TENDER DOCUMENT FOR ANNUAL MAINTENANCE CONTRACT FOR REFILLING AND SUPPLY OF NEW FIRE EXTINGUISHERS FOR BRANCHES AND OFFICES AT STAR HOUSE BANK OF INDIA NEW DELHI ZONAL OFFICE H-2 CONNAUGHT CIRCUS Middle/Outer Circle, Phone No. 011-23354135 E-Mail: Zo.NewDelhi@bankofindicom Website: www.bankofindico.in 1
INVITATION FOR TENDER/BID FOR ANNUAL MAINTENANCE CONTRACT FOR REFILLING AND NEW SUPPLY OF FIRE EXTINGUISHERS FOR BRANCHES AND OFFICES Bank of India invites Sealed Tender/Bids from eligible vendor/firm/company/contractor for Annual Maintenance Contract for refilling and supply of new fire extinguishers for branches and offices under jurisdiction of New Delhi Zone 1) Interested eligible Bidders may obtain tender document from our office at Star House, H-2 Connaught Circus, New Delhi from 28.05.2015 to 13.06.2015 (except Sundays & holidays) during working hours between 10:00 AM to 05:00 PM (10:00 AM to 01:30 PM on Saturdays)on submission of written application to the above and upon payment of a non-refundable fee of Rs 1000/- in the form of a Demand Draft/Banker s cheque in favour of Bank of India, payable at New Delhi. The Bidding Document may also be obtained from our website - www.bankofindicom. The Price of Bidding Document (non-refundable) (Rs. 1000/-) shall be payable in the form of DD/Banker s Cheque in favour of Bank of India payable at New Delhi, at the time of submission of bid document. No forms downloaded through website would be accepted/considered valid without the payment of the price of Bidding Document. Document must be enclosed in a separate envelope. Part I to be filled & enclosed with technical bid and Part II to be filled & enclosed with financial bid. 2) Price of Bidding Document Rs.1000/- Date of commencement of sale 28.05.2015 of tender document Last Date for sale of Tender 13.06.2015 Bidding Document Last Date and Time for receipts of 13.06.2015, 2 p.m. tender/bid Address for Communication Contact Person New Delhi Zonal Office Star House H-2, Connaught Circus Outer/Middle Circle Phone No. 011-23354135 1. Smt. Ananya Mudgal 2. Capt. Rahul Kaistha 15.06.2015, 1500hrs Date of opening of Bids/Tender Earnest Money Deposit ( EMD) Rs. 10,000/- Validity of Annual Maintenance Three Years Contract 3. The Bid has to be accompanied by an Earnest Money Deposit (EMD) of Rs. 10,000/- (Ten Thousand only) for Annual Maintenance Contract for refilling and supply of new fire extinguishers for branches and offices in the form of a demand draft or payslip in favour of Bank of India, Payable at New Delhi. Such Draft/ payslip should be in separate third cover marked as EARNEST MONEY DEPOSIT. 4. The bids/proposal shall remain valid for 90 days from the date of submission of the bids. 5. Bank of India reserves the right to accept or reject in part or full any or all the offers without assigning any reasons thereof. 2 Zonal Manager New Delhi Zone
Instructions for Bidders:- 1. Sealed and completed bids shall be submitted at our office and super scribed Annual Maintenance Contract for refilling and supply of new fire extinguishers for branches and offices sent to us at the address of Star House, H-2 Connaught Circus, Outer/Middle Circle New Delhi not later than 1400hrs on 13.06.2015. Tender should clearly indicate on copy of the tender under their full signature the Name of Work, for which quoted. 2. No tenders will be received after 1400 hrs on 13.06.2015 under any circumstances. 3. Technical Bids will be opened at 1500 hrs on 15.06.2015 in the presence of tender committee and the bidders or their representative. Financial Bids of only those tenderers whose Technical Bids have qualified, will be opened on the same day. 4. Tenders shall remain open to acceptance by the Bank for a period of 90 days from the date of opening of the price bid and the tenderer shall not cancel or withdraw the tender during this period. In case the tenderer withdraws their tender prior to the expiry of 90 days then the contractor shall be treated as the defaulter and the earnest money deposit will be forfeited. 5. The tender document is non-transferable. 6. Rates should be quoted both in figures and words in columns specified. All erasures and alterations made while filling the tender must be attested by initials of the tenderers. Overwriting of figures is not permitted; failure to comply with either of these conditions will render the tender void at the authority s option. 7. Each of documents should be signed by the contractors submitting the tender in token of his/their having acquainted himself/themselves with the general conditions of contract, specifications, special conditions etc. as laid down. Any tender with any of the documents not signed will be rejected. 8. The tender submitted on behalf of a firm shall be signed by all the partners of the firm or by a partner who has the necessary authority on behalf of the firm to enter into the proposed contract. Otherwise the tender may be rejected by the authorities. 9. The Bank will have the right to accept or reject any or all the tenders, either in whole or in part without assigning any reason for doing so. 3
Eligibility Criteria for the Bidder: The bidder/vendor/contractor/firm/companies, who fulfill the following eligibility criteria- a) The bidder should have a proper infrastructure/office in New Delhi or offices at least in following places i. Noida ii. Gurgaon b) The bidder should have minimum 05(Five) year experience in the field of captioned work. c) The contractor should be an income tax assesse and should have filed income tax return for the last assessment year. d) The average financial turnover during the last three years ending as on 31 st March 2015 should be Rs. 10 (Ten) Lakh per year. e) The bidder/firm must have minimum 05(Five) year experience of successful execution of refilling work and installation work of fire extinguishers in Govt./PSU/Nationalized banks/private firms. i) at least three(03) similar works costing minimum Rs.02 (Two) Lakh each out of which at least one work should have been in New Delhi. or ii) at least two(02) similar works costing minimum Rs. 03 (Three) lakh each out of which at least one work should have been in New Delhi and NCR. or iii) at least one (01) similar work costing Rs.04 (Four) Lakh. If this single work was carried out outside NCR then at least minimum cost of Rs. 05(Five) Lakh. f) The bidder could be a sole proprietary concern/partnership firm or a company and should be registered Firms/Companies wherever applicable. g) The Annual Maintenance Contract for refilling and supply of new fire extinguishers will be valid for 03(three) years. The work performance of vendor will be reviewed every year and in case of unsatisfactory services, Bank will have a right to terminate the contract during agreement period. h) The company/ firm/bidder should have valid sale tax no., P.F registration, ESI registration etc. whichever is applicable. i) If services/maintenance work is found unsatisfactory during the agreement period then there will penalty of Rs. 5,000/- and agreement may be terminated by giving 15 days prior notice to the vendor/contractor 4
Submission of bid:- The offers must be submitted in separate sealed covers as under:- Technical Bid:- Technical Bid as per Form-1 Technical bid containing all details which are asked by the Bank and signed all tender document (Form-1) as acceptance of technical parameters. c. Demand Draft/Pay slip of Rs. 10,000/- as a EMD (Earnest Money Deposit) in favour of Bank Of India payable at Mumbai. d. Demand draft/pay order of Rs. 1,000/- as a Tender cost, in case the tender is downloaded from Bank s website or pay receipt if tender document was collected from Bank office. Fianacial Bid:- Commercial bid should have only the price bid quoted by vendor in prescribed format (annexure-ii). No other format will be accepted by the Bank. The prices/offer shall be valid for 90 days only. Scope of Work The work consists of the Annual Maintenance Contract for all existing fire extinguishers and new supply (as and when required) located in branches and offices under New Delhi Zone. All equipments, tools, manpower etc. will be provided by the vendor. The contractor shall strictly comply with all terms and conditions of the tender document. The Engineer/Technician of contractor/vendor shall visit branches and offices as per schedule and carryout refilling/servicing/maintenance work of fire extinguishers. c. The Contractor/Vendor shall be responsible for any injury to their workmen during performing the servicing/refilling/maintenance work etc. d. The vendor/contractor will maintain a data log sheet of all fire extinguishers like details location, type and capacity of extinguishers, date of refilling and next due date for refilling etc. e. All conventional type fire extinguishers will be refilled at the site of branch/office only (except Co2 type fire extinguisher). Vendor/contractor will not carry any fire extinguisher without permission of Zonal Security Department/Zonal office/branch Manager. f. The vendor/contractor will follow BIS 2190:2010 for refilling and maintenance of fire extinguishers. The hydraulic testing of extinguishers will be done as per IS 2190:2010 (WCO2 & DCP-03 years and CO2 and clean agent- 05 Years). The vendor may carry fire extinguisher to his own workshop for the same purpose only after taking prior approval of zonal security officer. The log sheet of hydraulic testing will be maintained by the vendor and shared with security department also. g. The Vendor/contractor will strictly follow the periodicity for refilling of fire extinguishers as per annexure and maintenance detail of fire extinguishers on sticker and will be displayed on fire extinguishers. h. The type and capacity for new fire extinguishers (whenever if required) will be decided by zonal office and it will be installed as per BIS 15683:2006. 5
i. If fire extinguishers fail in hydraulic testing or non-useable or new requirement then new fire extinguishers will be provided as per BIS 15683:2006 only. j. New fire extinguisher(if required) will be delivered only after getting approval of zonal authority and the work will be inclusive of supply and installation work etc. no extra charge will be paid by Bank. General Terms and Conditions- The successful bidder shall have to deposit/bank Guarantee of sum of Rs. 10,000/- (Ten thousand) as Security Deposit as Performance Guarantee (refundable after the expiring of the contract) which, in the event of not carrying out the contracted services, as per terms and condition of the tender, shall be forfeited. Payment for refilling or new supply of fire extinguishers work will be made after satisfactory performance by the vendor which will be verified by the Branch Manager/officer-in-charge. c. The earnest money deposit of the all unsuccessful bidder will be returned within a period of 30 days from the date of opening of the financial bid. However, in case of the lowest/successful bidder backing out from the terms and condition mentioned in his tender or refusing to honor his tender, the earnest money deposit will be forfeited. d. Bank reserves the right to cancel one or all tenders without assigning any reason at any stage. e. The rates quoted for carrying out Annual Maintenance Contract must be inclusive of all the charges and taxes i.e. Transportation, Technicians, Fee, TA / DA, service tax, octroi etc. f. Rates quoted shall be binding for three years from the date of awarding of the contract and no increase whatsoever will be considered. g. The L1 will be decided on basis of financial bid only. The Bank is not bound to accept the new supply rate and spare part rate as quoted by vendor. (Annexure-III). 6
ARTICLES OF AGREEMENT ARTICLES OF AGREEMENT made this day of Two Thousand Fifteen between the Bank of India, a body corporate Constituted under the Banking Companies (Acquisition and Transfer of Undertakings) Act 1970 and having its office at <Address> (hereinafter referred to as the Owner or The Bank which expression shall include its successor or successors and assigns) of the ONE PART through the authorized officer Shri. (Designation) AND M/s., having its registered office at, (hereinafter referred to as the CONTRACTOR ) of the OTHER PART. WHEREAS the Owner is desirous of taking up (hereinafter called the Works ). AND WHEREAS the Bank has issued work order for Annual Maintenance Contract of refilling and supply of new fire extinguisher for branches and offices. AND WHEREAS the tender of the Contractor for the above work for said buildings under jurisdiction of Head Office Bank Of India has been approved by the Bank. WHEREAS THE Contractor has deposited/bank Guarantee with the Bank Rs.10,000/- as a security deposit for the due performance of the Agreement. NOW IT IS HEREBY AGREED AS FOLLOWS: 1) In consideration of the payments to be made to the contractor as hereinafter provided the contractor shall upon and subject to the said conditions execute and complete the works shown upon the said terms and conditions with All the Due Care and Attention. 2) The Bank will pay to the contractor on item rate basis, the sum of Rs. (Rupees Lakhs Thousand Hundred and only) (hereinafter called the contract amount and in the manner specified in the said conditions. However, the actual sum will be worked out and paid on the actual value of work done, irrespective of the contract sum. 3) The scheme of the ----------------------------------- works, agreement and documents above mentioned shall form the basis of this contract and all disputes to be decided in the manner prescribed in the conditions attached hereto. 4) The contractor shall be responsible for all injuries to the work or workmen, to persons, animals or things and for all damages to the structural and/or decorative part of property, which may arise due the project execution. The bank will not be responsible or will not entrainment any such type of claims or reimbursement, if any such case arise during the project. 5) The Bank will have a right to invoke a penalty of Rs. 5,000/- against unsatisfactory performance by vendor and may terminate the contract during the AMC period by giving 15 (fifteen) days prior notice to the vendor. 7
6) The said conditions shall be read and be treated as forming part of this agreement and the parties hereto will respectively be bound hereby and to abide by and submit themselves to the conditions and stipulations and perform the same on their parts to be respectively observed and preferred. 7) The vendor shall submit bank guarantee/deposit of Rs. 10,000/- (Ten thousand) as a performance certificate or security deposit to the Bank 10) Any dispute arising under this Agreement shall be referred to the arbitration to a sole arbitrator appointed with consent of the Owner and the Contractor as indicated in the Article of General Conditions. The award of the arbitration shall be final and binding on both parties. IN WITNESS WHEREOF, the parties hereto have executed these presents the day and year first hereinabove written. WITNESS EXECUTANTS 1) 2) 1) OWNER 3) 4) 2) CONTRACTOR In case of the company, the common seal be affixed pursuant to resolution of Board of Directors in accordance with Articles of Association of the Company the directors etc., as the case may be affixing common seal may initial in token thereof and also by putting their names. 8
TECHNICAL BID Form I (To be filled) Basic Information Sr. Particulars Details Name of the Vendor/Contractor/Company/Firm and address of the registered office:- Phone No:- Fax No:- 01 E-mail:- Mobile No:- Website, if any:- 02 Date and year of establishment (enclose documentary evidence) 03 Type of the organization (whether sole proprietorship, partnership, private ltd. or Co-operative body etc.) 04 Name of the proprietor/partners/directors of application with address and phone no. (in case) c. 05 Details of registration- whether partnership firm, company etc. Name of registering authority, Date and Registration number. (enclose documentary evidence) 06 Whether the firm has worked for the Government/Semi-government or any other Public Sector Banks etc. if so, give details. 07 No. of years of experience in the relevant field. (enclose certificate) 08 Address of office and technical staff who will carry out the service/maintenance work. 09 Adequate and satisfactory evidence to indicate financial capacity of the applicant to undertake the said works with names of bankers and their full addresses. (solvency certificate from a bank & income tax clearance certificate has to be attached) 10 Yearly turnover of the organization during last three years(year wise)- as certified by the chartered accounted (enclose copy of balance sheet of last 03 years) 11 Income tax no:- Rs. for 2012-13 Rs. for 2013-14 Rs. for 2014-15 Permanent A/c no; (enclose documentary evidence) 12 Details of staff member who will execute the project ( Please attach separate sheet) 9
Sr. Name of the project/work and employer Nature of work Work order No. & date Present stage of work Value contract (Rs.) of Brief details of the dispute (if any) (Signature of Bidder with seal of Firm) 10
Periodicity of Refilling Annexure I Sr. Type of extinguisher Periodicity 01 Water CO2 (WCO2) fire extinguisher 02 Years 02 Dry Chemical Powder (DCP) type extinguisher 02 Years 03 ABC type fire extinguisher 02 Years 04 CO2 type fire extinguisher 05 Years 05 Automatic Modular type fire extinguisher 05 Years 06 Foam type fire extinguisher 02 Years Note:- Whenever fire extinguishers empty or its weight less then 20% from total weight whatsoever the reason, extinguishers will be refilled immediately. Refilling and Maintenance work All fire extinguishers must be discharged/emptied before refilling of fire extinguishers. The demonstration of fire extinguishers will be given to staff members of branches and offices also. Replacement of old gas cartridge and extinguishing media of the fire extinguisher. c. All fire extinguishers and refills and spare parts must confirm to performance and construction specifications as laid down IS 15683:2006 as amended from time to time by BIS. d. Proper cleaning of interior and exterior of fire extinguisher, polish the painted portion with wax polish, the brass/gun metal parts with metal polish, chromium plated parts with silver polish and plastic components to be thoroughly washed with soap solution and sun dried. e. Record of maintenance, inspection and testing of all fire extinguishers shall be created building wise as per format in annexure G of IS 2190:2010 and handed over to concurred office/branch, as referred in para 13 of the standard. f. Checking of nozzles, port hole, vent hole, cap assembly, syphon tube, safety pin/clip, discharge pipe etc. g. Checking wall bracket/ fire stand of fire extinguishers h. Checking coloring of fire extinguisher, if required then take a prior approval for same by zonal security office/branch. i. After refilling paste inspection card to the body of the extinguishers indicating the serial number, date of refilling, next due date for refilling, due date for hydraulic testing etc. j. Ensure that all joints are fully tightened and nozzle, vent hole etc. are free of dust/dirt. k. Operating instructions of fire extinguishers are legible and facing outward and in good visible condition. l. Checking of pressure gauge reading or indicator, it should be in operating range only. m. Hydraulic Pressure test, wherever due should be carried out in conformity with the procedure and periodic laid down in BIS 2190:2010. If fire extinguisher are fails in Hydraulic testing then it will be replaced by new one after getting approval by zonal security officer. Date:- Place:- 11 (Signature & Seal)
FINANCIAL BID Rate for Refilling of Old Fire Extinguishers Annexure-II Tender Issued to- 01 Job Type of FEs Refilling of all type of fire WCO2 extinguishers like WCO2, DCP type ( both conventional & stored type), DCP CO2, ABC type etc. including hydraulic testing, (as per schedule), labour cost, painting travelling ABC expenses etc. for refilling work including service tax, sale tax, octroi if any or any CO2 government tax etc. Modular type FEs Capacity (Volume/Weight) 09 lit-conventional 09 lit- Stored <whichever is applicable> 05 Kg- Conventional 04 Kg- Stored c. 06 Kg- Stored <whichever is applicable > 04 Kg-Stored 06 Kg-Stored <Whichever is applicable > 02 Kg-Stored 03 Kg- Stored c. 4.5 Kg- Stored <Whichever is applicable > 05 Kg- Stored (ABC type) 05 Kg- Stored (Clean agent type) <whichever is applicable> Qty. c. c. Unit Rate Grand Total Note:- Date:- Place:- 1) The lowest bidder will be decided as per annexure II only. Bank is not bound to accept the rate of new supply of fire extinguishers as well as spare part rate (annexure III and IV) 2) The refilling rate will be inclusive all taxes and bank will not pay any extra amount. (Signature and Seal) 12
FINANCIAL BID Annexure-III Rate for New Supply Sr. Job Type of FEs Capacity Unit Rate 01 Supply of new fire extinguishers (if required) of different type and capacity as per BIS 15683:2006 including supply, installation in branches/offices including labor cost, travelling etc. Water Co2 CO2 09 Lit. (Make- Safex/Minimax/Zeinth/Equivalent who full fill BIS 15683:2006 certification) ABC type 02 Kg 03 Kg c. 4.5 Kg 04 Kg 06 Kg c. Modular Type extinguisher 05 Kg- ABC type 05 Kg- Clean Agent TOTAL Date:- Place:- (Signature and Seal) 13
FINANCIAL BID Rate of Spare Parts Annexure-IV Sr. Item 01 Cap assembly 02 Siphon tube 03 Hose pipe 04 Safety pin/clip 05 Pressure gauge 06 Discharge horn 07 CO2 opening valve 08 DCP/ABC powder ( BIS marked only) 09 Squeeze grip handle 10 Cap washer 11 Wall bracket 12 Fire stand (For at least three extinguisher) Unit rate Date:- Place:- (Signature and Seal) 14