UNITED INDIA INSURANCE CO LTD (UIICL)

TENDER DOCUMENT

For providing Comprehensive AMC of Window, Split, Cassette & Ductible Split ACs

to

United India Insurance Co. Ltd (UIIC)

at

Regd & Head Office 24 Whites Road Chennai 600 014 and other locations in Chennai

CONTENTS OF TENDER DOCUMENT

Section No Description of contents Page No.

I Invitation for the bid 3

II Important information related to tender 4

III Instruction to the bidders 5-7

IV Scope of work for AMC 8-9

V Terms and conditions 10-12

VI Bidder details form 13-14

VII Price Bid Format 15

VIII Self Declaration – No Black Listing 16

SECTION I

INVITATION FOR THE BID

Inviting tenders for Comprehensive AMC of Window, Split, Cassette & Ductible Split ACs at

United India Insurance Co. Ltd, Regd & Head Office, 24 Whites Road Chennai 600 014 and

other locations in Chennai.

United India Insurance Co. Ltd (UIIC) is a General Insurance Company wholly owned by

Government of India with its Regd & Head Office located at 24 Whites Road, Chennai

600014.

1. The website of United India Insurance Co Ltd is www.uiic.co.in.

2. Sealed bids are invited on behalf of United India Insurance Co. Ltd. under two bid

system ie, Technical Bid and Financial bid from reputed, well established and

financially sound company/ firms for the provision of Comprehensive AMC for

window, split, cassette and ductible split conditioners at United India Insurance Co.

Ltd (UIIC).

3. The bids duly filled in all respect enclosing necessary documents should be

submitted to Chief Manager, General Administration Department, United India

Insurance Co. Ltd. Regd. & Head Office 24 Whites Road, Chennai 600014 so as to

reach us on or before the scheduled time and date as mentioned in Section II.

4. The Technical bids will be opened on the scheduled time and date as mentioned in

Section II at United India Insurance Co. Ltd Regd. & Head Office, Chennai 600014

in the presence of bidders who may wish to be present, either by themselves or

through their authorized representatives.

5. Tenders should be accompanied by Bid Security for an amount of Rs. 25000/-

(Rupees Twenty five thousand only) submitted in the form of Demand draft in favour

of “United India Insurance Co. Ltd. Chennai” and payable at Chennai.

6. Tenderer(s) who was / were identified as L1 for providing AMC services for air

conditioners but faield to enter into a contract with UIIC previously shall not

be eligible to participate in this tender process.

3

SECTION II

IMPORTANT INFORMATION RELATED TO TENDER

1 Date of issue 18th February 2018

2 Earnest Money Deposit Rs.25,000/-(Rupees Twenty Five thousand only)

3 Last Date for Submission of bids at 2 PM on 12th March 2018

4 Bid Validity 90 days

5 Address for Submission of bids Chief Manager General Administration Department United India Insurance Co. Ltd 24, Whites Road Chennai 600 014.

6 Date of Opening of Technical bid at 3 PM on 12th March 2018

7 Date of Opening of Financial bid To be notified at a later date after the

Technical evaluation is completed. Shortlisted Service Providers shall be notified through E-mail.

8 Contact for any queries hoadmin@uiic.co.in

4

SECTION III

INSTRUCTIONS TO THE BIDDERS

1. Scope of Services: The Scope of Services is given in Section IV.

2. Site Visit: The bidder is advised to visit the premises to get the onsite assessment

of the work on any working day (excluding Saturday, Sunday and any

Government holiday(s) ) between 11:00 AM to 3:00 PM by taking permission and

acquaint himself with the operational system prior to the submission of the tender

documents. The costs of visiting shall be borne by the bidder.

3. Eligibility Criteria:

Criteria Documents required in support of eligibility criteria and the same should be submitted along with Technical Bid

The bidder should be located in Chennai for the past 3 years atleast.

Self attested copy of Telephone bill/Electricity Bill/Registered Lease Deed indicating the address at Chennai evidencing its location in the last 3 years.

Should be either registered as a Company/Firm

Self attested copy of Certificate of Incorporation in respect of the applicant organization issued by Registrar of Companies or a Partnership deed duly registered under the Partnership Act.

The Bidder should have minimum three years’ experience in doing similar nature of work and have successfully completed the same.

Self attested copies of work order/ Purchase order.

Must have achieved minimum annual turnover of Rs. 5 lakh each during the last three completed financial years and should be profit making entity.

Statement of annual turnover and profit of the last three completed financial years (2014-15, 2015-16 and 2016-17) from a registered practicing Chartered Accountant of the entity.

Bank account should be in the name of the Bidding company / Firm

Self Certified extracts of the Bank Account containing transactions during the last three years .

Should have a valid PAN and GST registration no.

Attested copy of PAN card Attested copy of GST Registration certificate

Should not have been blacklisted. Declaration for not having been blacklisted by any State Government or by Government of India as per the format in Annexure-1 of this tender document.

Should have three Running Contracts of PSU/Government undertaking.

Copies of the work order specifying value and period of contract.

5

4. Preparation and Submission of Bids:

i. Technical bids are to be submitted as per the Prescribed format (Section VI) and to

be put in an envelope duly sealed and super scribed as “Technical Bid –

Comprehensive AMC of window, split, cassette & ductible split air conditioners” and

mentioning the name of the firm/company, address, contact details and so on.

ii. Financial bid details are to be submitted as per the prescribed format (Section VII)

and to be put in another envelope duly sealed and super scribed as “Financial bid-

Comprehensive AMC of Window, Split, Cassette & Ductible Split ACs” and

mentioning the name of the firm/ company, address, contact details and so on.

iii. Both the above mentioned envelopes containing “Technical Bid” and “Financial Bid”

are to be put in a big envelope duly sealed and superscribed as “Bid for the

Comprehensive AMC Of window, split, cassette & ductible split ACs” and mentioning

the name of the firm/ company, address, contact details and so on.

iv. The above mentioned big envelope duly sealed containing both “Technical Bid” and

“Financial Bid” are to be submitted to UIIC, on or before the scheduled time and date

as mentioned in Section II in person at the Office of Chief Manager, General

Administration department, United India Insurance Co. Ltd, Head Office, No 24

Whites Road Chennai 600 014.

v. Any offers received after above mentioned date and time will not be considered.

vi. Offers received by post/courier should also reach before the stipulated date and

time.

vii. UIIC will not be responsible for the offers received late/ lost in transit.

viii. The Technical bid should be accompanied by a Demand Draft as towards EMD of

Rs. 25000/- drawn un favour of United India Insurance Company Limited payable at

Chennai. EMD Demand draft must be attached wth Technical Bid. The tender

received without EMD shall be rejected. The EMD of unsuccessful tenderers will be

refunded after the finalization of tender. The EMD of successful tenderer will be

converted as Security Deposit and will be returned after the completion of the

contract period. The security deposit will be forfeited if any of the conditions of the

contract are contravened besides any action taken against the contractor or for

breach of conditions of AMC. The Security Deposit will carry any interest.

ix. The financial bids of those bidders whose technical bids are found to be in order,

alone will be opened. The decision of UIIC in this regard shall be final and no

correspondence shall be entertained in this matter.

6

x. Total no of air conditioners :

Window : 1TR – 1 No

: 1.5TR -29 Nos

Split :1TR -11 Nos

:1.5TR- 134 Nos

:Cassette : TR – 4 Nos.

xi. Ductible Split air conditioners :

2 numbers of Ductible Air conditioner units of 8.5TR capacity each.

xii. Any conditional bids received shall not be considered and will be summarily rejected

in the very first instance without nay recourse to the bidder and shall not be

evaluated.

5. Bid Security/ Earnest Money Deposit (EMD)

a) The interested bidders may submit the tender document complete in all respects

along with Earnest Money Deposit (EMD) of Rs. 50000/- (Rupees Fifty thousand

only) in the form of a Demand draft from a scheduled bank in favour of “United

India Insurance Company Ltd. Chennai”.

b) The registered companies/firms who have obtained NSIC certificate issued by

Government of India for providing AMC services are exempted from submitting

EMD.

c) Any tender not accompanied by EMD unless exempted as stated in the point b)

above, shall be summarily rejected and not considered at all.

d) EMD amount submitted shall be forfeited if the bidder withdraws his bid during

the validity period of Tender.

e) Bid security of the successful bidder shall be forfeited if the successful bidder

refuses or neglects to execute the contract within the time frame specified by

UIIC.

7

SECTION IV

SCOPE OF WORK FOR AMC

1. There shall be two types of Maintenance Services to be carried out by the service

provider viz., Preventive Maintenance and Breakdown Service.

Preventive Maintenance Service :

Every air conditioner shall be serviced once in every quarter. A record of such services,

duly acknowledged by the incharge of the location of the air conditioners shall be

maintained.

Quarterly Preventive Maintenance service include the following :

a) Checking Motor Bushings.

b) Ground connections

c) Checking connections at main plug.

d) Cleaning of blower and condenser fan.

e) Cleaning of air filters.

f) Cleaning of evaporator and condenser coils.

g) Cleaning the equipment.

h) Cleaning and tightening of nuts and bolts.

i) Lubrication of fan/ blower motor.

j) Checking cooling efficiency.

k) Overhauling the AC with chemical washing process.

l) Cleaning, de-rusting, washing of all sheet metal parts, water vent pipes.

m) Checking of voltage stabilizers.

However air filters of the ACs may be cleaned every month of the quarter.

Breakdown service :

Breakdown calls shall be attended immediately/ swiftly and a record of such service

duly acknowledged by the in charge of the location of the AC shall be maintained.

Breakdown service will include replacement of genuine spares & compressor, gas

charging at free of cost.

Dismantling & Installation of air conditioners as and when advised by the office. The

wok should be completed within one working day.

Transportation of ACs from our Office premises to service provider’s work shop and

vice versa will be at the cost of Service provider.

8

Four maintenance services are to be carried out in a calendar year for each air

conditioners unit. Breakdown calls are to be attended immediately without any

limitations. Turn around time should be 2 hours always for attending to such calls.

No additional charges will be paid for any parts and the spare parts and activities to

be covered under the contract are compressor, condenser coil, evaporator coil, fan

motor, air filters, overhauling, capillary replacement, gas charging, painting, tinkering,

stabilizer, electrical parts and transportation.

AMC service provider has to provide Comprehensive AMC of window, split, cassette & ductible

split ACs as mentioned below :

Location

Address

Office Premises

Regd & Head Office

24 Whites Road Chennai

Head Office Hamid Building (Opposite to Head Office)

Head Office Raji building, Anna Salai

Residential Quarters: Transit Camp

Bachelors’ Accommodation UI Welfare Society

SAF Games Village Koyambedu SAF Games Village Koyambedu SAF Games Village Koyambedu

CMD Bungalow Chetpet

Guest house Bishop Garden, R.A. Puram

Anugraha Apartments, Nungambakkam

9

SECTION V TERMS & CONDITIONS

1. The contract shall tentatively commence from 01.04.2018 and shall continue till

31.03.2019 unless it is curtailed or terminated by United India Insurance Co. Ltd (UIIC)

owing to deficiency of service, breach of contract. Non compliance with any relevant

labour laws, or change in requirements of the United India Insurance Co Ltd (UIIC) or for

any other reasons as stipulated in the contract to be entered into with successful bidder.

2. The contract shall automatically expire on 31.03.20119 unless extended further by the

mutual consent of contracting agency and United India Insurance Co Ltd (UIIC).

3. The contract may be extended, on the same terms and conditions or with some

additions/ deletions/ modifications, for a further specific period mutually agreed upon by

the successful service provider and United India Insurance Co. Ltd (UIIC).

4. Technicians should be well skilled and efficient.

5. The tenderer shall provide direct service and shall not employ sub contractors. Two

technicians exclusively should be earmarked for our premises. One of them should be

available to attend our calls at any point of time during working days.

6. The Maintenance contract will include necessary repairs/replacement of all

defective/damaged parts, Compressor gas, components and all other accessories free

of cost.

7. The agency shall provide maintenance services through qualified staff. Names of atleast

2 qualified engineers/ Technicians with details of qualifications in the relevant field have

to be provided. The details of the qualified technicians/ service engineers to be furnished

to UIICL before the commencement of work and also authorization letter/ ID card of the

said technician.

8. All the air conditioners should be in working condition at the end of the contract period.

The Air conditioners that are not serviceable by the agency/ beyond economical repair

due to obsolescence of technology or non availability of parts will be withdrawn from the

maintenance contract. The decision of UIICL regarding non availability of parts will be

withdrawn from the maintenance contract. The decision of UIICL reagdring non

availability/ obsolescence of the technology will be final. Withdrawal of such air

conditioners from the contract shall be communicated to the agency and equivalent

charges shall be deducted from the amount due to the agency.

10

9. The AMC service provider shall take Workman Compensation policy covering the

technicians deployed for AMC. The insurance should cover the period of contract. A

copy of insurance policy should be submitted to UIIC.

10. UIICL reserves all the rights to accept or reject summarily any or all the tenders in whole

or in part without assigning any reasons whatsoever and increase/ decrease in the

quantities of any item of work.

11. The maintenance charges quoted by the agency per item shall be on annual basis

including of all taxes(as applicable), levies and all charges applicable. No escalation of

prices shall be permitted on any ground during the period of contract.

12. The United India Insurance Co Ltd (UIIC) shall not be responsible for any financial loss

or any liabilities arising out of accident or death of to any of the technician deployed by

agency in the course of their performing the functions/ duties or for payment towards any

compensation.

13. As a token of acceptance of all the terms and conditions mentioned in this document, the

bidder is required to sign all pages of documents and return the same along with their

bid. Unsigned tender documents shall be summarily rejected. The financial bids of those

bidders who fulfill all the requirements of technical bid alone will be opened.

14. The bid shall remain valid for a period of 90 days after the date of opening of bid

prescribed by UIICL.

15. The Bid shall be prepared and submitted in the format as per NIT (Notice Inviting

Tender). The envelopes shall indicate the name, address and contact details of the

bidder to enable the bid to be returned in case it is received late.

16. Maximum of one representative for any bidder shall be authorized and permitted to

attend the bid opening.

17. Bill settlement :

The payment will be made to the contractor on quarterly basis at the end of three

months against invoice with GST raised by the contractor. Quarterly bills shall be

submitted (both for Preventive & Breakdown service) along with service report

acknowledgements. Payment shall be made after verification of records and the same

shall be restricted to actual number of air conditioners serviced during the quarter.

18. Notice period :

The notice period for termination of contract shall be one month.

11

19. Penalty Clause :

The Complaints have to be attended immediately on receipt of report by Department/

Individual of UIICL on daily basis. The AMC vendor has to set defective/ damaged air

conditioners functioning within 24 hours. If not done so, standby equipment has to be

provided to UIIC failing which an amount of Rs. 300/- per day will be levied towards

penalty till the defects are rectified.

In case of the minor repairs not involving change of parts the turnaround shall be three

hours and in case of repairs requiring change of parts turnaround time shall be twenty

four hours. If the repairs are not carried out within the turnaround time around mentioned

above, a penalty of Rs. 300/- per day will be levied.

20. A preprinted card to be provided by the agency, which to be kept next to each air

conditioner unit wherein all service dates are to be entered by the technicians.

21. The service provider is responsible for compliance with all applicable laws in respect of

personnel deployed at UIICL in the course of providing AMC services for air

conditioners.

22. The words UIIC and UIICL are used in this document refers to United India Insurance

Company Limited.

23. The words bidder, tenderer, service provider, agency, contracting agency and contractor

used in this document referes to the entity who has responded to this tender issued by

UIIC.

24. Financial Bid : For the purposes of arriving at L1, dismantling and reinstallation charges

are taken into account. However the charges towards the same will be paid on actual

usage only.

12

SPECIMEN TO BE FURNISHED ON THE BIDDER LETTER HEAD

SECTION VI BIDDER DETAILS FORM CUM TECHNICAL BID

S No

1 Name of the Tenderer

2 Details of Earnest Money Deposit DD No _________________date___________ of Rs. 50,000/- drawn on Bank

3 Name of Director/ Partner 1. 2.

4 Full address of Registered Office Telephone No : FAX No:

5 Full address of Operating Branch/Office : Telephone No : FAX No : Email address

6 The bidder should be located in Chennai for the past 3 years atleast.

Refer to Eligibility criteria and attach the required documents

7 Should be either registered as a Company or Partnership Firm

Refer to Eligibility criteria and attah the required documents

8 The Bidder should have minimum three years experience in doing similar nature of work.

Refer to Eligibility criteria and attach the required documents

9 Must have achieved minimum annual turnover of Rs. 5 lakh each during the last three completed financial years –

Refer to eligibility criteria and attach the required documents

(2014-15, 2015-16 and 2016-17) and should be a profit making entity.

10 Bank account should be in the name of the Bidding company /Firm

Refer to Eligibility criteria and attach the required documents.

11 Should have valid a PAN and GST registration

Refer to Eligibility criteria and attach the required documents.

12 Should not have been blacklisted Refer to Eligibility criteria and attach the required documents.

13 Should have three running contracts of PSU/ Government undertaking for relevant type of work of air conditioners AMC.

Refer to Eligibility criteria and attach the required documents with the details of contract such as contract period and contract date.

Signature of the authorized person

Date on behalf of the firm/individual

Place (with seal)

14

SECTION VII

SPECIMEN TO BE SUBMITTED THE LETTER HEAD OF THE BIDDER

FINANCIAL BID

1. Quoted Amount (taxes extra) :

PART A

S

No

Description Quoted Amount(Rs.)

1 Nos No. of air conditioner

Total

1 Window Air Conditioner 1TR 1

2 Window Air Conditioner 1.5TR 29

2 Split Air Conditioner 1TR 11

3 Split Air Conditioner 1.5TR 134

3 Cassette Air Conditioner 2TR 4

4 Ductible Split Air Conditioner 8.5TR 2

Total Quoted Amount Rs.

In Words:

PART - B

S

No

Description Type of air conditioner Quoted Amount(Rs. ) for one unit.

1 Charges for dismantling Window

2 Charges for Installation Window

3 Charges for dismantling Split

4 Charges for Installation Split

Total Quoted Amount Rs.

In Words:

GRAND TOTAL A + B = C

Tax rates would be applicable according to the prevailing rates as on date.

Signature of the authorized person Date : on behalf of authorised person/firm/individual

Place: (with seal) 15

SPECIMEN

TO BE SUBMITTED IN THE LETTER HEAD OF BIDDER

(TO BE ATTACHED WITH TECHNICAL BID)

Section VIII

SELF DECLARATION-NO BLACKLISTING

(Date)

Chief Manager General Administration Department United India Insurance Co Ltd Chennai

Dear Sir/ Madam,

Ref : Tender for selection of AMC provider fro Air conditioners for UNITED INDIA

INSURANCE CO LTD (UIIC

In response to the Tender document for selection of AMC provider for air conditioners for United

India Insurance Co Ltd (UIIC). I/ We hereby declare that presently our Company firm-

________________________________is having unblemished record and is not declared

ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by

any State/ Central Government/ PSU/ Autonomous Body. We further declare that presently our

Company firm is not blacklisted or debarred and not declared ineligible for reasons other than

corrupt & fraudulent practices including violation of relevant labour laws by any State/ Central

Government/ PSU/ Autonomous body. If this declaration is found to be incorrect then without

prejudice to any other action that may be taken our security may be forfeited in full and the bid,

if any to the extent accepted may be cancelled at any stage and the contract may be terminated

and we shall be barred from bidding in future against any other tender.

Thanking you.

Yours faithfully

Date: Signature of the authorized person Place: On behalf of the company/ Firm

(with seal) 16