The Price Bid as per Performa given in the tender documents as ANNEXURE-V shall be photo copied and then price filled up and submitted in Envelope No -2, duly sealed superscript with name of tender. Any conditions given in the Price Bid may cause rejection of Bid.
6.Pre Bid Meeting and Clarification of Bids:
6.1A Pre Bid meeting will be organized by NIB before the last date for submission of bids at NIB Noida. Bidders may seek any clarifications from NIB on their written request regarding the tender document.
6.2During evaluation of bids NIB may, at its discretion ask the bidder (s) for clarification of their bid. The request for clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought, offered or permitted.
7.Submission of Bids:
The Envelop No. 1 & 2 shall be sealed separately and placed in a third Envelope which also shall be sealed and duly super scribed with the name of the tender.
Bid with all complete relevant documents must be addressed to the Director, National Institute of Biologicals, A-32, Sector – 62(Institutional Area, Noida-201307 not later then 15:00 Hrs on scheduled date as mentioned in the advertisement.
8.Bid Opening:
i)Bid shall be opened in the office of this Institute at Noida, an hour after the prescribed time for the bid submission in the presence of tenderer who may wish to be present at 16:00 Hrs. on a date as mentioned in the advertisement.
ii)The technical bid shall be opened first. The Price Bid (Envelop No 2) will be opened only of those tenderers whose technical bid is found to be in order and for which they shall be intimated separately about date & time by fax/ telephone.
iii)The bidder who do not submit the documents as per pre-qualification criterion and tender conditions, have major deviations, do not submit proper EMD and experience certificates etc. then their tender may be treated as non responsive and their Price Bid (Envelop No. 2) shall not be opened.
iv)The successful firms/ agencies/ contractors will be intimated and contract agreement will be entered into initially for a period of one year. The preparation of the contract agreement with proper stamp etc. would be done by the bidder in consultation with NIB. If the firm’s services/ performance is found to be satisfactorily in the sole opinion of NIB, the contract is be extendable on the same terms & conditions for a further period of two years on yearly and performance basis.
v)The firms/ agency/ contractor are required to submit their most competitive price offer in the format (ANNEXURE –V) in concurrence with the list of major equipment, scope of work, list of consumables/spares, technical specifications, terms & conditions and deviations sheet etc enclosed herewith as (APPPENDIX-A & B and ANNEXURE – I, II, III, & IV).
9.Awards of Contract:
(i)NIB will award the contract to the successful bidder whose quotation has been determined to be substantially responsive and determined as the lowest evaluated quotation, provided further that the bidder is determined to be qualified to perform the contract satisfactorily.
(ii) Period of Contract – One year, extendable on existing rates and terms for another two years on yearly and performance basis.
(iii)Foreclosure of contract due to abandonment or reduction in scope of work - If at any time after acceptance of the tender, National Institute of Biologicals shall decide to abandon or reduce the scope of the works of any reason whatsoever and hence not require the whole or any part of the works to be carried out, the NIB shall give notice in writing to that effect to the contractor and the contractor shall act accordingly in the matter. The contractor shall have no claim to any payment of compensation or otherwise whatsoever, on account of any profit or advantage which he might have derived from the execution of the works in full but which he did not derive in consequence of the foreclosure of the whole or part of the works.
(iv)Subletting -The contract shall not be assigned or sublet without the written approval of the NIB.
10.Right to accept any Quotation and to reject any or all Quotation:
The NIB reserves the right to accept or reject any quotation, and or to annul the bidding process and or reject all quotations at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for NIB`s action.
11.Notification of Award:
11.1Prior to the expiration of the validity, NIB will notify the successful firm in writing by speed post/ registered letter or by fax, that his quotation has been accepted.
11.2The notification of award will constitute the formation of the contract.
11.3Upon furnishing of Performance Security by the successful bidder’s, NIB will promptly intimate each unsuccessful bidder/s and will release their EMD.
12.Signing of Contract:
At the same time NIB notifies the successful bidder that his quotation has been accepted and NIB will send a work order to the bidder describing the works to be carried out and the same shall be returned duly acknowledged affirmatively by the bidder, as a token of acceptance and a contract agreement will be signed between both the parties.
13.Performance Security:
13.1Within 21 days of receipt of work order from NIB, the successful firm shall furnish the Performance Security equivalent to 10% of the contract value in the form of Bank Guarantee (from any Nationalized/Schedule Bank) valid for 60 days beyond expiry of the contract paid, in the format as per APPENDIX- A or inform of Demand Draft/Pay Order in favour of “National Institute of Biologicals” payable at “Noida/Delhi”.
13.2Failure of the contractor to comply with the requirement of contract shall constitute sufficient grounds for the annulment of the awards and forfeiture of the performance security, in that event NIB may get done the work at the risk cost of the Contractor.
14.Payment:
14.1Contractor will submit monthly Pre Receipted (affixing the Revenue Stamp) bills dully supported with necessary check list, log sheets etc. along with the proof of deposit of ESI, PF and Service Tax (if applicable) etc. NIB will make payment to the contractor within 15 days after receipt of the bills and after deduction of applicable taxes/TDS etc.
14.2.If thecheck list, log sheets and instructions of the Institute do not shows proper compliance of works to be done by the contractor as per schedule; NIB will make suitable deduction from the contractor’s bills. If the contractor fails to maintain the operation and maintenance of services as per contract, in such event NIB will deduct actual cost incurred on this work plus 5% extra for departmental service charges.
14.3In case of short deployment of manpower as given in the contract Institute will make suitable deduction from the bills on the basis of minimum wages as applicable.
14.4The contractorshall be responsible for proper maintenance of decorum, punctuality, discipline and work out put. The personnel so deployed should be in a proper neat & clean well-dressed uniform. Providing of uniform etc to deployed staff shall be the responsibility of the contractor. If the staffs are not present in uniform, a penalty @ Rs 10/per day/per person will be levied and deducted from the bill. The choice of colour of the uniform will be decided by NIB.
14.5Levy/Taxes payable by contractor - Sales Tax/ VAT or any other tax on materials in respect of this contract shall be payable by the contractor and National Institute of Biologicals shall not entertain any claim whatsoever in this respect.
All tendered rates shall be inclusive of all taxes and levies payable under respective statutes but exclusive of service tax which will paid at the applicable rate. However, pursuant to the Constitution (46th Amendment Act, 1982, if any further tax or levy is imposed by Statute, after the last stipulated date for the receipt of tender including extensions if any and the contractor thereupon necessarily and properly pays such taxes/levies, the contractor shall be reimbursed the amount so paid.
15.Applicable Law:
15.1The contract shall be interpreted in accordance with the Laws of the Union of India. Contractor shall be solely responsible for compliance of all labour laws, payment of fair wages/ salaries and allowances to his personnel that might become applicable under any new act, law or order of Government of State / Centre. NIB shall have no liability whatsoever in any manner. The Contractor has to show the proof of payment of fair wages to his workers as and when asked for the same by NIB.
15.2Minimum wages at to be complied with - The contractor shall comply with all the provisions of the Ministry Wages Act, 1948, and Contract Labour (Regulation and Abolition) Act, 1970, amended from time and rules framed hereunder and other labour laws affecting contract labour that may be brought into force from time to time.
16.Resolution of Dispute:
16.1All disputes arising out of this contract shall be referred to the sole arbitration of a person selected by the contractor out of the panel of three persons nominated by the Director NIB, and his decision /award shall be final and binding on both parties. The Arbitration shall be governed under the Indian Arbitration Act 1996 or any statutory modifications or re-enactment thereof and rules made there under and for the time being in force shall apply to the arbitration proceeding under this contract.
17. Force Majeure:
17.1Notwithstanding the provisions stated above, the service provider shall not be liable for forfeiture of its performance security, penalty or termination for default, if and to the extent that, its delay in performance or other failure to perform its obligations under the contract is the result of an event of force majeure.
17.2For purposes of this clause, “Force Majeure” means an event beyond the control of the service provider and not involving the contractor/service provider’s fault or negligence and not foreseeable. Such events may include, but are not limited to, acts of the service provider either in its sovereign or contractual capacity, wars or revolutions fires, floods, epidemics, quarantine restrictions and freight embargoes.
17.3If a Force Majeure situation arises, the contractor/ service provider shall promptly notify the NIB in writing of such conditions and the cause thereof. Unless otherwise directed by the employer in writing, the service provider shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the force majeure event.
ANNEXURE-I
/ NATIONAL ISTITUTE OF BIOLOGICALS(Ministry of Health & Family Welfare)
A-32, SECTOR- 62 (INSTITUTIONAL AREA),
NOIDA – 201 307 (U. P.)
Tel: 0120-2400022, 2400072, Fax: 0120-2400074, 2403014
LIST OF MAJOR EQUIPMENT OF THE HVAC PLANT SYSTEMS FOR LABORATORY & ANIMAL HOUSE, ADMINISTRATIVE BUILDING & CAFETERIA, GUEST HOUSE AND TRAINING ANIMAL HOUSE BUILDING(Excluding Comprehensive Maintenance of Chillers –CARRIER & TRANE make and their ATS panels only)