ESTATE DEPARTMENT RAJBHAVAN COMPLEX, BANER ROAD, PUNE - 411 007. Phone No. (020) 25608229 & 25608408, Fax No. (020) 25608100 E-TENDER FOR COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT FOR FIRE FIGHTING SYSTEM AND EQUIPMENTS AT YASHADA (FOR THE YEAR 2018-2020) Cost of Tender Form : 500/-( Non- Refundable) Earnest Money : Rs. 5,000/- Security Deposit : Rs. 5% of Accepted Tender Amount Date of Submission : 14 /03/2018 up to 03.00 P.M. Date of Opening : 16/03/2018 up to 03.00 PM. (If Possible)
DETAILED TENDER NOTICE YASHWANTRAO CHAVAN ACADEMY OF DEVELOPMENT ADMINISTRATION Raj Bhavan Complex, Baner Road, Pune 411 007. Phone No. (020) 25608229 & 25608408 E-TENDER FOR COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT FOR FIRE FIGHTING SYSTEM AND EQUIPMENTS AT YASHADA (For the year 2018-2020) 1.1 Online tenders are invited for Comprehensive Annual Maintenance Contract for Fire Fighting System & Equipment s at Yashada, from Contractors having experience of similar works for YASHADA and will be received in form of e-tenders up to 3.00 pm. On / before 14/03/2018. Tender can be downloaded from https://mahatenders.gov.in on 27/02/2018. Tender is also available only for perusal on www.yashada.org Cost of each blank tender form : Rs. 500/- (Nonrefundable) Time Limit : For 2 years Earnest Money : Rs. 5,000/- Security Deposit : 5 % of the Accepted Tender Cost Validity Period: The offer of the Contractor shall remain valid for acceptance for a minimum period of 90 days from the date of opening of Envelope No.2 (Main Tender) and thereafter until it is withdrawn by the Contractor by notice in writing duly addressed to the authority opening the tender and sent by Registered Post Acknowledgement Due. The tender notice shall form a part of the contract agreement. No JV allowed. Right is reserved to revise or amend the contract documents fully or part thereof prior to the date notified or amended for the receipt of tender. Such deviations/amendments if
any shall be communicated in the form of corrigendum or by a letter as may be considered suitable. Right is reserved by Director General, YASHADA to reject any or all tenders without assigning any reason thereof. Tenders which do not fulfill all or any conditions or are incomplete in any respect are liable to summary rejection. GENERAL Time limit: The work is to be completed within time limit as specified in the Notice inviting tender which shall be reckoned from the date of written order of commencing the work. Tender Rate: No alteration in the form of tender and the schedule of tender and no additions in the scope or special stipulation will be permitted. For each item bidder shall quote his amount and final Total Amount quoted for the tender shall be taken as including all taxes, levies, duties & transport. Tender Units: The tenderers should particularly note the unit mentioned in the Schedule B on which the rates are based. No change in the units shall be allowed. In the case of difference between rates written in figures and words, the correct rate will be the one, which is lower of the two. 2.0 EARNEST MONEY: Earnest money of Rs. 5,000/- (in words Three Thousand only) & Tender Fee of Rs. 500/- along with the tender should be paid online through respective portal in the software to in favour of Director General YASHADA. Notes: 2.1 The amount of earnest money will be refunded to the unsuccessful tenderer on deciding about the acceptance or otherwise of the tender or on expiry of the validity period whichever is earlier. In case of the successful tenderer, it will be refunded on his paying the security deposit and completing the tender documents or will be transferred towards a part of security deposit to be paid after awarding of the work. If successful tenderer does not pay the
security deposit in the prescribed time limit and complete the agreement bond, his earnest money deposit will be forfeited to the YASHADA 2.2 Earnest money of the un-successful tenderers will be refunded on their application only after an intimation of rejection of their tender is sent to them or on the expiry of the validity period whichever is earlier. 2.3 If any technical difficulties arise while filling up e-tender, please contact on toll free No. 1800 3070 2232 at NIC. 2.4 Even though the tenderers meet the requirements, they are subject to be disqualified if they have made misleading or false representations in the forms, statements and attachments submitted in proof of the qualification requirements. AND / OR Record of poor performance such as abandoning the work, not properly completing the contract, inordinate delay in completion of work or litigation history or financial failures etc. 3.0 TENDERING PROCEDURE 3.1 "Technical Envelope (T1). The online envelope clearly marked as "Technical Envelope (T1). Shall contain the scanned copies of originals of following documents:- 1. Proof regarding submission of tender fee and EMD online challan copy needs to be uploaded. 2. The bidder must have an experience of similar work carried out for 3 buildings. Previous experience during the last three years (work completion certificates to be enclosed) 3. Certificate of licensed contractor, having license from director, Maharashtra fire services or Chief Fire Officer, Pune fire Brigade should be enclosed. 4. The turnover certificate from CA (Chartered Accountant) for the last three financial years (2014-15,2015-16,2016-17) sho wing minimum turnover not less than Rs.5.00 lakhs. 5. Certificate of Registration for GST 6. Certificate of Registration PAN/TAN No. 7. Letter stating acceptance of Terms & Conditions to be enclosed.(as per Annexure) 3.2 Commercial Envelope (II) : - Price Bid (Schedule B )
The bidder should quote his offer each item wise with Total Amount of tender in Annexure and take hard copy/ print out of Schedule- B and upload PDF format online in Commercial Envelope (II). He should not quote this offer anywhere directly or indirectly. (Lowest quoted Amount will be considered) 3.3 CRITERIA FOR L 1 : 3.3.1 The commercial bid of technically qualified bidders shall only be opened and lowest offer of the technically qualified bidder shall be accepted. The acceptance of tender may be communicated to the Contractor by email or otherwise. 3.3.2 The successful bidder will have to sign the original copy of the tender agreement papers according to which the work is to be carried out. Such a bidder shall also have to give a declaration to the effect that he has fully studied the site, specifications, local conditions and availability of labour and materials and that he has quoted his amount with the consideration to all these factors. 3.4 SECURITY DEPOSIT: 3.4.1 The Agency shall have to pay amount of Security Deposit equal to 5% of the cost of accepted tender in the form of Demand Draft drawn on any nationalized / scheduled bank in favour of Director General YASHADA, within 10 working days. 3.4.2 All compensation or other sums payable by the Agency under the terms of this contract or any other contract or on any account may be deducted from his Security Deposit or from any sums which may be due to him or may become due to him by YASHADA on any account and in the event of the security being reduced by reason of any such above noted deductions, the Agency shall within 10 days of receipt of notice of demand from the YASHADA Officer make good the deficit. 3.4.3 There shall be no liability on YASHADA to pay any interest on the Security Deposited by or recovered from the Agency. 3.4.4 The Security Deposit shall be refunded after finalization of final bill.
TERMS AND CONDITIONS 1. Eligibility of Tenderer: Must be having Valid License to act a Licensed Agency for the purposes of Fire Prevention and Life Safety Measures issued by the Director, Maharashtra Fire Services or Chief Fire officer, Pune Fire Brigade need to be enclosed. 2. Contract will be for a period of two years from the date of order and covers normal use of equipment under user recommended environmental conditions. 3. Technical Specification:- The comprehensive maintenance contract shall include free of charge replacement of all defective parts, components of equipment / machines. It will include consumables viz. different types of cylinder refilling shall be done before due dates as per schedule, moving parts etc. and Renewal of fire NOC s for building before due dates as per schedule. This comprehensive maintenance contract is for firefighting system and all equipment s installed in Yashada Campus and mentioned in Schedule B. The work includes all periodic / Preventive as well as corrective maintenance of the firefighting system and all equipment s as per Schedule B. Periodic cleaning, testing and if necessary replacement of the rusting material supplied by Estate Dept. shall be done by the agency. No extra amount will be paid against labour charges for replacement of supplied material. I) FIRE ALARM: Visit every three months and following work shall be done in presence of MDC/ Estate representative. i) Main fire alarm panel checking, all voltages, zone testing, battery checking, overall checkup and cleaning. ii) All devices like smoke and heat detectors, MCPS hooter etc. will be cleaned, checked and tested. iii) Over all testing of the system will be done. II) FIRE HYDRANT: Visit every three months and following work shall be done in presence of MDC/ Estate representative. i) Oiling, greasing, gasket changing if necessary of pumps, motors, hydrant valves, butterfly valves etc. ii) Hose pipe, Hose real pipe cleaning, random testing of these items.
iii) Over all testing of the system shall be done. III) Fire Extinguisher:- Refilling and maintenance of all types of fire extinguishers at different location shall be done accurately before due date as per Schedule B. Also refill fire extinguishers which was used during the training programme /practical s & mock drills etc. of Disaster Management cells. Work shall be done as per IS-2171. Necessary material shall be replaced such as cartridge, caps, M.S. Hooks, stickers, signage if required as per type of fire extinguishers (DCP / ABC / CO2) or any. Contractor shall submit quarterly preventive maintenance Schedule for Schedule B after getting work order. 4. PAYMENT : All payments shall be made in Indian currency. The payment will be released on quarterly basis after ascertaining; that the services are rendered satisfactorily, from the quarterly service reports received from Authorities (Officer In charge) and duly certified by Estate Department of YASHADA under this AMC and their certification thereof. No payment shall be made in advance. i) 5% SD shall be deposited after acceptance of tender in the form & or DD drawn on any Nationalised/ scheduled Bank in favour of Director General Yashada. ii) TDS on Income Tax will be deducted as per the Act & rules applicable from time to time. iii) The SD will be refunded after finalization of final bill.(the contractor shall furnish to the employer on demand the vouchers / test certificates to prove that the material are as per specified standard and from authorized dealers, failing which the payment on the quarterly bill may be withheld.) The material storage space, supply of water and use of electric energy required for work shall be made available by Yashada. 5. Penalty (Preventive Maintenance) : In case the repeated delay occurs and agency is not working satisfactorily Director General, Yashada reserves the right to terminate the contract after forfeiting the security
deposit and getting the balance contract executed from other agency at the risk and the cost of the agency. Preventive Maintenance: Contractor needs to produce quarterly preventive maintenance schedule based on Schedule- B with mutually agreed with officer incharge of Estate and needs to strictly follow the actual schedule of maintenance supplied along with the work order. If the delay on part of agency occurs then 1% of the cost coated will be deducted per day from due payment to the agency. Corrective Maintenance : If the system equipment /machinery is not repairable on site within the specified time limits. Such equipments shall be replaced immediately as soon as informed by Yashada. Corrective Maintenance shall be done within 24 hours. The time limit for this clause shall start after 24 hours of the fault is reported to the vendor on phone / letter / personal contract / email as evidenced by entry in the Register maintained in the Estate Branch under signature of officer in charge or any other employee authorized by him. If delay occurs then 1% of cost coated per day will be deducted from the bill payment to the agency. 6. (a) Any error in description or in quantity or omission of the item in the Schedule B shall not vitiate this contract. (b) YASHADA shall not be liable for any accident, loss, death, injury or damages of any kind in the course of this work. (c) During the course of work under this contract, the vendor / contractor shall ensure that no Damages to YASHADA s property and personnel occurs. (d) If any such damage occurs of this work, the contractor / Vendor shall be liable to make good the same to Yashada. The recovery of such damages will be made from your bills. (e) The Contractor shall take instructions from the Estate Manager/ Electrical Engineer or his Subordinate regarding maintenance & repairs works under this contract, within the time specified. The Contractor shall ensure proper co-ordination with the Estate department of Yashada. (f) It shall be agencies responsibility to communicate current preventive maintenance schedule as decided to the concerned officers before 5 days in advance and shall get the signature of concerned authority on the service report.
(g) All the spare parts used in the works under the contract shall be genuine, as per specifications and as prescribed in relevant latest edition of I.S. code and to the entire satisfaction of the Estate Manager/ Electrical Engineer, Safe storage of the Contractors material in Yashada campus will be his sole responsibility. (h) The Contractor shall be responsible for removing the debris or waste material arising out of the works under this contract and shall ensure that the site is cleared of all such debris or waste material by proper disposal and also responsible to clear if any leakage appears due to system piping or any equipment without any extra payment, whatsoever. (i) The contractor shall return the stock of all reusable material to Yashada or else the cost thereof shall be recovered from the contractor s bill after mutual decision on cost. (j) The contractor shall submit the preventive & corrective work report with the quarterly bill, duly certified by the controlling authority. 7. SAFETY MEASURE: The contractor shall take all necessary precaution for the safety of the workers and preserving their health while working in such job as require special protection and precautions. The contractor shall also comply with the direction issued by the Estate Manager in this behalf from time to time and at all times. 8. It is necessary to submit service report duly signed by technician with all detailed repair work/repair status at the time of visit. 9. The Vendor s qualified technician shall be available in emergency or any fire incident happens in campus or if higher authority demanded for any drill during entire period of AMC and do the needful accordingly. A contact person / technician shall be made available in case of emergency or as and when required. Contact details shall be provided at the time of work order. In case of any change in contact person, Yashada shall be informed immediately. 10. Vendor should attach list of qualified Engineers/Technician with their signed bio-data in the specified format along with technical bid. 11. Renewal of the License or permits (NOC) for the Firefighting system during period of Contract shall be obtained by the contractor / vendor directly from the authority concerned
(Chief Fire Office) at his own cost before due dates, building wise failing which, payments for that quarter shall not be released. 12. As per every visit Vendor will also keep the record of equipment /machinery, failure/ complaint report time & date, of compliance of the complaint. These records will be monitored & certified by Yashada for maintaining quality and efficiency of services. At the end of every three months the Vendor will produce such record mentioned above to Estate Manager, Yashada. 13. Agreement: Successful vendor will have to enter into agreement with YASHADA for this work on stamp paper of appropriate cost Expenditure on this account shall be borne by the Vendor. With seven days from communication of acceptance of tender If successful tenderer fails to execute the agreement within seven days the Tender will be cancelled with forfeiting EMD & black listing of successful tenderer. 14. The necessary stamp duty charges shall be borne by the contractor whose tender is accepted as per Govt. of Maharashtra G.R. Gò. ºÉÆEòÒhÉÇ-2009/ºÉÆ Gò./ºÉÆ. Gò.1794/xÉÊ É-20, xémé ú Ê ÉEòÉºÉ Ê É ÉÉMÉ, ÉÆjÉɱɪÉ, ÉÖÆ É<Ç-32,ÊnùxÉÉÆEò 7 Êb ºÉå É ú,2009. 15. Taking over and handing over of maintenance The vendor will have to carry out detailed inspection of system before quoting the rates. However, no complaints regarding defects will be entertained by YASHADA thereafter and vendor will have to rectify any defects after the vendor takes over an AMC No extra payment shall be paid by Yashada for available defects. Similarly, vendor is also expected to hand- over entire machinery in good working conditions on date of completion of contract. 16. In case of insufficient response to this offer, YASHADA may extend the period of acceptance of offer. 17. Reduction / Increase in Items:- Items mentioned in Schedule B may be increased or decreased by 10% more or less of total No. of equipment s/ machinery. No extra payment shall be paid for increased items 18. Complimentary Service without extra charges In addition to maintenance service, vendor will provide one day training to the members of firefighting team of Yashada in respect of preventive maintenance.
19. YASHADA reserves the right to accept / reject any offer or cancel the tender at any stage, without giving any reason thereof. 20. All disputes will be subject to jurisdiction of YASHADA, Pune.
SPECIAL INSTRUCTIONS TO TENDERERS 1. The tenderer should study all the tender documents carefully and understand the tender contract conditions and specifications etc. before quoting. If there are any doubts, they should get clarifications in writing but this shall not be a justification for submission of late tender or extension of opening date. 2. The tenderer must obtain for himself on his own responsibility and at his own expense, all the information which may be necessary for the purpose of filling this tender and for entering into a contract for execution of the same and visit the site and acquaint himself with the site conditions before quoting. 3. The tenderers are requested to visit the site of works familiarize themselves with the locality and ascertain the availability and cost of all the materials and labour and any other information necessary for quoting for the work. No excuse regarding lack of information or details, affecting the tender cost shall be entertained after receipt of tender and the tenderer cost shall be deemed to have full knowledge of all relevant details. 4. The tender form must be filled in English and all entries must be hand written. If any of the document is missing or unsigned the tender shall be considered invalid. 5. All erasures and alterations while filling the tender must be attested by the initials of the tenderer. Overwriting of figures is not permitted. Failure to comply with either of these conditions will render the tender void. No advice or any change in the rate or conditions after sending of the tender will be entertained. 6. The tenderer should quote his rates for all the tender schedules. All the rates given in the tender schedule should be expressed both in figures and in words. If on check differences are found between the rates given by the tenderer in words and figures or in the amounts. a. Where there is difference between the rates in figures and in words, the rates which correspond to the amount worked out by the tenderer shall be taken as correct. b. Where the amount of an item is not worked out by the tenderer or it does not correspond with the rates written either in figures or in words then the rate quoted by the tenderer in words shall be taken as correct.
c. Where the rates quoted by the tenderer in figures and in words tallies but the amount is not worked out correctly the rate quoted by the tenderer shall be taken as correct and not the amount. 8. The quoted rates in Schedule B shall be valid for acceptance by the Owner for 90 (Ninety) days from the date of opening of the Tenders. 9. Tenderer shall quote his offer cost at Schedule B sheet. The offer shall be inclusive of all admissible taxes, levies, duties & transport excluding GST. The GST rates should be shown separately. The rates change in GST shall be applicable from time to time. The tender shall be submitted along with the listed documents, papers and copies of certificates as per item 4 mentioned in tender notice. 10. Within 7 days of the receipt of the information from the Owner of the acceptance of tender the successful tenderer shall be bound to implement the contract by signing an agreement in accordance with the Agreement and Conditions of Contract attached with the tender. 11. No unauthorized alteration should be made in the format of tender document and if any such alteration is found or if these instructions are not fully complied with the Tender may be rejected. Any alteration if required should be made in the tender substitute request form. 12. The owner do not bind themselves the right to accept the lowest or any tender and reserve to themselves the right to accept or reject any or all the tenders either in whole or in part without assigning any reason for doing so. 13. The tender is required to check the number of the pages and should any be found missing or in duplicate or the figures or writing indistinct he must inform the owner at once and have the same clarified.
Annexure Name of Work E-TENDER FOR COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT FOR FIRE FIGHTING SYSTEM AND EQUIPMENTS AT YASHADA (For the year 2018-2020) SELF DECLARATIONS (Printed on letterhead, scanned and to be uploaded in technical Envelope) Declaration as regards acceptance of terms and conditions of contract. 1. I Son/ Daughter/ Wife of Shri Proprietor/Director/authorized signatory of the Company/Firm/Agency mentioned above, is competent to sign this declaration and execute this tender document. 2. I have carefully read and understood all the terms and conditions of the tender and undertake to abide by them. 3. The information/documents furnished along with the tender are true and authentic to the best of my knowledge and belief. I/we, am/ are well aware of the fact that furnishing of any false information/ fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law. Date :- Place:- (Signature of authorized person) Full Name: Designation: Business Address: Seal
PRICE BID-ENVELOPE-II SCHEDULE B LOCATION WISE LIST OF FIRE FIGHTING SYSTEM EQUIPMENTS AND FIRE EXTINGUISHERS Sr. No. Description Qty. (A) Sampada Bldg. (MDC Bldg.) - Height 19.8 Mtr. 1 Fire Alarm Panel 01 Nos. 2 Smoke / Heat Detector 129 Nos. 3 MCP Point 06 Nos. 4 Hooter 07 Nos. Fire Hydrant System 5 Hydrant System 12 Nos. 6 Hose Box 12 Nos. 7 Hose Reel 12 Nos. 8 Electric Pumps with Starter (5 HP, 3PH) 01 Nos. (B) Sanwad Bldg. (MDC Auditorium) - Height 18.25 Mtr. 1 Fire Alarm Panel 01 Nos. 2 Smoke / Heat Detector 41 Nos. 3 MCP Point 08 Nos. 4 Hooter 06 Nos. Fire Hydrant System 5 Hydrant System 11 Nos. 6 Hose Box 10 Nos. 7 Hose Reel 11 Nos. 8 Electric Pumps with Starter (5 HP, 3PH) 01 Nos. (C) Administrative Bldg. - Height 13 Mtr. 1 Fire Alarm Panel 01 Nos. 2 Smoke / Heat Detector 47 Nos. 3 MCP Point 04 Nos. 4 Hooter 05 Nos. Fire Hydrant System 5 Hydrant System 05 Nos. 6 Hose Box 05 Nos. 7 Hose Reel 04 Nos. 8 Electric Pumps with Starter (5 HP, 3PH) 01 Nos. (D) PMB - Height 17.87Mtr. 1 Fire Alarm Panel 01 Nos. 2 Smoke / Heat Detector 155 Nos. 3 MCP Point 10 Nos. 4 Hooter 10 Nos. Fire Hydrant System
5 Hydrant System 06 Nos. 6 Hose Box 06 Nos. SCHEDULE B (Contd ) 8 Hose Reel 05 Nos. 9 Electric Pumps with Starter (5 HP, 3PH) 01 Nos. (E) CIT / RECORD ROOM/RTI/CDM/LIBRARY 1 Fire Alarm Panel 01 Nos. 2 Smoke / Heat Detector 83 Nos. 3 MCP Point 05 Nos. 4 Hooter 05 Nos. NOTE:- For above No. (E) only, the comprehensive AMC period will be start from Date 10/10/2018 RENEWAL OF NOC Sr. No. Buildings 1. MDC Building (Sampada) & Administrative Bldg. 2. MDC Auditorium Bldg. (Sanwad) 3. Project Management Building(PMB) NOC Renewal As per NOC s Due Dates DETAILS INSTALLATION CHART FOR REFILING AND SERVICING OF FIRE EXTINGUISHERS AT YASHADA CAMPUS Fire Sr. Location Extinguisher No. type Cap. Total Qty. 1. Admin Building DCP type 5kg. 05 nos. 2. MDC Building DCP type 5kg. 06 nos. 3. MDC Kitchen & Panel Room ABC type 5kg. 03 nos. 4. MDC Auditorium DCP type 5kg. 10 nos. 5. MDC Auditorium (Panel Room) Co2 4.5kg. 02 nos 6. Jubile DCP type 5kg. 04 nos. 7. Kojagiri Mess DCP type 5kg. 03 nos. 8. Kasturi & Koustubh Bungalow DCP type 5kg. 02 nos. 9. Lezim DCP type 5kg. 03 nos. 10. Shamme DCP type 5kg. 04 nos. 11. Academy Block DCP type 5kg. 05 nos. 12. Durva-I DCP type 5kg. 04 nos. 13. Durva II DCP type 5kg. 04 nos. 14. Library DCP type 5kg. 02 nos. 15. Library ABC type 5kg. 02 nos.
Sr. No. Location Fire Extinguisher type Cap. Total Qty. 16. CDM ABC type 5kg. 02 nos. 17. CIT ABC type 5kg. 02 nos. 18. CIT Co2 4.5kg. 01 no 19. Reception Co2 4.5kg. 01 no. 20. ATI Co2 4.5kg. 01 no. 21. Main Gate Co2 4.5kg. 01 no. 22. Main Gate Co2 4.5kg. 01 no. 23. E- Governance (Record Room) DCP type 5kg. 03 nos. 24. New Panel Room DCP type 5kg. 02 nos. 25. Zhanshi Canteen DCP type 5kg. 01 no. 26. Kohinoor Bungalow ABC 5kg. 01 no. (Security Cabin) 27. Kohinoor Bungalow (Security ABC 2kg. 01 no. Cabin) 28. Dormitory Building DCP type 5kg. 01 no. 29. PMB ABC 5kg. 10 Nos. 30. PMB Co2 4.5kg 02 Nos. 31. Final Summary of Fire Extinguishers 1. DCP type fire extinguishers of 5 kg capacity 72 nos. 2. ABC type fire extinguishers of 5 kg capacity ABC type fire extinguishers of 2 kg capacity 16 nos. 01no. 3. Co2 type fire extinguishers of 4.5 kg capacity 06 nos. Total Qty. 95 nos. I agree to execute the above work as per Schedule B at cost Rs. ------------------------- (For Two Years Period) (+ GST) Quoted offer cost in words ----------------------------------------------------------------------------- (For Two Years Period) (+ GST) The above rates should be inclusive of all admissible taxes, levies, duties & transport excluding GST. The GST rates should be shown separately. The rates change in GST shall be applicable from time to time. Signature & Stamp of the Contractor