Final AMC LV SCADA Tender 215

16 Pages·2017·0.19 MB·English

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INSTRUCTION TO BIDDER
&
CONDITIONS OF CONTRACT

Annual Maintenance Contract of Low Voltage (LV)
System at SCADA Center, Gandhinagar

TENDER ENQUIRY NO: - UGVCL/IT/LV/AMC/215

UTTAR GUJARAT VIJ COMPANY LIMITED
MEHSANA

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Annual Maintenance Contract of Low Voltage (LV) system at SCADA Center,
Gandhinagar.

1. Estimated cost : ₹ 10,00,000.00
2. Earnest Money Deposit : ₹ 7,500.00
3. Security Deposit : 10% of contract value
4. Tender Fee : ₹ 500.00 + 18% GST (₹ 590/-)
5. Last date of online bidding : 24.05.2018 up to 17:00
6. Last date of receipt of tender : 29.05.2018 up to 15:00
Physical bid By R.P.A.D. & Speed Post
7. Date of opening of tender : 30.05.2018 at 16:00
(If Possible)
8. Time limit of the work : One year

Chief Engineer (PP),
Registered Office,
UGVCL, Mehsana.

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The UGVCL Corporate Office, Mehsana shall award the Annual Maintenance Contract (AMC) for Low
Voltage (LV) system installed at UGVCL SCADA center, Gandhinagar to the tenderer for comprehensive
(inclusive of Spare parts) maintenance. Tenderer should offer their Annual Maintenance Charges for
the said equipment (specifications and quantity mentioned in Annexure A) subject to the following
terms and conditions:

1. Terms & Conditions:

1.1 The tenderer should go through all the following clauses before submitting their tender.
1.2 Tender fee (Non-refundable) ₹ 590/- (Inclusive of GST @ 18%) should invariably be paid by way of
Demand Draft; otherwise offer will be ignored out rightly. Indian postal Orders (IPO’s) &
cheques are not acceptable. Demand Draft should be in the name of the “Uttar Gujarat Vij
Company Ltd.” payable at Reg. & Corp. Office, UGVCL , Visnagar Road, Mehsana - 384 001.
1.3 There will be a two stage bidding process. The Bidder should submit the technical bid, EMD, and
tender fee in separate sealed cover in and reach to this office not later than 3.00 p.m on due date
as specified in the tender notice through RPAD/Speed post only. No physical financial/price bid
should be submitted. The financial/price bid should be submitted on https://www.nprocure.com
only. The tender should be highlighted “Tender: UGVCL/IT/AMC/LV/215” on top of cover. Please
note, that any bid received after the due date and time will not be accepted and the offer will be
ignored out rightly. No late tender / delayed tender shall be considered.
1.4 Prices will be open of the technically qualified bidder.
1.5 Earnest Money Deposit: E.M.D of ₹ 7,500/-is payable either in Cash or by Demand Draft in favor
of the Uttar Gujarat Vij Company Ltd. on any Scheduled / Nationalized Banks. It should contain
Documents towards payment of Earnest Money Deposit (EMD) & Tender Fee may please be kept
in the Technical Bid cover only.
1.6 No Interest will be allowed against payment of EMD.
1.7 The EMD shall be refunded to the unsuccessful bidders within 90 days of the award of Contract
on request from the bidder. This amount would not attract any interest during the period of
deposit.
1.8 EMD of the successful bidder to whom LOI is issued will be returned after the said bidder
provides the contract Security Deposit and signs the contract agreement.
1.9 Validities of the Offers: The validity of the offers will have to be kept open for a period of 120
days from the date of opening of technical bids. In case if finalization of the tender is likely to be
delayed, the tenderers will be asked to extend the same without change in prices or any terms &
conditions of the offer. If any change is made, original or during the extended validity period, the
offers will be liable for outright rejection without entering into further correspondence in this
regard and no reference will be made.
1.10 Prices: Prices quoted shall be FIRM. The Bidder shall quote the price without tax. The taxes will be
applied as per government prevailing rates.
1.11 In the event of any dispute regarding any clause of this contract, the decision of the undersigned
shall be final and binding on the contractor.
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1.12 The general terms & conditions of works contract prescribed by UGVCL shall be applicable in this
case.
1.13 The work order will be issued subject to the same.
1.14 The quantities mentioned above may be increased or decreased while placing the order due to
which order value may vary accordingly at the same rates.
1.15 Contractor should quote PAN and TIN in the tender. Other registration will also be required if
taxes are claimed. TDS will be deducted as per rules. The certified copy of PAN in the firm’s name
is to be submitted along with tender bid.
1.16 The undersigned reserves the right to accept any or reject any or all bids without assigning any
reason thereof and the decision of undersigned in this regard shall be final and binding. Likewise,
the undersigned reserves the right to forfeit the Security Deposit and / or cancel the work order
awarded, at any point of time during the contract period, without assigning any reason thereof.
1.17 During the contract period, if any harm / damage occur to any person / property due to the AMC
work, the contractor shall be responsible for the compensation for the said harm / damage to the

concerned person / property. UGVCL will not be liable in any case.
1.18 Contractor will maintain complete confidentiality of UGVCL customers’ information.

2. Security Deposit / Performance Guarantee:

2.1 If the successful bidder fails to submit Security Deposit within 15 calendar days from the date of
receipt of LOI or fails to sign the contract agreement, then the EMD amount (Bid guarantee) will
be forfeited by the owner without any notice. Bidder will be disqualified for Award of contract.
2.2 Within 15 days of receipt of notification of award from the employer, the successful Bidder, to
whom the work is awarded, shall be required to furnish a Security Deposit for an amount equal to
10 % (Ten percent) in the form of Bank guarantee of the total contract price towards the
performance of the Contract in accordance with the terms and conditions specified therein. The
guarantee shall be valid up to 90 days after completion of the entire contract work. The amount
of earnest money shall be adjusted against the performance guarantee (Security Deposit).
2.3 The Performance guarantee will be returned to the tenderer without any interest after 90 days of
the completion of contract period.
2.4 Security Deposit if paid will be returned on successful completion of the order and only after the
performance Guarantee Condition is fulfilled.

3. Scope of work:

3.1 The maintenance services shall comprise of Preventive corrective / remedial maintenance to
keep the entire system in good working order to do so in working hours of UGVCL, however in
case of emergency or major breakdown there is no time limit. The party shall carry out the
following:

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a. Schedule periodical preventive maintenance (Bi-Monthly). Preventive maintenance should
include through cleaning ELV System by Vacuum Cleaner / Air Blower & cotton duster /
hand brush as well as to attend any other problems.
b. Un–scheduled / On-call Corrective and remedial maintenance.
c. Service to set rights any type of malfunctions in the equipments.
d. Replacement of all unserviceable defective parts of the ELV System and other associated
equipments / Modules / components including cables, everything should be bear by the
Contractor.
e. The Monthly record for the work done during Preventive Maintenance & Failures calls shall
be maintained. The Representative of the Contractor & Representative of the UGVCL shall
jointly sign it.

3.2 During the period of AMC, the contractor will replace all the defective equipments, cards &
components at his own cost. The defective components / parts from the system shall be the
property of the contractor. However, in case of any materials / parts are burnt / physically
damaged and likely to be declaring beyond repair to be supplied by Contractor as per similar or
superior specification at lowest market rate with prior approval of UGVCL and additional payment
will be done by UGVCL. If equipment is not working due to cabling, necessary cabling will be done
by contractor without any extra cost.
3.3 The corrective maintenance shall be done by visiting the installation as soon as a call is made to
the contractor and such call should be attended within 24 hours from the receipt of the call.
3.4 The contractor shall provide a working substitute for the equipment in case the equipment or any
sub-system / sub-assembly is taken out for repairs at their workshop or the repairs are being
carried out at the site, but the equipment is of similar or superior specification and facility.
3.5 The contractor has to bare transportation and communication required for the maintenance

work. No extra charges shall be paid for the same.
3.6 In-case the contractor fails to repair any item to the full satisfaction of the UGVCL within the
reasonable time, the UGVCL shall be at liberty to get the same repaired by engaging any other
agency as per the sole discretion of the UGVCL, and the amount incurred for rectification will be
recovered from the running bill and the same will be in discretion of UGVCL.
3.7 Quality and standard of parts replaced shall be original or similar so that quality of service shall
not degrade.
3.8 The offer should include all items, which may not have been specifically mentioned in the
schedule but are essential for completing the work. Any additional material / equipment required
for the work envisaged by the Contractor should be specifically quoted else those shall be
required to be supplied free of cost by the Contractor and any subsequent claim or requirement
cropped out of the reason for non-acceptance / change of design etc. shall not be entertained.

All hardware & Software Installed on it is to be maintained by the contractor. Contractor may
inspect all the equipments and check the Hardware and software maintenance before quoting
the rates. The contractor shall be responsible for proper maintenance of all equipments provided
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in the working system for a period of One Year from the date of LOA / Specified the date
mentioned in LOA. For this purpose he shall prepare a maintenance plan and make available the
services of qualified maintenance engineers.
The maintenance Team will comprise of at least one maintenance engineers and other
supporting staff as may be considered necessary Maintenance Engineer will be stationed at
Gandhinagar / Ahmedabad and Contractor will make sure that they can be easily contacted at
Gandhinagar / Ahmedabad through Telephones / Cell phones at any emergency.
3.9 If any component required to improve the system added in future, it will also be covered in this
scope of work. Extra payment to the added part will be made to contractor.
3.10 Physically or liquid damaged components, items, accessories and any kind of failure resulted from
any force major act of God, fire, storm, Earthquake, electric short circuit, explosion, accident,
strikes, lockout, Industrial disputes, labor trouble, mentions or existence of any state of
emergency war, war like condition, civil commercial inability to obtain any material etc will not be
considered under annual maintenance contract. Repairing charges and cost of the components /
parts / items (if repairing possible) will be charged extra at actual. For this case only and will be
certified by competent authority of UGVCL.

4. Service Level Agreement & Penalty:

Service call should be attended and solved within 24 UGVCL business hours if no parts are to be
replaced, within 32 UGVCL business hours, if the replacement parts are available locally and 48
UGVCL business hours if replacement parts are to be procured from out of station. In case the
resolution is not possible after 48 business hours, the contractor must provide standby
equipment with equivalent specification and functionality with required configuration until the
issue in original equipment is completely resolved to the satisfaction of UGVCL. The standby
equipment should be provided. This duration will be considered from the date and time of call.
Failing to fulfill the above time limits will attract penalty. If equipment remains faulty without a
proper substitute for more than 48 working hours then a penalty will be levied, for each day of
unavailability of the failure equipment whole or part the penalty will be ₹ 1000/- per day above
48 Hours and the time will be consider as full day. If the equipment remains faulty for 20 days
after the allowed call resolution time, UGVCL may consider the termination of the order. Service
Level Agreement is to be carried out amongst UGVCL and contractor. The penalty shall be
calculated by UGVCL which shall be binding to the contractor.

5. Payment Terms:

Payment will be done after observation of SLA and penalty on Quarterly basis. The agency will
submit a bill with advance stamp receipt at the end of work carried out during the quarter in
name of Dy. CAO (Bills) to SE (EMC & IT), UGVCL, SCADA EMC Center, Nr. Charedi Cross Road,
Gandhinagar TPS Road, Gandhinagar. Bill will be checked by Engineer-in-charge and proceed for
payment as per procedures of UGVCL. Payment through Bank or Financial Institution on the
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strength of Power of Attorney to be executed by the supplier to that effect. Tenderer, while
quoting, should specifically state any one mode of payment chosen by them. They should indicate
the name of the Bank / Financial Institution to whom the payment is to be made. Also the
indemnity bond is to be furnished by the supplier as per the prescribed format, which may be
obtained from UGVCL. The payment will be released after fulfilling all requirement within 30
days.

6. Contract period:

The work shall be completed within a period of 1(One) year or completion of order value
whichever is earlier. The work can be extended after One year with same rates & terms condition
after observing the performance of agency and mutually consent from both side.

7. Force Majeure:

Force Majeure means any circumstances beyond the control of the parties including.

7.1 War and other hostilities (whether war be declared or not), invasion, Act of foreign enemies,
mobilization, requisition or embargo.
7.2 Ionizing, radiation or contamination by radioactivity from any nuclear fuel or from any nuclear
waste from the combustion of nuclear fuel, radioactive toxic explosive, or other hazardous
properties of any explosive nuclear assembly or nuclear components thereof.
7.3 Rebellion, revolution, insurrection, military or usurped power and civil war.
7.4 Riot, commotion or disorder, except where solely restricted to employees of the Contractor.
7.5 Neither party shall be considered to be in default nor in breach of his obligations under the
Contract to the extent is that performance of such obligations prevented by any circumstances of
Force Majeure that arise after the date of the Notification of Award.
7.6 If either party considers that any circumstances of Force Majeure have occurred which may affect
performance of his obligations he shall promptly notify the other party.
7.7 Upon the occurrence of any circumstances of Force Majeure the Contractor shall endeavor to
continue to perform his obligations under the contract so far as reasonably practicable. The
Contractor shall notify the Engineer-in-charge of the steps he proposes to take including any
reasonable alternative means for performance, which is not prevented by Force Majeure. The
Contractor shall not take any such steps unless directed so to do by the Engineer-in-charge.
7.8 If circumstances of Force Majeure have occurred and shall continue for a period of 180 days,
notwithstanding, the contractor may by reason thereof, having been granted an extension of
Time for Completion of the works, either party shall be entitled to serve upon the other, 30 days
notice to terminate the Contract. If at the expiry of the period of 30 days Force Majeure shall still
continue, the Contract shall terminate.

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8. Arbitration:

All matters, question, disputes, difference and/or claims arising out of and/or concerning and/or
in connection and/or in consequences or relating to this Contract whether or not obligations of
either of both parties under this Contract be subsisting at the time of such dispute and whether
or not this Contract has been terminated or purported to be terminated or completed, shall be
referred to the Mutually Agreed Arbitrator under Indian Arbitration Act 1996. The Award of the
Arbitrator shall be final and binding on the parties to this Contract.

9. Commercial Terms:

Below documents must be submitted:

9.1 Audited Accounts of last three years of the firm audited by Chartered Accountant.
9.2 Documents related tax registration, PF registration (Service Tax, PAN, TIN, etc.)
9.3 A list of the Partners / Directors with the permanent as well as present address, phone & fax
numbers and other details like their relationship, if any with UGVCL employee should be
furnished along with the tender.
9.4 Documents of company profile including technical skill details, manpower and locations of
presence.
9.5 Tenderer should specifically mention in the offers and should indicate in Block letters the name of
the Partners / Proprietor / Directors who is / are the signing authority.
9.6 Declaration regarding blacklisting / stop deal by GUVNL and subsidiary companies.

10. Evaluation and Comparison of Tenders:

In support of their credentials, the Contractors should submit following documents along with
their tenders:

10.1 The bidder should have at least ₹ 25 Lacs turnover per year in last three financial years. Bidder
should provide the supporting document of the same.
10.2 List of similar LV works completed/AMC of min. ₹ 5 Lacs (Single order work) in the last Three
Financial Years giving description of work, organization for whom executed, approximate value of
contract at the time of award, date of award and date of scheduled completion of work. Date of
actual start, actual completion and final value of contract should also be given. The bidder should
provide successful LV works completed/AMC order of at least 4 works out of CCTV with BMS, PA,
Fire Alarm, Water Leak Detection, Access Control, Audio – Video Conference, Rodent Repellent,
and Aspiring Smoke Detection Systems. The certificate should mention the work carried out
during AMC/ execution of work.
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10.3 The Contractor must be authorized system integrator and having trained service personal by
OEM / Manufacturer, necessary certificates to be provided along with the tender documents. List
of experienced Engineers/Personnel should be provided for the similar nature of work.
10.4 The Contractor have to submit the letter from OEM / Manufacturer of all systems installed at
UGVCL – SCADA Centre as Voice Communication System, Active Networking System, Public
Address System, Video Surveillance System, Access Control System, Audio – Video Conference
Room System, Fire Alarm System for the supply of deliverables / parts and support required
during this contract period.

11. GST:

11.1 The rates of Schedule B should be filled with GST.
11.2 The contractor should charge GST in Invoice at the rate as agreed to / mentioned in acceptance
of tender only and any deviation in the same shall not be accepted. Further, any additional
liability of GST (later on due to wrong mentioning of GST rate, misinterpretation of HSN/SAC Code
etc.) over and above as charged in the invoice shall be borne by the contractor. However, any
refund received by contractor on account of GST charged from the company; such refund shall
have to be passed on to the company, along with the interest if any. Such refund along with
interest needs to be passed on so-moto by contractor.
11.3 Further, the company has a right to recover the amount of GST along with the penal interest at
the rate of 15% per annum if GST charged is not paid/short paid to the government of fail to
upload the details or uploads inaccurate particulars on GSTIN portal by the contractor within the
stipulated time limit.
11.4 In case, Govt. revises the rate of GST rate/Code during the tenure of the contract, the provision of
GUVNL’s statutory variation clause shall apply.
11.5 Input Tax Credit Benefit: In the event of any statutory increase in the rate of Input Tax Credit and
/ or due to inclusion of any other additional item of their inputs / input services under the ambit
of the Input Tax Credit provisions under the GST Act, subsequent to the date of submission of the
offer, the same should be passed on to Company and you should inform such changes to
Company from time to time.

12. Statutory Variation:

Any statutory increase of decrease in the taxes and duties including GST and Cess as applicable in
the event of introduction of new tax / cess or cessation of existing tax / cess subsequent to
suppliers offer if it takes place within the original contractual delivery date will be to Company’s
account subject to the claim being supported by documentary evidence. However, if any decrease
takes place after the contractual delivery date, the advantage will have to pass on to Company.

Statutory Variation clause shall not be applicable in case of contractor has opted for Composition
Scheme under GST.
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13. Income Tax:

Income tax at source at the prevailing rates will be deducted from your bills in
accordance with provisions of income tax laws and the certificate to that effect shall
be issued to you.

14. Termination:

UGVCL reserves the right to terminate the contract if the service of contractor is found
unsatisfactory. UGVCL reserves the right to forfeit the Security Deposit and / or cancel the work
order awarded, at any point of time during the contract period, without assigning any reason
thereof and damage occurred on account of contractor’s fault shall also be recovered from the
contractor.

15. Jurisdiction:

The contract shall be subject to Mehsana jurisdiction only.

16. General Terms:

The general terms & conditions of works contract prescribed by UGVCL shall be applicable in this
case. The work order will be issued subject to the same.

17. Agreement:

The contractor shall do an agreement on the stamp paper of ₹ 100/- as per policy of UGVCL after
issuance of LOA. Purchase Order will be issued after agreement and SD payment only. The format
for agreement is attached herewith. The agreement paper should be purchased by contractor
and submitted to the concerned.

Chief Engineer (PP)
UGVCL, Corporate Office
Mehsana

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