Tender Document for AMC of Electrical and Mechanical Installations/Facilities at Mizoram Houses ...

19 Pages·2013·0.77 MB·English

Tender Document
for
AMC of Electrical and Mechanical Installations/Facilities
at Mizoram Houses,
Vasant Vihar and Chankyapuri, New Delhi.

Government of Mizoram
Mizoram House
Pt. Uma Shankar Dikshit Marg, Chanakyapuri,
New Delhi-110021
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CONTENTS OF TENDER DOCUMENT

ABSTRACT

Sr. Item Page
1 Tender Notice 3
2 General Conditions 4-10
3 Specific Conditions Annexure A 11-12
4 Scope of Work Annexure B 13
5 Formats for submission of bid Annexure C 14-18

Pre-bid Conference: 01-11-2013, 11:00 am
Last date of Submission of Bids: 11-11-2013,4:00 pm
Opening of Technical Bids: 11-11-2013, 4:00 pm
Opening of Financial Bids: 11-11-2013, 4:00 pm
Earnest Money Deposit : Rs. 30,000/-
Cost of Tender Document: Rs.100/-
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No. D.14014/36/2013-RC
Government of Mizoram
Office of Resident Commissioner, Mizoram House
Chanakyapuri, New Delhi, 110021

Dated the 25/10/2013

Request for Proposal for Annual Maintenance Contract of Electrical
and
Mechanical Installations/Facilities in Mizoram
Houses at Vasant Vihar and Chanakyapuri

Proposals are invited from experienced and reputed Firms for providing
combined Annual Maintenance Services of various Electrical and Mechanical
Installations/Facilities including Firefighting System, Water Filtration Plant,
Central AC Plant, Split ACs, Diesel Generator Set & Electrical Sub-station and Solar
Water Heating System at Mizoram Houses, Vasant Vihar and Chanakyapuri,
New Delhi.
The last date of receipt of proposals is 04.11.2013. Technical Bids will be
opened at 4:00pm on the same day i.e. on 04.11.2013. Tender Document
can be obtained from the Office of Resident Commissioner, Govt. of Mizoram,
Chankyapuri, New Delhi on cash payment of Rs.100. during office hours, and may
also be downloaded from the website www.mizoramhouse.nic.in ,
[email protected] , http://tender.gov.in , http://eprocure.gov.in .

Pre-bid conference will be held in the office of the Resident
Commissioner on 01.11.2013 at 11.00 AM.

The proposal should be addressed
to: Resident Commissioner, Government of Mizoram,
Pt. Uma Shankar Dikshit Marg, Chanakyapuri
New Delhi-110021
Phone : [phone]
Email : [email protected]

Sd
(Resident Commissioner)
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Annual Maintenance Contract for Electrical and Mechanical Installations/Facilities
in Mizoram Houses, Vasant Vihar and Chanakyapuri, New Delhi

The office of Resident Commissioner, Government of Mizoram invites
sealed offers from reputed and experienced Firms for combined Annual
Maintenance Contract of the following Electrical and Mechanical
Installations/Facilities at the above premises:
1. Firefighting System at both Mizoram Houses (Vasant Vihar and
Chanakyapuri)
2. Water Filtration and Softening Plant at both Houses (Vasant Vihar and
Chanakyapuri)
3. Electrical Sub-Station and Diesel Generator Set (320KVA-NTA 855-G2-1)
at Mizoram House, Chanakyapuri.
4. Central AC Plant (Variable Refrigerate Volume R 410A) at Mizoram
House, Chanakyapuri
5. Split ACs at Mizoram House, Vasant Vihar
6. Solar Water Heating System with automatic backup system at Mizoram
House, Chanakyapuri.

The main objective of the contract is to provide professional Services as per
the standards and specifications set out in this document in particular and good
industry practice in general.
Conditions of Contract, Scope of Work and Formats for submission are
enclosed for guidance in submission of the offer.
1. Proposal Conditions:
(a) The present tender document, being floated is not a definitive offer to
contract but represents the specific requirements of the department as also
is an invitation to the recipients to submit an offer for the purposes of
evaluation by the office of Resident Commissioner, Government of
Mizoram.
(b) The submissions of the offer shall not bind the department from accepting
any proposal and the department reserves the right to modify these
requirements in whole or in part and/or seek additional bidders to submit
bids. Only the execution of a written contract will obligate the office of
Resident Commissioner, Government of Mizoram in accordance with the
terms and conditions contained in such a contract.
(c) The office of Resident Commissioner, Government of Mizoram shall not, in
any way, be liable for any costs incurred by the respondents in
preparing a response to this Request for Proposal or during subsequent
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discussions with the office of Resident Commissioner, Government of
Mizoram, regarding their Request for Proposal response.
(d) All information contained in this Request for Proposal shall be
considered “Confidential Information”. As such, the Confidential
Information shall be protected and maintained in strict confidence by all
the recipients of such information. Confidential information shall not be
disclosed or disclosure allowed by the bidder, except for the sole purposes
of responding to this Request for Proposal.
(e) In the event that disclosure of the Confidential Information to
employees and authorized agents is necessary, Confidential Information
may be disclosed to them on a need-to-know basis, but the bidder shall
make these persons aware of the confidentiality of such information and
they shall (and the bidder shall cause them to) be bound by the terms and
conditions of this Request for Proposal.
(f) In no event shall this document, or any subsequent documents that may be
made available in connection with this Request for Proposal, be copied,
transcribed, or distributed in whole or in part without the specific prior
written authorization of the office of Resident Commissioner, Government
of Mizoram; the Resident Commissioner reserves the right to require the
return or destruction of all documents including extracts, summaries and
related notes.
(g) All access to Mizoram House premises shall be subject to security
procedures, Code of Conduct, confidentiality provisions and health and
safety rules. The office of Resident Commissioner, Government of Mizoram
reserves the right at its absolute discretion to exclude and or refuse access
to any of its premises to any personnel including but not limited to bidder’s
staff and or agents.
2. Minimum Eligibility Criteria :
(a) At least two years experience in providing satisfactory service for at least 2
(two) of the services listed above at Government/PSU establishments in
Delhi. The document in support of experience for such Services should be
furnished. Experience will be shown by submission of work
orders/agreement and satisfactory completion or ongoing work
certificates/testimonials from the employers.
(b) The Bidder should have valid electrical or any other mandatory License as
applicable from authority concerned of Delhi Government.
(c) The annual financial turnover of the firm should be at least Rs. 1.00 crore.
(d) The bid of any firm/bidder which had been convicted by a court of law or
against whom any criminal case is pending, and/or which have been
blacklisted by any Government agency in the past shall be rejected.
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3. Essence of the Contract:
The main objective of the contract is to provide professional
Annual Maintenance Contract for Electrical and Mechanical
Installations/Facilities as per the standards and specifications set out in this
document in particular and good industry practice in general.
4. Submission of Bids:
(a) Bid shall be submitted in sealed envelope and clearly marked with project
title – “Response to Proposal for Annual Maintenance Contract for Electrical
and Mechanical Installations/Facilities in Mizoram Houses at Vasant Vihar
and Chanakyapuri”.
(b) The bid shall comprise of two parts namely Technical Bid and Financial Bid,
which shall be submitted in separate, clearly marked envelopes.
The Technical Bid will contain information showing technical and financial
competency of the bidder as stipulated in the foregoing paras. and in
addition, shall contain the following:
(i) Tender Acceptance Letter as per given format in Annexure C (a) (i).
(ii) Earnest Money Deposit of Rs. 30,000/- (Rupees thirty thousand only)
in the form of pay order/Demand Draft of scheduled bank in favour
of Resident Commissioner, Government Of Mizoram, payable at New
Delhi.
(iii) Bidder’s organization status and technical information as in Annexure
C (a) (ii).
(iv) Bidder’s financial status by means of audited financial statements of
the previous 3 financial years along with copy of income tax return.
(v) Scope/quality of services offered and deployment of staff as per
format given in Annexure C (a) (iii).
(vi) Relevant experience as per Annexure C (a) (iv).
(vii) Comments on the tender document.
(viii) Other documents in support of technical suitability of the bidder for
carrying out the required services i.e. experience certificates,
registration documents, affidavits etc.
The Technical bid of the successful bidder shall be deemed to be an integral
part of the contract.
The Financial Bid shall comprise the financial quote, showing the amount at
which the bidder is willing to carry out the contract, as in Annexure C (b).
5. Other Documentation:
(a) All work orders/agreements submitted as proof of experience should
be supported by the contact details of the employers i.e. name and
address of the employer, contact person, mobile, telephone numbers so
that the experience documents can be verified independently. The nature
of the service provided, period of the work, etc. should be indicated if not
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already mentioned in the work order/agreement/satisfactory completion
certificates.
(b) Details of registration with sales tax, VAT, Income Tax and other
authorities as required under the law should be submitted.
(c) In addition to the above, any other information/document which will
help in assessment of the business competence and financial
soundness of the party to undertake this service contract at New
Delhi may be provided.
(d) The party should submit a declaration/affidavit to the effect that they
have not been convicted by a court of law or no criminal case is
pending against them, and whether they have been blacklisted by
any Government agency in the past.
6. Proposal Preparation Cost:
The cost of preparing the bids, presentation and of negotiating the contract
including site visits etc. will be borne by the bidders themselves and in no
case will be reimbursable by the office of Resident Commissioner,
Government of Mizoram.
7. Local Conditions:
It will be imperative on each bidder to fully inform himself of all local
conditions and factors, which may have any effect on the execution of
works/services covered under these documents and specifications.
Intending Bidders shall visit the site and make themselves thoroughly
acquainted with its local site conditions. It is suggested to the bidders to
conduct a demographic study to identify the local utility areas
(markets/locality/residential areas, communication and transport
conditions, effective labour and materials required to be involved and
other features) which will help the bidders to consider all such factors
during estimation for performing services as indicated in this Bid
Document.
It must be understood and agreed that all the factors have properly
been investigated and considered while submitting the bids. No financial
adjustment arising thereof shall be permitted by the office of Resident
Commissioner, Government of Mizoram, which are based on lack of such
clear information. Further, no claim for financial adjustment to the
contract awarded on these specifications and documents will be
entertained by the office of Resident Commissioner, Government of
Mizoram.
The bidders are required to consider all the costs, consumables, tools
and equipments required for providing the services.
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8. Language:
All information in the bid shall be in English. Information in any other
language shall be accompanied by its translation in English. In the event
of any discrepancy in meaning, the English language translation of all
documents shall prevail.
9. Signature of the Bidder:
The bid must contain the name, residence and place of business of the
authorized person or persons making the bid, and must be signed by the
Bidder with his usual signature. The names of all persons signing shall be
stamped, typed or printed below the signature. Bids by
Corporation/Company must be signed with the legal name of the
Corporation/Company by the President/Managing Director or other
person or persons authorized to bid on behalf of such
Corporation/Company in the matter.
10. Vague and Indefinite Expressions:
Proposals submitted by the bidders containing vague and indefinite
expressions such as “subject to availability” etc. will not be entertained.
Full responsibility is to be accepted by the bidder.
11. Late Bids:
Bidders are advised in their own interest to ensure that the proposals
reach the specified office well before the closing date and time of
Bid (Proposal) Submission. Any bid received after deadline for
submission may be rejected or returned unopened.
12. Equal information Policy
Should any bidder raise a question, which is considered to be of general
interest, the office of Resident Commissioner, Government of Mizoram
reserves the right to communicate both question and answer to all other
respondents/ bidders. In this event, the identity of the bidder(s) raising the
issue will not be disclosed.
13.
(a) Earnest Money Deposit (EMD):
The bidders are required to pay an earnest money deposit of Rs.
30,000/- (Rupees thirty thousand only) in the form of demand draft in
favour of Resident Commissioner, Government of Mizoram, payable at
New Delhi.
The D.D. for EMD must be enclosed in the envelope containing the technical
bid. Any Proposal without EMD shall be liable for rejection. The amount of
EMD shall not carry any interest.
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(b) Performance Security Deposit:
An amount of 10% of the contract value shall be deposited by the
Contractor as Performance Security Deposit by means of Demand Draft or
Bank Guaranty in favour of Resident Commissioner, Mizoram House, and
New Delhi which will be refunded on termination of the contract.
14. Return of EMD:
The EMD paid by the unsuccessful bidders shall be refunded to them
without interest, after the award of work is finalized by the office of
Resident Commissioner, Government of Mizoram or after the date of
expiry of validity of offer, unless the validity of the offer is extended by
mutual consent.
The EMD of the successful bidder shall be refunded on submission of the
Performance Security Deposit.
15. Bid Validity Period:
The bid shall be kept valid for a period of one hundred twenty (120) days
from the stipulated last date of submission of bids. The overall offer for
the assignment and bidders’ quoted prices shall remain unchanged during
the period of validity. In case the bidder withdraws, modifies or
changes his offer during the bid validity period, the Earnest Money
deposit paid by him shall be fortified without assigning any reason
thereof.
16. Rejection of Proposals:
The office of Resident Commissioner, Government of Mizoram reserves the
right to accept or reject any or all proposals without giving or assigning any
reason for its decision.
Tenders are liable to be rejected in case any of the
particulars/prescribed information is either missing or incomplete in any
respect and/or if the prescribed conditions are not fulfilled, or the bid is
otherwise unresponsive/offensive to the tender document.
Canvassing in connection with the tender is strictly prohibited and
proposals submitted by bidders who resort to canvassing will be liable to
rejection.
17. Right to Accept or Reject Any or All Bids:
Evaluation of proposals shall be at the sole discretion of the office of
Resident Commissioner, Government of Mizoram and no suggestion
and/or communication shall be entertained in this regard. The office of
Resident Commissioner, Government of Mizoram reserves the right to
reject or accept and to annul the bidding process and reject all the bids
at any time prior to the award of contract, without thereby incurring any
liability to the effected bidders or any obligation to inform the affected
bidders of the ground for action.
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18. Examination of proposals
The office of Resident Commissioner, Government of Mizoram will examine
all the proposals to determine whether they are complete in all respects as
specified in the RFP Documents supplied to the bidders. Examination of
Proposals shall be done in two stages as below:
(a). Technical Bid
Technical bids received and found valid will be evaluated by the office of
Resident Commissioner, Government of Mizoram to shortlist proposals
which can best provide the services under the terms of reference,
specifications and documents. The bidder should take enough care to
submit all the information sought by the office of Resident
Commissioner, Government of Mizoram in the desired formats. The
short listing will be done by assessing the capability of the bidders on the
basis of the relevant experience of the bidders and proposed methodology
for providing services to Mizoram House indicating their experience,
deployment of manpower, monitoring, quality assurance, etc.
(b). Financial Bid
The price Bid is to be provided in the format given in Annexure – C (b).
Those pre-qualified applicants in the technical bids shall only qualify for
consideration of opening of financial bids. Financial bids of all qualifying
bidders will be opened for which intimation will be given to all pre qualified
bidders who, if they so desire, can remain present.
19. Clarifications:
The office of Resident Commissioner, Government of Mizoram reserves
the right to call for additional information/clarifications from the
bidders.
20. Letter of Acceptance (LOA):
Subsequent to the evaluation of proposals and declaration of the
successful bidder, the office of Resident Commissioner, Government of
Mizoram, will notify the successful bidder in writing by issuing LOA that
its bid has been accepted.
21. Service Agreement:
The successful bidder would be invited to execute the Contract
Agreement, which would have, apart from others, the specific conditions
as presented in Annexure A.
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