Annual Maintenance Contract (AMC) of HT & LT Sub-Station, switch gears and up to out going of distribution system including last

point of power and light installed at NISCAIR, S V Marg, New Delhi

TENDER DOCUMENT

YEAR 2008

Estimated Cost: Rs. 2,80,977/Last date for sale of tender document upto : 30.5.2008 Last date for submission of tender document: 2.6.2008 at 3.00 p.m. Date of opening of technical bid: 2.6.08 at 3.30 p.m.

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Dr. K S Krishnan Marg (Near Pusa Gate) New Delhi-110012

TENDER DOCUMENT

Annual Maintenance Contract (AMC) of HT & LT Sub-Station, switch gears and up to out going of distribution system including last point of power and light installed at NISCAIR, Pusa and S V Marg, New Delhi

S V MARG CAMPUS (NISCAIR)

Cost of Tender Rs. 500/-

Tender Issuing Authority

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Dr. K S Krishnan Marg (Near Pusa Gate) New Delhi-110012 Name of work: Annual Maintenance Contract (AMC) of HT & LT SubStation, switch gears and up to out going of distribution system including last point of power and light installed at NISCAIR, S V Marg, New Delhi

CONTENTS
S.No. 1. 2. 3. DESCRIPTION Contents Notice Inviting Tenders (NIT) & Conditions for Works Financial Bid & Schedule of quantities No. OF PAGES

NOTE: Tenderer should confirm that they have received all the above papers. All the documents Issued is to be returned duly signed by the tenderer while submitting his offer. TENDER ISSUED TO: M/s ___________________________ ___________________________ ___________________________ TELEPHONE NO: _________________________ (IF ANY)

TECHNICAL BID

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)

Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-12

GENERAL TERMS AND CONDITIONS (GTC)

1.

Sealed tenders in two bid system i.e. Technical along with EMD, & financial separately, arehereby invited for the work of Annual Maintenance Contract(AMC) of HT & LT Sub-station, Switch gears and up to out going of Distribution system including last point of power and light installed at NISCAIR (Pusa Campus), New Delhi. from the contractors of appropriate class of C.P.W.D., railways, MES, P&T,state PWD, semi Govt. organizations and/or from those who have worked for CSIR or itslaboratories/Institutes and having successfully carried out preferably three similar works ( AMC of HT&LT substation in Govt. semi.Govt. etc.) The tenderers are required to produce proof of fulfilling these conditions along with valid electrical license while making requests for issue of tender document. Estimated cost of the above work is Rs. 2,80,977/- (Rupees Two Lakh eighty thousand nine hundred & seventy seven only) Time period for carrying out AMC work will be 12 months and the date of commencement shall be reckoned from the tenth day of issue of award letter. Bids must be received by NISCAIR at the address given not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day. Bidders may inspect the site in complete before quoting the rates. Since, they will be responsible for break down free service of electricity to the NISCAIR buildings. At site they may contact Sh. BV.L.Garg, Scientist EI, NISCAIR Pusa Campus, Dr. K.S.Krishnan Marg, New Delhi-110 012. Tenders should be on the specified form (Non-transferable) which may be obtained from the NISCAIR, BOOK SHOP(Pusa) New Delhi- 110 012 during office hours up to 30.05.2008, on payment of Rs. 500/- (Rupees five hundred

2.

3.

4.

5.

only) by demand draft of a scheduled bank drawn in favour of Director, NISCAIR, New Delhi (Non refundable). 6. The last date of receipt of tenders will be 02.06.2008 by 3.00 P.M. and will be opened at 3:30 P.M. on same day in the presence of tenderers, if any in the conference hall (first Floor) of NISCAIR. Sales tax or any other tax or duties on material and on services in respect of this contract will be payable by the Contractor and nothing extra will be paid by NISCAIR for increase in such taxes of duties even if imposed or levied either before or after the tenders are opened or during the currency of contract, over and above the tendered cost. Earnest money is liable to be forfeited, if the contractor selected for the work fails to sign the formal agreement within 5 days from the date of issue of work award letter. Tenders who do not fulfill all or any of the conditions or are incomplete in any respect are liable to summary rejection. duly filled Tender along with earnest money/receipts/drafts are to be sent to: Director NISCAIR Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-110 012 11. The Earnest Money amounting to Rs 7,030 /- (Rupees Seven thousand & thirty only) as demand draft or pay order of a schedule bank and drawn in favour of Director, NISCAIR, New Delhi, should accompany the tender in separate envelope along with technical bid part. Tenders received without earnest money will be invalid.

7.

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12. The Director NISCAIR does not bind himself to accept the lowest or any tender and reserves to himself the right of accepting the whole or any part of the tender and the tenderer shall be bound to perform the same at the rates quoted. 13. Canvassing/Recommendation in connection with the tenders is prohibited and the tenders submitted by the contractor who resort to canvassing are liable for rejection. The tenderers shall not be permitted to tender for works in concerned unit(s) of CSIR wherein a relative is posted in the grade between Controller of Administration and Junior Engineer, (both inclusive). He shall also intimate the names of persons who are working with him in any capacity or subsequently employed by him and who relatives are as mentioned above.

14.

15.

Tender submitted shall remain valid for 90 days from the date of opening for the purpose of acceptance and award of work, validity beyond 90 days from the date of opening shall be by mutual consent. The tenderer shall quote rates both in figures and words. He shall also workout the amount for each item of work and write in both figures and words. On check if there are differences between the rates quoted by the tenderer in words and in figures or in the amount worked out by him, the following procedure shall be followed: 16.1 When there is a difference between the rates in figures and in words, the rates which correspond to the amounts worked out by the tenderer shall be taken as correct. When the amount of an item is not worked out by the tenderer or it does not correspond with the rate written either in figures or in words, the rate quoted by the tenderer in words shall be taken as correct. When the rate 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.

16.

16.2

16.3

17.

Before tendering, the tenderer shall inspect the site to fully acquaint himself about the condition in regard to accessibility of site, nature and extent of ground, working condition of site and locality including stacking of materials, installations of tools and plants (T&P) etc., conditions affecting accommodations and movement of labour etc. required for the satisfactory execution of the work contract. No claim whatsoever on such account shall be entertained by the Director NISCAIR in any circumstances. Earnest money will be forfeited if the contractor fails to commence the work as per letter of award. Except writing rates and amount, the tenderer should not write any conditions or make any changes, additions, alterations and modifications in the printed form of tenders. Tenderers who are desirous to offer rebate the same should be brought out separately in the covering letter and submitted along with the tender except wherever needed after refering the details of the tender and if asked for. The successful tenderer shall be required to deposit 10% of the ordered value as security deposit cum Performance Guarantee by way of demand draft/bank guarantee (as per Annexure-I) of any scheduled bank in favour of Director NISCAIR New Delhi within ten days from the date of order, failing which the earnest money shall stand forfeited . The Security Deposit and Performance Guarantee shall be valid up to 12 months from the date of commencement of work.

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20.1

The proceeds of the performance shall be payable to the purchaser as compensation for any resulting from the suppliers failures to complete its obligation under the contract. The performance security shall be in one of the following forms: 20.2.1 A Bank guarantee from a scheduled bank in a form provided by the purchaser (Annexure - II) or another form acceptable to the purchaser, or 20.2.2 A Bankers Cheque or Demand Draft

20.2

20.3

The Earnest money already deposited will be refunded after receipt of security deposit.

21.

The contractors, to whom the work is awarded will have to execute an indemnity bond in favour of the Director, NISCAIR, indemnifying the authorities staff and individuals of NISCAIR against theft, loss of material, damages of any kind to the plant and installations, damages to buildings and appurtenances due to any mishandling/mistakes in operation and maintenance, as this will be the sole responsibility of the contractor and to be made good by the contractor at his risk and cost. The contractor is also to declare in the indemnity bond that he/his firm/his partners will be held fully responsible for any damages due to fire caused by any mishandling, mis-operating, or improper maintenance and replacement of materials of air-conditioning plant and connected installations and that all such damages will be made good by him/his firm/his partners at his/their own risk and cost. All procedures either technical or security measures as followed in NISCAIR for all contractors will be followed in the case of this contract also. Tenders submitted on forms or sheets (except when the given forms are insufficient) other than the tender forms issued by the NISCAIR will not be considered. In case of insufficiency of tender forms also, the forms or sheets submitted as tender should accompanied by the tender form issued by NISCAIR. Unsuccessful Bidders EMD will be discharged/returned as promptly as possible as but not later than 30 days after the expiry of the period of bid validity prescribed by the purchaser.

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Director NISCAIR reserves the right to accept or reject any tender in full or in part without assigning any reason. The conditions beyond its control such as, but not limited to, war, strikes, fires, flood, governmental restrictions or power failures, damages etc. Shall not be deemed a breach of the contract. One month notice will be given by either party for termination of the contract during the tenure of contract for breach of clause or otherwise. Except where otherwise provided in the contract, all questions and disputes relating to the meaning of the specification, and instruction herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the contract, specifications, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Director General, Council of Scientific & Industrial Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be submission to Arbitration under the meaning of the Arbitration Act, 1940 or any satisfactory modification of reenactment thereof for the time being in force, conclusive and binding on all parties of the contract.

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SCOPE OF WORK TO BE CARRIED OUT UNDER THE CONTRACT

1.0 Introduction: NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) is having its buildings inside the Pusa campus, is a very prestigious Institute of CSIR. The building have HT & LT Sub-station, Bus bars, Switch gears, Distribution systems, lighting system points, window Acs, power points etc. Which are required to be maintained on Annual Maintenance Contract (AMC) basis for trouble free electricity supply to NISCAIR. The contract of annual maintenance shall be initially for a period of one year. The period can be curtailed/extended at the discretion of the Director NISCAIR. 1.1.The title of the work briefly indicates the work requirement. In order to completely familiarize themselves with the conditions and work requirement, tenderers are advised to visit the site to see the conditions of the work to be carried out and may contact Dr. H B Singh, Head Infrastructure at Pusa building for clarifications/familiarization etc. before quoting the rates. 1.2. NISCAIR shall permit access to all concerned areas of building to contractors personnel. Use of available facilities like local telephone, parking facilities to maintenance staff deployed by contractor shall be provided by NISCAIR free of cost (for official use only). 2.0 DESCRIPTION OF COMPLETE ELECTRICAL SYSTEM (INSTALLED AT PUSA BUILDING OF NISCAIR) UNDER THE CONTRACT: 2.1 Metering & HT Panels: From out going of 11 KV meter power comes to a HT panel board having OCBs. Relays, PT &CTs.

2.2

LT Panel System: Out going of transformer is taken to LT panels through LT OCB from where it is distributed to many other sub- LT panels and distribution boards in complete building for for further distribution to power points, light points, machines , pumps etc. Power Factor Correction Panel: There is capacitor banks installed in a panel along with an automatic power factor correction relay to maintain the power factor of the system to avoid the penalty and to bring down the cost of electricity bill of the NISCAIR.

2.3

2.4

Distribution Systems: Supply is distributed to different floors of the building from the distribution boards installed at each floor and at many places from other floor to some other floor. From where it is being taken for utilization in individual rooms, halls etc..

3.0.

Annual Maintenance Contract (AMC) of HT & LT Sub-station, Switch gears and up to out going of Distribution system including last point of power and light installed at NISCAIR New Delhi. Following electrical equipments are included in Annual Maintenance Contract:

a) OUT going cable of metering equipment , HT panels etc. b) Existing HT panel and VCB and its protection systems viz. relays, trip circuits etc. c) HT cable from metet to HT panel. d) All LT panels, Switch gears installed in LT panels, Measuring instruments, , indications, bus bars, LT cables, Bus couplers and complete LT panel installed at different locations in the NISCAIR building including checking of earth pits and taking corrective action for improvement of earth resistance if found improper . e) All the distribution boards installed at each floor for power and lighting and for UPS etc. including all out going switches, MCBs, fuses, MCCBs from distribution boards. f) All the power points, light points etc available in the complete building. g) Street lights, security lights, starters of pumps etc. and rectifying the faults in all except rewinding of motors etc. h) Operation of DG sets installed in the campus and daily check ups of DG sets and submission of reports. i) Any other job related to electrical new or old assigned to the contractor are to be done by the contractor under the contract i.e. fixing of new DB, terminations etc.

4.0

Following time schedule is to be followed for proper maintenance of the Systems of the buildings under the contract:

4.1

WORK TO BE CARRIED OUT DAILY: a. Recording the reading of HT meter at opening and closing of the day in the log book of meter to be arranged by contractor;

b. Checking the HT panel and recording the observations made, any abnormality to be corrected immediately; c. Checking the LT panels and recording the observations made, any abnormality to be corrected immediately; d. Checking the Distribution System and recording the observations made, any abnormality to be corrected immediately; e. Any other job assigned by NISCAIR related to electrical power/light etc; f. Keeping all the meters and indications of HT and LT panels intact; g. Cleaning of HT panels, LT panels etc; and h. Repairing etc. is to be done immediately if on inspection any defect is found. i. Attending the daily routine complaints of electrical lighting or power point received from the users. j. Checking of loads on distribution system, sub panels, main panels etc. and making it uniform on phases as far as possible. k. Replacing of wiring if fault is noticed and it is required to change the wiring on the direction of engineers concerned. All material will be supplied by NISCAIR. l. Operation of DG sets installed in the campus and daily check ups of DG sets.

4.2

WORK TO BE CARRIED OUT MONTHLY:

a. All works to be carried out as carried out in daily schedule above; b. Checking and operating switch gear and trip circuit of HT panel for its proper functioning. Incase of defective/mal-functioning to be rectified immediately; c. Checking and operating switch gear and trip circuits. Incase of defective/malfunctioning to be rectified immediately;

d. Checking and operating each switch gear and trip circuit of LT panels for their proper functioning. Incase of defective/mal-functioning to be rectified immediately; e. Checking the load on each phase of distribution system and ensuring that load is within limit and no MCB, switch, cable is over loaded. f. Checking of power factor equipment and capacitor banks, relay, panel etc. and rectifying any fault detected and ensuring that P.F. is maintained. 4.3
WORK TO BE CARRIED OUT ON QUARTERLY BASIS:

a. All works to be carried out as carried out in monthly schedule above; b. Checking of current ,power factor, power and voltage at each switch in LT panels; c. Cleaning of Distribution Systems;

d. Checking, repairing and cleaning of street lights, and security lights.

4.4 a. b. c. d.

WORK TO BE CARRIED OUT IN HALF YEARLY SERVICING:

All jobs as mentioned in the quarterly work schedule above; Servicing of VCBs including; Testing of all relays and calibrating them with relay test kit; Cleaning of interior of HT & LT panel and tightening of all nuts and bolts including bus bar bolts, cable connections, switch connections etc;

e.

Checking the earth pits and recording the value of earth resistance. In-case high, taking the corrective action to bring it up; Testing of earthing of each panel on HT and LT. In case improper need to be corrected; and Cleaning of interior of bus duct and tightening all nuts and bolts including checking and correcting of earth strip.

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Checking and ensuring that all the distributions are properly earthed. Incase some wiring is to be done up to distribution box for earthing, the same is to be carried out .All material will be supplied by NISCAIR. WORKS TO BE CARRIED OUT YEARLY:

4.5 a. b. c.

All the works to be carried out as carried out in half yearly schedule above; and Making a drawing of complete sub-station up to out going of distribution system. In yearly schedule any other work needed to be carried out for making all the systems under the contract in proper functioning condition. NOTE:

4.6

i). For the above maintenance any or all (routine, special) Tools, plants, Instruments etc. etc. and consumable items viz. grease, oil, cloth, dhoti etc. needed are to be arranged by the contractor at his own cost. Institute will not provide anything to the contractor. Material for replacement will be provided by NISCAIR. ii) After taking over the AMC, the contractor will give in writing within 30 days to NISCAIR a list of material needed for routine maintenance of the complete system under the contract. He will not bring the emergent situations for immediate supply of material which was not in the list except in rare cases. iii). The rates quoted will be deemed to have included all the necessary T and P/Labour required for satisfactory operation and Annual Maintenance Contract of HT & LT Sub-station, , Switch gear and up to out going of Distribution system etc. as defined in scope of work. iv). Repairing of fault in U/G cables including digging of earth and refilling of earth is to be arranged by the contractor under this contract free of cost. However, any material etc. needed will be provided by NISCAIR. v). Replacement of thimbles of all types incase of burnt thimbles during the period is to be done by the contractor including providing of thimbles free of cost to NISCAIR. vi). Maintenance record to be maintained by contractor.

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PENALTY CLAUSES: Non Availability of manpower or their absence will attract a penalty as under: Supervisor: Rs. 300/- per day/ shift Electrician: Rs. 200/- per day/ shift If work is not done as per above schedule or any system is not functioning then a penalty @ rate of Rs. 1000/- per day shall be imposed on contractor for each location separately and will be deducted from the AMC amount due to the contractor and if unsatisfactory performance is continued for more days as felt by plants in-charge AMC is liable to be terminated and decision for this shall rest with the Director NISCAIR.

5.2

5.3 If the contractor is NOT able to locate and rectify the fault and the reasons attributable to non performance of contractor as assessed by officials nominated by NISCAIR, the penalty clause is applicable as follows: i) System remained non-functional for 2 hours or more. The penalty will be Rs. 1000/- per day. 5.4 If contractor is not able to rectify the fault then the same may be got done through some other agency at the risk and cost of contractor and amount will be deducted from AMC bill and penality as stipulated above will also be imposed. However, the decision of the Director, NISCAIR in this regard shall be final and binding.

6.0 Deployment of site supervisor and electrician to ensure smooth functioning of power system: 6.1 For organizing and implementing the maintenance schedule it is suggested that, contractor shall depute at least one qualified and experienced supervisor with proper licence/certificate of supervisor and two electrician at site (Pusa campus) starting from 8.00 A.M. to 6.00 P.M. from Monday to Saturday (irrespective of holidays during the week) having thorough knowledge of HT & LT system and distribution system including knowledge of fault diagnosis.and rectification of fault thereof. No extra will be paid if time is extended in any day or staff is required for maintenance on Sunday/Holidays. Violation of this condition will result in deduction of amount due to the contractor from his bill and decision of Director NISCAIR in this matter shall be final. DG set operation is to be arranged from 8 AM to 8 PM from Monday to Saturday and accordingly staff may be deployed.

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Mere deployment of MAN POWER does not fulfill the obligation of contract. Contractor will be responsible for satisfactory maintenance of all the systems under the scope of contract and smooth functioning of electrical services in the NISCAIR. During break down, monthly, quarterly, half yearly and yearly maintenance, if required more skilled/un-skilled workers are may be deployed by the contractor to complete the work without much interruption of electricity supply to different/any part of the building. In case of break down immediate action must be taken to rectify the fault and restore the supply within reasonable time as considered by NISCAIR. Failing which penalty clause will be invoked.

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7.0

GENERAL MAINTENANCE: Periodicity of various general operation and maintenance activities at site: i). Attend the sub station cleanliness and proper functioning of the equipment Daily. ii). Maintain record of each equipment as per daily schedule or as directed by the Engineer-in-Charge Daily. iv). Attend to cleaning of distribution areas daily.

7.1 GENERAL PRECAUTIONS FOR DAILY MAINTENANCE TO BE OBSERVED: a) Contractor is to ensure that all the installations and accessories provided for different installations are in their positions, levels, directions etc, b) The contractor should have their maintenance people accessible either by person or by phone during or after office hours and if called for one to attend to work for repairing, rectification or servicing or as required for the smooth functioning of sub-station, etc. 8.0 SPECIAL TERMS AND CONDITIONS (STC) 8.1 Site Engineer/Supervisor: The contractors supervisor shall be available at all times for receiving instructions from the NISCAIR. He shall also attend all site meetings & co-ordination meetings & arrange to carry out work smoothly as per the agreed time schedule. Any instruction given to the site supervisor shall be construed as if the same is given to the contractor.

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Corrupt or Fraudulent Practices: 8.2.1 Bidders & Suppliers shall observe the highest standard of ethics during the procurement and execution of the contract.

8.2.2 The Purchaser will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. 8.2.3 The purchaser will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid, or in executing the contract. 8.3 Time for Annual Maintenance Contract will be one year from the date of effectiveness of the order for AMC. AMC can be renewed by mutual agreement between NISCAIR and Contractor. Any cement or material required for making good the damages will be brought by the contractor at his own cost and risk. Similarly any other materials required for making good the damages. In case failure of power from Delhi Vidyut Board OR (any agency who supply to NISCAIR), liasoning with the official of that agency is to be done by contractor for restoration of power. NISCAIR authority will put their signature on paper if any and as required by that agency as consumer The firm will be responsible for the security/insurance of their staff working at site and NISCAIR will not be responsible in any manner incase of any accident/ mis-happening. Technical evaluation committee during technical evaluation will also review the past performance of the contractor (who have worked for NISCAIR) before making then technically qualified etc.

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PAYMENT TERMS:
The payment to the firm shall be made in equal monthly installment of yearly payment on satisfactory maintenance only in each month on bill basis. If performance is not found satisfactory, payment for that month will be forfeited and if un-satisfactory performance is continued then contract is liable to be terminated. DECLARATION BY THE TENDERER

I, ------------------------------------------------, declare that I have submitted my tender for the work Described in the tender after acquainting myself fully with the details of work involved and after Understanding the responsibilities to be discharged by me under this contract and have read the complete tender very carefully.

SIGNATURE OF THE TENDERER

SEAL OF FIRM/COMPANY

FINANCIAL BID

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)

Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-12

Name of Work: Annual Maintenance Contract (AMC) of HT & LT Sub-station, Switch gears and up to out going of Distribution system including last point of power and light installed at both the buildings of NISCAIR, New Delhi. (at Pusa Campus) ABSTRACT OF COST Sl. No. A Description Annual Maintenance Contract (AMC) of HT & LT Sub-station, Switch gears and up to out going of Distribution system including last point of power and light installed at NISCAIR (pusa campus) as per scope of work given in the tender. Qnty. 1 Job Unit Each Rate Amount

Total Rs

Note:

(1) (2)

Amount may be written in words also. Financial evaluation of tender will be done on the basis of rates quoted for all the above items.

(Signature of the bidder) Name: Place: Date: Seal

Annual Maintenance Contract (AMC) of HT & LT Sub-Station, switch gears and up to out going of distribution system including last point of power and light installed at NISCAIR, S V Marg, New Delhi

TENDER DOCUMENT

YEAR 2008

Estimated Cost: Rs. 2,80,977/Last date for sale of tender document upto : 30.5.2008 Last date for submission of tender document: 2.6.2008 at 3.00 p.m. Date of opening of technical bid: 2.6.08 at 3.30 p.m.

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Dr. K S Krishnan Marg (Near Pusa Gate) New Delhi-110012

TENDER DOCUMENT

Annual Maintenance Contract (AMC) of HT & LT Sub-Station, switch gears and up to out going of distribution system including last point of power and light installed at NISCAIR, Pusa and S V Marg, New Delhi

S V MARG CAMPUS (NISCAIR)

Cost of Tender Rs. 500/-

Tender Issuing Authority

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Dr. K S Krishnan Marg (Near Pusa Gate) New Delhi-110012 Name of work: Annual Maintenance Contract (AMC) of HT & LT SubStation, switch gears and up to out going of distribution system including last point of power and light installed at NISCAIR, S V Marg, New Delhi

CONTENTS
S.No. 1. 2. 3. DESCRIPTION Contents Notice Inviting Tenders (NIT) & Conditions for Works Financial Bid & Schedule of quantities No. OF PAGES

NOTE: Tenderer should confirm that they have received all the above papers. All the documents Issued is to be returned duly signed by the tenderer while submitting his offer. TENDER ISSUED TO: M/s ___________________________ ___________________________ ___________________________ TELEPHONE NO: _________________________ (IF ANY

TECHNICAL BID

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)

Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-12

GENERAL TERMS AND CONDITIONS (GTC)

1.

Sealed tenders in two bid system i.e. Technical along with EMD, & financial separately, arehereby invited for the work of Annual Maintenance Contract(AMC) of HT & LT Sub-station,Transformer, Switch gears and up to out going of Distribution system including last point of power and light installed at NISCAIR (SVMarg Campus), New Delhi. from the contractors of appropriate class of C.P.W.D., railways, MES, P&T,state PWD, semi Govt. organizations and/or from those who have worked for CSIR or itslaboratories/Institutes and having successfully carried out preferably three similar works ( AMC of HT&LT substation in Govt. semi.Govt. etc.) The tenderers are required to produce proof of fulfilling these conditions along with valid electrical license while making requests for issue of tender document. Estimated cost of the above work is Rs. 2,80,977/- (Rupees Two lakh eighty thousand nine hundred & seventy seven only) Time period for carrying out AMC work will be 12 months and the date of commencement shall be reckoned from the tenth day of issue of award letter. Bids must be received by NISCAIR at the address given not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day. Bidders may inspect the site in complete before quoting the rates. Since, they will be responsible for break down free service of electricity to the NISCAIR buildings. At site they may contact Head Infrastructure Sh. A.K.Chawla Scientist F (room no. 222) NISCAIR, 14, Satsang Vihar Marg New Delhi-110 067. Tenders should be on the specified form (Non-transferable) which may be obtained from the NISCAIR, BOOK SHOP(Pusa) New Delhi- 110 012 during office hours up to 30.05.2008, on payment of Rs. 500/- (Rupees five hundred only) by demand draft of a scheduled bank drawn in favour of Director, NISCAIR, New Delhi (Non refundable). The last date of receipt of tenders will be 02.06.2008 by 3.00 P.M. and will be opened at 3:30 P.M. on same day in the presence of tenderers, if any in the conference hall (first Floor) of NISCAIR.

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Sales tax or any other tax or duties on material and on services in respect of this contract will be payable by the Contractor and nothing extra will be paid by NISCAIR for increase in such taxes of duties even if imposed or levied either before or after the tenders are opened or during the currency of contract, over and above the tendered cost.

17.

Earnest money is liable to be forfeited, if the contractor selected for the work fails to sign the formal agreement within 5 days from the date of issue of work award letter. Tenders who do not fulfill all or any of the conditions or are incomplete in any respect are liable to summary rejection. duly filled Tender along with earnest money/receipts/drafts are to be sent to: Director NISCAIR Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-110 012

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19.

11.

The Earnest Money amounting to Rs 7,030 /- (Rupees Seven thousand & thirty only) as demand draft or pay order of a schedule bank and drawn in favour of Director, NISCAIR, New Delhi, should accompany the tender in separate envelope along with technical bid part. Tenders received without earnest money will be invalid. The Director NISCAIR does not bind himself to accept the lowest or any tender and reserves to himself the right of accepting the whole or any part of the tender and the tenderer shall be bound to perform the same at the rates quoted. Canvassing/Recommendation in connection with the tenders is prohibited and the tenders submitted by the contractor who resort to canvassing are liable for rejection. The tenderers shall not be permitted to tender for works in concerned unit(s) of CSIR wherein a relative is posted in the grade between Controller of Administration and Junior Engineer, (both inclusive). He shall also intimate the names of persons who are working with him in any capacity or subsequently employed by him and who relatives are as mentioned above. Tender submitted shall remain valid for 90 days from the date of opening for the purpose of acceptance and award of work, validity beyond 90 days from the date of opening shall be by mutual consent.

12.

13.

14.

15.

16.

The tenderer shall quote rates both in figures and words. He shall also workout the amount for each item of work and write in both figures and words. On check if there are differences between the rates quoted by the tenderer in words and in figures or in the amount worked out by him, the following procedure shall be followed: 16.1 When there is a difference between the rates in figures and in words, the rates which correspond to the amounts worked out by the tenderer shall be taken as correct. When the amount of an item is not worked out by the tenderer or it does not correspond with the rate written either in figures or in words, the rate quoted by the tenderer in words shall be taken as correct. When the rate 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.

16.2

16.3

17.

Before tendering, the tenderer shall inspect the site to fully acquaint himself about the condition in regard to accessibility of site, nature and extent of ground, working condition of site and locality including stacking of materials, installations of tools and plants (T&P) etc., conditions affecting accommodations and movement of labour etc. required for the satisfactory execution of the work contract. No claim whatsoever on such account shall be entertained by the Director NISCAIR in any circumstances. Earnest money will be forfeited if the contractor fails to commence the work as per letter of award. Except writing rates and amount, the tenderer should not write any conditions or make any changes, additions, alterations and modifications in the printed form of tenders. Tenderers who are desirous to offer rebate the same should be brought out separately in the covering letter and submitted along with the tender except wherever needed after refering the details of the tender and if asked for. The successful tenderer shall be required to deposit 10% of the ordered value as security deposit cum Performance Guarantee by way of demand draft/bank guarantee (as per Annexure-I) of any scheduled bank in favour of Director NISCAIR New Delhi within ten days from the date of order, failing which the earnest money shall stand forfeited . The Security Deposit and Performance Guarantee shall be valid up to 12 months from the date of commencement of work. 20.1 The proceeds of the performance shall be payable to the purchaser as compensation for any resulting from the suppliers failures to complete its obligation under the contract.

18.

19.

20.

20.2

The performance security shall be in one of the following forms: 20.2.1 A Bank guarantee from a scheduled bank in a form provided by the purchaser (Annexure - II) or another form acceptable to the purchaser, or 20.2.2 A Bankers Cheque or Demand Draft

20.4

The Earnest money already deposited will be refunded after receipt of security deposit.

21.

The contractors, to whom the work is awarded will have to execute an indemnity bond in favour of the Director, NISCAIR, indemnifying the authorities staff and individuals of NISCAIR against theft, loss of material, damages of any kind to the plant and installations, damages to buildings and appurtenances due to any mishandling/mistakes in operation and maintenance, as this will be the sole responsibility of the contractor and to be made good by the contractor at his risk and cost. The contractor is also to declare in the indemnity bond that he/his firm/his partners will be held fully responsible for any damages due to fire caused by any mishandling, mis-operating, or improper maintenance and replacement of materials of air-conditioning plant and connected installations and that all such damages will be made good by him/his firm/his partners at his/their own risk and cost. All procedures either technical or security measures as followed in NISCAIR for all contractors will be followed in the case of this contract also. Tenders submitted on forms or sheets (except when the given forms are insufficient) other than the tender forms issued by the NISCAIR will not be considered. In case of insufficiency of tender forms also, the forms or sheets submitted as tender should accompanied by the tender form issued by NISCAIR. Unsuccessful Bidders EMD will be discharged/returned as promptly as possible as but not later than 30 days after the expiry of the period of bid validity prescribed by the purchaser. Director NISCAIR reserves the right to accept or reject any tender in full or in part without assigning any reason.

22.

23.

24.

25.

26.

27.

The conditions beyond its control such as, but not limited to, war, strikes, fires, flood, governmental restrictions or power failures, damages etc. Shall not be deemed a breach of the contract. One month notice will be given by either party for termination of the contract during the tenure of contract for breach of clause or otherwise. 29. Except where otherwise provided in the contract, all questions and disputes relating to the meaning of the specification, and instruction herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the contract, specifications, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Director General, Council of Scientific & Industrial Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be submission to Arbitration under the meaning of the Arbitration Act, 1940 or any satisfactory modification of reenactment thereof for the time being in force, conclusive and binding on all parties of the contract.

28.

SCOPE OF WORK TO BE CARRIED OUT UNDER THE CONTRACT

1.0 Introduction: NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) is having its campus at 14, Satsang Vihar Marg New Delhi-67, is a very prestigious Institute of CSIR. The building have HT & LT Sub-station, Transformer, Bus bars, Switch gears, Distribution systems, lighting system points, window Acs, power points etc. Which are required to be maintained on Annual Maintenance Contract (AMC) basis for trouble free electricity supply to NISCAIR. The contract of annual maintenance shall be initially for a period of one year. The period can be curtailed/extended at the discretion of the Director NISCAIR. 1.3.The title of the work briefly indicates the work requirement. In order to completely familiarize themselves with the conditions and work requirement, tenderers are advised to visit the site to see the conditions of the work to be carried out and may contact Sh.A.K.Chawla, Head Infrastructure (Room no.222) at SVM building for clarifications/familiarization etc. before quoting the rates. 1.4. NISCAIR shall permit access to all concerned areas of building to contractors personnel. Use of available facilities like local telephone, parking facilities to maintenance staff deployed by contractor shall be provided by NISCAIR free of cost (for official use only).

2.0

DESCRIPTION OF COMPLETE ELECTRICAL SYSTEM (INSTALLED AT 14, S.V. Marg Building of NISCAIR) UNDER THE CONTRACT 2.1 Metering & HT Panels: From out going of 11KV meter power comes to a three panel HT board having OCBs. Relays, PT&CPs. Transformers: From the HT panels there are two out goings through HT cables to two transformers of 11 KV/415V1000KVA capacity each with bukholz relays installed. Out going of transformer is taken to LT panels through Bus duct ( out door).

2.2

2.3

LT Panel System : Through the bus duct from transformers supply is taken in to two incomers of LT. OCBs in LT panels, where bus coupler is also installed. From these panels supply is distributed through ACBs, MCCBs and Switches to different parts of the building including hostel, quarters ect also to another LT panel at basement. Distribution systems: From basement panel supply is distributed to different floors of the building from there it is being taken for utilization in individual rooms, halls etc. Also distribution boards are installed in quarters, hostel, and canteen and for UPS supplies. Main incoming breakers of AC plant in AC plant panels.

2.4

2.5

3.0

SCOPE OF WORK at NISCAIR (S.V. Marg, Campus):

Following electrical equipments are included in Annual Maintenance Contract: 1.0 2.0 3.0 2 nos. of 11 KV/415V1000KVA Transformers and there protection system. Out going cable of metering equipment. All the HT panels and OCBs and their protection systems viz. Relays, trip circuits etc. All the HT cables and Bus ducts. All LT panels, Switch gears installed in LT panels, Meters, indications, bus bars, LT cables, Bus coupler and complete LT panels installed at basement. All the distribution boards installed at each floor and in quarters, hostel, canteen and for UPS etc. including all out going switches, MCBs, fuses, MCCBs from distribution boards. All the power points, light points etc available in the complete building. Street lights, security lights, starters of pumps etc. and rectifying the faults in all except rewinding of motors etc. Main incoming breakers of AC plant in AC plant panels. Operation of DG set installed in the campus and daily check ups of DG set.

4.0 5.0

6.0

7.0 8.0

9.0 10.0 11.0

Any other job related to electrical new or old assigned to the contractor are to be done by the contractor under the contract i.e. fixing of new DB, terminations etc.

4.0

Following time schedule is to be followed for proper maintenance of the Systems of the buildings under the contract: WORK TO BE CARRIED OUT DAILY: a. Recording the reading of HT meter at opening and closing of the day in the log book of meter to be arranged by contractor;

4.1

5.0

Recording the condition of transformer in transformer log book including load on the transformers and taking corrective action in case of abnormalities; Checking the HT panel and recording the observations made, any abnormality to be corrected immediately; Checking the LT panels and recording the observations made, any abnormality to be corrected immediately; Checking the Distribution System and recording the observations made, any abnormality to be corrected immediately; Any other job assigned by NISCAIR related to electrical power/light etc; Keeping all the meters and indications of HT and LT panels intact; Cleaning of Transformer, HT panels, LT panels etc; and Repairing etc. is to be done immediately if on inspection any defect is found. Attending the daily routine complaints of electrical lighting or power point received from the users. Checking of loads on distribution system, sub panels, main panels etc. and making it uniform on phases as far as possible. Replacing of wiring if fault is noticed and it is required to change the wiring on the direction of engineers concerned. All material will be supplied by NISCAIR. Operation of DG sets installed in the campus and daily check ups of DG sets.

6.0

7.0

8.0

9.0 10.0 11.0 12.0 13.0

14.0

15.0

16.0

4.2

WORK TO BE CARRIED OUT MONTHLY:

a. All works to be carried out as carried out in daily schedule above; 16.1 Checking and operating switch gear and trip circuit of HT panel for its proper functioning. Incase of defective/mal-functioning to be rectified immediately; Checking and operating switch gear and trip circuit of Transformer for its proper functioning. Incase of defective/mal-functioning to be rectified immediately; Checking and operating each switch gear and trip circuit of LT panels for their proper functioning. Incase of defective/mal-functioning to be rectified immediately; Checking the load on each phase of distribution system and ensuring that load is within limit and no MCB, switch, cable is over loaded. Checking of power factor equipment and capacitor banks, relay, panel etc. and rectifying any fault detected and ensuring that P.F. is maintained.
WORK TO BE CARRIED OUT ON QUARTERLY BASIS:

16.2

16.3

16.4

16.5

4.3

e. All works to be carried out as carried out in monthly schedule above; f. Checking of current ,power factor, power and voltage at each switch in LT panels;

g. Cleaning of Distribution Systems; h. Oil sample testing of transformers oil for acidity and BDV value and submitting the report and i. Checking, repairing and cleaning of street lights, and security lights.

4.4 i. j. k.

WORK TO BE CARRIED OUT IN HALF YEARLY SERVICING:

All jobs as mentioned in the quarterly work schedule above; Servicing of all OCBs including filteration of OCB oil if required; Testing of all relays and calibrating them with relay test kit;

l.

Cleaning of interior of HT & LT panel and tightening of all nuts and bolts including bus bar bolts, cable connections, switch connections etc;

m. Recording the IR values of transformers; n. Checking the earth pits and recording the value of earth resistance. In-case high, taking the corrective action to bring it up; Testing of earthing of each panel on HT and LT. In case improper need to be corrected; and Cleaning of interior of bus duct and tightening all nuts and bolts including checking and correcting of earth strip. Checking and ensuring that all the distributions are properly earthed. Incase some wiring is to be done up to distribution box for earthing, the same is to be carried out .All material will be supplied by NISCAIR. WORKS TO BE CARRIED OUT YEARLY: d. e. f. All the works to be carried out as carried out in half yearly schedule above; and Making a drawing of complete sub-station up to out going of distribution system. In yearly schedule any other work needed to be carried out for making all the systems under the contract in proper functioning condition. NOTE: i). For the above maintenance any or all (routine, special) Tools, plants, Instruments etc. etc. and consumable items viz. grease, oil, cloth, dhoti etc. needed are to be arranged by the contractor at his own cost. Institute will not provide anything to the contractor. Filteration of transformer oil is not included in the contract. However, any repair etc. needed is to be carried out by the contractor under the contract. Material for replacement will be provided by NISCAIR. ii) After taking over the AMC, the contractor will give in writing within 30 days to NISCAIR a list of material needed for routine maintenance of the complete system under the contract. He will not bring the emergent situations for immediate supply of material which was not in the list except in rare cases. iii). The rates quoted will be deemed to have included all the necessary T and P/Labour required for satisfactory operation and Annual Maintenance Contract of HT & LT Sub-station, Transformer, Switch gear and up to out going of Distribution system etc. as defined in scope of work.

o.

p.

q.

4.5

4.6

iv). Repairing of fault in U/G cables including digging of earth and refilling of earth is to be arranged by the contractor under this contract free of cost. However, any material etc. needed will be provided by NISCAIR. v). Replacement of thimbles of all types incase of burnt thimbles during the period is to be done by the contractor including providing of thimbles free of cost to NISCAIR. vi). Maintenance record to be maintained as per format enclosed as annexure-II

5.0 5.1

PENALTY CLAUSES: Non Availability of manpower or their absence will attract a penalty as under: Supervisor: Rs. 300/- per day/ shift Electrician: Rs. 200/- per day/ shift If work is not done as per above schedule or any system is not functioning then a penalty @ rate of Rs. 1000/- per day shall be imposed on contractor for each location separately and will be deducted from the AMC amount due to the contractor and if unsatisfactory performance is continued for more days as felt by plants in-charge AMC is liable to be terminated and decision for this shall rest with the Director NISCAIR.

5.2

5.3 If the contractor is NOT able to locate and rectify the fault and the reasons attributable to non performance of contractor as assessed by officials nominated by NISCAIR, the penalty clause is applicable as follows: j) System remained non-functional for 2 hours or more. The penalty will be Rs. 1000/- per day. 5.4 If contractor is not able to rectify the fault then the same may be got done through some other agency at the risk and cost of contractor and amount will be deducted from AMC bill and penality as stipulated above will also be imposed. However, the decision of the Director, NISCAIR in this regard shall be final and binding.

6.0

Deployment of site supervisor and electrician to ensure smooth functioning of power system: 6.5 For organizing and implementing the maintenance schedule it is suggested that, contractor shall depute at least one qualified and experienced supervisor with proper licence/certificate of supervisor and two electrician at site (S.V. Marg) starting from 8.00 A.M. to 6.00 P.M. from Monday to Saturday (irrespective of holidays during the week) having thorough knowledge of HT & LT system and distribution system including knowledge of fault diagnosis and rectification of fault thereof. No extra will be paid if time is extended in any day or staff is required for maintenance on Sunday/Holidays. Violation of this condition will result in deduction of amount due to the contractor from his bill and decision of Director NISCAIR in this matter shall be final. DG set operation is to be arranged from 8 AM to 8 PM from Monday to Saturday and accordingly staff may be deployed. Mere deployment of MAN POWER does not fulfill the obligation of contract. Contractor will be responsible for satisfactory maintenance of all the systems under the scope of contract and smooth functioning of electrical services in the NISCAIR. During break down, monthly, quarterly, half yearly and yearly maintenance, if required more skilled/un-skilled workers are may be deployed by the contractor to complete the work without much interruption of electricity supply to different/any part of the building. In case of break down immediate action must be taken to rectify the fault and restore the supply within reasonable time as considered by NISCAIR failing which penalty clause will be invoked.

6.6

6.7

6.8

7.0

GENERAL MAINTENANCE: Periodicity of various general operation and maintenance activities at site: i). Attend the sub station cleanliness and proper functioning of the equipment Daily. ii). Attend any leakage of oil from transformer Daily. iii). Maintain record of each equipment as per daily schedule or as directed by the Engineer-in-Charge Daily. iv). Attend to cleaning of distribution areas daily.

7.1

GENERAL PRECAUTIONS FOR DAILY MAINTENANCE TO BE OBSERVED: a) Contractor is to ensure that all the installations and accessories provided for different installations are in their positions, levels, directions etc, b) The contractor should have their maintenance people accessible either by person or by phone during or after office hours and if called for one to attend to work for repairing, rectification or servicing or as required for the smooth functioning of sub-station, transformers, etc.

8.0

SPECIAL TERMS AND CONDITIONS (STC) 8.1 Site Engineer/Supervisor: The contractors supervisor shall be available at all times for receiving instructions from the NISCAIR. He shall also attend all site meetings & co-ordination meetings & arrange to carry out work smoothly as per the agreed time schedule. Any instruction given to the site supervisor shall be construed as if the same is given to the contractor. Corrupt or Fraudulent Practices: 8.2.1 Bidders & Suppliers shall observe the highest standard of ethics during the procurement and execution of the contract.

8.2

8.2.2 The Purchaser will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. 8.2.3 The purchaser will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid, or in executing the contract. 8.8 Time for Annual Maintenance Contract will be one year from the date of effectiveness of the order for AMC. AMC can be renewed by mutual agreement between NISCAIR and Contractor. Any cement or material required for making good the damages will be brought by the contractor at his own cost and risk. Similarly any other materials required for making good the damages.

8.9

8.10 In case failure of power from Delhi Vidyut Board OR (any agency who supply to NISCAIR), liasoning with the official of that agency is to be done

by contractor for restoration of power. NISCAIR authority will put their signature on paper if any and as required by that agency as consumer 8.11 The firm will be responsible for the security/insurance of their staff working at site and NISCAIR will not be responsible in any manner incase of any accident/ mis-happening. 8.12 Technical evaluation committee during technical evaluation will also review the past performance of the contractor (who has worked for NISCAIR) before making then technically qualified etc.

PAYMENT TERMS:
The payment to the firm shall be made in equal monthly installment of yearly payment on satisfactory maintenance only in each month on bill basis. If performance is not found satisfactory, payment for that month will be forfeited and if un-satisfactory performance is continued then contract is liable to be terminated.

DECLARATION BY THE TENDERER

I, ------------------------------------------------, declare that I have submitted my tender for the work Described in the tender after acquainting myself fully with the details of work involved and after Understanding the responsibilities to be discharged by me under this contract and have read the complete tender very carefully.

SIGNATURE OF THE TENDERER

SEAL OF FIRM/COMPANY

FINANCIAL BID

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)

Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi-12

Name of Work: Annual Maintenance Contract (AMC) of HT & LT Sub-station, Transformer Switch gears and up to out going of Distribution system including last point of power and light installed at both the buildings of NISCAIR, New Delhi. (at SVMarg Campus) ABSTRACT OF COST Sl. No. A Description Annual Maintenance Contract (AMC) of HT & LT Sub-station, Transformer, and Switch gears and up to out going of Distribution system including last point of power and light installed at NISCAIR (SVM campus) as per scope of work given in the tender. Qnty. 1 Job Unit Each Rate Amount

Total Rs

Note:

(1) (2)

Amount may be written in words also. Financial evaluation of tender will be done on the basis of rates quoted for all the above items.

(Signature of the bidder) Name: Place: Date: Seal