Government of India Ministry of Commerce & Industries Department of Commerce (SD) Directorate General of Supplies & Disposals (General Administration) TENDER ENQUIRY Dated: 04.02.2015 Tender No. Tender Notice issued by Tender to be opened on Deputy Director (Admn) 19.02.2015 at 2.30 p.m. 1. Duly sealed tenders are invited for Comprehensive Servicing/Repairing/ Maintenance (CAMC) of Air-conditioners and water coolers installed in DGS&D Hqr., New Delhi for the period of one year from the date of award of CAMC. The details of items are as under:- S.No. Description of items Qty.* Capacity i Split Air conditioners 34 1.5 / 2.0 ton ii Window Air-conditioners 21 1.5 / 2.0 ton iii Water coolers 4 ------ (*nos. of machine may vary as some machines will come under CAMC) after expiry of warranty during the CAMC period). 2. In case you are interested in undertaking the said work and fulfill following conditions, you may submit tender; A firm should have minimum 02 (two years experience in maintenance of minimum 15 units of ACs/water coolers preferably in Government offices. Minimum one employee working in the firm should possess diploma in AC/refrigeration works from ITI or any Govt. recognized institute. A firm should be registered for VAT and Service Tax. 2. You may submit your lowest quotation in a sealed envelope to Deputy Director (General Admn.), Directorate General of Supplies & Disposals, Jeevan Tara Building, 5, Parliament Street, New Delhi-110001. The quotations in sealed cover should be dropped in the Tender Box kept at the Reception of this office before 2.00 PM on 19.02.2015. The cover containing the quotation should be super scribed as under: QUOTATION FOR ANNUAL COMPREHENSIVE MAINTENANCE CONTRACT FOR WINDOW/SPLIT AIR-CONDITIONER AND WATER COOLERS IN DGS&D HQR. FOR THE YEAR 2015-16 Opening date at 2.30 PM on 19.02.2015. 3. A list of offices where such jobs have been undertaken with documentary proof of having performed them satisfactorily may be furnished with the tender as required in Annexure-II. 4. Any Cutting/Overwriting/Erasing in the rates will render the entire tender invalid. Contd/-
-2-5. The tender should be accompanied by an Earnest Money Deposit (EMD) of Rs.5,000/- (Rupees five thousand only) in the form of Demand Draft / Pay Order from a scheduled bank drawn in favour of DDO, DGS&D. In the absence of EMD the tender shall be rejected summarily. The earnest money shall be refunded to the unsuccessful Tenderers after finalization of the contract and to the successful tenderer after submission of performance security. 6. Interested parties are requested to visit the site and inspect the system, before quoting the rates by taking permission from General Admn. DGS&D Hqr. on any working day from 2.30-5.30PM. 7. Submission of tender will signify the acceptance of all terms and conditions of the contract as above. It will not be obligatory for this office to accept the lowest quotation & no explanation shall be given for the cause of rejection of quotation to any tenderer. 8. This office reserves the right to reject/any/all tender (s) without assigning any reasons whatsoever. Canvassing in any form will be considered as disqualification from award of contract. 9. Please also see Annexure -I for terms and conditions of the contract, Annexure -II to be filled by the tenderer(s) giving their details. The quotation is to be submitted in Annexure-III. I hereby accept all the terms and conditions mentioned above. (R.C. Das) Deputy Director (Admn) For Directorate General of Supplies & Disposals Tel. 45738331 Date: Signature of the Tenderer with seal
-3- The CAMC shall be governed by the following terms and conditions:- F. No. D. 13012/1/2015-GA ANNEXURE-I i) The term maintenance shall mean keeping the Air-conditions and water coolers hereinafter called machines in perfect working condition at all times, and covers each and every part of the system. Maintenance also includes on-call corrective as well as periodic preventive maintenance service visits by the service engineer of the CAMC holder. CAMC includes dehydration and gas charging, repair of fan motor etc. Replacement/repair of any of the part of the system during the currency of the contract shall be at the exclusive risk, responsibility and the cost of the contractor. ii) A complaint should be attended within 24 hours excluding holidays. Preventive servicing of machines shall be done at least twice a year. Washing of filter of A/C shall be done every month. iii) The machines shall be inspected by the successful tenderer before being taken over for maintenance under the Maintenance Contract and missing/non functional parts may be listed out and brought to the notice of Deputy Director (Admn.) within two days of the award of contract in the presence of representative of this office and a representative of current CAMC holder firm, failing which the contractor shall be deemed to have taken over the machines of this office complete in all respects. iv) For regular and proper maintenance of the machines, it shall be obligatory on the part of the contractor to depute sufficient number of qualified mechanic/technician to this department on all working days and also on holidays/after office hours, if found necessary by this office. v) The contractor shall keep sufficient stock of items/spare parts which may be required for replacement/ repairing in the event of the machines becoming non-functional or defective, during the currency of the contract. The successful tenderer shall be fully responsible for supply and installation of items/parts of good quality with ISI mark. vi) vii) viii) All tools and materials will be provided by the successful tenderer at their own cost/labour. The contractor shall be responsible for smooth and satisfactory working of the all machines. It shall be obligatory on the part of the contractor to carry out repair/maintenance of machines under his direct supervision and control and under no circumstances the work shall be assigned to subcontractor. ix) The work shall be carried out in the premises of the Department. No cartage shall be paid for transportation of any type of items to be taken to workshop for repairs etc. Written prior permission of competent authority will be required before taking out such goods/items from the premises. x) Consolidated contract will be given to a firm who is eligible in all respect. The L-1 firm shall be determined on the basis of lowest rates which will be arrived at after multiplying the unit price (quoted) of items (Column C of Annexure-III) and adding up the price of all the items indicated in Annexure-III. xi) xii) The period of contract will be for one year from the date of award of contract. This office also reserves the right to renew or extend the contract for three (3) months, taking into account the satisfactory services rendered by the contractor during previous year. This can be further extended upto such period(s) as deemed necessary with the consent of the contractor. The tender should be accompanied by an Earnest Money Deposit (EMD) of Rs.5000/-(Rupees five thousand only) in the form of Demand Draft / Pay Order from a scheduled bank drawn in favour of DDO, DGS&D. In the absence of EMD the tender shall be rejected summarily. The earnest money shall be refunded to the unsuccessful Tenderers after finalization of the contract. Successful Tenderer will have to deposit a performance security equivalent to 10% of the total contract value in form of Fixed Deposit Receipt (FDR) issued by a commercial/ scheduled bank. The performance security furnished within three weeks of awarding the contract with validity beyond 60 days of the expiry of the contract. The FDR should be in acceptable form. Performance security would be released after satisfactory completion of the contract and after adjusting the dues, if any. Contd /-
-4- F. No. D. 13012/1/2015-GA xiii) xiv) xv) xvi) xvii) xviii) xix) xx) xxi) xxii) The contractor shall be responsible for payment of wages/settlement of dues of workers engaged by the firm as per prevailing labour/wages laws enforce in NCT of Delhi and this office shall not be a party to any dispute between the contractor and worker. The damage caused if any either to any machine or to any other property of the Government through negligence or otherwise, shall be at the risk, cost and responsibility of the contractor. The financial or any other loss suffered by the Government on this account shall be made good by the contractor and decision of the Head of Department of DGS&D in this context shall be binding on the contractor. No advance payment will be made. Payment of CAMC charges that depends solely on the performance shall be made in three equal installments on production of bill pre receipted. The first installment shall be paid only after successful completion of four month period of the contract. Rest of the installments shall be paid after completion of subsequent four months periods of satisfactory performances. This is only a tentative schedule for payment and does not confer any legal or other right on the contractor to proceed against this office in the event of payment getting delayed due to budgetary and other unforeseen reasons. The contractor shall be responsible for smooth and satisfactory working of the units. If repair works remain pending beyond reasonable time frame resulting none functioning of ACs/Water coolers or in unusable condition. A penalty of RS.100/- (Rupees one hundred only) per day/unit shall be imposed. In case the contractor fails to comply with the terms and conditions of the contract and if the contractor is found to be incapable to do the job satisfactorily and within the specific time, it will be at the discretion of this office to take any further action or to cancel the contract without assigning further reasons. The successful contractor shall be required to do the work, during the entire period of the contract as per the approved rates on the basis of the quotation. If for any reason, the firm is not able to do so, the work shall be got done from some other firm from the open market at the cost of the contractor and the expenditure incurred therein shall be recovered from the Contract holder firm. If the failure continues, this office may take action(s) viz forfeiture of performance security, cancellation of contract, blacklisting of firm etc. as deemed fit by this office against the firm. Any dispute arising out of the contract shall be referred to Sole Arbitration of any officer of DGS&D appointed by DG (S&D) and the award of the Arbitrator shall be final and binding on both the parties. The venue of the arbitration shall be New Delhi. The rates/charges shall be mentioned in figures and in words. There should not be any erasing or overwriting whatsoever. You are requested to read and understand the terms and conditions of the contract mentioned in the foregoing paragraphs before sending your quotations, as no violation of the aforesaid terms and conditions shall be permitted once the quotation is accepted by this office. The quotation will be opened at 2.30 PM on 19.02.2015 in the room of Director (MS), DGS&D Hqr., Jeevan Tara Building, New Delhi. (R.C. Das) Deputy Director (Admn) For Directorate General of Supplies & Disposals
PARTICULARS TO BE FURNISHED BY THE AGENCY -5- ANNEXURE-II 1. Name of the Agency : 2. Address of the Agency: 3. Name of the proprietor of the Agency: 4. Telephone No. of Agency and Proprietor: 5. Details of Ministry/Department in which the Agency had worked earlier as mentioned in this Tender:- S. no. Name of the Ministry/Department (Attach copy of Contract) Year Name/Contact no. of the Officers of Client Ministry/Department 6. PAN number of the agency: 6. TIN No. of the agency: 7. EMD s Draft number, Date and name of the Bank: 8. Copy of Registration of the contractor/firm under the Delhi Sales tax Act/Delhi Value Added tax (DAVT) act 2004. 9. Proof of Service Tax, ESI/EPF. This is certified that the above facts are true, complete and correct to the best of my knowledge and belief. This is also certified that this Agency is not black listed by any Government Department nor any criminal case is registered/pending against the Agency/Firm or its owner/partner anywhere in India. It is certified that I/We have read and understood the terms and conditions of the Tender Notice F. No. D- 13012/1/2015/GA dated 04.02.2015 and will abide by them till the completion of the contract period. Dated: Place: (Signature of Proprietor) Seal of the firm/agency
-6- ANNEXURE-III QUOTATION PROFORMA QUOTATION FOR COMPREHENSIVE AMC FOR AIRCONDITIONERS INSTALLED IN DGS&D Hqrs., NEW DELHI. Sl. No. Particulars (Items of work) Qty Rates (in Rupees) quoted per unit (in figures) (in words) 1. CAMC of Split Air conditioner (1.5 tons) (per unit) 2. CAMC of Split Air conditioner (2.0 tons) (per unit) 3. CAMC of Window Air conditioner (1.5/ 2.0 tons) (per unit) 4. CAMC of Water Cooler (per unit) 04 18 16 21 5. Charges toward installation/shifting of window A/C (old) (each) 6. Charges toward installation/fixing of Shifting of window A/C (old) (each) 7. Charges towards dismantling of window/split air-conditioners ----- ----- ----- Taxes, if any, may be mentioned clearly.