Tender for Comprehensive A.M.C. for Air-conditioning Systems at Sub Regional Office Employees' State Insurance Corporation, Bibvewadi, Pune.

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1 TENDER NO : 05/ SUB-REGIONAL OFFICE EMPLOYEES STATE INSURANCE CORPORATION PANCHDEEP BHAVAN, S.NO. 689/690. BIBWEWADI PUNE (ISO-9001:2008 Certificate Phone: ,-1139, Fax: Tender for Comprehensive A.M.C. for Air-conditioning Systems at Sub Regional Office Employees' State Insurance Corporation, Bibvewadi, Pune. Sealed tenders for Comprehensive A.M.C. for Air-conditioning Systems at Sub Regional Office Employees State Insurance Corporation Office Pune, are hereby invited, from the registered, reputed and licensed Agencies/Contractors, who have permanent place of Air-conditioning business in Pune and also having experience of minimum three years in the said business. The scheduled dates for the tender are as follows : 1 Sale of Tender Documents 05/05/2014 to 16/05/ Last date of submission of completed Tender Forms 27/05/2014 upto 2.00 PM 3 Date and Time of Opening of Tender 27/05/2014 at 3.00 PM Interested Firms may collect the Tender Form from the office of the Director on the address mentioned above on any working day between 05/05/2014 to 16/05/2014 from AM to 6.00 PM on payment of Rs.250/- each. Parties downloading the said Tender Form from our website : have to submit the Demand Draft of Rs.250/- drawn not later than 16/05/2014 (Non-Refundable) in favour of ESIC Account-I, payable at Pune alongwith the Tender Document. E.S.I. Corporation reserves the right to reject any or all tenders without assigning any reason(s) thereof. Place : Pune Date : 02/05/2014 Deepak Joshi Director

2 TENDER FOR COMPREHENSIVE A.M.C. FOR AIR-CONDITIONING SYSTEMS AT SUB REGIONAL OFFICE OF EMPLOYEES' STATE INSURANCE CORPORATION BIBVEWADI, PUNE ) PREAMBLE : Employees' State Insurance Corporation is a Social Security Organization, functioning under the Ministry of Labour & Employment, Govt. of India, provides Medical and Cash Benefits to the persons covered under ESI Act, The Director of this office invites Open Tenders two bid system for comprehensive A.M.C. for air-conditioning systems at its Administrative Office at Bibvewadi Pune for one year on contract basis from reputed parties. 1. SCOPE OF THE WORK : 1. The scope of work involves the maintenance of air-conditioning systems at its Administrative Office Bibvewadi Pune and shall cover the following : (a) Diagnose the faults and rectify the defect detected, within 24 hours. (b) Repair/replace the faulty parts etc. of the Air Conditioner, within 24 hours. (c) Carry out the periodical (once in three months) preventive maintenance. (d) No spares, consumable or any other items will be supplied by ESIC. (e) Deployment of one trained AC Serviceman/mechanic during 9.45 AM to 6.15 PM. On all working days ( Monday to Saturday). 2. ELIGIBILITY CRITERIA : 1) The Bidder should be a registered dealer/firm who can maintain the air-conditioning systems and supply spares, under One Year Contract basis. 2) E.S.I. Registration No. (Code No.) 3) Provident Fund Registration No. 4) Must be Registered under Sales Tax. 5) Must be having PAN NO. 6) Must be having Service Tax Registration No. 7) The Bidder should have similar experience for the past 3 years. Documentary evidence of the above should be attached alongwith the bid by the bidder.

3 : 2 : 3. SPECIFICATION : Details of the Air Conditioning Systems are given below. Sl.No. Description Quantity in Nos. 1 Blue Star 8.5 TR Ducted Split AC 12 2 Blue Star 11 TR Ducted Split AC 09 3 Blue Star 5.5 TR Ducted Split AC 09 4 Blue Star 1.5 TR Split AC 10 5 Blue Star - 2 TR Split AC 06 6 Blue Star Cassette AC 2.0 TR 02 7 Blue Star Cassette AC 3.0 TR 03 8 Godrej 1.5 TR Split AC INSTRUCTIONS TO THE TENDERERS : EARNEST MONEY DEPOSIT (E.M.D.) (a) The amount of earnest money deposit (EMD) shall be Rs /- (Rupees Twenty Three Thousand Seven Hundred Seventy Four Only) in the form of DD/Pay Order, drawn in favour of ESIC Account - I payable at Pune. (I) No interest shall be payable by this Office on this amount. (II) Unsuccessful bidder's EMD will be returned as promptly as possible. (iii) The successful bidder's EMD will be discharged upon the bidder signing the contract and furnishing the Performance Security. (iv) If the bidder withdraws his bid after closure time of submission of tender OR If the successful bidder fails to sign the contract and/or to furnish performance security, the EMD shall be fortified. (b) Tender Form should be complete in all respects. Incomplete tenders or tenders without E.M.D. shall be treated as invalid. ( c ) Last date of submission of tender is 27/05/2014 at 2.00 pm. (d) Date and time of opening of tender is 27/05/2014 at 3.00 pm

4 : 3 : (d) Each and every page of the tender documents should bear the stamp and signature of authorized representative. Format I, II, III enclosed should be filled in without exception. The tenderer should also enclose the latest Income Tax Return and proof of VAT / Works Contract Tax Registration wherever applicable. (d) The rates for each and every item shall be quoted in figure and words. In case of any discrepancy in rates, the rates written in words shall prevail. (e) The envelop containing tender documents should be sealed and bear the name of work, the name and address of the tenderer. (f) The site for the work can be seen on any working day during office hours by contacting Care Taker. (Mr.Swapnil Jadhav, Mob. No ) (g) The Competent Authority of ESIC, reserves the right to accept or reject any or all tenders, without assigning any reason. (h) Conditional tenders are liable to be rejected. (I) The tender for the work shall remain open for acceptance for a period of 90 days from the date of opening of tender. (j) The instructions and general terms & conditions shall form a part of the contract document. (k) The EMD of unsuccessful tenderers shall be refunded within one month after the award of work to the successful tenderer. The EMD amount shall earn no Interest. (l) The successful Tenderers shall have to submit Security of the total contract amount, in the form of furnishing of Bank Guarantee from a nationalised bank, which shall be valid beyond 60 days from the date of completion of the contract. The security deposit so held by this office shall not earn any interest. However, any amount due to ESIC from the agency/contractor shall be recovered from the security deposit before release of the same. However, the said Security Deposit is liable to be forfeited in case the successful Tenderer fail to execute the contract satisfactorily.

5 : 4 : (m) Rates quoted shall be firm and fixed and are inclusive of cost of manpower, material, machinery, tools and plant etc., all taxes (including service tax), duties and levies, insurance etc. no escalation of whatsoever nature shall be payable. 5. SUBMISSION OF BIDS : ( a ) The contractor shall submit his tender only after carefully examining the whole of the tender documents and the condition of tender and of contract, scope of work etc. All the documents submitted (whether original or photocopy ) in the bid must be legible and self attested. Bidders are advised to inspect, examine the site and its surroundings and satisfy themselves before submitting their tenders. (b) The Technical Bid and Financial Bid should be submitted in two separate envelopes clearly mentioned in Technical Bid' and 'Financial Bid'. The envelope marked as Technical Bid should contain Form-I & II, all necessary documents and DD on account of EMD. The envelope marked as Financial Bid should contain Form-III(Abstract of Cost) & IV. Both these envelopes should be sealed must be kept inside a single third envelope and clearly super scribed as Tender for Comprehensive AMC for Air Conditioning systems at ESIC Pune and addressed to The Director, Sub Regional Office, Employees' State Insurance Corporation S. No. 689/90, Panchdeep Bhawan, Bibvewadi, Pune ( c ) The envelope should be dropped in the Tender Box kept in Reception on the above address upto Hrs. on 27/05/2014. ( d ) Bids will be opened on 27/05/2014 at 3.00 PM in our office located at above address in presence of the bidders who choose to be present at the venue, date and time shown above. 6. GENERAL TERMS AND CONDITIONS : (I) The Air conditioners shall be taken over by the contractor after recording the total number of plant and equipments and air-conditioners in each location and their make, model, running conditions etc. the same shall be maintained and run by the contractor for the contract period providing all required in puts including all operational staff and man power for repairing etc.

6 : 5 : (II) After completion of maintenance period, the same shall be handed over back to ESIC in the same condition in which they were taken over, normal wear and tear accepted. (III) The contractor shall provide following service on the rates quoted by him. (a) Diagnose the faults and rectify the defect detected, within 24 hours. (b) Repair/replace the faulty parts etc. of the Air Conditioner, within 24 hours. ( c ) Carryout the periodical (once in three months) preventive maintenance. (d) No spares, consumable or any other items will be supplied by ESIC. (f) Atleast one A/c serviceman/mechanic shall be employed by the successful tenderer at site for all working days (Monday to Saturday) from 9.45 AM to 6.15 PM, to monitor the inside condition and performance of units, microprocessor and feed back to the Department if any fault/ defects are noticed. ( g ) Routine inspection, checking and servicing of all units every month. The service report shall be submitted to the Engineer in charge. ( h ) Filters of A/C systems should also be cleaned regularly by the A/C serviceman/ mechanic. (I) Overhauling / repairing/ replacement of any parts as and when needed. The contractor will have to keep sufficient spare parts at site to reduce the breakdown period to minimum possible time. (j) The contractor will use only genuine spare parts whatsoever required for replacement for proper maintenance and satisfactory performance of the units including required gas. All the materials/spares will be arranged/supplied by the contractor himself for which nothing extra than the rates quoted for comprehensive maintenance, will be payable to him. However, condensing unit/ evaporator unit/ MS trays and housing / supply air diffusers / return air grills etc., are not covered under this contract.

7 : 6 : (k) The contract includes all the work considered necessary to maintain the units in good working condition..the maintenance/repair/replacement of copper pipe/drain pipe/electrical cables connecting the outdoor units are also covered under the contract. (l)the rates quoted by the contractor shall be firm and final and inclusive of all taxes and duties. Nothing shall be paid extra on account of traveling expenses, transportation of units (if so required) from site of work to workshop and back, any taxes and duties payable to various bodies etc. v) The contractor shall depute qualified and trained Service Engineers / Technicians/Workmen for regular and systematic monthly checking and servicing of units. vi) If any accident takes place at the site during the routine and preventive maintenance, it will be the responsibility of the contractor to indemnify the department of any losses arising out of such accidents/ losses theft etc. vii) It should be ensured by the contractor that the entire Air Conditioning systems are working properly. If, any problem is not attended within 3 hours or not rectified within 24 hours (whichever is applicable), the proportionate deduction will be made at Rs.50/- per A/C for every successive 8 hours will be deducted from source. viii) Any damage caused to ESIC Property or its personnel, due to the service provider's negligence, mishandling etc. shall be borne by the service provider. All Tender documents should invariably be signed by the bidder. ix) No escalation of whatsoever nature shall be payable. 7. ESIC'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS : ESIC reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected bidder or bidders on the grounds for ESIC's action.

8 : 7 : Any deviation / irrelevant specification in this tender will not be accepted. Final decision of accepting or rejecting any / all bid(s) will be at the discretion of ESIC. 8. CLARIFICATION OF BID DOCUMENTS BY ESIC : To assist in the examination, evaluation and comparison of bids ESIC may, at its discretion ask the bidder for the clarification of its bid. The request for clarification and the response shall be in writing. However, no post bid clarification at the initiative of the bidder shall be entertained after opening of the tender.; 9. PLACEMENT OF ORDER : ESIC shall consider placement of order on the bidder, whose offer has been found technically and financially acceptable. ESIC has full right to place order fully or partially. 10. INSPECTION, TESTING, ACCEPTANCE : All equipment on delivery is subjected to inspection and testing for compliance of the specification of the tender. The items not accepted during inspection / testing will be rejected and payment will not be made. Wherever necessary, the vendor will be required to render suitable support for testing. 11. DATE OF COMMENCEMENT : The date of commencement of work will be mentioned in the Work Order. The comprehensive AMC of air-conditioning systems should be carried out at the following location. Sub Regional Office, Employees' State Insurance Corporation S. No. 689/90, Panchdeep Bhawan, Bibvewadi, Pune PAYMENT TERMS : No advance payment will be made. Quarterly payment will be released within 15 days against the bill/invoice raised. Signature of the Authorised Person

9 : 8 : 13. CANCELLATION OF PURCHASE ORDER / CONTRACTOR: ESIC Pune reserves the right for cancellation of purchase order at any time with one month notice if the services are found unsatisfactory. 14. ARBITRATION : The party shall use their best efforts to settle amicably all disputes arising out of or in connection with this contract or the interpretation thereof. Any dispute and differences relating to the meaning of the specifications, designs, drawings and instructions herein before mentioned and as to the quality of workmanship of materials used in the work or as to any other question, claim, right, matter or thing whatsoever in any way arising out of or relating to the contract, designs, drawings, specifications, estimates, instructions or these conditions or otherwise concerning the works or the execution or failure to execute the same whether arising during the progress of the work or after the completion or abandonment thereof in respect of which :- (I) (ii) (iii) (iv) Amicable settlement has not been reached. shall be referred to the Sole Arbitration of the Chief Engineer, ESIC, who shall proceed as per the Arbitration Act, The work under the contract shall continue, during the Arbitration proceedings. The award of the Arbitrator shall be final, conclusive and and binding on both the parties. I certify that all the terms and conditions of the tender documents are acceptable to us. ASSTT. DIRECTOR ESIC, SRO, PUNE Date : Place:

10 : 9 : TECHNICAL BID (PART A) FORM - I BRIEF DESCRIPTION OF THE FIRM (With an outline of the experience of the firm for similar works during last three years) a) Name of the Firm b) Year of Registration c) ESI Registration No. (Code No.) d) Provident Fund Registration No. e) Sales Tax Registration No. f) PAN NO. g) Service Tax Registration No. h) Type of Firm (Individual / Proprietary/Limited company or any other) i) In house facilities available in following fields. Sr. No. Fields Manpower with more than 10 years experience 2 Air conditioning Works Manpower with 5 to 10 years experience Manpower with lesser than 5 years experience Note : Provide documents in support of the details provided in above format, failing which the authenticity of the information may not be accepted. I certify that all the terms and conditions of the tender documents are acceptable to us. Date : Place:

11 : 10 : TECHNICAL BID EXPERIENCE OF COMPANY FORM II (Experience of relevant and similar work of Maintenance of Air Conditioning Systems completed during the last three years preceding March 2014 and on-going works) use separate sheet for each work. 1 Project title and location 2 Name of Client and Address 3 Describe area of Participation (Specific work done/services rendered by the applicant) 4 Period of work done/services rendered for the project 5 Total cost of work/ AMC Cost 6 Date of start of the work and the present status 7 Any other details NOTE : Supporting documents like certificates from the client in respect of each of the above projects to be furnished. I certify that all the terms and conditions of the tender documents are acceptable to us. Date : Place:

12 : 11 : FORM III FINANCIAL BID Name of work : A R & M of Air Conditioning Systems at : Sub Regional office, ESI Corporation, Panchdeep Bhawan, Bibvewadi, Pune Sub Head : Operation and Fully Comprehensive Maintenance of Blue Star Make Air Conditioners. ABSTRACT OF COST A. COMPREHENSIVE MAINTENANCE OF AIR-CONDITIONING SYSTEMS S.No. Description of items Unit Rate Amount (Rs.) 1 Operation and Fully Comprehensive Annual Repair & Maintenance of Blue Star make Package/ Split/ Ductable Split / Cassette A.C. Units at Sub Regional Office, ESI Corporation, Panchdeep Bhawan, S.No. 689/690, Bibvewadi, Pune As per Form-IV Note :- (1) The Contractor shall maintain an inventory and use common miscellaneous sundry materials required for maintenance / repairs of the Air Conditioning systems. (2) The above rates shall include the cost of one A.C. Serviceman /mechanic so also towards any assistance of unskilled/semi skilled persons required for him. In case of absence of one A.C. Serviceman / Mechanic without providing suitable replacement, an amount of Rs.600/- per day shall be recovered as liquidated damages per person per day of absence. I certify that all the terms and conditions of the tender documents are acceptable to us.

13 : 12 : FINANCIAL BID 'FORM - IV' Sl. No. Description Quantity In Nos. Unit Cost in Rs. Total Amount in Rs. Total Amount in words 1 Blue Star 8.5 TR Ducted Split AC 12 2 Blue Star 11 TR Ducted Split AC 09 3 Blue Star 5.5 TR Ducted Split AC 09 4 Blue Star 1.5 TR Split AC 10 5 Blue Star - 2 TR Split AC 06 6 Blue Star Cassette AC 2.0 TR 02 7 Blue Star Cassette AC 3.0 TR 03 8 Godrej 1.5 TR Split AC 02 TOTAL GRAND TOTAL I certify that all the terms and conditions of the tender documents are acceptable to us. Signature of the authorized person

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