a mn. sare eTHTEICovernment of India sare sbaeTaMinisty of Mines (a STPTZT ADMINISTRATION SECTION) ‘Shastri Bhawan, New Delhi Dated: the 8" April, 2015. TENDER DOCUMENT For award of annual contract for msintenance/repair of various rating of UPS installed belonging to Ministry of Mines (Shastri Bhawan & CGO Complex) BRIEF INFORMATION ON BID DOCUMENT T. | Tender No. No.21/2/2014 - Admn, | Duron of Contract ‘One year from the date of award of the contract 3. | Last date and te of submission 1200 Hours on 28.04 2076 4. | Date of Opening of Technical Bids 1500 Hours on 30.04 2015 5, | Dale of opening of financial bids for “Tobe noted later technically qualified bidders - &[eMo Rs.5,000/ (Rupees Five thausand only) 7. | Cost of Tender document NIL 7 8, | Total Number of pages af Tender 7 Pesument Tender Box kept at Information & Faciltation 9 | Address and Venue forthe submission |Cenre, Ministry of Mines, Garage No.25, | Shastri Bhawan, New Delhi pac ING ied No.24/2/2014—serRravAdmn, SIRT ATHR/Government of India aT FTAWMinisty of Mines (SRIFHSEETTT ADMINISTRATION SECTION) ‘Shastri Bhawan, New Delhi Datec: the 8" April, 2015. NOTICE INVITING TENDER Sealed tenders on behalf of the President of India, are invited under Two Bid ‘System ie. Technical Bid and Financial Bid from reputed, experienced and financially sound Companies! Firms / Agencies/ dealers/distributors dealing in repairimaintenance of UPSs for award of Annual Maintenance Contract for maintenance/repair of various ating of UPSs belonging to this Ministry in Shastri Bhawan and its office loceted at CGO Complex as per details mentioned at Annexure — I on the tarms and conditions enumerated in the following paragraphs. The pericd of Annual Contract for ‘mainlenance/tepair of varicus rating of UPSs will be for a period of one year from the date of award of the contract 2. Complete Tender Document can be downloaded ‘rom the website of the Central Procurement Portal (http:/ieprocure.gov inf and Ministry of Mines ‘wivw mines. ov. in 3. The interested Companias/Firms/Agencies/ dealersidistributors can submit the tender documents addressed to Under Secretary (Admn.), Room No.314, D wing, Shastri Bhawan. New Delhi, complete in all respect along with Famnest Money Deposit (EMD) of Rs.6,000/- (Rs. Five thousand only), refundable (without interest), should be Necessarily accompanied with the quotation of the Fir in the form cf Demand DrafyPay Order drawn in favour of “Pay & Accounts Officer, Ministiy of Mines, New Delhi, (failing which the tender shall be rejected summarily) along with other requisite documents and dropped the same in the Tender Box kept at the Information & Faciltation Center, Ministy of Mines, Garage No. 23, Shastri Bhawan, New Delhi 4. The last date of receipt of tender is 29” April, 2015 at 1200 Hours. 5. The Technical Bids will be opened by the Tender renee Commitee of, the Ministry on 30” April, 2015 at 1500 Hours. va ASariey a Le onc Email: [email protected] Phone: 23381631 1 12 13 14 18 16 No.211212014-werRTavAdmn, IR WER/Government of India ‘Gin FaTAaMMinistry of Mines (FEET FETT ADMINISTRATION SECTION) INSTRUCTIONS TO THE BIDDERS GENERAL INSTRUCTIONS r the Bidding/Tender Document Purposes, the Ministry of Mines shall be ‘ferred to as ‘Client’ and the Bidder/Successful Bidder shall be referred to Contractor’ and! or Bidder or interchangeably. ‘The tender document can ke downloaded from te websites of this Ministry ‘httoyvimines.nic.in} and http:/leprocure.gov.in/eppp! While all the efforts have been made to avoid errors in the drafting of the tender document, the Bidders are advised to check the same carefully. No claim on account of any errors detected in the tender documents shall be entertained. All Bidders are hereby explicitly informed that corditional offers or offers with deviations from the conditions of Contract, bids not mecting the minimum eligibility criteria, Bids not accompanied with EMD of requisite amounvformial, or any other requirements, slipulated in the tender documents, are liable to be rejected. For all purposes of the contract including arbitration thereunder, the address of the bicder menticned in the bid shall be final unless the bidder rotifies any change of address by a separate letter sent by registered post with acknowledgement due to the Ministry of Mines, The bidder shall be solely “esponsible for she consequences of any omission or error to notify any change of address in the aforesaid manner. The contact shall be avarded tothe selected bidders) on ted rates fr rmairtonance! repair of various rating of UPS for a pariod fone (1 yer fom the date ofthe award ofthe conract However. the pelo ofthe contact may be ‘uter extended erovided the reqirement of he Minty persists at hat ne or maybe cutaied, erinated ear owing to deficiency n serie Sutandard salty wot ye setts company Fm Ageny, 7 18 The prospective oidders are free to seek any clatifivalions/see the kind of requirement Ministly is looking for. For this purpose, Section Otticer (Administration), Shastn Bhawan, New Delhi — 110001 (Telephone No.23381631} may be contacted with orior appointment on any working day between 2 PM to 4 PM fram 16.04.2015 to 23.04.2015. The rates may be quated as per Annexure-I, Taxes (VAT, Service Tax) if any. may be specifically and separately indicated in the quotation. In case of no segara‘e mention of VA/Service Tax, Rates will be presumed to be all inclusive & assessment will be made accordingly MINIMUM ELIGIBILITY CRITERIA ‘The following shall be the minimum eligibility criteria for selection of bidders at bid stage of the bidding process;- Experience: The Bidder shall have experience in the similar field in the Ministries/Derartrents! Government Organizations for the ast three (3) years. Documents supporting the Minimum Eligibility Criteria lo be attached wth bid document: In proof of having fully adhered to minimum eligibility erteria at 2.1(a), following documen's shall be acceptable with the bid dacuments: Soff-attasted copy of PAN /TIN number: Self-attested VAT/Service Tax Registration Certficate; Self-attested copies of the award letter ftom 3 Ministries/DepartmenGovt. organizations for the last 3 years; Self-cellifcation tc the effect that the firm has not oeen tannediblack listed by any Ministry/Department in the past. EARNEST MONEY DEPOSIT: ‘The urits recistered with Central Purchase Organization (DGS&D), National ‘Small Industries Corporation (NSIC) or the concemed Ministry or Department shall be exempted from the payment of Eamost Money as defined unde- Rule 187 of General Financial Rules (GFR), 2005. In such case, copy of the certificate showing registration with the above mentioned Institutions to be enclosed along wit the bid In case the unit is not covered under 3.1 above, it shall submit the offer along witn an Earnest Money Deposit (EMD), refundable, of Rs.6,000/- (Rupees Five thousand only) in the form of Demand DrafvPay Order drawn in favaut of “Pay & Accounts Officer, Ministry of Mines, New Delhi” failing which the tender shall- be rejected out rightly. 33 34 35 43 4a 82 53 ‘Any request by the bidders to consider their EMD furished by them to Ministry of Mines for any other contractitender cannot be considered as EMD for this tender. Bidders shall not be permitted to withdraw their offer or modify the terms and conditions thereof In case the bidder fails to observe and comply wth the stipulations made horein or backs oul after quoting the rates, the aforesaic bid security shall be forfeited tc the Government. No claim snall lie against the Governmen¥Ministry in respect of ercsion ir the value or interest an the amount of eamest money deposit or security deposit ie. nc interest will ke payable in EMD. ‘The EMD may be forfeited in the following cases: I the bidder withdraws his bid during the period of validity of the bids specified by the bidder in the bid form; or Incase of successful bidder, i the bidder Fails to accept the award letter based on his offer (bid); Fails to fumish raquirad Performance Security Deposit in accordance with the terme of Tender Document within the ime frame specified by the cliont; or Fails to refuses to honour his own quoted prices for the services or part thereof, VALIDITY OF BIDS Bids shall remain valid and open for acceptance ‘or a period of 60 days from the last date of submission cf bids; In case, client call the bidder for negotiation then this shall not amount tc cancellation or withdrawal of original offer which shall be binding on the bidder, ‘The client may request for extension for another period cf 60 days, without any modifications and without giving any reasons therecf. No representation for the enhancement of the prices cf the accepted tender or aeration of the terms and conditions will be entertained PREPARATION OF BIDS Language: Bids and all accompanying documents shall be in English or in Hindi All the pages of tender documents should be signed and properly numbered and {ctal number of pages must be indicated on the forwarding letter. Technical Bid: Technical Bi should be prepared as per the instuctions given in the Tender Documents along with al required information, cpeuments.in support of the minimum eigibiity criteria, valid EMD of requsite arpount a) 5 84 64 82 83 Ba 88 Technical Bid Submission Form duly signed by the person authorized to sign the tender bids, Earnest Money Deposit of Rs.6,000/- (Rs, Five thousand only) All self-atiested _supporing documents in proof of having fully adhered to minimum eligibiity criteria es referred in Section -2 above. Financial Bid: Bidder shall prepare the financial Bid in the Price Schedule as provided in the Tender Document, SUBMISSION OF BIDS ‘The Bidding Firms have to submit the tenders in two bid system {Le. () Technical bBid and (i) Financial Bid) in the prescribed proforma. The interested agercies are advised to submit two separate sealed envelopes super-scrising “Technical Bids for the maintenance/repair of UPS” and “Financial Bids for for the maintenancelrepair of UPS in the Ministry of Mines”. Both sealed envelopes should be kept in a third sealed envelope super scribing “Tender for the maintenance/repair of UPS” and dropped the same in the Tender Box kept at the Information & Facilitation Centre, Ministry of Mines, Garage No.23, Shastri Bhawan, New Delhi ‘The Earnest Money Deposit (EMD) of Rs.6,000/. (Rupees Five thousand only), refundable (without interest}, should be necessariy accompanied with the Technical Bid of the agency in the form of Demand DrafPay Order drawn in favour of Pay & Accounts Officer, Ministry of Mines, New Delhi failing which the tender shall be rejected summarily. ‘The Bid shall be submitted not latar than 1200 hours of 29.04.2016 addressed fo “Under Secretary (Administration), Ministry of Mines, Stastri Bhawar, New Delhi. Bids must be submitted within date and lime stipulated in the Tender Document. No Bid shall be accepted after the specified date and time. The tender shal’ be completed in all respect and should be signed with date by the Authorized Signatory of bidder with company stamp on all the pages of this tender. The Mnistty reserves the right to withdraw/cancel the tender if it is found in violation of terms and conditions of this document or any information given in the tender document which prima facia appears to be falsefurong,. tal 72 73 74 75 78 at 82 a3 BID OPENING PROCEDURE ‘The Technical Bids shall be opened on 30.04.2015 at 1600 hours by the Tender Opening Committee in the presence of such bidders, who may wish to be present themselves personally or through their representatives, ‘The Financial Bids of only those bidders, who qualify at Technical Bid stage, shall be opened by the Committee authorized for the purpose. The date, time and venue of opening of the Financial Bids shall be intimated to the technically qualified bidders in due course. Absence of bidder or their representative shall not impair the legality of the ‘opening procedures. After opening of the Technical Bids and verifying the EMD amount, the technical bids shall be evaluated later to ensure that the bidder meets the minimum eligibility criteria as specified in the Tender Document. Bids shal be declared as valid or invalid based on the preliminary scrutiny, i. verification of EMD, by the Tender Opening Committee. However, detailed evaluation shall be done only in respect of valid Bid ‘The data fixed for opening of bids, if subsequently declared as holiday by the Government, the revised date of schedule will be notified. However, in absence cf such notification, the bids wil be opened on next working date, and time renraining unallered. CLARIFICATION ON TECHNICAL BID EVALUATION: ‘The Techrical Bids shall be evaluated based on the available documents submitted by the bidder, To assist in the exemination, evaluation and comparison of the bids, and qualification of the bdders, the cient may, at its discretion, ask any bidder for a clarification of is bid. Any clarification submitted by a bidder that is not in response to a request by the cient shall rot be considered. The client's request for clarification and the response shall be in writing, If a bidder does not provide clarifications ofits bid by the date and time set in the client's request for cianfication, its bid may be rejected, Ciltent also reserves the right 10 seek confirmation/clarification from the issuer agency, on the supporting documents submitted by the bidder as per clause 2.2, ot 40. 404 102 103 12, 124 TECHNICAL BID EVALUATION (SEGREGATED TYPE) The bidder(s) who wil qualify in the technical evaluation stage shall only be called for opening of Financial Bids. The dale, time and venue of opening of the financial bids shall be intimated to the technically qualified bidders, FINANCIAL BID OPENING PROCEDURE The Financial Bids of all the technically qualified bidders shall be opened on the appcin:ed date and time in the presence of the qualified bidders/their representatives, who choose to be present at the time of opening of the financial aids. Absence of bidders or their representatives shall not impair the legally of the process. The financial bid price, as indicated in the firancial bid submission form of each aiddar shall be read out on the spot, however, it shall be clearly stated that the final financial bid orices would be arrived at alter detailed scrutiay/correction of arithmetical error in the financial bid If there is @ discrepancy between words and figures, the amount in words shall Prevail, RETURNING OF EARNEST MONEY DEPOSIT (EMD) The Earnest Money Deposit of tie unsuccessful bidders in the Technical Bid evaluation stage svall be returned atter opening of the eligible Financial Bids. The Earnest Money Deposit of the unsuccessful bidders in the Financial Bid evaluation stage saall be retumed on award of contract to the successful bidder. ‘The Eamest Money Deposit (EMD) of all the bidders shall be returned, in case of cancellation of Tender aller the opening of Technical Bids and prior to opening ot financial bids GENERAL CONDITIONS OF CONTRACT PERFORMANCE SECURITY DEPOSIT (PSD) The successful Firm will have to deposit a Performance Security of Rs.10,000i- (Rupees Ten thousand only) in the form of Fixed Deposit Receipt (FDR) mace in the name of the Company/Finm/Agency/dealers/distributors but hypothecated to the Pay & Accounts Officer, Ministry of Mines, New Delhi within fitesn days of the award of the Contract. The PSD shall remain valid for a period of 15 (1213) months from the date of commencement of the contract, The PSB would be refundable only after successful completion of the contvast.in case, the contract 8 Lo 122 13, 13.4 13.2 14. 144 142 143 144 145 146 147 's further extended beyond the initial period, the FDR wil have to be accordingly ‘enewed by the successful tenderer. The Performance Security Deposit (PSD) will be forfeited by order of the Competent Authority in the Ministry of Mines in the event of any breach or negligence or nor-observance of any terms & conditions of the contract or for unsatisfactory performance. COMMENCEMENT OF SERVICES, The contract shall become legally binding and in force only upon, Submission of Performance Security Deposit The successful firm will be required to start working immediately from the date of award of the Contract. The Ministry shall, however, has the right to terminate the Contract at any time. TERMS & CONDITIONS No increase in amount shall be considerec at all during the currency of the Annual Contract. No other charges like transportation fare etc., wil be payable, Name of the proprietor, Residential and official Acdress and Telephone numbers of the frm to be given on the letterhead of the firm, The work is to be carried out in the promises of the Ministry of Mines, The work which cannot be done in the office premises would be allowed to be cone vulside. No extra charges will, however, be payable on this account, Standby UPSis) will be provided by the selected firm in case of non-availability of part(s) or to be taken outside the office premises. Representative of the firm will not remove any part(s) or whole from the ‘equipment’s without permission of the competent authority in the building where the equipment's are installed. ‘The firm shall have to attend all complaints on receipt of information from the users directly with te prior approval of Administration Section. The services should be provided on regular basis durng office hours and in case of ‘emergency beyond office hours or on holdays ete, The rates quoted shall remain in force for the full period of contract. the Annual Contract shall oe operative immediately after award of the contract The Ministry shall, however, has right ‘0 terminate the contract at any time ifthe service of the fim is found unsatisfactory. In this respect the- decision of ther Ministry willbe final and binding on the contractor. ea 148 149 14.10 a4 14.12 14.13 a4 1418 14.16 1aa7 14.18 ‘The owner of the firm should be available on his landline telephone anu alsu on mobile phone. ‘The Contractor shall be responsible for payment of wages/settlement of dues with workers engaged by the firm as prevailing labourfwage laws in force in NCT ‘of Delhi and the Ministry of Mines shall not be a party to any dispute between the ‘contractor and workers. ‘The term *Maintenance’ include maintenance of all parts of UPS, including supply of original spares except batteries. The bidders should indicate the cost of batteries. ‘The contract shall normally be awarded to the lowest evaluated bidder whese bid has been founc to be responsive and who is eligible/qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the tender document. The firm will be required to undertake maintenance/repairs of UPSs at Shastri Bhawan & office located at CGO Complex, New Delhi or any other location as decided by competent authority ‘The firm will have to repair the equipment within 24 hours of its complaint. If not, the Ministry will get repairs carried out from oulside and the expenditure so incurred on such repairs will be deducted from the AMC payment, due to the firm, The existing numbers of UPSs mentioned in the Annexure | may change during the currency of the contract. For any such alterations, intiation shall be given to the contractor and if any new addtion Is not maintained through warranty clause but through AMC, charges for maintenance shall be payable to the contractor at the rates agreed upon, Similary. the deletion shall also be intimated to the contractor and charges shall be deducted for the purpose of payment to contractor. ‘The tenderer should enclose a signed copy of the terms and condition stipulated for award of the contract conveying his acceptance cf the same. In case it is found that the selected firm is engaged in malpractices, the contract will be terminated and they will be banned from having businass relations with the Ministry. If the Firm commits breach of any of the terms and conditions or 18 not able to ‘complete the work in time or the quality of work is not of the desired level, the contract will be cancelled and security deposit shall be forfeited and the work will be assigned to another firm at the risk and cost of the Firm, met of ho te of wail eof uae and tre bos, will have to be completed within 24 hours. en rons “Siseetter se,