TENDER DOCUMENT FOR COMPREHENSIVE AMC OF IT ASSETS ... · VISUAL SYSTEMS AND DATA NETWORKS . IT &...

IT & INST. SECTION, BHAVINI of 47

BHARATIYA NABHIKIYA VIDYUT NIGAM LIMITED (भारत सरकार का उम /A Government of India Enterprise) क� पा कम/Kalpakkam - 603 102 कॉचीपुरम िजला (तिमलनाडु)/Kancheepuram Dt.(TN) सूचना �ौोिगक� एवं यं�ीकरणअनुभाग IT& Instrumentation Section

TENDER DOCUMENT FOR COMPREHENSIVE AMC OF IT

ASSETS (COMPUTERS, LAPTOPS, PRINTERS, SERVERS,

COPIER MACHINES) ANDSUPPORT SERVICES FOR

COMMUNICATION, VIDEO CONFERENCING AND AUDIO

VISUAL SYSTEMS AND DATA NETWORKS


SECTION-C

TECHNICAL SPECIFICATION


Documents to be submitted along with the bid

Following documents shall be attached/furnished at the time of submitting the bid:

1. Tender offer Form (Annexure III)

2. Self-Declaration (Annexure IV)

3. Details of Bidder (Annexure V)

4. Documentary proof of the Bidder having been present in India doing business for at

least last 5 years and with a prominent presence in Chennai.

5. Performance statement along with necessary Documents (Annexure VI) in support

of having experience of minimum 3 years of existence in the field.

6. Problem Escalation Mechanism with name, designation and contact details at each

level up to the level of CEO

7. Client list along with reference contact person.

8. Copy of ISO 9001 certification

Note:a) Downloaded Tender Document where all the annexures are completely filled and

every page of the tender document including annexures duly signed and stamped with the

authorized company seal shall be submitted.

b) Bidder shall quote for all the items indicated in the BOM. Non-quoting for

even one of the item in the BOM shall lead to cancellation of the offer submitted.

Documents to be submitted after award of contract

1. Details of manpower along with copy of recruitment letters (Annexure VII)

2. Hardware resources and infrastructure proposed for deployment.

3. EPF registration certificate and Labour license – Submission shall be prior to the

start date of contract.

All the above documents are to be submitted within 15 days of award of contract or

before the start of contract, whichever is earlier.

*******


1 Scope of work

a. Maintenance contract of IT equipments (PCs, Printers, Scanners, data network)

Location: The equipments covered in this contract are installed at

1. BHAVINI, Kalpakkam

P.O., Pin: 603 102

(Approximately 80 Kms

from Chennai)

2. BHAVINI Township,

Anupuram P.O., Pin 603

127.

3. Corporate Office,

BHAVINI, Pallavaram,

Chennai.

1. Facility Management of IT and communication Infrastructure and equipments:

Facility Management shall include deployment of manpowerfor providing technical

support for

I) Installation , Configuration and Troubleshooting of

a. Software , Client Mail ids

b. IT Equipments (Laptops, Desktops , Printers , Servers ,Copiers ,Scanners , Storage Devices )

c. Data Network Equipments (Switches , Modems , Media Converts , Firewalls)

d. Communication Equipments (EPABX , Broadband Systems , Telephones)

II) Taking backups of all data in the business systems, carrying out website

updations, Maintenance of Stocks and preparation of documents for

IT/Communication activities.

III) Operating Video Conferencing and Audio Visual Systems

Bidder shall deploy a minimum of 25 nos. of manpower as mentioned in the table below:

Sl.

No.

Requirement Qualification Experience Qty

a Team Leader Degree CS / ECE with a

certified course in

System Administration

3 Years and above 1 No

b Assistant Team

Leader

Degree CS / ECE /IT 2 Years and above 1 No

c Network Engineer Degree in CS / ECE /

IT / EEE

2 Years and above 1 No


d SeniorTechnician

(Communication)

ITI in any trade 3 Years and above 2 No

e Technicians

(IT/Communication/

Network)

Diploma/ITI in CS /

ECE / EEE

2 Years and above for

Diploma / 5 Years and

above for ITI

15Nos

f System operators -

Video Conferencing

/Projector/ Copier

Diploma in CS / ECE

/EEE/E&I or

ITI in CS/ECE/EEE

1 Years and above for

Diploma / 2 Years and

above for ITI

2Nos

g Task Manager Any Degree 1 Year and above 2 Nos

h Service Attendant X std. Nil 1 no.

Total 25 Nos

Note to suppliers:

• Assessment and concurrence of EIC or his/her authorized representative is mandatory for

deployment of personnel at BHAVINI site.

• start of the contract will be considered as reckoned only after deployment of all required

manpower as per clause I of scope of work.

• Pre-bid meeting for briefing the tender technical requirements are clarification if any

sought by bidders.

1.1 Roles and responsibilities of each of the above manpower:

(a) Team Leader

1. Assigning duties to Engineers & Technicians of all the systems

2. Maintaining Service History Record of all the equipments under AMC and

warranty.

3. Complaints Report Preparation on Daily and Quarterly basis.

4. Analysis of complaints and providing proposal for improving the service.

5. Maintenance of Spares, Tools & consumables.

6. Communication of hardware complaints to the Engineer in charge

immediately.

7. Maintenance of IP address of equipments, email address of individual users

and equipments allotted to each user.

(b) Assistant Team Leader

1. Assisting Team leader for carrying out his activities as well as to carry out

team leader’s responsibilities during his absence.

2. Maintenance of all equipments in Directors home offices in Township.

3. Maintenance of all equipments in Township offices including Telephone

Exchange, Substation, Library, Civil maintenance offices and others).

4. Maintaining Service History Record of all the equipments in Township.


5. Communication of hardware complaints to the Engineer in charge.

(c) Network Engineer

1. Configuration of Modems, manageable network switches, Firewall etc.

2. Identification of network problems & rectification.

3. In house servicing for switches, modems & power adapters.

(d)Service Technician (Communication)

1. Shall co-ordinate and assist in EPABX maintenance scheduled tasks

2. Attending the day to day EPABX complaints without delay

3. Checking the healthiness of the systems

4. Fixing/Extension / relocation of Telephones

5. Carrying out casing works, MDF and Junction Box maintenance

(e) Technicians(IT/Communication/Network)

1. Attending the day to day complaints allotted by Team leader without delay.

2. Installing all types of software’s & rectifying software problems.

3. Analyzing and rectifying all types of PC & peripherals problems.

4. Configuring mail accounts.

5. Updating complaint status to the User & Team Leader.

6. Updating complaint details in service history of equipments.

(f) System Operators (Video Conferencing, Projector, Audio Visual System)

1. Operating the above systems as when and required

2. Attending the day to day complaints received time to time without any delay

3. Escalating the call if couldn’t be finished and got rectified

4. Updating complaints details in service history of equipments

5. Carrying out preventive maintenance operations

(g) Task Manager

1. Shall be responsible for coordinating the complaints related to IT/ Copier/

Exchange received over phone/online.

2. Shall assist in allocating call to respective Engineers/Technicians

3. taking backups of all data in the business systems

4. carrying out website updation

5. Maintenance of Stocks

6. Preparation of documents for IT/Communication activities.

(h) Service Attendant:

1. Maintain the upkeep of equipments/systems (EPABX, Video Conferencing,

Data Hubs, Batteries, Servers, Audio Visual) neat and clean.

2. Assist and support IT service staff.

Though responsibilities are listed above, the entire team shall coordinate with each

other smoothly and shall be in a position to attend basic IT, Video Conferencing,


Projector, Copier and Communication systems related service and maintenance

issues.

1.2 Shift Schedule:

On Holidays:One number of IT service personnel and one EPABX Technician shall be

available at office in General II shift. However AMC support shall be provided by 24x7 on

emergency.

1.3 Comprehensive Maintenance of PC/SERVERS/PRINTERS (Item no. 1, 2 and 3 of

the tender):

The Comprehensive Maintenance shall cover the following:

1.3.1 Maintenance of all IT equipment.

1.3.2 Procurement and arrangement of all required spares / parts and replacement of the

faulty parts and restoring the equipment to the original state.

1.3.3 Providing suitable standby items if the original equipment is under maintenance for

uninterrupted service to the users.

Shift Timing

s No. of Persons to be deployed

IT Engineers / Technicians Exchange

Technicians

System

Operators

Task Manager /

Service

Attendant

General I 8.30 to

16.30

2 ( Asst. Team Leader +

Technician) 1 -- --

General

II

9.30 to

17.30

6 ( Team Leader +Network

Engineer + 4 Technician

(Netowrk -1 , IT-3) )

2 1 2 (SA + TM)

General

III

10.30 to

18.30 3 (Technician N/W -1 , IT-2) 2 1 1

Shift I 06.00 to

14.00 1 (Technician)

--

Shift II 14.00 to

22.00 2 (Technician)

--


1.3.4 Replacing the faulty items if not repairable with the new equivalent item or items

with higher specifications available in the market with the approval of EIC.

1.3.5 Restoration of the PC / Server to its original state and data backup in the case of

hardware replacement for AMC equipments.

1.3.6 Installation and maintenance of Operating Systems and Softwares purchased and

managed by BHAVINI. Operating Systems and Softwares being used are the

following:

Operating Systems: Windows 7, 8, 8.1, 10, Windows Server 2008 R2 and above,

RHEL Linux, etc.

Office Suite: MS office- 2007/2010/2013, MS Project 2016

Development S/W: Visual Studio, Dot net, Cold fusion, Flash, PHP

Antivirus: Kaspersky Business Enterprise Edition.

Database: MS SQL server 2012

1.3.7 Data Recovery from faulty hard disk will be in the scope of contractor and shall be

done at site only. In NO case, hard disk shall be taken outside the premises.

1.3.8 Re-location of PCs & peripherals to meet functional requirement as and when

required.

1.3.9 Configuration and troubleshooting of emails (IGCAR and BHAVINI domain).

1.3.10 Hardening and Monitoring of Servers for performance issues. Updating patches

as and when released for the OS and Software Installed. Configuration also

includes installation and maintenance of Windows Server, RHEL 6.5& above

Operating Systems and Softwares managed by BHAVINI.

1.3.11 Virus Control: Ensuring the latest virus definition on all servers.

1.3.12 Maintenance and Configuration of Network Equipments including updating

Patch panels and Switch details in all data hubs as and when required.

1.3.13 Fixing LIUs, Splicing of OFC in LIUs, extension of data network through

OFC/CAT6/DSL including configuration and maintenance.

1.3.14 Monitoring of the Network for Identifying Link Failure to different buildings &

rectify the failure. Rectify LAN problems, Periodical maintenance of the network

equipments.

1.3.15 Providing Network connection to new Desktop PCs or Printers or Photocopier

by laying CAT 6 UTP cable crimping RJ45 Connector at both ends from Outlet

point (Note: CAT 6 UTP Cable & RJ45 connector will be provided by BHAVINI.)


1.3.16 Furnishing of service call reports for all breakdown calls as well as preventive

maintenance as per Service Level Agreement (SLA) clause no.5.

1.4 Comprehensive Maintenance of Copier Machines (Item no. 4 of the tender):

The Comprehensive Maintenance shall cover the following:

1.4.1 Servicing and maintenance to all the plain paper copiers and attending all

breakdown and emergency calls within 48hours on receipt of information from the User Sections of BHAVINI. Comprehensive Maintenance includes replacement of all spares at no extra cost except consumables and toner.

NOTE: CONSUMABLES EXCLUDED ARE INDICATED IN SL. NO. 7 OF SECTION C1.

1.4.2 Thorough cleaning , checking of reference currents and voltages, ensuring correct operation of the copiers, checking of all the parts, detecting wear and tear and timely replacement of spares parts.

1.4.3 Furnishing of service call reports for all breakdown calls as per SLA clause no.5.

1.4.4 Obtaining call reports separately for each copier after satisfactory completion of

servicing from the concerned user.

1.5 Preventive Maintenance: Preventive Maintenance (PM) shall be carried out every

quarter for all the assets included in Sl no. 1 to 4 of the PO.

For Desktops, Laptops and Printers, the PM shall include checking hard disk for good

working condition, Defragmentation of hard disk drives and scanning for disk errors,

cleaning of all the computers and its peripherals by using suitable vacuum

cleaners,cleanex solutions, cleaning of printer heads,carriages of cartridges in printers,

cleaning of scanners, disinfecting the servers, desktop , laptop machines from virus

using the latest Anti-Virus software available with BHAVINI.

For Copier Machinesthe PM shall include cleaning of the machines including drum kit

and other accessories, checking of cables healthiness, checking of hard disk (if

any),checking the functionality of all the trays, software,firmware updation, if any and

correction / rectification of any specific problem / requirement given by BHAVINI

Contractor shall submit the report of Preventive Maintenance as per the

formatsattached in Section D. In addition a consolidated report indicating the total

no. of assets checked and its healthiness shall be submitted for all the items at the

end of each quarter.


1.6 Stock of spares: Contractor shall maintain minimum quantity of essential spares as indicated in Section E and the stock of sparesshall be handed over to EIC before the start of contract. The contractor shall provide THREE desktop PC’s exclusively for their record maintenance and other testing purposes. Inventory of standby items shall be recorded and submitted on monthly basis as indicated in SLA clause no. 5.3.

1.7 Maintenance of standby equipments: Contractor shall provide suitable standby items if the original equipment is not rectified within 24 hours. The standby item thus provided shall be of same configuration or higher and shall be replaced within 2 days, with the concurrence of the Engineer in Charge. All standby arrangements shall be recorded separately and maintained as indicated in SLA clause no. 5.3. The permissible time limit for such an arrangement can continue upto one month or upto the end of AMC Quarter, whichever is earlier. Cases where the time limit is too short will be treated suitably.

1.8 Tools and Tackles: All the tools and tackles required for the service shall be provided by the contractor. Inventory of tools shall be submitted on monthly basis as indicated in SLA clause no. 5.3.

2. Payment Terms:

2.1 Payment schedule:- Payment will be made on quarterly (once in three months) basis and on production of item wise performance certificate issued by Engineer-in-charge along with other requisite bills, invoices etc. after deduction of all penalties, if any applicable as per SLA clause 6.4.

2.2 Penalty clauses for the contract : Penalty shall be imposed for the following

criteria:

2.2.1 Non deployment,Absenteeism of manpower

2.2.2 Non maintenance of spares

2.2.3 Non completion of PM

2.2.4 Non completion of breakdown calls

The complete details of penalty areas indicated in SLA 6.4.

No other extra payment will be made for transportation & lodging of the service

personnel during their stay at Kalpakkam, Chennai. However, Income tax applicable,

if any, will be deducted. Payment shall be made only on completion of at least one PM.


3. Duration of the contract: The contract shall for a period of ONE YEAR from the date of

signing the SLA.


SECTION- C 1

GUIDELINES FOR EXECUTION


1. Taking Over: Within 30 days of placement of the Order, Contractor shall check healthiness of all the assets indicated in the tender and submit a detailed report to EIC. If not submitted as stipulated above, then it will be presumed that all the assets are in good working condition and no claim for deficiencies will be entertained at later stage of the contract.

2. BHAVINI shall provide information (Name, address, contact person, phone, e-mail ids etc.) of the related vendors for Warranty Service co-ordination.

3. BHAVINI will provide an intercom facility to communicate within the site and township and one e-mail id for official communication.

4. Defective items shall be taken out with the proper approval of EIC or his/her authorized representative after office hours only. Similarly, items shall be brought in with prior approval. For transportation of materials in and out of BHAVINI, the manpower deployed shall not be utilized. At any time, the personnel shall be deployed at BHAVINI as per shift schedule given at Sl. No. 1.2 of Section C.

5. On replacement of faulty parts:The components or parts procured for the replacements shall be of same make & model of the original or genuine substitute, subject to the approval of Engineer-in-Charge of the contract.

6. If complaints are rectified by replacing components parts, faulty components parts will be retained by BHAVINI. All the replacements of the components parts shall be new one.

7. In the case of replacement of Hard disks, original Hard disks shall be retained by

BHAVINIas per data security policy of BHAVINI.

Items specifically included in the scope of the contract:

• Motherboards, Hard disks, Monitors, SMPS, Keyboards, Mouse, RAM, DVD drives and CMOS Battery of Desktop.

• Display, Hard Disks, Motherboard, RAM, Power Adapter, Keypad and Battery of Laptops

• Motherboards, Carriage Assembly, Service Stations, Trays and Rollers, Teflon sheet and Print Head of Printer

• Motherboards, Power Boards, other PCB boards , all kinds of rollers, blades and units, HDD(if any) of copier machines

• Mechanical fixtures like screws, gears, belts etc. related to the equipments.

Items specifically excluded in the scope of the contract:

• Consumables like Ink & Toner cartridges, Blank CDs, DVD’s, Network cables, RJ11 pins, RJ45 Pins, Cable Ties and Casing Caping

• Consumables of copier machines including Toners, Drum kit, Developers and maintenance kit.


SECTION - C 2

SPECIAL TERMS AND CONDITIONS


Special Terms and conditions:

1.1. The contractor shall rectify all problems at BHAVINI premises. Contractor has to meet the maintenance specifications and targets indicated in the scope of the contract.

1.2. All equipments in working condition at the time of taking over are to be handed over to BHAVINI in working condition at the end of the contract.

1.3. The contractor shall maintain individual history card for all the equipments including the PM done and correct location of the equipment.

1.4. All the contractors’ ready spares, items brought to BHAVINI shall be identified by sticker titled as “AMC Spare” with initial & date of EIC.

1.5. During the contract period if the supplier wishes to replace his resident team executing the work, same shall be proposed and approved by the Engineer-in-charge well in advance.

1.6. Contractor shall arrange separate manpower for Material movement both inward and outward of BHAVINI.

1.7. The contractor shall extend the services as per the priority indicated by the Engineer-in-charge.

1.8. Contractor manpower shall also assist in installation and testing of new systems,Equipments procured during the period by BHAVINI.

1.9. In the event of an order, BHAVINI will not be responsible for any damage to the contractor’s materials and or injury to the contractor’s personnel that they might suffer during the performance of this contract.

1.10. The contractor shall abide by the safety rules and regulations of BHAVINI.

1.11. Contractor shall make his own arrangement for conveyance, boarding and lodging for their Service Engineers at Kalpakkam. Accommodation for your service engineers on chargeable basis will be provided by BHAVINI subject to availability.

1.12. Copy of the recruitment letters for their employees shall be produced by the contractor at the time of awarding the contract.

1.13. The contractor shall strictly follow all industrial rules, safety rules and labour rules. The contractor shall make payment to the person deployed as per the Labour Law and Minimum Wages Act.

1.14. Provident Fund to the deployed manpower shall be paid in accordance with the prevailing EPFO Act.Labour license

1.15. Staff deployed by the contractor shall be present on duty in a dedicated uniform with clear identification of their Company. All employees of contractor shall be provided with identity cards and the same shall be displayed while in duty.

1.16. Any requirement of shifting,moving BHAVINI’s materials,furniture etc. during the execution of the work, shall be performed by the contractor himself at his own cost and risk, and it shall be restored to its original condition to the satisfaction of the EIC of the work and the custodian of the property as soon as the work in the respective area is completed.


1.17. The contractor and his staff shall maintain strict confidentiality of information. No part of information can be discussed to any party in any form now or ever. Any violation or attempt of violation may lead to cancellation of the contract besides legal action under appropriate law.

1.18. Bidder has to accept the penalty clause as indicated in SLA clause no. 6.4.

1.19. If the Bidder deliberately gives,give wrong information in his,their tender, creates,create circumstances for the acceptance of his,their tender, BHAVINI reserves the right to reject such bidder at any stage and they will be blacklisted from BHAVINI.

1.20. The bidder should not have been blacklisted by any Central, State Ministry, Department, PSU, any other Govt. Organization, during last three years. On receipt of any documentary proof about the bidder being blacklisted as indicated, BHAVINI reserves the right to terminate,cancel the tender,contract at any stage.

1.21. In case of award of order, the contractor shall sign in non-disclosure and service level agreement with BHAVINI.

1.22. At the end of the contract period of one year, the order period may get extended for another one year for the same rate, other terms and conditions in case if the service provided is found to be satisfactory. However, the final decision is solely at the discretion of BHAVINI.

1.23. The contractor shall contact Smt.S.Senthilkumari, SO,E, IT&I, BHAVINI, Kalpakkam, Contact No. 9445022973, for taking charge of the systems on award of the order.

2. Liabilities of Contractor regarding Losses, Damages etc.:- The contractor shall abide by all the instructions that may be given from time to time. The contractor shall be bound to act with due diligence and shall be responsible to pay due compensations towards any loss,damage that BHAVINI might suffer consequent on the neglect, want of skill or misconduct of the contractor or his representatives,agents.

3. Subletting of the Contract:-The contractor shall not sublet or assign the contract or

any part thereof without the prior written approval of BHAVINI.

4. Arbitration: - All disputes and differences arising out of or in any way touching or

governing the contract whatsoever shall be referred to sole arbitrator nominated by

CMD, BHAVINI. The nominee may also be an Official of BHAVINI.


SECTIONC 3

SERVICE LEVEL AGREEMENT (SLA)


1. Confidentiality Statement

This document contains confidential and proprietary information of

BharatiyaNabhikiyaVidyut Nigam Limited (BHAVINI) and <Service Provider Name> (the

“service provider”), which must be kept confidential. Duplication or use other than for

evaluation purposes in connection with negotiating and implementing a definitive written

agreement for the provision of application maintenance outsourcing services is strictly

prohibited. This document must be returned to BHAVINI in the event such an agreement is

not enacted.

2. Parties and Timeline

This service level agreement is between the service provider and BHAVINI from <Start

Date (YYYY-MM-DD)> to <End Date (YYYY-MM-DD)>.

• This service level agreement is effective as of the date of the signatures below. BHAVINI and the service provider shall review at least quarterly to determine if any modifications or amendments are needed to reflect BHAVINI’s support requirements and service provider’s services.

• The purpose of this service level agreement is to document the service delivery of the service provider to BHAVINI. The service provider shall deliver the services set forth in this document. BHAVINI shall pay for the services covered by this Agreement in accordance with billing and payment terms that have been agreed upon by BHAVINI and service provider.

3. Service Catalogue (System areas: Services like Comprehensive Maintenance of PC,Printer,Server,Copier,Fax and Operation of Projector and Video Conferencing Systems)

The service provider will provide the following services to BHAVINI:

Service Description Examples *

User Support Receive, document, and prioritize Service Complaints and rectifying the service issues

• Provide help desk support

• Answer queries about IT Services

• Receive and update call reports.

• Collect and resolve call requests

• Share status of requests with authorized IT officials

Problem Rectification

Bring the system to its original functionality before the problem arose. This may include a permanent fix or a temporary work around until a

• Fix the problem

• Retrieve functionality , extend service after abnormal program terminations.

• Complete root cause analysis if


permanent fix is found. call was related to system failure

Enhancement Modify the functionality of an existing system(if the system calls for) with the approval of EIC

• Apply new functionality.

• Fulfil regulatory , general existing practice in BHAVINI.

• Enhance the efficiency.

• Modify services based on new releases of hardware or software.

Process and Improvement

Assist BHAVINI in planning the better use of services to meet business strategy and goals. This is a proactive attempt by the service provider to improve services, applications and processes, based on the service provider’s business knowledge over time.

• Help BHAVINI staff to make strategic decisions that meet business goals.

• Provide functional, architectural and process improvements as required for the support and maintenance of the system areas in scope.

** Refer Section C – Technical Specification for complete details

4. Penalties Each SLA is measurable and associated with a financial penalty if not met.

• Penalty. A deduction from the service provider’s quarterly invoice expressed as a percentage of the agreed upon rate for the quarter in which a particular SLA was not met.

5. Reporting The following processes will be used in order to manage the service maintenance

outsourcing agreement:

5.1. Daily Status Report

The team leader shall provide BHAVINI with a daily status report that gives on overall

summary of the following:

• No. of complaints received against each service

• No. of complaints attended on that day

• No. of complaints attended but could not be rectified with reasons for non-completion

• No. of persons attended duty on that duty

5.2. Fortnightly Status Report

The service provider to provide BHAVINI with a weekly status report that gives an overall

summary of the following:

• Complaints received and Completed tasks against No. of call complaints received


• Furnishing of all call reports with concerned user signature

• On-going and Upcoming activities

• Risk identification and mitigation plan

• Action items across different service areas

5.3. Monthly Review Meeting

Metrics will be tracked by service provider, summarized in a dashboard format, and

discussed in a monthly meeting. This activity includes the following:

• Tracking unresolved issues from complaints received which impact the SLA

• Updating complaints status progress and resolving critical issues

• Furnishing reports on inventory of spares, tools &tackels and standby equipments.

• Capturing agreements and disagreements and items needing escalation

5.4. Quarterly Review Meeting

A quarterly review meeting will include the following:

• The SLA will be reviewed and an amendment addendum will be created if required.

• Review process will be through face-to-face meeting session which will be booked in advance

• Review document prepared by service provider will include overall project status, issues list, metrics reporting, supporting reasons for metrics deviation, and items that need adjustment within SLA (e.g. scope, metrics, etc.)

• SLA changes will be tracked by version number and date

5.5. Reporting Service Levels

Type Measurement Penalty

Daily Status Report Delivered at not less than one calendar day interval

Fortnightly Status Report

Delivered at not less than fifteen calendar day intervals

Rs. 100,- for each day

Monthly Status Report

Delivered at monthly intervals and not less than two business days before scheduled review meeting

Rs. 200,- for each day

Quarterly Status Report

Delivered at quarterly intervals and not less than five business days before scheduled review meeting

Rs.300,- of quarterly invoice

6. User Support and Problem Correction


The following procedures will be used to respond to problems that are received by the help

desk. A problem is defined as an unplanned system event which adversely affects any

service delivery , requisition for extension of services.

Measurement period for User Support and Problem Correction SLAs is on quarterly basis.

For example, if an SLA is not met during one of the quarter, penalty deduction (as outlined

in the SLA Clause 6.3 and 6.4 associated with that particular service) will be applied to the

invoice for the corresponding quarter.

6.1. Prioritization Approach

Service requests for problems received by the help desk will be given a Severity Code from

1 – 4 based on how important responding to the problem is to the primary business of

BHAVINI as a whole, as well as the availability of workarounds. The Severity Code will be

the basis for scheduling work on the backlog and assigning resources to the request.

Critical, important, and supportive services are defined in the section below on Service

Function Type, with a complete list of services included in this agreement listed in

Appendix A of Section – C3.

Severity Code Definition

1 A problem has made a critical system failure , service becomes unusable or unavailable and no workaround exists.

2 A problem has made a critical system unusable or unavailable but a workaround exists.

3 A problem has diminished critical functionality or performance but the functionality still performs as intended.

4 Call related with mere service extension.

6.2. Service Function Type

The table below provides a brief definition of critical, important, and supportive service

functions. See SectionC for a complete list of the service functions included in this

agreement.

Service Function Type

Applicable Severity code

Description Example

Critical

1 & 2

These functions are critical to ensuring business continuity for BHAVINI. Extended failure will impact time delay in completion of activities.

Complete breakdown of Servers


Important

3

These functions are important to business activities, but are not critical to daily business of BHAVINI

Complete breakdown of PC / Printer / Laptop / Copier

Supportive

4

These services support productivity, but are not essential to business effectiveness.

a. Operation of Video Conferencing andAudio Visual Systems

b. Extension of LAN lines

c. Technical support, Troubleshoot for PC , Printer

6.3. Response and Resolution Times

Severity codes are used in order to determine appropriate response and resolution times.

Response and resolution times are measured from when the incident is opened by the help

desk. If the problem is not resolved within the defined timeframe, continuous effort will be

applied until the problem is resolved.

Severity Code

Initial Response

Estimation Response

Subsequent Responses

Resolution

1 15 minutes 1 hour Every 1 hour 4 hours

2 30 minutes 2 hours Every 2 hours 8 hours

3 1 hour 3 hours Once in a day 2 days

4 1 hour 2 hours Every 8 hours 1 calendar day

• Initial Response is when a complaint received and acknowledged by help desk staff ,

lodged through existing on-line application of BHAVINI.

• Estimation Response is when the user that logged the complaint is informed of an

estimated resolution time.

• Subsequent Responses is the frequency with which the user that logged the complaint

is updated on the resolution status.

• Resolution is the point at which the problem is resolved and the service function is

returned to a usable and available state.


6.4. Response and Resolution Service Levels

Type Measurement Reward Penalty

Severity 1 Resolution

All Severity 1 problems are resolved in less than 4 hours.

Waiver of 10% penalty, if applicablefor the quarter

NA

One or more Severity 1 problems are resolved in over 4 hours.

NA

Duration Amount (In Rs.)

4 to 8 hrs 300 per issue

8 to 24 hrs

500 per issue

Beyond 24 Hrs

1000 per day and per issue


Less than 95% of Severity 2 problems are resolved in 8 hours.

NA


8 to 24 hrs

500 per issue per day

Beyond 24 Hrs

1000 per issue per day


Less than 95% of Severity 3 problems are resolved in 2 calendar days.

NA


3 to 7 Days

300 , day per issue

Beyond 7 Days

500 , day per issue



Less than 95% of Severity 4 problems are resolved in 1 calendar day.

NA

Rs.100,- per day per issue

Type Measurement Reward Penalty

End user satisfaction

More than 95% of completed scores on problem resolution satisfaction survey have a rating of satisfied or very satisfied.

1% Waiver on Penalty, if applicable for the quarter

NA

Less than 75% of completed scores on problem resolution satisfaction survey have a rating of satisfied or very satisfied.

NA

0.5% of quarterly bill

Maximum Problem Backlog

There are always less than maximum unresolved problems as indicated below.

Service Severity Code

Maximum tolerable issues

1 & 2 Nil

3 & 4 <5%of complaints received on that quarter

1% Waiver on Penalty, if applicable for the quarter.

NA

Maximum Problem Aging

No problem is older than 60 days.

1% Waiver on Penalty, if applicable for the quarter

NA

Non-completion of Preventive Maintenance (applicable for item no. 1 to 6)

Completion of PM before the end of corresponding quarter

NA NIL

Completion of PM within 10 days exceeding the quarter

NA 0.1% of PO value of pending item on pro rata basis applicable for the quarter

Completion of PM within 30 days exceeding the quarter

NA 0.3% of PO value of pending item on pro rata basis of applicable for the quarter

Deployment of Manpower

Absenteeism for 14 days , month NA NIL

Absenteeism for more than 14 days NA Rs.500,- day

Non-maintenance of spares

Spares indicated in Annexure VII of Section E

NA Rs.300,- per day per spare

• End user satisfaction is the rating provided by end users after the problem they logged is resolved.

• Problem backlog is the maximum number of unresolved problems.

• Problem aging tracks unresolved problems that is older than 60 days.


6.5. Availability

Availability is defined as the ability of an end user to access and execute any of the

included services being maintained,extended by BHAVINI IT Section. For a service to be

available, all of its supporting systems must be operational.

Function Business Hour Availability

Off-Hour Availability Scheduled Down-Time

Manpower Deployment

Monday - Saturday 8:30am-6:30pm (Except Second Saturday and BHAVINI official holidays)

Monday – Saturday 6:31pm-10:00pm Second Saturday, Sunday and BHAVINI official holidays - 09:30 am to 05:30pm

Service Function Level

Business Hour Availability

Off-Hour Availability Scheduled Down-Time

Critical 100%

100% *

Important 90%

80% Approx. two hours in every quarter (#) for each asset

Supportive 98%

98% Not applicable

(*)No scheduled down time is envisaged. However, if any requirement arises, outages must

be scheduled and approved by BHAVINI at least one week in advance, unless there is an

emergency.

(#) For carrying out maintenance activities, with prior intimation to the concerned official

and IT official

7. Service enhancement

Service enhancement involves enhancements made to a properly working service to

accommodate new or changed user requirements. Examples include reducing the

turnaround time for completion of a call, enhancing a user interface, or optimizing the call

logging and escalation procedure.

Service enhancements can be requested by BHAVINI or proposed by service provider.

BHAVINI will prioritize the order in which enhancements are performed.

8. Process and Service Improvement

The service provider will help BHAVINI to improve the included services and its

maintenance processes over time, in line with BHAVINI’s business goals and strategy. As


service provider gains service knowledge, it is expected that service provider will help

BHAVINI to plan the better use of services to meet business goals.

There are no SLAs associated with Process and Service Improvement.

Signatures

The service provider and BHAVINI agree to the service levels and terms outlined in this

agreement.

For the service provider

Name: _________________________________

Signature: ______________________________

Title: __________________________________

Date: __________________________________

For BHAVINI

Name: _________________________________

Signature: ______________________________

Title: __________________________________

Date: __________________________________


9. APPENDIX A – Services

9.1. Critical Services

The critical services included in this agreement are listed below.

Services Critical Functions Servers Computing, Processing and Storage

9.2. Important Services

The important services included in this agreement are listed below.

Services Important Functions

PC , Laptop Data entry , processing , storage

Printer , Copier Printing , Multiplexing

9.3. Supportive Services

The supportive services included in this agreement are listed below.

Service Supportive Functions

Video Conferencing System , Projectors Operation and coordination

PC , Printers

Technical Support , Troubleshooting services


DETAILS OF ASSETS


ANNEXURE -1

DESKTOPS/LAPTOPS

Sl. No. PROCESSOR TYPE Motherboards HDD / RAM TOTAL NOS.

1 AMD ATHLON /CELERON

915/916/945/965/G31/G33/G41/INTEL

HDD - 500GB and above

5

2 Core i7 25

3 core i5 RAM - DDR2/3 - 2GB and above

30

4 Core i3 300

5 core2duo / Quadcore 200

TOTAL 560

ANNEXURE -2

SERVERS

Sl. No. Description Total Qty.

1

Name : Intel(R) Xeon(R) CPU E5405 @ 2.00GHz Speed : 1995 Vendor : GenuineIntel Model : 179 No Of Cores : 4

3

2

Name : Intel(R) Xeon(R) CPU E5506 @ 2.13GHz Speed : 2133 Vendor : GenuineIntel Model : 179 No Of Cores : 4

2

3

Name : Intel(R) Xeon(R) CPU E3-1260L v5 @ 2.90GHz Speed : 2901 Vendor : GenuineIntel Model : 179 No Of Cores : 4

2

4 Name : Intel(R) Pentium(R) 4 CPU 3.00GHz Speed : 3000 Vendor : GenuineIntel Model : 2 No Of Cores : 1

3

TOTAL 10


ANNEXURE -3

PRINTERS

SL. NO.

PRINTER SCANNER MAKE MODEL Total

1 Printer HP Office jet Pro8720

3

2 Printer HP Office jet Pro 8600+

27

3 Printer HP Laser Jet M552 2

4 Printer HP Laser jet Pro 400MA

2

5 Printer HP Laser jet M1005MFP

2

6 Printer HP Deskjet 38550 1

7 Printer HP Laser jet 1010 3


9 Printer HP Laser jet pro MFPM4345nw

1


11 printer HP Laser jet m1600 1

12 Printer HP Laser jet 9040 dn

2

13 Printer HP Laser jet p1007 1

14 Printer HP Laser jet p2055dn

1

15 Printer HP Office jet 7500 a 1

16 Printer HP Laser jet m1213mfp

1

17 Printer HP Desk jet 1000 1

18 Printer HP Laser jet pro mfp m126

1

19 Printer HP Office jet m401 2

20 Printer HP Desk jet 3845 1

21 Printer Kyocera FS-1124 mfp 1

22 Printer HP Laser jet 1200 series

2

SL. NO.

PRINTER SCANNER MAKE MODEL Total

23 Printer Samsung ML-1676 1

24 Printer HP Laser jet pro mfp m126

1


25 Printer HP Colour laser jet cp 5224

1



28 Printer Brother 1001 1

29 Printer Canon 8400 1

TOTAL 65

ANNEXURE - 4

COPIERS

Sl. No. PROCESSOR TYPE TOTAL NOS.

1 E-STUDIO 305 / 306 /307

13

2 KYOCERS 300I / 6030 / 6530 / KONIKA

7

3 RICOH 4500/ 2000 / 6500

5

4 CANON

3

5 WORKCENTRE 520

4

TOTAL 32


FORMATS


FORMAT-1 FOR PREVENTIVE MAINTENANCE CARD OF PRINTER,SCANNER,NETWORK SWITCH,MODEM EQPT.

CONTRACTOR COMPANY NAME & ADDRESS:

BHAVINI TAG NO.

CONTRACTOR AMC NO:

USER NAME:

SECTION:

Purchase Order No: Period From: To:

PRINTER,SCANNER,NETWORK SWITCH,MODEM EQPT. SPECIFICATIONS RECORD

1. Organisation BHARATHIYA NABHIKIYA VIDYUT NIGAM LIMITED

2. Site BHAVINI SITE BHAVINI Township BHAVINI Chennai

3. Location

4. Intercom /Contact No

Specification PRINTER,SCANNER

8. Printer,Scanner,NerworkSwitch,Moderm

Inkjet Deskjet Officejet Laser

Colour Officejet Design jet Scanner A4

Scanner A3 Scanner A0

9. a. Make:

b. Printer , Scanner , Model No.:

c. Printer , Scanner , Serial No.:

d. Port Type Parallel USB Network

Specification : NETWORK SWITCH , MODEM

10. Network switch and Modem Switch 24 Port 16 Port 8 Port

Modem Dlink Zyxel Any other

11.

a. Make

b. Network Switch & Model No. :

C. Modem Sl.No :

d. Port Type :

(*)- Tick the one(s) that is applicable and strikeout the rest.


Maintenance coordination by

15. Initial inspection done by

Name :. Signature :.Date:.

16. Works Done Printer Scanner Network Switch & Modem

1. General Cleaning

2. Test Page taken

3. Port Checking

17. Mane & Signature Of Service Engineer

Name:. Signature:. Date:.

18. Name & Signature of BHAVINI Official

Name:. Signature:. Date :.

EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any servicework is done.

S.NO Problem

Description in Brief

Attended date &Time

Status Service Engineer

Name & Signature

BHAVINI Personnel Name & Signature

Authorized IT Officials’ Signature


FORMAT-2 FOR PREVENTIVE MAINTENANCE CARD OFSERVER,DESKTOP,LAPTOP


USER NAME:

SECTION:

BHAVINI EQPT. NO, MACHINE Sl.NO:

Contractor AMC NO:

Purchas Order No: Period From: To:

SERVER,DESKTOP,LAPTOP EQPT. SPECIFICATIONS RECORD

1. Organisation: BHARATHIYA NABHIKIYA VIDYUT NIGAM LIMITED

2. Site: BHAVINI SITE BHAVINI Township Chennai office

3. Location :

4. Intercom Phone No:

8. Desktop, Laptop EQPT. TYPE: P4Pentium DCore2duo Core2qad

All in one Core i5 Server Others

9. OS :

Win7 Win8 Win8.1 Win10

Win Server

10. IP Address : System Name:.

Workgroup,domain Name:

Specification for SERVER,DESKTOP,LAPTOP

11 a. Make:

b. Model No.

c. Processor Clock Speed in MHZ

d. Motherboard :

e. Memory (RAM):

f. Hard Disk Drive :

g. Key Board : PS2,USB

h. Mouse : PS2,USB

i. Monitor (Screen Type) CRT LCD Make and Model no LED Serial No:

j. CD,DVD,RW Drive

k. Cabinet+SMPS (Watts)

l. Speaker

m. Operation System

n. Others


o. Part Type & No Serial.PS2. USB .

(*)- Tick the one(s) that is applicable and strikeout the rest.


15. Initial inspection done.

Name :.

Signature :.Date:.

16. Works Done Server Desktop Laptop

1. BHAVINI AMC Password changed

2. Temp file Cleaned

3. Cleaning of CPU, Monitor, Keyboard & Mouse external

and internal by blower 4. Checking video display,Replacement of defective

part if any

5. HDD Scan for virus

17. Mane & Signature Of Service Engineer

Name:. Signature:. Date:.


Name:. Signature:. Date:..

EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any servicework is done.

S.NO Problem

Description in Brief

Attended date &Time

Status Service Engineer

Name & Signature

BHAVINI Personnel Name

& Signature

EnggIncharge

Signature


FORMAT-3 - PREVENTIVE MAINTENANCE CARD OF COPIER MACHINE


USER NAME:

SECTION :

BHAVINI EQPT. NO, MACHINE Sl.NO:

Contractor AMC NO :

Purchas Order No: Period From: To:

COPIER MACHINE EQPT. SPECIFICATIONS RECORD

1. Organisation : BHARATHIYA NABHIKIYA VIDYUT NIGAM LIMITED

2. Site : BHAVINI SITE BHAVINI Township BHAVINI Chennai

3. Location :

4. Intercom Phone No :

5. Contractor AMC NO :

Specification for COPIER MACHINE

6a. Make :

b. Serial No. :

c. Copier Location :

d. Meter Reading :

TOTAL

MFP B,W A4

CPR

FAX

PRP

MFP CL

CPR

FAX

PRP

PRI-PORT

MASTER

COPIES

e. Type of call : Preventive , Breakdown Maintenance

f. Call Attended data :

g. Key Board :

i. Cleaning done YES , NO

j. Date and time

k. Problem repeated

l. Cause for the Problem

m. Solution

n. Parts replacement if any

o. Remarks .

(*)- Under Line the one(s) that is applicable and strikeout the rest.



7. Initial inspection done.

Name :. Signature :. Date:

8. Works Done

Maintenance kit Checked

Cleaning done

Drum kit Checked

9. Name & Signature of the Service Persons :

Name :

Signature :.

Date :.


Name :

Signature :

Date :

EQPT. PM CARD Important Note: Status column shall be filled in by the Contractor service personnel correctly without fail, where any service work is done.

Sl. No.

Problem Description in

Brief

Attended date & Time

Status Service

Engineer Name & Signature

BHAVINI Personnel Name

& Signature

Engineer- in-charge Signature


ANNEXURE I: List of maintenance spares

Sl. No. Item Description Quantity

1. HP LASERJET Printer (Model: 1020) 2 Nos.

2. HP OFFICEJET All in one Printer (Model: 8600 or 8720)

2 Nos.

3. RAM – 1 GB (DDR I and DDR II) DDR1 - 2 Nos.

4. RAM – 2 GB (DDR II and DDR III) DDR2 - 4 Nos. , DDR3 – 4 Nos

5. Keyboards (USB) 5 Nos.

6. Cordless keyboard and mouse 1 Set

8. Optical Mouse (USB) 5 Nos.

9. SMPS (suitable for the PCs in the contract) 10 Nos.

10. DVD Writer 1 No.

11. Mother boards compatible with i3, i5 and i7

board

6 Nos.

12. Processor(Core2Duo,i3,i7) suitable for the PCs

in the contract

i3 – 2 Nos.

i5,i7 – 4 Nos. 13. 8 port switches with Adapter 2 Nos.

14. 500 GB HDD (IDE and SATA) IDE- 3 Nos. SATA – 3 Nos.

15. TFT Monitor 14.5” inch or Higher 3 Nos.

16. CMOS Battery 15 Nos.

17. Battery compatible with Laptop 02 nos.

18. Motherboard compatible with Laptop 01 no.

19. Adapter compatible with Laptop 01 no.


ANNEXURE II: List of Tools and Tackles (All components shall be of

reputed make and model))

Sl. No. Item Description Quantity

1. All in one screw driver set 5 nos

2. Mini screw driver set 3 nos

3. Pliers set 3 nos

4. 3 in 1 Crimping tool 5 nos

5. LAN tester 3 nos

6. Multimeter 3 nos

7. Soldering iron 2 nos

8 De soldering pump with spare nozzle 1 nos

9. Cleaning brush [Multiple sizes] 5 nos

10. Vacuum cleaner with accessories 2 nos

11. Blower with Accessories 2 nos

12. Utility Knife 1 nos

13 Any other tools required for PC & LAN maintenance

Note: During the course of contract, if any tools and tackles become defective, the

same shall be replaced with the approval of EIC within 3 days.

1. Consumables: (Required quantity shall be supplied as and when required)

1. I.P.A solution 4. Solder wire

2. Cleanex Solution 5. Solder flux 3. Cotton waste

2. Other facilities(apart from the above listed as spares) (can be taken back after

completion of Contract)

1. PC for testing of components, record maintenance etc. 2 Nos.

2. Rack for keeping the spares 1 No.

ANNEXUREIII- TENDER OFFER FORM (TOF)


Date: _________

Tender Reference No.:

SUBJECT: TENDER DOCUMENT FOR PARTICIPATION IN THE TENDER PROCESS FOR COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT OF IT ASSETS AT BHAVINI

Having examined the tender documents including all Annexure the receipt of which is hereby duly acknowledged, we, the undersigned, offer to work as Vendor as mentioned in the Scope of the work as required by BHAVINI in conformity with the said tender documents.

I,We declare that we are an established service Provider in the area of IT service Provider under the name of…………………………………

We declare that we are equipped with adequate machinery,technology for providing the services as per the parameters laid down in the Tender Document and we are prepared for live demonstration of our capability and preparedness before the representatives of the BHAVINI Officials, if required.

I, We undertake that the Prices are in conformity with the specifications prescribed. The quote is inclusive of all costs likely to be incurred for executing this work.

I, we undertake, in the event of acceptance of our bid, the services shall be provided as stipulated in the tender and that we shall perform all the incidental services.

We agree to the terms and conditions mentioned in the Tender Document

Dated this ____ day of ________________ Signature: _______________________________

(In the Capacity of :) ____________________________

Duly authorized to sign the tender offer for and on behalf of:


ANNEXUREIV- SELF-DECLARATION

Ref.............. Date: -

To,

Additional Chief Engineer (IT &I),

BharatiyaNAbhikiyaVidyut Nigam Limited,

Kalpakkam – 603 102.

Kancheepuram District.

Sir,

In response to the tender No………………………………………….Dated…………………. as

aowner,partner, Director of ………………………………………………………I , We hereby declare

that our Agency ……………………………………………………….. is having unblemished past

record and was not declared ineligible for corrupt and fraudulent practices either indefinitely or

for a particular period of time.

I, We M,s_______________________________ (Name of the Company) are not blacklisted in any

Department of Government of India or any State Government

I,We further undertake that our partner M,s _____________________________ (Name of Vendor)

having office are also not blacklisted in any Department of Government of India or any State

Government

I,We hereby declare that there are no pending cases against M,s______________________

(Name & Address of Bidder) with Department of Government of India or any State Government or

any other court of law.

I,We hereby declare that Bidder‟s company or Director,Owner of the company have not been

declared by any Court or Competent Authorities in solvent or involved in any fraudulent

mean(Economical & Criminal) as on 1st March 2018.

Name of the Bidder: -

Signature: -

Seal of the Organization: -


ANNEXURE V- DETAILS OF BIDDER

Please ensure that your response clearly answers all the questions. If you use additional schedules or documentation to support your response, make sure that they are clearly cross-referenced to the relevant question. General Profile of the Company,Firm:-

Name and Address of the Company , Firm With Telephone Nos., Fax, E-mail and Website

Date of Incorporation

Offices situated at different locations

Infrastructure facilities

Turn over for last three years (Audited Annual Accounts and Annual Reports of three accounting years to be submitted)

Executive Profile

GST Number

PF Registration Number

PAN No.

Premises , space available in square feet

Details of Manpower:-

Technical Personnel available:

Number of Operators:


Number of Supervisors:

Number of Managers: Quality Certificate, if any:

S.N. Name of the Certificate

Certified By Year of getting Certification

Whether Certificate is valid as on date

Awards for products,Services, if any:

SL.NO. Name of the Certificate

Certified By Year of getting Certification

Field of Award (S,W development Consultancy etc.)

Name, address and Telephone Number [Office, Residence, Mobile] of the Contact Person to whom all References shall be made regarding this tender:

Name: Designation: Address:

Telephone: Office - Residence –

Mobile - Fax No.: E-mail:

Place: Signature:

Date: Name:

Company Seal Note:

1. Incorrect information could lead to disqualification of the bid.

2. All details furnished should be supported by valid documents.


ANNEXURE VI - PERFORMANCE STATEMENT

Name of the Firm:

Details of Past Contract similar to this Contract (for a period of last Five years)

Sl.No.

Name and Address of the client with Tel. No.

Contact Person and Contact Number

Ref. PO,WO no. & Date

Number of Sites

Total Value of the Contract (In Rs.)

Date of completion of contract

Penalty imposed by clients if any

As per Contract

Actual

(Separate pages may be taken to elaborate the projects undertaken). Note: - Enclose Work-orders along with Completion Certificates , Client's Testimonial given by concerned organisations or whom work is done.

Date: -------------- Name of the Bidder: -

Place: ------------- Signature: -

Seal of the Organisation: -


ANNEXURE VII - DETAILS OF MANPOWER EXCLUSIVELY ASSOCIATED WITH THIS PROJECT

(To be furnished on a separate sheet for each employee on award of order)

NAME OF THE FIRM:

______________________________________________________________________

Name of the staff and Designation:-

Date of Birth:-

Professional Qualification :-

Service in the firm from :-

Present Salary :-

Previous employment record :-

Sr. No

Organization From to Total Salary

Details of Key assignments handled in the past three years

Sr. No

Organization Month & Year Details of assignment

Date: -------------- Name of the Bidder: -

Place: ------------- Signature: -

Seal of the Organisation

Note:-No change of any kind should be made in this format. In-adequate information or change in format could lead to disqualification of the bid.


ANNEXUREVIII- CHECKLIST

SL. No.

Reference Description Yes/No/N

A

Page Number

1. Annexure–III Tender Offer Form

2. Annexure-IV Self-Declaration

3. Annexure-V Details of Bidder

4. --- Proof of bidders presence in India & Chennai

5. Annexure-VI Performance Statement

6. --- Authorization letter from OEM

7. ---

Escalation Matrix

8. ---

Client list

9. ---

Offer duly signed

10. ---- Price Schedule

11. --- Copy of ISO certificate

11. Annexure-VIII Checklist

AERB SAFETY GUIDE

SAFETY GUIDE

1. INTRODUCTION

Many of the works of Department of Atomic Energy at its various sites are executed

by the contractors. During these works, contractors personnel are likely to be exposed

to different types of hazards. Similarly, unsafe acts of contractors personnel may

generate hazards for Departmental staff and/ or workmen of other contractors

working at the site. Such unsafe acts may also pose danger to the existing

installations and even to members of public. This guide is prepared to facilitate

safe working during execution of contract works. It is hoped that units of DAE may

issue this guide as a part of contract documents while awarding contracts.

2. GENERAL SAFETY PROVISIONS

2.1 The Contractor shall take all safety precautions during the execution of awarded

work and shall maintain and leave the site safe at all times. At the end of each

working day and at all times when the work is temporarily suspended, he shall

ensure that all materials, equipment and facilities will not, cause damage to existing

property, personal injury or interfere with the other works of the Project or Station. The

Contractor shall comply with all applicable provisions of the safety regulations,

clean up programme and other measures that are in force at the site.

2.2 The Contractor shall provide and maintain all lights, guards, fencing, warning

signs, caution boards and other safety measures and provide for vigilance as and

where necessary or as required by the Engineer-in-charge or by any duly constituted

authority for the protection of workers or for the safety of others. The caution boards

shall also have appropriate symbols.

2.3 Adequate lighting facilities such as flood lights, hand lights and area

lighting shall be provided by the Contractor at the site of work, storage

area of materials and equipment and temporary access roads within his working

area. The Contractor shall obtain written approval of the Engineer-in-charge

to the lighting scheme and place of tapping prior to its installation.

2.4 The Contractor shall plan his operations so as to avoid interference with the

other Departmental works, other Contractors or sub-Contractors at the site.

In case of any interference, necessary coordination shall be sought by the

contractor from the Department for safe and smooth working.

2.5 The Contractor and his sub-contractor, if any shall comply with the

instructions given by the Safety Engineer or his authorised nominee regarding

safety precautions, protective measures, house keeping requirements, etc. The

Safety Engineer with due intimation to Engineer-In-Charge shall have the

right to stop the work of the Contractor, if in his opinion proceeding with

the work will lead to an unsafe and angerous condition. Engineer-In-Charge

shall get the unsafe condition removed or provide protective equipment at the

contractors cost. The contractor can employ his own Safety Engineer or

nominate one of his officers for liaison with Departmental Safety Engineer

for ensuring compliance of all safety rules. Contractor shall ensure that all

his workmen are aware about the nature of risk involved in their work and

have adequate training for carrying out their work safely.

2.6 The contractor shall be held responsible for non-compliance of any of the safety

measures and delays, implications, injuries, fatalities and compensation arising

out of such situations or incidents.

3. TRAFFIC

3.1 The Contractor shall conduct his operations so as to interfere as little as

possible with the use of existing roads at or near locations where the work is

being performed.

3.2 When interference to traffic is inevitable, notice of such interference shall

be given to the Engineer-in-charge well in advance (at least 48 hours) with

the details of start of the work and time required, storage of materials, and

details of the proposed methods of providing the required facilities for safe

and continuous use of roads and obtain his clearance.

3.3 The Contractor shall, at his own expense, make such approved temporary

provisions as are required to maintain at least one lane of traffic by

bridging the excavation, providing ramps over surface obstructions or

providing suitable temporary bye-pass around the obstructions. The Contractor

shall exercise full care to ensure that no damage is caused by him or his

workmen, during the operation, to the existing water supply, sewerages, power

or telecommunication lines or any other services or works. The Contractor

shall be required to provide and erect before construction, substantial

barricades, guard-rails, and warning signs. He shall furnish, place and

maintain adequate warning lights,signals, etc., as required by Engineer-in-

charge .

4. SAFE MEANS OF ACCESS

4.1 Adequate and safe means of access and exit shall be provided for all work

places, at all elevations. Using of scaffolding members (avoiding a

ladder)for approach to high elevations shall not be permitted.

4.2 Suitable scaffolds shall be provided for workmen for all works that cannot

safely be done from the ground, or from solid construction except such short

duration work as can be done safely from ladders. Ladder shall be of rigid

construction having sufficient strength for the intended loads and made either

of good quality wood or metal and all ladders shall be maintained well for

safe working condition. An extra mazdoor shall be engaged for holding the

ladder if ladder is not securely fixed. If the ladder is used for carrying

materials as well, suitable foot holds and hand holds shall be provided on the

ladder. The ladder shall be given an inclination not steeper than 1 in 4 (1

horizontal and 4 vertical). Ladders shall not be used for climbing carrying

materials in hands. While climbing both the hands shall be free.

4.3 Scaffolding or staging more than 3.5 m above the ground or floor, swung or

suspended from an overhead support or erected with stationary support shall

have a standard guard rail properly attached, bolted, braced or otherwise

secured at least 1.0 m high above the floor or platform of such scaffolding or

staging. The guard rail shall extend along the entire exposed length of the

scaffolding with only such opening as may be necessary for the delivery of

materials. Standard railing shall have posts not more than 2 m apart and an

intermediate rail halfway between the floor or platform of the scaffolding and

the top rail. Such scaffolding or staging shall be so fastened as to prevent

it from swaying from the building or structure. Scaffolding and ladder shall conform to

relevant IS specification (IS 3696-1966). Timber/Bamboo scaffolding shall not be used.

4.4 Working platforms of scaffolds shall have toe boards at least 15 cm in height to prevent

materials from falling down.

A sketch of the scaffolding proposed to be used shall be prepared and approval of the

Engineer-in-charge obtained prior to start of erection of scaffolding. All scaffolds shall be

examined by Engineer-In-Charge before use.

4.6 Working platform, gangways and stairways shall be so constructed that they

shall not sag unduly or unequally and if the height of the platform or gangway

or stairway is more than 3.5 m above ground level or floor level, they shall

be closely boarded, shall have adequate width for easy movement of persons and

materials and shall be suitably guarded as described in 3.3 above.

4.7 The planks used for working platform shall not project beyond the end supports

to a distance exceeding four times the thickness of the planks used. The

planks shall be rigidly tied at both ends to prevent sliding and slippage. The

thickness of the planks shall be adequate to take load of men and materials

and shall not collapse.

4.8 Every opening in the floor of a building or in a working platform shall be

provided with suitable means to prevent fall of persons or materials by

providing suitable fencing or railing, the minimum height of which shall be

1.0 m, along with 15 cm high sheet obstruction at floor level along the

railing.

4.9 Safe means of access shall be provided to all working platforms and other

elevated working places. Every ladder shall be securely fixed. No single

portable ladder shall be over 9 m in length. For ladders up to 3m in length

the width between side rails in the ladder shall in no case be less than 300

mm. For longer ladders this width shall be increased by at least 20 mm for

each additional metre of length. Step spacing shall be uniform and shall not

exceed 300 mm.

4.10 Adequate precautions shall be taken to prevent danger from electrical lines

and equipment. No scaffolding, ladder, working platform, gangway runs, etc.

shall exist within 3 metres of any uninsulated electric wire. Whenever

electric power and lighting cables are required to run through (pass on) the

scaffolding or electrical equipments are used, such scaffolding structures

shall have minimum two earth connections with earth continuity conforming to

IS Code of Practice.

5. EXCAVATION, TRENCHING AND EARTH REMOVAL

5.1 All trenches 1.2 m or more in depth shall at all times be supplied with at

least one ladder for each spacing of 30m in length or fraction thereof. Ladder

shall be extended from bottom of the trench to at least 1 m above the surface

of the ground.

5.2 The sides of the trench which are 1.2 m or more in depth shall be stepped back

to give suitable slope (angle of repose) or securely held by timber bracing,

so as to avoid the danger of sides from collapsing. The excavated material

shall not be placed within 1.5 m of the edges of the trench or half Of the

depth of the trench, whichever is more. Cutting shall be done from top to

bottom. Under no circumstances mining or under-cutting shall be done.

5.3 The Contractor shall ensure the stability and safety of the excavation,

adjacent structures, services and the works.

5.4 Open excavations shall be fenced off by suitable railing and warning signals

installed at night at well lit places so as to prevent persons slipping or

falling into the excavations.

5.5 All blasting operations shall be carried out on the basis of procedures

approved by Inspector of Explosives. All works in this connection shall be

carried out as per IS Code of Practice. Barricades, Warning Signs etc. shall

be placed on the roads/open area. Prior approval of such operation shall be

obtained from Safety Engineer/Engineer-In-Charge of Works.

5.6 For removal of earth from an earth mound a written permission shall be obtained

from the Engineer In-charge of the work and the Engineer I ncharge of the earth mound.

5.7 As far as practical, earth shall be removed mechanically.

5.8 Wherever manual removal of earth is involved, earth shall be removed

from the top by maintaining the proper slope equal to the angle of re

pose of the earth.

5.9 Such work shall be constantly supervised by the contractor's

responsible person and frequently inspected by the departmental

representative to ensure that no under-cutting is done.

6. CONCRETING

6.1 Shuttering and supporting structures shall be of adequate strength and approved

by Engineer-In-Charge. This shall be ensured before concrete is poured. The procedure

approved by Engineer-In-Charge shall be followed for mixing, transporting and pouring

of concrete.

7. DEMOLITION

7.1 Before any demolition work is commenced and also during the progress of the

work:

7.2 All roads and open area adjacent to the work site shall either be

closed or suitably protected. Appropriate warning signs shall be

displayed for cautioning approaching persons.

7.3 Before demolition operations begin, the Contractor shall ensure that

the power on all electric service lines is shut off and the lines cut

or disconnected at or outside the demolition site. If it is necessary

to maintain electric power during demolition operation, the required

service lines shall be adequately protected against damage. Persons

handling heavy materials /equipments shall wear safety shoes.

7.4 No floor, roof or other part of the building shall be overloaded with

debris or materials as to render it unsafe.

7.5 Entries to the demolition area shall be restricted to authorised

persons only.

8. PERSONAL PROTECTIVE EQUIPMENT

All necessary personal protective equipment as considered necessary by the Engineer-in-

charge shall be kept available by contractor for the use of the persons employed on the

site and maintained in a condition suitable for immediate use. Also the Contractor shall

take adequate steps to ensure proper use of equipment by those concerned. The personal

protective equipment are to be provided by the contractor.

(a) All persons employed at the construction site shall use Safety helmets. For other types

of works, persons working in that area shall also use safety helmets, if advised by Safety

Engineer/Engineer-In-Charge.

(b)Workers employed on mixing asphaltic materials, cement and lime mortars

shall use protective goggles, protective foot wear and hand gloves.

(c) Use of proper respirators shall be an advantage.

(d) Persons engaged in welding and gas cutting works shall use suitable

welding face shields. The persons who assist the welders shall use

suitable goggles. Protective goggles shall be worn while chipping and

grinding.

(e) Stone breakers shall use protective goggles. They shall be seated at

sufficiently safe intervals of distance.

(f) Persons engaged in or assisting in shot blasting operations and

cleaning the blasting chamber shall use suitable gauntlets, overalls,

dust-proof goggles, boots and protective hood supplied with fresh air

at the minimum rate of 9 m3/hr.

(f) All persons working at heights more than 4.5 m above ground or floor

and exposed to risk of falling down shall use safety belts, unless

otherwise protected by cages, guard railings, etc. In places where the

use of safety belts is impractical, suitable net of adequate strength

fastened to substantial supports shall be employed.

(g) All powered two-wheeler motorcycle and scooter drivers and their pillion riders

shall wear crash helmets inside the Project/Plant sites.

(h) When workers are employed in sewers and inside man-holes which are in use,

the Contractor shall ensure that the manholes are opened and are adequately ventilated

at least for an hour. After it has been well-ventilated, the atmosphere inside the space

shall be checked for the presence of any toxic gas or oxygen deficiency and recorded in

the register before the workers are allowed to get into the man-holes. The man-holes

opened shall be cordoned off with suitable railing and provided with warning signals or

caution boards to prevent accidents. There shall be proper illumination in the night.

9. PAINTING

9.1 The Contractor shall not employ women on the work of painting with products

containing lead in any form. Only men above the age of 18 years shall be employed on

the work with lead paint. The following precautions shall be taken during the work.

Supplied air respirators shall be provided for use by the workers when

paint is applied in the form of spray, or a surface having lead paint is

dry rubbed or scraped.

Overalls shall be supplied by the Contractors to the workmen and adequate

facilities shall be provided to enable the painters to wash at the

cessation of work.

All painting jobs, especially those in which lead paints are used shall be

kept under industrial hygiene surveillance.

9.2 Smoking, open flames or sources of ignition shall not be allowed in places

where paints and other flammable substances are stored, mixed or used. A caution board,

with the instructions written in national/regional language,

"SMOKING - STRICTLY PROHIBITED" shall be displayed in the vicinity where painting

is in progress or where paints are stored. Symbols shall also be used for caution boards.

Suitable fire extinguishers / sand buckets shall be kept available at places where

flammable paints are stored, handled or used.

When painting work is done in a closed room or in a confined space, adequate ventilation

shall be provided. If adequate ventilation cannot be provided, workers shall wear

suitable respirators.

9.3 Epoxy resins and their formulations used for painting shall not be allowed to

come in contact with the skin. The workers shall use plastic gloves and/or

suitable barrier creams.

Adequate ventilation shall be provided especially when working with hot resin mixes.

Increased personal hygiene shall be practised to control inadvertent contact with the resin

and eliminate its effects.

Workers shall thoroughly wash hands and feet before leaving the work. Work clothes

shall be changed and laundered frequently.

10. LIFTING MACHINES AND TACKLES

10.1 Use of lifting machines and tackles including their attachments, anchorage and supports

shall conform to the following standards or conditions.

(a) Lifting machines and tackles shall be of good mechanical construction,

sound material and adequate strength and free from any defects and shall

be kept in good repair and in good working order.

Every rope used in hoisting or lowering materials or as a means of suspension shall be of

good quality and adequate strength and free from any defect.

Every crane operator or lifting appliance operator shall be properly

qualified. No person under the age of 21 years shall be in charge of any

hoisting machine or give signal to operator of such machine.

In case of every lifting machine (and of every chain, ring, hook,

shackle, swivel and pulley block used in hoisting or as means of

suspension) the safe working load shall be ascertained and clearly

marked. In case of a lifting machine having a variable safe working load, each safe

working load and the conditions under which it is applicable shall be clearly indicated.

No part of any machine or any gear referred to above in this paragraph shall be loaded

beyond the safe working load except for the purpose of testing. This shall be approved by

the Safety Engineer.

(d) In case of departmental machines, the safe working load shall be notified

by the Engineer-in-charge. As regards Contractor's machines, the

Contractor shall notify the safe working load of the machine to the

Engineer-in-charge whenever he brings any machinery to site of work and

get it verified by the Engineer-in-charge, supported by a valid test

certificate by the competent Person.

(e) Thorough inspection and load testing of lifting machines and tackles

shall be done by a competent person at least once every 12 months and

records of such inspection and testing shall be maintained.

10.2 Motors, gearing transmission, couplings, belts, chain drives and other moving parts of

hoisting appliances shall be provided with adequate safeguards. Hoisting appliances

shall be provided with such means as will reduce to the minimum the risk of any part of

a suspended load becoming accidentally displaced or lowered.

11. WELDING AND GAS CUTTING

11.1.1 Welding and gas cutting operations shall be done only by qualified and authorised

persons and as per IS specifications and Code of Practice.

Welding and gas cutting shall not be carried out in places where flammable or

combustible materials are kept and where there is danger of explosion due to

presence of gaseous mixtures.

Welding and gas cutting equipment including hoses and cables shall be

maintained in good condition.

Barriers shall be erected to protect other persons from harmful rays from the

work. When welding or gas cutting is in elevated positions, precautions shall

be taken to prevent sparks or hot metal falling on persons or flammable

materials.

Suitable type of protective clothing consisting of fire resistant gauntlet

gloves, leggings, boots and aprons shall be provided to workers as protection

from heat and hot metal splashes. Welding shields with filter glasses of

appropriate shade shall be worn as face protection.

Adequate ventilation shall be provided while welding in confined space or

while brazing, cutting or welding zinc, brass, bronze, galvanized or lead

coated materials.

Welding and gas cutting shall not be done on drums, barrels, tanks or other

containers unless they have been emptied, cleaned thoroughly and it is made

certain that no flammable material is present.

Fire extinguisher shall be available near the location of welding operations.

Fire Safety Permit shall be obtained for working at vulnerable areas and

operating areas before flame cutting/welding is taken up.

11.9 For electric (Arc) welding the following additional safety precautions shall be taken:

i) When electrical welding is undertaken near pipe lines carrying flammables, such pipe

lines shall not be used as part of earth conductor but a separate earth conductor shall

be connected to the machine directly from the job.

ii) Personnel contact with the electrode or other live parts of electric welding

equipment shall be avoided.

iii) Extreme caution shall be exercised to prevent accidental contact of electrodes with

ground.

iv) The welding cables shall not be allowed to get entangled with power cables. It shall be

ensured that the cables are not damaged by movement of materials.

12. GRINDING:

12.1 All portable grinders shall be used only with their wheel guards in position

to reduce the danger from flying fragments should the wheel break during the

use.

12.2 Grinding wheels of specified diameter only shall be used on a grinder -

portable or pedestal - in order not to exceed the prescribed peripheral

speed.

12.3 Goggles shall be used during grinding operation.

13. ELECTRICITY

Guide lines for providing temporary power supply at the site and general safety

procedures for using electricity are given in the enclosed Annexure.

14. HOUSE KEEPING

14.1 The Contractor shall at all times keep his work spot, site office and

surroundings clean and tidy from rubbish, scrap, surplus materials and

unwanted tools and equipment.

14.2 Welding and other electrical cables shall be so routed as to allow safe

traffic by all concerned.

14.3 No materials on any of the sites of work shall be so stacked or placed as to

cause danger or inconvenience to any person or the public. The Engineer-in-

charge may require the Contractor to remove any materials which are

considered to be of danger or cause inconvenience to the public. If

necessary, the Engineer-in-charge may cause them to be removed at the

Contractor's cost.

14.4 At the completion of the work, the Contractor shall have removed from the

work premises all scaffoldings, surplus materials, rubbish and all huts and

sanitary arrangements used/installed for his workmen on the site.

14.5 The Engineer-in-charge has the right to stop work if the Contractor fails to

improve upon the housekeeping after having been notified.

15. FIRE SAFETY

All necessary precautions shall be taken to prevent outbreak of fires at the construction

site. Adequate provisions shall be made to extinguish fires should they still break out.

(a) Quantities of combustible materials like timber, bamboos, coal, paints,

etc., shall be the minimum required in order to avoid unnecessary

accumulation of combustibles at site.

(b) Containers of paints, thinners and allied materials shall be stored in a

separate room which shall be well ventilated and free from excessive

heat, sparks, flame or direct rays of the sun. The containers of paint

shall be kept covered or properly fitted with lid and shall not be kept

open except while using.

(c) Fire extinguishers as approved by the Engineer-in-charge shall be located

at the construction site at appropriate places.

(d) Adequate number of Contract workmen shall be given education and training in

fire fighting and extinguishing methods.

16. SAFETY WORK PERMIT

16.1 In order to ensure safety of work for hazardous operation (such as entry into

confined spaces, welding/cutting on equipment/pipes where explosion hazard is

present, works on high voltage and main medium voltage lines, blasting etc.,)

special Safety Work Permits (SWP) shall be raised. The SWP's shall also to

be obtained for any other work as recommended by Safety Engineer.

16.2 The Contractor shall strictly ensure all the safety conditions and

requirements stipulated in the Safety Work Permit. The decision of the Safety

Engineer shall be final in this regard.

17. WORK IN RADIATION AREA

The Contractor shall follow the stipulated procedure regarding work in the radiation

area and other works related with radiography.

18. WORK IN AND AROUND WATER BODIES

When the work is done near any place where there is risk of drowning, all necessary

rescue equipment such as life buoys and life jackets shall be provided and kept ready

for use and all necessary steps taken for prompt rescue of any person in danger and

adequate provision shall be made for prompt first-aid treatment of all injuries likely to

be sustained during the course of the work. Persons who do not know swimming shall

not be engaged alone for any work where risk of drowning exists. Sufficient number of

life buoys or life jackets shall be provided.

19. MEDICAL FACILITIES

19.1 The Contractor shall arrange adequate facilities for medical aid and treatment for his staff and workers engaged on the work site including the first-aid facilities if they are not available at the Project Site.

19.2 First-aid appliances including sterilized dressing, cotton wool and antiseptic cream shall be made available at a readily accessible places at every work site. These shall be maintained in good order under the charge of a responsible person.

19.3 At large work places where hospital facilities are not available within easy

reach of the works, first-aid posts shall be established and be manned by a

trained compounder. An ambulance shall be available during the entire period

of work for attending to injury cases.

20. SAFETY OFFICER/SAFETY COORDINATOR

The Contractor shall have a Safety Officer or a supervisor to be designated as a Safety

Coordinator in order to specifically look into the implementation of different safety

requirements of the contract work. The person thus designated will in general co-

ordinate with the Engineer-in-charge on matters of safety and in particular ensure that

the Safety Guide is complied with fully. His name shall be displayed on the Notice

Board at a prominent place at the work site.

21. REPORTING OF ACCIDENT

21.1 All accidents leading to property damage and/or personnel injuries shall be

reported to the Engineer-In charge immediately who all inform SARCOP to be

followed up with detailed accident reports in prescribed form.

21.2 Contractor shall also submit a monthly statement of accidents to Engineer-In-

Charge by 4th of every month showing details of accident, nature of injury

including disability, days lost, treatment required, etc., and the extent of

property damage.

22. PUBLIC PROTECTION

The Contractor shall make all necessary provisions to protect the public. He shall be

bound to bear the expenses for defense of every action or other proceedings at law that

may be brought by any person for injury sustained owing to neglect of any precaution

required to taken to protect the public. He shall pay any damage and cost which may

be awarded in any such suit, action or proceedings to any such person, or the amount

which may be fixed as a compromise by any such person.

23. OTHER STATUTORY PROVISIONS

Notwithstanding the above clauses from 1 to 21 there is nothing in these to exempt the

Contractor from the provisions of any other Act or Rules in force in the Republic of

India. In particular all operations involving the transport, handling, storage and use of

explosives shall be as per the standing instructions and conform with the Indian

Explosives Act, 1884 and the explosives Rules, 1983. Handling, transport, storage and

use of compressed gas cylinders and pressure vessels shall conform with the Gas

Cylinder Rules 1981 and Static and Mobile Pressure Vessels (Unfired) Rules 1981. In

addition, The Indian Electricity Act 1910 and Indian Electricity Rules 1956, the Atomic

Energy Act, 1962, the Radiation Protection Rules, 1971, Radiation Protection Manual of

Nuclear Facilities and the Atomic Energy (Factories) Rules, 1988 and various rules and

Act related to mining shall also be strictly complied with.

ANNEXURE

GUIDELINES AND GENERAL PROCEDURES FOR SUPPLY AND USE OF

ELECTRICITY AT SITE 1.

GENERAL

Following safety requirements shall be complied with before the Contractor uses the

power supply.

1.1 The Contractor shall submit a list of licenced electrical staff to be posted

at site.

1.2 It shall be the responsibility of the Contractor to provide and maintain

complete installation on the load side of the supply point with regard to the

safety requirements at site. All cabling and installation shall comply with

the appropriate statutory requirements given below and shall be subject to

approval of the Departmental Engineer-in-charge/ Electrical Engineer.

Indian Electricity Act, 1910

Electricity (Supply) Act, 1948

Indian Electricity Rules, 1956

National Electric Code 1985

Other relevant rules of Local Bodies and Electricity Boards

After installation of the electrical power wiring works by the contractor, form of

completion certificate as per IS 732 (Form SGCW - 1) shall be submitted by the

contractor duly signed by the authorised valid licenced electrical contractor and /or

supervisor along with one copy of the contractor's licence and/or competency

certificate of supervisor issued by the Electricity Board/Government Electricity

Organisations as per the enclosure.

The power supply shall be regulated as per the terms and conditions of the supply of

the respective electricity boards.

1.3 (a) For purposes of electrical load and power planning by the electrical

section, the contractor shall furnish along with the tender, the estimated load

requirement of electric power for the execution of the contract works in terms of

maximum Kilo Watt or KVA demand during various periods/months of the contract

period along with the details of the construction electrical equipment/machinery with

their individual load details and location/locations of power supply required for

availing temporary electric power supply in the standard proforma enclosed (Form

SGCW - 2).

The electric power supply will be generally made available at one point

in the works site of the contractor by the department.

Where distribution boards are located at different places the Contractor

shall submit schematic drawing indicating all details like size of

wires, Over Head or cable feeders, earthing etc. The position and

location of all equipment and switches shall be given.

1.4 The Contractor shall make his own arrangements for main earth electrode and

tappings thereof. The existing earth points available at site can be used at the discretion

of the Departmental Electrical Engineer with prior permission.

Method of earthing, installation and earth testing results shall conform to

relevant I.S. Specifications (IS-3043).

All three phase equipment shall be provided with double earthing. All light

fixtures and portable equipment shall be effectively earthed to main

earthing.

All earth terminals shall be visible. No gas pipes and water pipes shall be

used for earth connection. Neutral conductor shall not be treated as earth

wire.

The Contractor shall not connect any additional load without prior permission

of Departmental Electrical Engineer. For obtaining additional power required,

test reports of the tests mentioned in (d) of Form SGCW - 1 shall be

submitted.

Joints in earthing conductors shall be avoided. Loop earthing of equipment

shall not be allowed. However tappings from an earth bus may be done.

The entire installation shall be subjected to the following tests before

energisation of installation including portable equipment:

Insulation resistance test

Polarity test of switches

Earth continuity test

a) Earth electrode resistance.

The test procedures and their results shall conform to relevant IS specifications. The

Contractor shall submit a test report for his complete installation every 2 months or

after rectifying any faulty section in the specimen test report. One such test report for

the complete installation shall be submitted before onset of monsoon.

2. The following are provided for general guidance of the Contractor and shall be

read as specific requirement, in addition to complying with Indian Electricity Act,

Indian Electricity Rules and IS Specifications.

2.1 Installation

Only persons having valid wireman's licence/competency certificate shall be

employed for carrying out electrical work and repair of electrical

equipment, installation and maintenance at site. The job shall be

supervised by a qualified licenced Supervisor.

Electrical equipment and installations shall be installed and maintained as

to prevent danger from contact with live conductors and to prevent fires

originating from electrical causes like short circuits, overheating etc.

Installation shall not cause any hindrance to movement of men and

materials.

c) Materials for all electrical equipment shall be selected with regard to

working voltage, load and working environment. Such equipment shall conform to the

relevant standards.

d) The minimum clearance to be maintained for all overhead lines along roads

and across roads shall be as per the statutory requirements as listed in clause 1.2 of

Annexure.

e) Grounding conductor of wiring system shall be of copper or other corrosion-

resistant material. An extra grounding connection shall be made in

appliances/equipment where chances of electric shock is high.

f) Electric fuses and/or circuit breakers installed in equipment circuits for

short circuit protection shall be of proper rating. It is also recommended

that high rupturing capacity (HRC) fuses be used in all circuits. For load

of 5 KW or more earth leakage circuit breaker shall be provided in the

circuits.

g) Wherever cables or wires are laid on poles, a guard wire of adequate size

shall be run along the cables/wires and earthed effectively. Metallic poles

as a general rule, shall be avoided and if used shall be earthed

individually. Anti-climbing guards and danger notices shall be provided on

poles. Each equipment shall have individual isolating switches.

h) Wires and cables shall be properly supported and an approved method of fixing

shall be adopted. Loose hanging of wires & cables shall be avoided. Lighting and power

circuits shall be kept distinct and separate.

i) Reinforcement rods or any metallic part of structure shall not be used for

supporting wires and cables, fixtures, equipment, earthing etc.

j) All cables and wires shall be adequately protected mechanically against

damages. In case the cable is required to be laid under ground, it shall be adequately

protected by covering the same with bricks, Plain Cement Concrete (PCC) tile or any

other approved means.

k) All armoured cables shall be properly terminated by using suitable cable

glands. Multistranded conductor cables shall be connected by using cable lugs/ sockets.

Cable lugs shall preferably be crimped. They shall be of proper size and shall

correspond to the current rating and size of the cable. Twisted connections will not be

allowed.

l) All cable glands, armouring and sheathing of electric cables, metal circuits and

their fittings, metallic fittings and other non-current carrying parts of electrical

equipment and apparatus shall be effectively grounded.

m) All the Distribution Boards, Switch Fuse units, Bus bar chambers, ducts,

cubicles etc. shall have MS enclosures and shall be dust, vermin and water proof. The

Distribution Boards, switches etc. shall be so fixed that they shall be easily accessible.

Changes shall be done only after the approval of the Departmental Electrical Engineer.

n) The Contractor shall provide proper enclosures/covers of approved size and

shape for protection of all the switch board, equipment etc. against rain. Exposed live

parts of all electrical circuits & equipment shall be enclosed permanently. Crane trolley

wires and other conductors which cannot be completely insulated shall be placed such

that they are inaccessible under normal working conditions.

o) Iron clad industrial type plug outlets are preferred for additional safety.

p) Open type Distribution Boards shall be placed only in dry and ventilated

rooms; they shall not be placed in the vicinity of storage batteries or otherwise exposed

to chemical fumes.

q) Isolating switches shall be provided close to equipment for easy disconnection

of electrical equipment or conductors from the source of supply when repair or

maintenance work has to be done on them

r) In front of distribution boards a clear space of 90 cm shall be maintained in

order to have easy access during an emergency.

s) Adequate working space shall be provided around electrical equipment which

require adjustment or examination during operation.

t) As far as possible electrical switches shall be excluded from a place where there

is danger of explosion. All electrical equipment such as motors, switches and lighting

fittings installed in work room where there is possibility of explosion hazard shall be

explosion proof.

u) All connections to lighting fixtures, starters or other power supplies shall be

provided with PVC insulated, PVC sheathed twin/three/four core wires to have better

mechanical protection for preventing possible damage to equipment or injury to

personnel. Taped joints shall not be allowed and the connections may be made in

looping system. Electric starter of motors, Switches shall not be mounted on wooden

boards. Only sheet steel mounting or iron frame work shall be used.

v) All the lighting fixtures and lamp holders shall be of good quality and in good

condition. Badly repaired or broken holders, etc. shall not be used.

w) Only PVC insulated and PVC sheathed wires or armoured PVC insulated and

sheathed cables shall be used for external power supply connections of temporary

nature. Weather proof rubber wires shall not be used for any temporary power supply

connections. Taped joints in the wires shall not be used.

x) The bulbs/lamps used for illumination and testing purpose shall have cover or

guard to protect them from accidental breakages. Only 24 V supply system shall be

used for hand lamps etc, while working inside metallic tanks or conducting vessels.

y) After installation of new electric system and or other extensive alterations to

existing installations, thorough inspection shall be made by Departmental Electrical

Engineer before the new system or new extension is put in use.

z) Contractor shall ensure that power factor for their loads shall be maintained at

0.85. In case the power factor falls below 0.85, necessary capacitor units shall be

provided by the contractor.

2 . 2 Operation & Maintenance

All persons who work with electrical installation/equipment shall be aware

of the electrical hazards, use of protective devices and safe operational

procedures. They shall be given training in fire fighting, first aid and

artificial resuscitation techniques.

The supervisor shall instruct the workers in the proper procedure, specify

and enforce the use of necessary protective equipment such as adequately

insulated pliers, screw drivers, fuse pullers, testing lamps and similar hand tools. Only

wooden ladders shall be used to reach the heights in electrical work.

No material or earth work shall be allowed to be dumped below or in the

vicinity of the bare overhead line conductors.

Separate work permits shall be issued for individual group leaders working

on the same system which shall be returned after the completion of the work

to Safety Supervisor and no system shall be energised without the clearance

of Safety Supervisor.

Before any maintenance work is commenced on electrical installations/

equipment, the circuits shall be de-energised and ascertained to be

dead by positive test with an approved voltage testing device. Switches

shall be tagged or the fuse holders withdrawn before starting the work.

Adequate precautions shall be taken in two important aspects viz.

i) That there shall be no danger from any adjacent live parts and ii) That there shall be

no chances of re-energisation of the equipments on which the persons are working.

While working on or near a circuit, whenever possible the use of one hand

may be practiced even though the circuit is supposed to be dead. The other

hand may preferably be kept in pocket.

When it is necessary to touch electrical equipment (for example when

checking for overload of motors) back of the hand may be used. Thus, if

accidental shock were to cause muscular contractions, one would not

'freeze' to the conductor.

h) Operation of electrical equipment shall be avoided when standing on wet floor

or when hands are wet.

i) Before blown fuses are replaced, the circuit shall be locked out and an

investigation shall be made for the cause of the short circuit or overload.

j) When two persons are working within reach of each other, they shall never

work on different phases of the supply.

k) When structural repairs, modification or painting work are to be undertaken,

appropriate measures shall be taken for the protection of persons whose work may

bring them into the proximity of live equipment/circuit.

l) It shall be ensured that the insulation and wire size of extension cords are

adequate for the voltage and current to be carried.

m) While tapping electricity from the socket, plug top must be used. It shall be

ensured that no extension boards are over loaded while tapping. Only standard three

pin plugs shall be used for tapping electricity. Broken sockets/plugs shall be replaced

immediately with good ones. Only joint free cables shall be used for connecting

equipment/apparatus.

n) Floors shall be kept free from trailing electrical cables to avoid tripping hazard.

o) Power supply to all the machines and lighting fixture shall be switched off

when not in use.

p) Temporary electrical connections shall be removed as soon as the stipulated

work is over. After completion of the works, the Contractor shall dismantle the

distribution boards and the other facilities he may have erected.

q) Unauthorised tapping of power by others from distribution boards under the

control of the contractor shall be prohibited at all circumstances.

r) Safety work permits shall be used for switching off the main feeder and

equipment by the contractor.

t) "MEN ON LINE" "DO NOT SWITCH ON" "DANGER" or "CAUTION" board

as applicable shall be used during maintenance works on the electrical equipment.

2.3 Portable electrical equipment

Portable electrical equipment shall be regularly examined, tested and

maintained to ensure that the equipment and its leads are in good order.

Register shall be maintained for inspection recording the testing dates and

results of the equipments.

All portable appliances shall be provided with three core cable and three

pin plug. The third pin of the plug shall invariably be earthed. It shall

be ensured that the metal part of the equipment shall be effectively

earthed.

All connections to portable equipment or machines from the panel/

distribution board/extension board shall be taken using 3 core double

insulated PVC flexible copper wire in one length. No joints shall be

allowed in this flexible wire. In case single length of wire is not

sufficient for a particular location then the supply can be tapped by

providing another extension board comprising of switch and socket.

Flexible cables for portable lamps, tools, and apparatus shall be regularly

examined, tested periodically and maintained to ensure safety.

FORM NO. SGCW - 1

FORM FOR COMPLETION CERTIFICATE

(Prescribed under Cl.1.2 of Annexure)

I/We certify that the installation detailed below has been installed by me/us and

tested and that to the best of my/our knowledge and belief, it complies with

Indian Electricity Rules, 1956 as well as IS: 732-1963 code of practice for Electrical

Wiring Installations. (System voltage not exceeding 650 Volts (Revised).

Electric installation at

Voltage and system of supply a)

If the work involves installation of overhead lines and/or underground

cable Earthing:

Description of earthing electrode, size of earth wire and number of electrodes

provided:

d) Test results:

1. Insulation resistance for the whole installation:

i. Between conductors

ii. Between each conductor and earth

Resistance of earthing electrode or earthing system.

Maximum earthing resistance of installation

Signature of Supervisor Signature of Contractor

Name and address of Supervisor. Name and address of Contractor.

FORM NO. SGCW-2

‘A' APPLICATION FOR SERVICE CONNECTION BY CONTRACTOR

(Prescribed under Cl.1.3 of Annexure) (to be filled in triplicate)

Name & Address of Contractor :

Reference to Tender & Work Order :

Completion period :

Connected load details (please :

attach details in a separate sheet)

Max. demand anticipated :

Nature of service connection required:

(whether single or three phase)

Place where service required :

Works :

Colony :

8. If supply of electricity is free or :

chargeable (Please enclose extract

of conditions from the tender)

9. Details of meter provided :

If meter required from the :

Department, whether SD is paid

Details of SD (Security Deposit) :

Whether meter is tested or not, if:

tested, attach test report, if

not, details of testing fee

deposited

Name of Supervisor/Electrician in :

charge of installation and maintenance

Electrical licence No. of person :

mentioned against col. 10

Electrical safety appliances :

available for use

Fire extinguishers available for use :

First Aid facility/box available :

for use, if any.

(Signature of the Contractor)

Date: Name:

‘B’ CERTIFICATE BY THE CONTRACTOR

Certified that my/our installations have been carried out in accordance with I.E. Rules

and that I/We have employed competent persons to handle the installations.

I/we am/are agreeable to the bills, in respect of this service connections being raised on

the basis the connected load furnished above, in case the actual consumption falls

below the one stipulated by the tender conditions.

(Signature of the contractor) Name:

Address: Date:

‘C’ CERTIFICATE BY THE CONTRACT CONTROL ENGINEER

Verified the particulars and forwarded to the Engineer In charge.

(Signature of Contract control Engineer) Name:

Section: Civil/Electrical/Mechanical.

‘D' CERTIFICATE BY THE ENGINEER IN CHARGE

Certified that the particulars furnished by the Contractor are true to the best of my

knowledge and belief and that I have satisfied myself as to the safe conditions of

electrical installations for which the service connection is applied for.

Signature: Name:

Date: Designation with section:

‘E' CERTIFICATE BY THE SAFETY ENGINEER

Certified that I have inspected the electrical installations referred herein and after

satisfying myself about the safe conditions of the installation, I hereby recommend that

the service connection be given to the Contractor.

Signature of Safety Engineer.

Name Date:

‘F' AUTHORISATION BY THE ELECTRICAL ENGINEER

Service connection may be/may not be given for the reasons noted hereunder.

Signature of Electrical Engineer. Name:

Date: Designation:

'G' 'REPORT OF COMPLIANCE'

Service connection is given by me on

a) Meter Nos.

b) Initial readings:

c) Locations:

d) Meter Sealings

Signature of Ele ctrical Engineer

(Metering and Billing)

Name:

Designations:

Date:

Note:

Ist copy to Contract Control Engineer

2nd copy to Safety Engineer

and 3rd copy to Electrical Engineer

)After all the formalities are completed )and Report of Compliance

) in (G) are filled up by the

) Electrical Engineer after power

TENDER DOCUMENT FOR COMPREHENSIVE AMC OF IT ASSETS ... · VISUAL SYSTEMS AND DATA NETWORKS . IT &...

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