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Office of the Controller General of Patents, Designs and Trademarks

TENDER NO: POD/2016/AMC of HVAC

TENDER DOCUMENT

Tender for “Running, Maintenance & Operation of Central Air-conditioning plant” at Intellectual Property

Office at Dwarka New Delhi

SCHEDULE OF TENDER

Date of Sale of Tender Document: 06/05/2016 to 27/05/2016; 5:00PM

Last date of receipt of Tenders: 30/05/2016; 5.00 PM

Date & time for opening of: 31/05/2016; 12.00 Noon

Pre-qualification & Technical bid

Date & time for opening of: 02/06/2016; 3.00 PM Financial Bid

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TENDER FORM To The Controller General of Patent, Design and Trademarks, Boudhik Sampada Bhawan New Delhi. Dear Sir, I/We have read and examined the following Tender Documents relating to the “Running, Maintenance & Operation of Central Air-conditioning plant, including package units, ceiling mounted ductable units and their associated equipments for Main Building and Running, Maintenance & Operation of split AC’s installed at different floors of main building of IPO, New Delhi, during the year 2016-2017.” Ø Tender Form Ø Notice Inviting Tender Ø General Conditions Ø Instruction to bidders Ø General Information Ø Memorandum Ø General conditions of contract agreement Ø General site rules, procedures and precautions Ø Schedule of Quantities Ø Terms & conditions Ø Annexure Ø Equipment Details Ø Visit to the site, in person, to see the actual position of plant. Certificate / Acknowledgement to be issued by Office. I/We hereby offer to execute the work complete in all respects specified in the underwritten Memorandum within the time specified therein at the rates specified in the bill of Quantities and in accordance, with the specifications instructions in writing referred to in the conditions of tender.

(Seal & Signature of Contractor)

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GENERAL CONDITIONS

1. Sealed item rate Tenders are invited in two bid system by the Controller General of Patents, Designs and Trademarks (CGPDTM) on behalf of the President of India, for specialized category of H.V.A.C. from approved and eligible contractors of CPWD / State PWD and those on approved list of MES, Railways, Autonomous Bodies, State / Central Govt. undertakings or reputed contractors having executed works with Govt. organizations / autonomous bodies for the work of “Running, Maintenance & Operation of Central Air-conditioning plant, including package units, ceiling mounted ductable units and their associated equipments for Main Building and Running, Maintenance & Operation of split AC’s installed at different floors of main building of IPO, New Delhi, during the year 2016-2017.” in Intellectual Property Office at Delhi located at the addresses mentioned in paragragh 2 (e) below on the terms and conditions mentioned in the tender document and the contract agreement.

2. PARTICULARS OF THE TENDER

(a) NAME AND ADDRESS OF THE AUTHORITY

The Controller General of Patents, Designs and Trademarks, Boudhik Sampada Bhawan, S. M. Road, Antop Hill, Mumbai- 400 037.

(b) ADDRESS FOR THE DISTRIBUTION OF TENDER DOCUMENT

The tender document can be purchased from the cash section of the Patent Office, Delhi situated at the address given in para 2 (e) below or alternatively the same can be downloaded from the following websites:

http://www.ipindia.nic.in

http://www.tenders.gov.in

(c) CONTACT PERSONS

For Technical Clarifications;

(1) Smt. Suresh Singhal, Administrative Officer Tel: 011 25300254

(2) Smt. Pritpal Kaur, Asstt. Administrative Officer Tel: 011-25300275

(3) Dr. S.D.Bhatnagar, Astt. Controller of Patents & Design M. 09868534302

(d) COST OF TENDER

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(i) TENDER FEES:

The tender document can be purchased from the cash counter of Patent Office, Delhi situated at the addresses given in para 2 (e) below by paying the tender document fee of Rs. 1000 (RUPEES FIVE HUNDRED ONLY), either through Demand draft or Pay order in favor of “The Controller of Patents”, payable at Delhi, or by cash. The receipt for payment of tender fees shall be attached along with the Pre-qualification Bid. In case the tender document is downloaded from the website, the tender fee shall be submitted along with Pre-qualification Bid in the form of Demand draft or Pay order in favor of “The Controller of Patents”, payable at Delhi. The tender document fee is NON-REFUNDABLE. Any tender submitted without the requisite fee will be rejected summarily.

(ii) EARNEST MONEY DEPOSIT (EMD)

The Earnest Money Deposit (EMD) of Rs. 25,000/- (Rupees twenty-five thousand Only), (refundable without interest) shall accompany the Pre-qualification Bid of the Bidder in the form of Demand Draft/Pay Order drawn in favor of “Controller of Patents” payable at Delhi, failing which the tender shall be rejected summarily. The EMD of unsuccessful tenderers shall be released after the work order is placed to the successful bidder.

(iii) PERFORMANCE SECURITY DEPOSIT

The successful bidder will have to deposit a Performance Security Deposit of 5% of total bid amount meant for ONE (1) year in the form of Bank Guarantee/ Fixed Deposit receipt from a commercial bank with The Administrative Officer, Patent Office, Boudhik Sampada Bhawan, Plot No. 32, Sector-14, Dwarka, New Delhi having validity of at least one year and additional sixty days from the date of contract agreement. In case the contract is further extended beyond the initial period of ONE year, the performance security deposit will have to be renewed accordingly by the successful bidder. After submission of the performance security by the successful Bidder, the corresponding EMD shall be released.

(e) ADDRESS OF THE OFFICE:

Patent Office, Boudhik Sampada Bhavan, Plot No 32, Sector 14, Dwarka New Delhi- 110 078. Phone: 011-25300200, 25300210, Fax No. 011-28034301/02 E-mail : [email protected]

(f) However, the Office of the Controller General of Patents, Designs and Trade Marks reserves the right to cancel, amend or withdraw the tender at any stage, without assigning any reasons whatsoever.

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3 ELIGIBILITY CRITERIA & COVER SYSTEM Cover-1 - Pre-Qualification (Before opening the Technical bid) Cover-2 - Technical Bid Cover-3 - Financial Bid

3.1 PRE QUALIFICATION: COVER – I:

1. The Company should be OEM/Authorized agency of OEM for HVAC plants or Licensed Contractor registered with CPWD, Railways, MES, PSU’s having experience of providing comprehensive maintenance contract for HVAC plants

2. The Company should enclose the certificate acknowledging the inspection of the plant and equipment by the authorized person of the company.

3. The firm should have completed at least two comprehensive AMC of HVAC plants of 2 x 100 TR Capacity or higher along with High Side and Low side equipments in the last 3 years, one of which should be of Government Institutions/PSU --proof to be submitted. Important: The firms who will qualify all the criteria of pre qualification will be considered for further evaluation. Hence the Tenderer should ensure before quoting that they qualify the pre-qualification criteria. 3.2 TECHNICAL BID: COVER-2: EMD should be put in separate envelope with EMD supersubscribed over it “TECHNICAL BID” and should be put in envelope cover-2. Tenders received without requisite EMD will be out right rejected and Technical bid will not be opened in that case. 3.2.1 The Technical Criteria:

1. The firm should have completed at least two comprehensive AMC of HVAC plants of 2 x 100 TR capacity or higher along with high side & low side equipment in the last 3 years, one of which should be of Government Institutions- proof to be submitted

2. The average Annual financial turnover during the last three year ending 31st March 2015 shouldn’t be less than 50.00 Lacks from similar works (Group of Companies turnover not acceptable)– proof to be submitted

3. Present Net worth of the company should be at least one Cr. (as on previous month of bid closing date) – proof to be submitted.

4. The bidder should produce valid PAN, TIN & TAN, VAT clearance Certificate and latest copy of IT Returns (FY 12-13, FY 13-14, FY 14-15) – proof to be submitted.

5. The proof of documents should be self attested by proprietor of company.

6. The Tenderer should have completed work of similar nature in the last three years at least;

a) One similar completed work contract of Rs. 20.0 lacs or more; OR

b) Two similar completed work contracts of Rs.10.0 lacs or more;

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7. The bidder will be required to make a short presentation on the scheduled date to the expert committee on the salient features of its services and methodology for providing the services for the upkeep of the system with special reference to Value Engineering in stipulated time frame. 8. The bidder should have a trained manpower minimum of 2 Engineers and 6 Technicians to man the IPO office.

3.3 FINANCIAL BID: COVER-3:

1 Sealed envelope (Cover -3) should contain Price bid as per Annexure –III in a separate sealed envelope. It should be super-scribed with "PRICE BID". Any condition in regard to financial aspects, payments, terms of rebate etc beyond the prescribed financial terms of Patent Office will make the bid invalid. Therefore it is in the interest of the bidders not to write anything extra in the Price Bid in Annexure-III except price. The tenders may enclose the detailed item-wise, work-wise break-up with the price bid. However, the bids will be evaluated on the basis of consolidated price bid as per Annexure -III.

2 Price bid should include all Taxes as may be applicable. Following documents are required to be sent along with bid document. The bid criteria as mentioned in table must be fulfilled and supported by relevant document as indicated below.

No. Eligibility Bid Criteria Document 1 Tender form &

Annexure I Properly filled and duly signed and stamped.

2 Bid Security (EMD) of Rs. 25,000.00 (Twenty-five thousands) only along with Declaration as Annexure-II

DD/Pay Order/Banker’s Cheque /Bank guarantee in favour of “Controller of Patents payable at New Delhi, along with properly filled declaration, signed and stamped -Annexure II

3 Company profile with staff details & work experience

Company profile with staff details & work experience

4 Undertaking by Bidder/ Agency as mentioned in the tender document

On official letter head of Bidder/ Agency, duly signed and stamped by Bidder/ Agency.

5 List of Major Clients List of at least three major clients with annual contract value

7 Licenses Only those who hold valid registration with the Labour Department , electrical, other departments for carrying out such works. Photocopy of license duly signed and stamped by Bidder/ Agency

8 Experience of providing similar Services in at least one Government organization

A certificate having satisfactorily carrying out the job from the authorized official of the concerned organization.

3. The time allowed for the completion of work is 12 months as per the order letter issued by the

department.

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4. The contractor will submit his tender after examining the tender documents, scope of work, specifications , clauses, additional terms of contract agreement, special terms & conditions, bill of quantities and visiting the site personally (site visit is compulsory before filing tender bid) etc. The renders filed without inspection will be summarily rejected.

5. The offer shall remain valid for 90 days from the date of opening of Tender. The value of tender can be increased or decreased and any item can be added, deleted, withdrawn or substituted without any notice as per the requirements of IPO without assigning any reason.

6. If a tenderer whose tender is accepted fails to undertake the work as per the date of issue of award letter, the earnest money deposited will be forfeited.

7. O/o The CGPDTM does not bind itself to accept the lowest or any tender and reserves the right to reject any or all tenders without assigning any reason.

8. O/o The CGPDTM will not pay any expense, whatsoever incurred by tenderer for the preparation and submission of tenders.

9. This notice inviting tender, will form part of the contract agreement to be executed by the successful tenderer with the The Patent Office.

10. The successful tenderer shall have to sign the contract agreement within 10 days of the allotment of work.

11. All the correspondence on the tender shall be addressed to the The Administrative Officer, Patent Office, Boudhik Sampada Bhawan, Plot No. 32, Sector-14, Dwarka, New Delhi and any communication addressed to any one else shall not in any manner to be binding upon the The Patent Office.

12. Even though the applicants may meet the above criteria, they are subject to be disqualified if they have:

i) Made misleading or false representation in the form, statement and attachments submitted in and or

ii) Record of poor performance such as abandoning the work, not properly completing the contract, inordinate delays in completion, litigation history, or financial failures, etc.

iii) Found to have been black listed in any other works.

INSTRUCTIONS TO BIDDERS

1. GENERAL INSTRUCTIONS:

The works referred here-in shall cover the entire scope of the proposal which includes running, maintenance & operation of A.C. plant which the IPO desires to get carried out. The “Owner” where ever appearing in these documents shall mean the O/o CGPDTM.

2. PROCEDURE FOR SUBMISSION OF TENDERS:

The following procedure shall be adopted for submission and opening of tenders. The sealed envelope shall be SUPERSCRIBED Tender for “Running, Maintenance & Operation of Central Air-conditioning plant, including package units, ceiling mounted duct able units and their associated equipments for Main Building and Running, Maintenance & Operation of split AC’s installed at different floors of IPO building, New Delhi, during the year 2016-2017.”

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ENVELOPE NO.- 1:

This envelope shall contain pre-qualification document as mentioned in para 3.1 above.

ENVELOPE NO.- 2: This envelope shall contain only the earnest money deposit & technical bid and will be opened first.

ENVELOPE NO.- 3: This sealed envelope shall contain the financial bid of the contractor as per bill of quantities. This envelope shall be opened only after the EMD contained in envelope No.2 & technical bid is found in order as per the requirements of the patent Office. The date of opening of price bid shall be 02/06/2016; 3.00 PM.

The sealed cover containing envelope 1,2 & 3 shall be opened on the prescribed date and time in the presence of tenderers or their authorized representatives who may wish to be present.

3. TENDERERS TO STUDY ENTIRE TENDER DOCUMENT CAREFULLY:

Submission of a tender by a tenderer implies that he has read all the stipulations contained in this tender document and has inspected the HVAC Plant/ equipment and acquainted himself of the nature, scope and specifications of the works to be followed after inspecting the site of work.

4. TENDERER TO SUBMIT THE ENTIRE TENDER DOCUMENT:

The tenderer shall submit all documents issued to him for the purpose of this tender after duly filling the same in all respects. Tenders, which are found to be vague or incomplete, shall be rejected summarily.

5. TENDER IF BY FIRM:

Tenders shall be forwarded under cover or a letter type written on the tenderer’s letter-head and duly signed by the tenderer. Signatures must be in long hand, executed in ink by a duly authorized principal of the tendering firm. No oral, telegraphic or telephonic tenders or subsequent modifications there-to shall be entertained; If a tender is submitted on behalf of the firm, then all the partners shall sign or may be signed by one in whose favour all the partners have given General Power Of Attorney. In case of tender submitted by a company, one who has been authorized by the Board of Directors through a resolution shall sign it. Copy of resolution and the authority letter in favour of the person signing must accompany the tender.

6. TENDERERS TO QUOTE FOR ALL ITEMS:

The tenderer shall quote his rates in words and figures with reference to each item and must enter for all the items shown in the attached Bill of quantities. Incomplete offer shall be liable for rejection. In case there is a discrepancy in “words” and “figures”, the rate in words will be taken as correct for evaluation of tender. All quantities should be calculated as per percentage given by the contractor and total should be given of every sub head and grand total should also be given of all heads.

7. VALIDITY PERIOD OF OFFERS:

The rates quoted in the tender shall hold good for 90 days from the date of opening of the tender. The validity period shall be extendable with the mutual consent of both the parties. No tenderer can withdraw/or modify his tender or revoke the same within the said period of 90 days. If a

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tenderer on his own withdraws or revokes the tender or revises or alters or modifies the tender for any item or condition within a period of aforesaid 90 days his earnest money deposit shall stand forfeited.

8. TENDERER TO SIGN ALL PAGES:

The tenderer shall stamp and sign at the bottom right hand corner of every page of the tender documents in token of acceptance of tender conditions and for the purpose of identification.

9 . ERASURES AND ALTERATIONS:

Tenders containing erasures and alterations of the tender documents are liable to be rejected unless these are authenticated by the person signing the Tender Documents.

10. TENDERER TO SATISFY HIMSELF OF SITE CONDITIONS:

Tenderers are advised to inspect and examine the site and its surroundings and satisfy themselves before submitting their tender regarding nature of the site conditions, the means of access of the site, the accommodation they may require and in general obtain all necessary information as to risks, contingencies and other circumstances which may influence or affect their tender in any manner. A tenderer shall be deemed to have full knowledge of the site, no compensation or otherwise of any charges incurred or to be incurred consequent on any misunderstanding or otherwise shall be admissible.

11. TENDERER TO QUOTE BOTH IN FIGURES AND WORDS:

All tenderers shall quote the rate in figures as well as in words, the amount of each item shall be worked out and the requisite total given. Special care shall be taken to write percentage in figures and words, and the amount in figures only in such a way that interpolation is not possible. The total amount shall be written both in figures and in words.

12. TENDER LIABLE TO REJECTION: Tenders which do not fulfill all or any of the conditions laid down in this notice, or contain conditions not covered and / or not contemplated by the Conditions of contract and/or expressly prohibited therein or stipulate additional/alternative conditions shall be liable to be rejected and his earnest money will be forfeited. Tenders shall also be liable for rejection on any of the following grounds :-

a. Tenders submitted late b. Tenders containing remarks uncalled for. c. Conditional tenders d. Tenders not submitted on prescribed Performa. e. Telegraphic tenders.

14. CORRESPONDENCE:

Tenderers must mention their postal address, e-mail address and telephone/ mobile number(s) of the Chief Executive/authorized person in the tender.

15. AMENDMENT IN TENDER DOCUMENTS: O/o The CGPDTM reserves the right to revise or amend the Bid Documents upto the date prior to the date notified for opening of the tenders and also the right to postpone the date of submission

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and opening of tenders without assigning any reason, whatsoever. 16. COMPENSATION CLAUSE

The time allowed for carrying out the work as entered in the tender shall be strictly observed by the contractor, and shall be reckoned from the 10th day of the date on which the order to commence the work is given to the contractor within ten days of award of work the contractor shall prepare and submit a schedule for work execution in the form of a bar chart/CPM network and submit the same for approval of the H.O The Patent Office, New Delhi. The work on the contract shall be executed according to the approved schedule as aforesaid and shall throughout the stipulated period of the contract be proceeded with all due diligence (time being deemed to be the essence of the contract on the part of the contractor). Scope of work a). Running, Maintenance & Operation

S.N. Description Of Item Unit Qty

Road work 1 “Running, Maintenance & Operation of

Central Air-conditioning plant, including package units, ceiling mounted ductable units and their associated equipments for IPO, Building during the year 2016-2017

Per Month 2 HVAC

2 Running, Maintenance & Operation of split AC’s installed at different floors of IPO building, New Delhi, during the year 2016-2017.”

Per month 47 Split AC’s

2 Staff to be deployed: (i) A.C. Technician/Mechanics. 1 (ii) Operator / helper 1

b). Consumable

List of consumable material / spares to be maintained by vendor and intimate requirement well in advance (7 days)

i. Gas required in case of leakage in plant to be arrange by vendor with prior permission and bill to be raised separately with warranty of at least one season.

ii. Duster, old dhotis, soap detergents etc. iii. Grease and Lubricating oil (Mobil oil). iv. Pumps gland dori, Gland packing, Fuses, Indication Lamps, etc. v. Log Book, Attendance Register, History Book.

vi. Tools, pliers, screw driver, multi meter, clamp meter, adjustable spanner, box Spanner set, open spanner set, gauge line tester.

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c) Preventive Maintenance Schedule of Preventive Maintenance by the operational staff for Central Air-conditioning plant

Daily checks

1. Cleaning of Plant Equipments. 2. Recording of data in Plant Room and AHU’s as well as Air-conditioned areas. 3. To record & report undue noise in equipment / vibrations / leakages in pumps&

valves. 4. Schedule of checks as recommended by the manufacturer. 5. Any other check as per directions of the Officer-in-Charge.

Weekly Check

1 Check for damage especially to coil and filters 2 Cleaning of AHU pre-filters. 3 Check for air and water leakage. 4 Check if any blockage. 5 Check the operating oil level and oil leakage in gearbox. 6 Inspect basin for clogging 7 Weekly cleaning and checking of cooling tower and position. 8 Weekly checks on pumps and chillers.

Monthly checks

1. Cleaning of Air-filter with air blower & water. 2. Checking belt tension & alignment of belt drive. 3. Checking of difference in pressure and temperature between inlet and outlet of

AHU’s and suction & discharge pressure of pumps. 4. Checking of protection devices installed including purge valves, check valve flapper

section, fire dampers, adjustment of controlling dampers, fresh air etc., to suit the site conditions.

5. Check for vibration in motor and blower. 6. Air balancing of whole floor as per requirements.

Quarterly checks

1. Clean all strainers. 2. Checking of dampers in AHU’s and ducts including fire dampers. 3. Cleaning of fins of cooling coils. d). Other AC UNITS 1.0T; 1.5T and 2.0T capacity Daily checks

1. Cleaning of Equipments. 2. Recording temperature data daily. 3. To record & report undue noise in equipment / vibrations / leakages in pumps &

valves.

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4. Schedule of checks as recommended by the manufacturer. 5. Any other check as per directions of the Officer-in-Charge.

Monthly checks

1. Regular checkup as Cleaning of Air-filter with air blower & water; Temp variation; gas

and external units. PENALTY CLAUSE:

a. If work is not done as per above schedule or any system is not functioning then a penalty @ rate of Rs.1, 000/- per day shall be imposed on contractor and will be deducted from the AMC amount due to the contractor and if unsatisfactory performance is continued for more than two days as felt by officer in charge, AMC is liable to be terminated and final decision for this shall rest with the Head of Office, Patent Office, New Delhi.

b. If the contractor is NOT able to locate and rectify the fault for reasons attributable to the non performance of contractor, as assessed by officer in charge, the penalty clause will be applicable if System remains non-functional beyond 6 hrs. The penalty will be Rs.1, 000/- per day.

c. If contractor is not able to rectify the fault beyond 24 Hrs. then the same may be got done through some other agency at the risk and cost of contractor failing which the same amount will be deducted from AMC bill and penalty as stipulated above will also be imposed. However, the decision of the Head of Office, Patent Office, New Delhi in this regard shall be final and binding.

d. The contractor shall ensure to provide an alternate qualified manpower or replace with a standby in case any of the regular staff deployed is absent or on leave.

e. The contractor shall be responsible for the good conduct and behavior of his

employees. If any employee of the contractor is found misbehaving with the supervisory staff or any other staff member, the contractor shall terminate the services of such employees at their own risk and responsibility on the recommendation of the Head of Office, Patent Office, New Delhi.

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EQUIPMENT DETAILS

S. No. Equipment Quantity (No’s) Make

1 Air cooled chilller of capacity

110 TR (Main Building)

2 Carrier

2 Chiller Pump 30HP

3 ABB

3 Condenser Pump 25HP

3 ABB

4 AHU (G. Floor) 17000 CFM

1 ZECO

5 AHU (G. Floor) 21000 CFM

1 ZECO

6 AHU (First Floor) 15000 CFM

1 ZECO


1 ZECO

8 AHU (Second Floor) 11500 CFM

1 ZECO


1 ZECO

10 AHU (Third Floor) 7000 CFM

1 ZECO


1 ZECO

12 Hot water Generator 90Kw

2

Rapid Cool

13 Cooling Tower 160TR

2

Delta Cooling

14 Split AC’s 47 Hitachi/Carrier/LG 15 Chiller Main Panel 1 16 Hot Water Generator’s

Panel 2

17 AHU’s Panel 8 18 AHU sub Panel 2 19 Chiller & Condensor

Pump Panel 1

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Qualification & Experience of persons to be deployed at site Sl.No. Post Qualification 1

Air-conditioning Mechanic Should have passed ITI in the trade of Air –conditioning and have a minimum three years experience in the field of maintenance of central Air-conditioning or have 5year experience in maintenance of Electrical panels and systems of central Air- conditioning plants and systems of central Air- conditioning plants

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Helper Should have basic knowledge of Air-conditioning equipment.

TERMS & CONDITIONS 1. The tenderers are advised to visit the site, i.e., the location of the equipments, routes of pipes /

cables, etc., before tendering. It shall be presumed that while quoting, the tenderer has taken due note of the working conditions.

2. All required tools such as Test lamps, Spanners, cutting pliers, screw drivers, Grease gun, vacuum

cleaner / blower, other T&P like multi-meter, Tong-tester, etc., required for the proper maintenance of the installation shall be arranged by the contractor.

3. The contractor is responsible for watch & ward and the upkeep of the installations in perfect

working condition, carrying out routine check and to attend any breakdown immediately.

4. Proper record has to be maintained for all the complaints attended and the routine checks and cleaning shall be carried out.

5. After taking over the site, the contractor will check all the installations and submit the report

mentioning the defects during taking over the system within 15 days. After 15 days every defect noticed will be attended by the contractor.

6. Informing the Department well in advance about the requirement of any spares, consumables items

necessary for satisfactory maintenance and upkeep of the H.V.A.C. system.

7. Any loss or damage to the inventory by way of theft sabotage or mal-operation of equipment and machinery shall be made good by the contractor at his own cost.

8. Contractor would be bound to execute such additional items, which can be termed as logical,

essential and necessary (even though not listed in schedule of work) for the effective execution of the work in totality, rates for such items of work shall be rationally analysed / derived and would be binding on the contractor.

9. No staff shall leave his duty unless relived by his reliever. Head of office, The Patent Office

reserves the right to detain the staff for duty in the next shift if the reliever fails to turn up.

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10. If any worker engaged, is found to be not suitable for the position, the contractor has to remove the person from the site immediately and substitute is posted. The decision of Head of office, The Patent Office in this regard shall be final and binding on the contractor.

11. Attendance register of the staff engaged shall be maintained and the same shall be countersigned by

the Head of office, The Patent Office or his authorized representative.

12. The contractor shall be responsible for good behavior and character of the staff engaged by him.

13. The firm will have to arrange furniture like bench, stool, table and chairs for the staff at his own cost & nothing extra will be paid.

14. Department shall in no way be involved in any dispute of whatever kind between the contractor and

the staff engaged by him.

15. In case of leave of any staff, a substitute has to be arranged by the contractor who has got the required qualification and adequate experience. The staff will attend the duty on all working days including Saturdays, Sundays & Holidays.

16. The contractor shall provide requirements of the consumable material as per Annexure – I to the

office prior in advance (minimum 7 days).

17. The contractor shall arrange uniform for all the workers at his own cost & nothing extra will be paid.

18. As soon as any defect is noticed in any of the equipment / accessories, the same will be brought to

the knowledge of the Head of office, The Patent Office or his authorized representative .

19. Preventive maintenance as per scope of work shall be properly adhered to by the successful Contractor within quoted amount. A record of the same will be maintained & signed.

20. The overhauling and repairing of any of the Split units, air-conditioning plant & equipments like water chilling units, chilled water pumps, motor balancing of blower, sluice / gate valves chemical cleaning of AHU cooling coils, de-scaling of valves are covered under the scope of work.

21. The contractor will have to depute at least the following experienced staff for daily operation including Saturday’s, and the attendance register will be maintained at site.

22. No labour below the age of 18 years shall be employed on work.

23. Agency shall maintain log book and attendance record as well as History Book at site and shall record the data as per instruction of the Head of office, The Patent Office or his authorized representative.

24. All the staff deployed by the agency at site shall be suitably qualified with adequate experience in operation of air-conditioning plant its associated equipments and other air conditioning units covered in the scope of work. Details of their educational qualifications, trade certificates experience, etc., shall be submitted to the Head of office, The Patent Office for reference and records.

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24. The wages of A.C. Mechanic cum Electrician / Operator / Serviceman and Helper shall be payable as per minimum wages fixed by Govt. of the National Capital Territory Delhi. The statutory increase in wages from time to time by Govt. of NCT shall be reimbursed on production of having paid the said increase.

25. The department reserves the right to terminate the contract by giving one month notice in writing during the currency of the contract without any financial repercussions on either side.

26. Any damage to the building equipment caused during the execution of work, shall be the responsibility of the contractor to restore the same in its original position and nothing extra shall be paid on this account.

27. The Institute will not be responsible, if any accident occurs or whatsoever due to negligence of

worker employed & no compensation shall be paid by the Institute.

28. The contractor shall provide sufficient safeguard to avoid any accident.

29. The time allowed for the completion of work is 12 months.

30. If a tenderer whose tender is accepted fails to undertake the work as per terms & conditions of the contract or as mentioned in the award letter, the earnest money deposited will be forfeited.

31. O/o The CGPDTM does not bind itself to accept the lowest or any tender and reserves the right to reject any or all tenders without assigning any reason.

32. O/o The CGPDTM will not pay any expense, whatsoever incurred by tenderer for the preparation

and submission of tenders.

The successful tenderer shall have to sign the contract agreement within 15 days of the allotment of work.

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Annexure-I

PARTICULARS OF BIDDER

The bidders are requested to submit their bid form along with the following information (to be furnished in their letter head):

i. Name of the Company : ii. Complete address of the Company :

iii. Name of the authorized person : iv. Company’s / Firm’s Nature of business :

v. Number of years of experience in : remodelling and interior work and

similar works vi. Brief description of the work :

successfully carried out during the last 3 years (supported with ample proof)

Place:

Date:

(Signature of the partner / manager /

Managing partner / with

Rubber stamp of the firm)

Sign and Seal of Contractor

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Annexure- II

DECLARATION OF THE BIDDER (To be submitted on Rs.100/- stamp paper)

I / We, _______________________________hereby declare that I/We have made myself /

ourselves thoroughly conversant with the site conditions after visiting the site , local conditions

regarding all materials and Labour of which I/We have based my/our rates of this work. The

specification, conditions, results and lead of manpower on this work have been carefully studied

and understood by me/us before submitting this Bid.

In case, if I/We fail to complete the work in stipulated time schedule, the penalty shall be levied as

per contact condition.

I / We declare on solemn affirmation that whatever information submitted in this Bid is true and

correct to the best of my knowledge and belief.

I / We hereby certify that my / our firm has not been disqualified by any office / Department /

undertaking of the state / central Govt. of India at any time for providing manpower services or

services of any description.

Place:

Date:

(Signature of the partner / manager /

Managing partner / with

Rubber stamp of the firm)

Sign and Seal of Contractor

19

Annexure -III

FINANCIAL BID Sub :- “Running, Maintenance & Operation of Central Air-conditioning plant, including package units,

ceiling mounted ductable units and their associated equipments for Main Building and Running, Maintenance & Operation of split AC’s installed at different floors of main building of IPO, New Delhi, during the year 2016-2017.”

Component “A” S.No Description of work Capacity Qty Unit Amount 1 Air cooled chilller of capacity

110 TR (Main Building) 110 TR 2 Nos.

For all inclusive maintenance

2 Chiller Pump 30HP 30HP 3 Nos

3 Condenser Pump 25HP 25HP 3 Nos

4 AHU (G. Floor) 17000 CFM 17000CFM 1 Nos

5 AHU (G. Floor) 21000 CFM 21000CFM 1 Nos

6 AHU (First Floor) 15000 CFM 15000CFM 1 Nos


17500CFM 1 Nos


11500CFM 1 Nos


21000CFM 1 Nos


7000CFM 1 Nos


7000CFM 1 Nos

12 Hot water Generator 90Kw

90Kw 2 Nos

13 Cooling Tower 160TR

160TR 2 Nos

Quoted price for one year all inclusive CMC= Rs. (Rupees in words……………………………………………………………………………….)

20

Component “B”

S.No Description of work

Capacity Qty Unit Amount

1 Split AC in main building

1.5 TR 34 Nos. For all inclusive maintenance

2 Split AC in ISA building

1.5 TR 6 Nos.

3 Split AC in CG Office

2.5 TR 1 Nos.

4 Chiller Main Panel 1 Nos.

5 Hot Water Generator’s Panel

2 Nos.

6 AHU’s Panel 8 Nos.

7 AHU sub Panel 2 Nos.

8 Chiller & Condensor Pump Panel

1 Nos.

21

Component “C”

s. Component Central Government Minimum wages TOTAL No. to be paid by the Bidder Wages/

Amount

Minimum Wages Statutory Total Total

including VDA EPF & ESIS (v) + Wages as per Central

sphere (per day cost x 26 days)

Contribution (vi) (vii) x (iv)

i ii iii iv V VI vii viii ix

C1

Wages

Personnel No. of personnel

AC mechanics/ operator

01

Operator/ helper

01

Total amount of component “C1” = C2 Management Charges (comprising Management Fee and

other payments/statutory liabilities/extra wages, if any, which the Bidder would pay to the workers), as fixed percentage of total of (C1)

C3 TOTAL C1 to C2 C4 Service tax on C3 C TOTAL Tender Cost Per Month (C1 to C4 ) In Words

Total of Component (A)+Component (B)+Component (C)= Rs.

(Rupees in words…………………………………………………………………………….)

Signature of authorized person Date : Full Name

Place: Seal:

Important Notes:

1 In Component B, the rates quoted by the Bidder should be inclusive of Management Fee and also other payments/ statutory liabilities/extra wages, if any, which the Bidder would pay to the workers as applicable at the time of entering the contract.

2 For Component A, the monthly wages shall be calculated by multiplying daily wage rate with 26 days. 3 The minimum wages stated in column v of component A , shall be the up to date minimum wages of

central sphere as on 01-04-2015, as notified by the Ministry of Labour, Govt. of India. 4 The payment will be made only on the basis of actual number of working days for the month for which

duty has been performed in a calendar month for the Component A .

22

Annexure – IV FORM OF PERFORMANCE / SECURITY BANK GUARANTEE BOND

In consideration of the Controller General of Patents, Designs & Trademarks (hereinafter

called “CGPDTM”) having offered to accept the terms and conditions of the proposed

agreement between ________ and ________________ (hereinafter called “the said

Contractor”) for the work ______________________________ ________________________

(hereinafter called “the said agreement”) having agreed to production of a irrevocable Bank

Guarantee for Rs. __________ (Rupees__________________________________________

only) as a security/guarantee from the contractor(s) for compliance of his obligations in

accordance with the terms and conditions in the said agreement.

1. We, _______________________ (hereinafter referred to as “the Bank” hereby undertake to

pay to the CGPDTM an amount not exceeding Rs. _____________

(Rupees_____________________________only) on demand by the CGPDTM.

2. We, ________________________ do hereby undertake to pay the amounts due and payable

under this guarantee without any demure, merely on a demand from the CGPDTM stating

that the amount claimed as required to meet the recoveries due or likely to be due from

that the said contractor(s). Any such demand made on the bank shall be conclusive as

regards the amount due and payable by the bank under this guarantee. However, our

liability under this guarantee shall be restricted to an amount not exceeding Rs.

__________________ (Rupees ____________________________ _ only)

3. We, the said bank further undertake to pay the CGPDTM any money so demanded

notwithstanding any dispute or disputes raised by the contractor(s) in any suit or

proceeding pending before any court or Tribunal relating thereto, our liability under this

present being absolute and equivocal.

4. We, ______________________ further agree that the guarantee herein contained shall

remain in full force and effect during the period that would be taken for the performance of

the said agreement and that it shall continue to be enforceable till all the dues of the

CGPDTM under or by virtue of the said agreement have been fully paid and its claims

satisfied or discharged or till Officer-in-charge on behalf of the CGPDTM certified that the

terms and conditions of the said agreement have been fully and properly carried out by the

said Contractor(s) and accordingly discharges this guarantee.

5. We, ________________________ further agree with the CGPDTM that the CGPDTM shall

have the fullest liberty without our consent and without affecting in any manner our

23

obligation hereunder to vary any of the terms and conditions of the said agreement or to

extend time of performance by the said Contractor(s) from time to time or to postpone for

any time or from time to time any of the powers exercisable by the CGPDTM against the

said contractor(s) and to forbear or enforce any of the terms and conditions relating to the

said agreement and we shall not be relieved from our liability by reason of any such

variation, or extension being granted to the said Contractor(s) or for any forbearance, act

of omission on the part of the CGPDTM or any indulgence by the CGPDTM to the said

Contractor(s) or by any such matter of thing whatsoever which under the law relating to

sureties would, but for this provision, have effect of so relieving us.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or

the Contractor(s).

7. We, _________________ lastly undertake not to revoke this guarantee except with the

previous consent of the government in writing.

8. This guarantee shall be valid upto ______________ unless extended on demand by the

CGPDTM. Notwithstanding anything mentioned above, our liability against this guarantee

is restricted to Rs. ___________________ (Rupees __________________________ only)

and unless a claim in writing is lodged with us within six months of the date of expiry or

the extended date of expiry of this guarantee all our liabilities under this guarantee shall

stand discharged.

Dated the _______________ day of ____________ Signature of …………………………. Authorised Official of the Bank Signature of the witness ……………………………………. Name of Official …………………….. Designation ………………………….. Name of the Witness ……………………………………. Stamp/Seal of the Bank …………………………… Address of the Witness………………..

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