Proposal for Procurement of Un-Interrupted Power Supply System and Batteries

Proposal for Procurement of Un-interrupted Power supply System and Batteries

Tender No. SERC/INF/17/2012/UPS

Supercomputer Education and Research Centre

Indian Institute of Science

Bangalore 560012

January 2013

PREAMBLE AND INTRODUCTION

Supercomputer Education and Research Centre (SERC) at Indian Institute of Science (IISc) is a high performance computing facility set up to cater to the computing needs of the faculty and students. The centre works round the clock and is ably supported by environmental systems including the un-interrupted power supply and diesel generator set to ensure non-stop computing facility to the user community.

The specifications of the proposed UPS system is 3 x 500 KVA, 50 Hz,
continuous duty, three phase, four wire ( + earth ) requirement with maintenance free sealed batteries. The battery back up required from the total solutions is a minimum of 15 minutes for a load 1000 KVA. The design of the solution has to conform to true online technology and is expected to adhere to IEC 62040 standards.

The three systems have to be connected in parallel and in the load sharing mode with redundant battery bank with a decentralized bypass.

The power factor of the system is expected to be atleast 0.9. The bidders have to visit the site, understand the characteristics of the load and come out with a clear document with respect to the performance deliverables as a part of the offerings.

PROPOSED SYSTEM AND TECHNICAL SCOPE OF WORK

Supercomputer Education and Research Centre (SERC) at the Indian Institute of Science (IISc) is planning to procure 3x500 KVA UPS systems to augment the already existing 2x300 KVA + 2 x 120 KVA UPS systems to cater to the additional load.

The bidders have to provide total turn key solution to meet the stated requirement and the turn key services include supply, installation, commissioning, integration and warranty services. The proposed solution must include battery bank to provide 15 minutes back up for a load 1000 KVA . The battery bank should consist of 12 volts batteries of adequate numbers to cater to the AH requirements under full load.

The solution proposed is expected to be a total turn-key solution (including Power Distribution/Control Panel) and all the accessories including (copper) cables of appropriate capacity and length, necessary to ensure complete functionality has to be included in the bid and each one of them to be shown as a separate line item for better understanding of the offer and clarity.

The rough schematic of the UPS systems and the battery banks are shown below.

The reliability of the units and the availability of the total
solution is expected to be more than 99.95% and in the event of any fault or failure the bidder has to respond within 2 hours and rectify the system within additional 4 hours. SERC will impose penalty if the successful bidder is not able to meet this requirement. Complete details of the SLA, for the systems offered, has to be included in the technical bid.

The technical requirements of the UPS system

The UPS System is a 3 x 500 KVA, 50Hz, continuous duty, 3-phase system.
UPS system of the following OEMs are acceptable : Emerson/Schneider/Socomec/GE.
It should have IGBT Rectifier and Inverter, True online double conversion, Transformer-less and Input TDHI of less than 3 %
In addition the UPS System should have a input power factor of 0.99 and an output power factor of 0.9, with an overall efficiency of not less than 92 %

The technical requirements of the Battery system:

Batteries for supporting 3 x 500 KVA UPS system with 15 minutes as back up time for a load of 1000 KVA is the requirement. The batteries should be 12V. The bidders have to design the solution and quote the required number of battery cells to meet the above requirement. Complete design of the solution along with the calculations have to be submitted with the offer.

The 3 UPS systems would be supported by 2 parallel battery banks of the above specification. The bidders need to provide appropriate circuitry to ensure functioning of the UPS systems with sufficient backup in the event of failure of the one of the battery banks.

Batteries of the following OEMs are acceptable: AmaraRaja/Exide/ HBL Knife/Global/ Panasonic/ Rocket/ Yuasa/

The charging method and the performance metric of the proposed system have to conform to international standards. The bidder has to give complete details of the same and the technical reasons for choosing a particular approach.

The dimensions of the battery solution and the alternate approaches for positioning the same with clear diagrams are required to be part of the offer. The weight, volume, size and any other parameters have to be clearly specified. The environmental requirements to ensure stable functioning of the systems need to be clearly spelt out.
In order to ensure that the system procured through this process is in conformance to the existing solution, it is proposed to consider only VRLA technology. The bidders have to quote products meeting the stated specification with technology being VRLA from their product line. The technology is expected to be maintenance free and should not require periodic topping up.

Installation and Acceptance of the Equipment

The tenderer should be able to install and commission the equipment at the designated location. Installation charges (payable in Indian Rupees only), if any, should be indicated by the tenderer in the Price Bid.
Subsequent to successful installation at SERC, IISc, the equipments will be accepted after a successful uninterrupted operation for a period of 30 (thirty) days.

Warranty

Warranty on all the hardware components should be valid for a period of at least 3 years for the UPS system and 1 year for the battery banks from the date of acceptance of the equipment at a particular location. Warranty service charges (in Indian rupees) have to be explicitly mentioned as a separate line item in the Price Bid.
During the warranty period, the tenderer shall be fully responsible for the manufacturer’s warranty in respect of proper design, quality and workmanship of all the equipment, accessories, etc.
During the warranty period, the tenderer shall attend to all the hardware problems on site and shall replace the defective parts at no extra cost to the purchaser.
The bidder should also clearly indicate post-warranty comprehensive AMC cost, as a percentage of the equipment cost, in the Price bid.

GUIDELINES TO TENDERERS

The equipments have to be supplied within 4 weeks after receiving a firm PO from IISc and the installation to be complete within two weeks after supply of the equipment.

The bidders have to provide warranty services for a period of three
years for UPS systems and 1 year for battery after acceptance of the solution by IISc. Bidders should also quote post-warranty comprehensive AMC cost as a percentage of the equipment cost.

Institute of Science is eligible for customs and excise duty exemption under notification 10/97-ce. Hence please quote the ED component if any separately so as to avail exemption on issue ofcertificate by us. Bidders planning to quote any imported solution have to give the offer in the respective currency.

The offer has to clearly state the components of pricing separately. For example, the supply part, F & I, I & C, Warranty services and any other charges have to be quoted as separate line items.

The bidder should have supplied and implemented UPS systems (of the same make proposed in their bid) of similar capacity at least in 2/3 different locations in the country, out of which 1 of them should preferably be in Bangalore. Documentary evidence of the above is to be submitted along with the offer, along with contact details of the purchaser. Non-compliance to this condition will result in disqualification.

The bidder has to provide an EMD of Rs. 5,00,000 (Rupees Five Lakhs only) in the form a demand-draft (drawn in a nationalized bank), favoring the Registrar, Indian Institute of Science, Bangalore 12. The EMD has to be enclosed in the technical bid.

The EMD of the successful bidder will be returned ONLY after the successful completion and acceptance of their solution.

A two-cover system is proposed for the submission of tenders,

consisting of

Cover A : Technical Bid : The technical bid should contain

Executive Summary of the proposal as per Proforma given in this document.
Complete Technical Details of the proposed solution.
Performance details of the proposed equipments.
Specifications for the individual or common battery bank.
Specification for the power distribution/control panel.
Terms and conditions for the offer.
Supporting technical material, including brochures.
EMD Amount of Rs.5,00,000 (Rupees Five Lakhs only) in the form of a draft payable to the Registrar, Indian Institute of Science, Bangalore 12.
A copy of the masked price-bid of the bill-of-materials.

Cover B: Price Bid: Prices for individual line items (eg., UPS Power Panel, Battery, Unit price (per metre) for power cable of appropriate specification should be quoted separately as specified in the Price-Bid format given below.

7. The individual covers to be sealed and superscribed as

SERC/INF/17/2012/UPS Technical Bid, and

SERC/INF/17/2012/UPS Price Bid respectively.

8. The two sealed covers should be placed in another sealed cover, addressed to The Chairman, Supercomputer Education and Research Centre, Indian Institute of Science and should be superscribed as SERC/INF/17/2012/UPS.

The sealed cover should reach the office of

The Chairman,

Supercomputer Education and Research Centre,

Indian Institute of Science,

Bangalore 560 012

on or before the deadline.

10. No request for any further extension of the above deadline shall be entertained. Delayed and/or incomplete tenders are liable to rejection.

11. All the covers should bear the name and address of the tenderer.

12. The Technical Bid and the Price Bid should be duly signed by the authorized representative of the tenderer.

13. The Technical Bid and the Price Bid should be bound separately as complete volumes.

14. The prices should not be mentioned in the Technical Bid.

15. A tender, not complying with any of the above conditions is liable to rejection. Incomplete proposals is liable to be rejected.

16.The Chairman, SERC reserves the right to accept or reject any proposal, in full or in part, without assigning any reason.

17.The Chairman, SERC, IISc, Bangalore-12 reserves the right to modify the technical specifications or the required quantity at any time. In such case, the tenderers will be notified.

18. The tenderers are requested to go through the Terms and Conditions, detailed in this document, before filling out the tender.

COMMERCIAL TERMS & CONDITIONS

The commercial bid should contain among other things, payment terms, warranty, installation and commissioning charges. These charges will be paid only after successful supply, installation and acceptance. SERC will enter into a contract with the successful bidder which will detail all contractual obligations during warranty period.Bidders have to quote for AMC charges (for the UPS systems) for 5 years after 3 year warranty period.
In case of rupee offer, the component of tax, E.D. and any other statutory levies should be shown separately and not included in the total amount, to enable us to avail exemption.
In case of imports, the commercial bid should contain among other things the name and address of the Indian agent, if any and the agency commission payable to him. Agency commission part will be deducted from FOB value, and will be paid to him by us separately in equivalent Indian rupees. Please quote the prices for shipment on ‘FOB’ terms.
In respect of imported solution, IISc will arrange for customs clearance, at Bangalore airport, which will be final destination airport. Hence costs related to customs/clearance need not be included in the offer.

In CIF offers of imported solutions, insurance should be on “Warehouse to Warehouse” basis and should not terminate at Bangalore airport.
IISc is not exempted from any other VAT or other taxes. Hence this component may be shown as separate line item wherever applicable.
Proposals should contain name and contact details viz phone, fax, email of designated person to which all future communication will be addressed.
Price should be quoted per unit and the total amount for the required quantity.
Offer should be valid for 60 days from the date of submission.
Among the technically qualified bidder, the successful bidder would be identified using the total cost of ownership (TCO) which includes supply, installation and commissioning of the total turn-key solution, warranty for 3 years (1 year for Battery banks), and 2 years post-warranty AMC services for the UPS systems.

PAYMENT TERMS

The conditions regarding payment terms are as follows:

The following are applicable:

The total project cost will consists of two parts:

a)Equipment supply part(Supply)

b)Installation, commissioning, warranty and maintenance services part (shortly referred as services)

c)The total cost of the system (Supply part) will be paid through SIGHT DRAFT (documents through Bank).

d)Installation charges, if any, payable only in Indian Rupees, will be paid after acceptance of the system.

e)Warranty charges for year 2 and year 3 should be quoted as a percentage of the equipment cost and as a separate line item. Warranty charges will be paid (in Indian Rupees) in equal quarterly installments. The payment will be made at the end of each quarter after satisfactory completion of services.

Proforma for Executive Summary

1.Name and Address of the Manufacturer:

2.Name and Address of the Tenderer:

3.Tenderer’s Proposal Number and Date:

4.Summary of the solutions proposed:

ItemMake and Model No.

Checklist for documents attached / √ appropriately
Technical details of the proposed equipment.
Performance Details of the proposed Equipment.
Terms and conditions for offer
Authorization Letter from Foreign Principal
Supporting Literatures
Company’s profile
Any other documents (please specify)

6. Contact details of the personnel for all future correspondence

related to this proposal:

Name & Designation:

Phone No:

Fax No:

Mobile :

Email:

FORMAT FOR PRICE BID

Price information should be specified in the following format. Prices should be specified for each line-item separately. Additional lines should can be added as appropriate.

Sl.
No / Description / Unit
Rate / Qty. / Amount / Taxes,
if any / Total
1 / UPS
2 / I/O Panel
3 / Battery Bank
4 / Battery Panel
5 / Breakers / MCCB
(use separate line for each capacity)
6 / Cables
(use separate line for each capacity)
7 / Earthing for UPS
8 / Earthing for Panels
9 / Other accessories (pls. specify)
Grand Total (including Taxes)

CHRONOLOGY OF EVENTS

Release of RFP:4.2.2013

Receipt of vendor queries :6.2.2013 5.00 p.m.

Prebid clarification meeting :7.2.2013, 3.00 p.m.

Due date for submission

of tender :18.2.2013, 5.00 p.m.