Tender Document for AMC of Electrical and Mechanical Installations/Facilities at Mizoram Houses, Vasant Vihar and Chankyapuri, New Delhi. Government of Mizoram Mizoram House Pt. Uma Shankar Dikshit Marg, Chanakyapuri, New Delhi-110021 1 CONTENTS OF TENDER DOCUMENT ABSTRACT Sr. Item Page 1 Tender Notice 3 2 General Conditions 4-10 3 Specific Conditions Annexure A 11-12 4 Scope of Work Annexure B 13 5 Formats for submission of bid Annexure C 14-18 Pre-bid Conference: 01-11-2013, 11:00 am Last date of Submission of Bids: 11-11-2013,4:00 pm Opening of Technical Bids: 11-11-2013, 4:00 pm Opening of Financial Bids: 11-11-2013, 4:00 pm Earnest Money Deposit : Rs. 30,000/- Cost of Tender Document: Rs.100/- 2 No. D.14014/36/2013-RC Government of Mizoram Office of Resident Commissioner, Mizoram House Chanakyapuri, New Delhi, 110021 Dated the 25/10/2013 Request for Proposal for Annual Maintenance Contract of Electrical and Mechanical Installations/Facilities in Mizoram Houses at Vasant Vihar and Chanakyapuri Proposals are invited from experienced and reputed Firms for providing combined Annual Maintenance Services of various Electrical and Mechanical Installations/Facilities including Firefighting System, Water Filtration Plant, Central AC Plant, Split ACs, Diesel Generator Set & Electrical Sub-station and Solar Water Heating System at Mizoram Houses, Vasant Vihar and Chanakyapuri, New Delhi. The last date of receipt of proposals is 04.11.2013. Technical Bids will be opened at 4:00pm on the same day i.e. on 04.11.2013. Tender Document can be obtained from the Office of Resident Commissioner, Govt. of Mizoram, Chankyapuri, New Delhi on cash payment of Rs.100. during office hours, and may also be downloaded from the website www.mizoramhouse.nic.in , [email protected] , http://tender.gov.in , http://eprocure.gov.in . Pre-bid conference will be held in the office of the Resident Commissioner on 01.11.2013 at 11.00 AM. The proposal should be addressed to: Resident Commissioner, Government of Mizoram, Pt. Uma Shankar Dikshit Marg, Chanakyapuri New Delhi-110021 Phone : 011-23015926 Email : [email protected] Sd (Resident Commissioner) 3 Annual Maintenance Contract for Electrical and Mechanical Installations/Facilities in Mizoram Houses, Vasant Vihar and Chanakyapuri, New Delhi The office of Resident Commissioner, Government of Mizoram invites sealed offers from reputed and experienced Firms for combined Annual Maintenance Contract of the following Electrical and Mechanical Installations/Facilities at the above premises: 1. Firefighting System at both Mizoram Houses (Vasant Vihar and Chanakyapuri) 2. Water Filtration and Softening Plant at both Houses (Vasant Vihar and Chanakyapuri) 3. Electrical Sub-Station and Diesel Generator Set (320KVA-NTA 855-G2-1) at Mizoram House, Chanakyapuri. 4. Central AC Plant (Variable Refrigerate Volume R 410A) at Mizoram House, Chanakyapuri 5. Split ACs at Mizoram House, Vasant Vihar 6. Solar Water Heating System with automatic backup system at Mizoram House, Chanakyapuri. The main objective of the contract is to provide professional Services as per the standards and specifications set out in this document in particular and good industry practice in general. Conditions of Contract, Scope of Work and Formats for submission are enclosed for guidance in submission of the offer. 1. Proposal Conditions: (a) The present tender document, being floated is not a definitive offer to contract but represents the specific requirements of the department as also is an invitation to the recipients to submit an offer for the purposes of evaluation by the office of Resident Commissioner, Government of Mizoram. (b) The submissions of the offer shall not bind the department from accepting any proposal and the department reserves the right to modify these requirements in whole or in part and/or seek additional bidders to submit bids. Only the execution of a written contract will obligate the office of Resident Commissioner, Government of Mizoram in accordance with the terms and conditions contained in such a contract. (c) The office of Resident Commissioner, Government of Mizoram shall not, in any way, be liable for any costs incurred by the respondents in preparing a response to this Request for Proposal or during subsequent 4 discussions with the office of Resident Commissioner, Government of Mizoram, regarding their Request for Proposal response. (d) All information contained in this Request for Proposal shall be considered “Confidential Information”. As such, the Confidential Information shall be protected and maintained in strict confidence by all the recipients of such information. Confidential information shall not be disclosed or disclosure allowed by the bidder, except for the sole purposes of responding to this Request for Proposal. (e) In the event that disclosure of the Confidential Information to employees and authorized agents is necessary, Confidential Information may be disclosed to them on a need-to-know basis, but the bidder shall make these persons aware of the confidentiality of such information and they shall (and the bidder shall cause them to) be bound by the terms and conditions of this Request for Proposal. (f) In no event shall this document, or any subsequent documents that may be made available in connection with this Request for Proposal, be copied, transcribed, or distributed in whole or in part without the specific prior written authorization of the office of Resident Commissioner, Government of Mizoram; the Resident Commissioner reserves the right to require the return or destruction of all documents including extracts, summaries and related notes. (g) All access to Mizoram House premises shall be subject to security procedures, Code of Conduct, confidentiality provisions and health and safety rules. The office of Resident Commissioner, Government of Mizoram reserves the right at its absolute discretion to exclude and or refuse access to any of its premises to any personnel including but not limited to bidder’s staff and or agents. 2. Minimum Eligibility Criteria : (a) At least two years experience in providing satisfactory service for at least 2 (two) of the services listed above at Government/PSU establishments in Delhi. The document in support of experience for such Services should be furnished. Experience will be shown by submission of work orders/agreement and satisfactory completion or ongoing work certificates/testimonials from the employers. (b) The Bidder should have valid electrical or any other mandatory License as applicable from authority concerned of Delhi Government. (c) The annual financial turnover of the firm should be at least Rs. 1.00 crore. (d) The bid of any firm/bidder which had been convicted by a court of law or against whom any criminal case is pending, and/or which have been blacklisted by any Government agency in the past shall be rejected. 5 3. Essence of the Contract: The main objective of the contract is to provide professional Annual Maintenance Contract for Electrical and Mechanical Installations/Facilities as per the standards and specifications set out in this document in particular and good industry practice in general. 4. Submission of Bids: (a) Bid shall be submitted in sealed envelope and clearly marked with project title – “Response to Proposal for Annual Maintenance Contract for Electrical and Mechanical Installations/Facilities in Mizoram Houses at Vasant Vihar and Chanakyapuri”. (b) The bid shall comprise of two parts namely Technical Bid and Financial Bid, which shall be submitted in separate, clearly marked envelopes. The Technical Bid will contain information showing technical and financial competency of the bidder as stipulated in the foregoing paras. and in addition, shall contain the following: (i) Tender Acceptance Letter as per given format in Annexure C (a) (i). (ii) Earnest Money Deposit of Rs. 30,000/- (Rupees thirty thousand only) in the form of pay order/Demand Draft of scheduled bank in favour of Resident Commissioner, Government Of Mizoram, payable at New Delhi. (iii) Bidder’s organization status and technical information as in Annexure C (a) (ii). (iv) Bidder’s financial status by means of audited financial statements of the previous 3 financial years along with copy of income tax return. (v) Scope/quality of services offered and deployment of staff as per format given in Annexure C (a) (iii). (vi) Relevant experience as per Annexure C (a) (iv). (vii) Comments on the tender document. (viii) Other documents in support of technical suitability of the bidder for carrying out the required services i.e. experience certificates, registration documents, affidavits etc. The Technical bid of the successful bidder shall be deemed to be an integral part of the contract. The Financial Bid shall comprise the financial quote, showing the amount at which the bidder is willing to carry out the contract, as in Annexure C (b). 5. Other Documentation: (a) All work orders/agreements submitted as proof of experience should be supported by the contact details of the employers i.e. name and address of the employer, contact person, mobile, telephone numbers so that the experience documents can be verified independently. The nature of the service provided, period of the work, etc. should be indicated if not 6 already mentioned in the work order/agreement/satisfactory completion certificates. (b) Details of registration with sales tax, VAT, Income Tax and other authorities as required under the law should be submitted. (c) In addition to the above, any other information/document which will help in assessment of the business competence and financial soundness of the party to undertake this service contract at New Delhi may be provided. (d) The party should submit a declaration/affidavit to the effect that they have not been convicted by a court of law or no criminal case is pending against them, and whether they have been blacklisted by any Government agency in the past. 6. Proposal Preparation Cost: The cost of preparing the bids, presentation and of negotiating the contract including site visits etc. will be borne by the bidders themselves and in no case will be reimbursable by the office of Resident Commissioner, Government of Mizoram. 7. Local Conditions: It will be imperative on each bidder to fully inform himself of all local conditions and factors, which may have any effect on the execution of works/services covered under these documents and specifications. Intending Bidders shall visit the site and make themselves thoroughly acquainted with its local site conditions. It is suggested to the bidders to conduct a demographic study to identify the local utility areas (markets/locality/residential areas, communication and transport conditions, effective labour and materials required to be involved and other features) which will help the bidders to consider all such factors during estimation for performing services as indicated in this Bid Document. It must be understood and agreed that all the factors have properly been investigated and considered while submitting the bids. No financial adjustment arising thereof shall be permitted by the office of Resident Commissioner, Government of Mizoram, which are based on lack of such clear information. Further, no claim for financial adjustment to the contract awarded on these specifications and documents will be entertained by the office of Resident Commissioner, Government of Mizoram. The bidders are required to consider all the costs, consumables, tools and equipments required for providing the services. 7 8. Language: All information in the bid shall be in English. Information in any other language shall be accompanied by its translation in English. In the event of any discrepancy in meaning, the English language translation of all documents shall prevail. 9. Signature of the Bidder: The bid must contain the name, residence and place of business of the authorized person or persons making the bid, and must be signed by the Bidder with his usual signature. The names of all persons signing shall be stamped, typed or printed below the signature. Bids by Corporation/Company must be signed with the legal name of the Corporation/Company by the President/Managing Director or other person or persons authorized to bid on behalf of such Corporation/Company in the matter. 10. Vague and Indefinite Expressions: Proposals submitted by the bidders containing vague and indefinite expressions such as “subject to availability” etc. will not be entertained. Full responsibility is to be accepted by the bidder. 11. Late Bids: Bidders are advised in their own interest to ensure that the proposals reach the specified office well before the closing date and time of Bid (Proposal) Submission. Any bid received after deadline for submission may be rejected or returned unopened. 12. Equal information Policy Should any bidder raise a question, which is considered to be of general interest, the office of Resident Commissioner, Government of Mizoram reserves the right to communicate both question and answer to all other respondents/ bidders. In this event, the identity of the bidder(s) raising the issue will not be disclosed. 13. (a) Earnest Money Deposit (EMD): The bidders are required to pay an earnest money deposit of Rs. 30,000/- (Rupees thirty thousand only) in the form of demand draft in favour of Resident Commissioner, Government of Mizoram, payable at New Delhi. The D.D. for EMD must be enclosed in the envelope containing the technical bid. Any Proposal without EMD shall be liable for rejection. The amount of EMD shall not carry any interest. 8 (b) Performance Security Deposit: An amount of 10% of the contract value shall be deposited by the Contractor as Performance Security Deposit by means of Demand Draft or Bank Guaranty in favour of Resident Commissioner, Mizoram House, and New Delhi which will be refunded on termination of the contract. 14. Return of EMD: The EMD paid by the unsuccessful bidders shall be refunded to them without interest, after the award of work is finalized by the office of Resident Commissioner, Government of Mizoram or after the date of expiry of validity of offer, unless the validity of the offer is extended by mutual consent. The EMD of the successful bidder shall be refunded on submission of the Performance Security Deposit. 15. Bid Validity Period: The bid shall be kept valid for a period of one hundred twenty (120) days from the stipulated last date of submission of bids. The overall offer for the assignment and bidders’ quoted prices shall remain unchanged during the period of validity. In case the bidder withdraws, modifies or changes his offer during the bid validity period, the Earnest Money deposit paid by him shall be fortified without assigning any reason thereof. 16. Rejection of Proposals: The office of Resident Commissioner, Government of Mizoram reserves the right to accept or reject any or all proposals without giving or assigning any reason for its decision. Tenders are liable to be rejected in case any of the particulars/prescribed information is either missing or incomplete in any respect and/or if the prescribed conditions are not fulfilled, or the bid is otherwise unresponsive/offensive to the tender document. Canvassing in connection with the tender is strictly prohibited and proposals submitted by bidders who resort to canvassing will be liable to rejection. 17. Right to Accept or Reject Any or All Bids: Evaluation of proposals shall be at the sole discretion of the office of Resident Commissioner, Government of Mizoram and no suggestion and/or communication shall be entertained in this regard. The office of Resident Commissioner, Government of Mizoram reserves the right to reject or accept and to annul the bidding process and reject all the bids at any time prior to the award of contract, without thereby incurring any liability to the effected bidders or any obligation to inform the affected bidders of the ground for action. 9 18. Examination of proposals The office of Resident Commissioner, Government of Mizoram will examine all the proposals to determine whether they are complete in all respects as specified in the RFP Documents supplied to the bidders. Examination of Proposals shall be done in two stages as below: (a). Technical Bid Technical bids received and found valid will be evaluated by the office of Resident Commissioner, Government of Mizoram to shortlist proposals which can best provide the services under the terms of reference, specifications and documents. The bidder should take enough care to submit all the information sought by the office of Resident Commissioner, Government of Mizoram in the desired formats. The short listing will be done by assessing the capability of the bidders on the basis of the relevant experience of the bidders and proposed methodology for providing services to Mizoram House indicating their experience, deployment of manpower, monitoring, quality assurance, etc. (b). Financial Bid The price Bid is to be provided in the format given in Annexure – C (b). Those pre-qualified applicants in the technical bids shall only qualify for consideration of opening of financial bids. Financial bids of all qualifying bidders will be opened for which intimation will be given to all pre qualified bidders who, if they so desire, can remain present. 19. Clarifications: The office of Resident Commissioner, Government of Mizoram reserves the right to call for additional information/clarifications from the bidders. 20. Letter of Acceptance (LOA): Subsequent to the evaluation of proposals and declaration of the successful bidder, the office of Resident Commissioner, Government of Mizoram, will notify the successful bidder in writing by issuing LOA that its bid has been accepted. 21. Service Agreement: The successful bidder would be invited to execute the Contract Agreement, which would have, apart from others, the specific conditions as presented in Annexure A. 10