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PRASAR BHARATIBROADCASTING CORPORATION OF INDIA

ALL INDIA RADIO: NEW DELHI-110001

Tender Enquiry Form

NO. DEL- 1(4)/NBH/AMC/2012-13/E DATED: 08.03.2013

Subject: Award of Comprehensive Annual Maintenance Contract for 02 nos. of Trane Make &model RTHC-iON-1C series R Helical Rotary liquid chiller units of 2x200TR AC Plantsystem at New Broadcasting House, All India Radio, New Delhi-110001.

AIR intends to award comprehensive annual maintenance contract of the 2x200TR Trane Make &model RTHC-iON-1C series R Helical Rotary liquid chiller units AC plant system installed at NBH as per theenclosed qualifying criteria, scope of work and special conditions of contract. The price format is given inAnnexure-A.

The interested parties may visit this office for inspection between 09.30 am to 06.00 pm on any workingdays. You may submit your most competitive offer along with the Bid Security Deposit by way of account payeeDemand Draft/Banker's cheque or from any of the commercial banks in an acceptable form, payable in favour of000, All India Radio, Delhi payable at New Delhi to reach this office latest by 25.03.2013 before 3.00 pm.Your offer shall be valid for 90 days from the date of price bid opening for placement of order.

PROCEDURE FOR SUBMISSION OF SEALED TENDERS:The tenderers must submit their tenders as required in two parts in separate sealed covers prominently

super-scribed as Part-l/ Technical Bid and Part-III Price Bid, also indicating on each of the cover, tender no. anddate and time as mentioned above.

BID SECURITY (COVER-J)- Bid Security of Rs. 15000/: (Rupees fifteen thousand only) as mentioned aboveshall be put in Cover-1. BS furnished by all unsuccessful tenderers shall be refunded normally within one week ofacceptance of award of work by successful tenderer. BS shall not carry any interest. BS by the tenderer will beforfeited if the tenderer revokes his tender within the validity period or increases his earlier quoted rates or thetenderer does not commence the work within 15 days after award of the contract.

In the event of work order, Performance Security deposit shall be furnished by the tenderer @ 10% of thetotal contract value in the from of an Account Payee Demand Draft, only from a Commercial bank, in anacceptable from in favour of "000, All India Radio, Delhi. Performance Security should remain valid for a periodof sixty days beyond the date of completion of all contractual obligations (i.e. 14 months)

TECHNICAL BID (COVER-II) : All technical details for the scope of work, the complete details regarding essentialqualifications as asked for under qualifying requirements, deviations if any etc. shall be enclosed in Part-IITechnical Bid along with the copy of tender specifications and with other annexure duly signed and stamped asa token of acceptance of tender condition.

PRICE BID (COVER-III): Tenderers may please note that the price bid shall be submitted as per NBH, AIR PriceFormat enclosed. These three separate cover i.e.: Cover-t, II & III shall together be enclosed in a fourth envelopeand this sealed cover shall be super scribed with tender no. due date and time and submitted to this office.

Envelope should have inscription as "Quotation for Award of Comprehensive Annual MaintenanceContract for Trane Make 2x200TR AC Plant chiller units at New Broadcasting House, All India Radio, New DelhiQuotations not received in line with the above are liable to be rejected. Technical Bids shall be opened on25/03/2013 before 3.30 pm in the presence of tenderers or their representatives who may be present at that time.Price bids of the eligible bidders shall be opened at a later date in the presence of tenderers, which will be notifiedlater.

This information is also available on AIR net. www.allindiaradio.org.yours~. fully, o,

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(Jitendra arswat)AE

for DOG (E)

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A. QUALIFYING REQUIREMENTThe bidder must meet following conditions: -

1. Copy of PANrrlN no. and Service Tax number to be furnished including Income Tax clearancecertificate.

2. The bidder should be financially sound and having a minimum turnover of not less than RS.10lakhs in any of the last three financial years and to this effect audited profit & loss account andbalance sheet to be enclosed with technical bid

3. Tenderer is to attach a copy of this tender document after signing each of the pages as acompliance of terms & condition of the contract. Conditional offer of any kind will not beacceptable.

4. The bidder should have authorization or support of Trane for original parts activities, servicing &maintenance etc.

B. Scope of Work - 1. Manpower Required: The contactor should deploy qualified, experiencedengineers & technician trained in RTHC unit only. Persons deployed by contractor should be on.b~.1"oll. AIR will not take any of the responsibility on their deploymenT----------· - ....

II. Preventive Maintenance Schedule for the RTHC-iON-1 C series R Helical Rotary liquid chillers

There will be ultimate responsibilities to run plant in good condition. However, followingprocedure for guide-lines is given here.

a. Weekly maintenance and checks.i) Regular check of the "Series R operating Log" as per manual prescribed by the OEM i.e

Mis Trane Company for review to identify any developing tends in the chiller's operatingconditions.

ii) Checking of chiller log, evaporator and Condenser pressure with gauges and compareto the reading on the clear language Display. Pressure should always be within theranges specified by the M/s Trane (OEM).

b. Monthly maintenance and checks.i) Review of operating logs for both the units.ii) Clear all water strainers in both the chilled and condensing water piping systems.iii) Measure the oil filter pressure drop. Replace oil filer if required.iv) Measure and log the sub cooling and superheat.v) If operating conditions indicate a refrigerant shortage, leak check the unit using soap

bubbles, if required top up the refrigerant.vi) Repair all leaks.vii) Trim refrigerant charge until the unit operates in the condition specified by the OEM in its

manual. (page 8-1) table 26 and 27.c. Annual Maintenance Schedule.

Shut down the chiller once in a year to check the items listed below:-i) Perform all weekly and monthly maintenance procedures.ii) Check the refrigerant charge and oil level.iii) The contactor should be able to provide from a qualified laboratory or perform an oil

analysis to determine system moisture content and acid level.iv) Check the pressure drop across the oil filter.v) To leak check the chiller, inspect safety controls and inspect electrical components fro

deficiencies and rectify them by providing/ replacing spares from original parts.vi) Inspect all piping components fro leakage and damage. Clean out any inline strainers.vii) Clean and repaint any areas that sow signs of corrosion.viii) Test rent piping of all relief vales for presence of refrigerant to detect improperly sealed

relief valves. Replace any leaking relief valve.ix) Inspect the condenser tubes fro fouling; clean if necessary by following methods-

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a) Mechanical tube cleaning.b) "Chemical tube cleaning.and chemical tube cleaning must always be followed b mechanical tube cleaning.

The contractor must follow the procedure specified in the manual by OEM (page 9-1x) Cleaning of the Evaporator by using same cleaning methods described for the

condenser tubes.xi) If the Compressor oil is required to be replaced (check oil sump level) it should be

replaced with Trane polyolester oil or approved oil for the RTHC units. The POE oilshould have properties viz. (i) Moisture content - <300ppm and (ii)Acid level <0.5 TAN(mg KOH/g).

xii) Replacing the Main Oil Filter (Hot filter)xiii) If a low refrigerant change is suspected, determine the cause of lost refrigerant and

follow the procedures described by OEM for evacuating and charging the TRHC unit.xiv) Depending on chiller duty as specified by the OEM a complete examination of the RTHC

unit to determine the condition of the compressor and internal components.xv) Any other check, maintenance required for smooth operation of RTHC unit (Series R

Helical Rotary liquid chillers) not covered this documents shall be carried out by thecontactor.

1. This includes regular preventive maintenance and any repair required during theComprehensive AMC period. Any spare parts of similar make i.e. Trane and refrigerant or anyother material required for this purpose is to be supplied by the tenderer.

2. The Contact is for efficient, smooth and uninterrupted running of 2x200 TR rotary screw chilledwater AC plants of Mis Trane make installed at NBH for a period of 1 year. Anything apart fromthis though not specifically detailed out in this document, but needed for efficient and smoothoperation and running of the 2x200TRAC plant installed at NBH shall be deemed to be includedin the scope of tender.

3. Necessary log shall be maintained to record observation of various parameters and reviewoffered by the contactor, in the prescribed format.

4. Competent and efficient services shall be provided by the contactor to attend breakdown withinthe least possible time not exceeding 4 hours in any case, including Saturdays, Sundays andHolidays.

5. The required temperature conditions inside studio are as under:Summer - 22°C ± 1°C

J Winter - 20°C ± 1°C

6. For above mentioned services in respect of 2x20drR ·AC plant the contactor shall deploynecessary resources including tools and tackles in order to ensure safe, efficient and smoothrunning of the said systems including descaling of the plant, condenser, cooling coils etc. andmaintenances of chiller line Nitrogen pressure system.

C. SPECIAL CONDITIONS OF CONTRACTS:

1. The Contractor shall make a performance security deposit for an amount of 10% of the ContractValue with 000, AIR with in 7 days from the date of receipt of LOll work Order whichever isearlier. The Security Deposit may be in form of draft only valid for 14 months. The PerformanceSecurity Deposit shall be refunded only when the Contractor has obtained completion certificatefrom DDG(E), NBH, AIR, New Delhi.

2. In case of breakdown in the system, the contractor shall immediately take up ttie rectificationwork and start/stop the other Unit(s), as the case may be and thereafter re-arrange and replacethe damaged items, if any, so as to make the system ready within shortest possible time notexceeding a maximum period of 4 hours.

3.. Any material brought inside the premises or taken out from the premises shall have necessaryprior permission from the security personnell competent authority of NBH, AIR, Delhi.

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\4. The job/works carried out shall confirm to relevant standards, codes and practices-

workmanship shall conform to sound engineering practices and standard norms of the indus .duly certified by DOG (E), NBH, AIR, New Delhi. .-.

5. Any damage caused by the contractor its equipment shall be (repaired / replaced by thecontractor at his own cost. If the repair / replacement job is not done by the contractor, within areasonable time, duly approved by competent authority. DDG(E) NBH, AIR shall get it done atthe risk & cost of contractor will be deducted from the contractor's bill.

6. The contractor shall ensure, in respect of to undertake all contractual obligations.

7. The contractor shall ensure that only competent personal is engaged by him for NBH, AIR work.Contractor has to issue 10 cards to person deployed by him. AIR may resume entry of personwith assigning any reason.i) AIR will not be any party between him & his deployed person for any dispute, if so aries.ii) Contractor has to ensure all safety precaution while taking up left work as the court.iii) Contractor shall made available all tool kit & safety devices to his / him deployed

persons.iv) Person deployed by contractor should be paid as per prevailing rules etc.

8. RATES: The rates quoted by the contractor and accepted by NBH, AIR are lump sum annualrates, which shall remain firm throughout the one year contract period. No separate paymentshall be made for providing services on holidays and for the work specified in the contract.

9. All disputes arising in connection with the contract shall be settled in mutual consultation. If noagreement is reached the dispute shall be settled in accordance with the provisions of theArbitration and Conciliation Act'1996 and the rules made there under. The dispute shall bereferred for arbitration to any arbitrator to be appointed by the head of the organization. Theaward of the arbitrator shall be final and binding on both the parties. The venue of the Arbitrationshall be Delhi / New Delhi in India. The award to be given by the Arbitration shall be a speakingaward. All questions, disputes, differences arising under, out or in connection with this contractshall be to the exclusive jurisdiction of Delhi Courts.

D. PENALTY CLAUSE:

All possible efforts shall be made to minimize the down time of any equipment and in no case it-shall exceed a breakdown of more than 4 hrs in a week-time. The- breakdown of more than 4hrs. in a week time will attract penalty as below:-

i. If fault is rectified with in 48 hrs, a penalty calculation rate basis on double the pro-ratabasis will be imposed.

ii. For other cases penalty calculation is triple the pro-rata basis will be imposed, and if thefault persists beyond 5 days the work will be carried out by AIR through third party at therisk and cost of the firm.

E. PAYMENT TERMS:

i) The total lump sum charges for this as per Annexure-A, shall be divided into fourquarters equal monthly installments to workout the quarterly basis charge and paymentwill be made post quarters on satisfactorily completion of the service.

ii) Necessary deductions towards Security Deposit, Statutory deductions like income Tax,VAT, Service tax, Work Contract Tax etc. shall be deducted from the quarterly bills.

F. STATUTORY OBLIGATIONS

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1. The Contractor shall indemnify NBH, AIR against all claims and losses under variousLabour laws, statutes or any civil or criminal law in connection with employees deployedby him.

2. The liability of any compensation on account of any injury or an eventuality to anemployee/staff of the contractor will be exclusively that of the contractor and thecontractor will submit an indemnity bond on non-judicial stamp-paper in this regard tothis office before starting of AMC!works. .

3. The contractor is to obtain insurance cover for his employees ! equipment tools andtackles and take third party insurance coverage at his own cost. NBH, AIR shall not beresponsible for any loss, damage and pilferage of his property and! or his employees.

4. After expiry of the contract or in case of the contract is terminated, the contractor shallhand over the systems as a whole, in good running! operating condition. The cost of anyitem for defective or not in running condition shall be charged to the contractor'saccount.

G. TERMINATION OF THE CONTRACT:

The DDG(E), NBH, AIR, New Delhi reserves the right to terminate contract at any stage withoutassigning any reason by giving 30 days written notice.

AMC will cover the following parts:

Make: Trane Model: RTHC-IOM-1C

Rotary liquid chillers a microprocessor based control system which is a single-compressor,helical-rotary type water-cooled liquid chillers & equipped with unit-mounted starter / controlpanels as per details of basic components.

1. Unit-mounted panel containing starter & UCP 2 compressor.2. Helical-rotary compressor3. _ Evaporator4. Electronic expansion valve and liquid-vapor separate' .5.. Water-cooled condenser with integral sub cooler -~;'"'~6. Oil supply system with oil filters. .7. Oil cooler (application dependent)8. Related interconnecting piping.

The firm may visit any day from (Mon-Fri) during working hrs. to ascertain the nature of work! product.

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SCHEDULE OF ANNUAL FEE

Annexure-~

Total Annual Fee (Rupees)S. No. Description

1. Comprehensive Annual Maintenance Contract for02 nos. of Trane Make & model RTHC-iON-1C seriesR Helical Rotary liquid chiller units of 2x200TRAC Plant system installed at NBH, AIR, New Delhi,Including Visiting charges for the services forSupervisors and with necessary resources andSpares on round the clock basis as per the termsAnd conditions laid down in this contract

2. Statutory duties!D-VAT! Services Tax! PAN No. of firmpayable extra, if applicable (Please note that no·other taxes! duties levies etc. shall be payableexcept taxes mentioned.

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Contractor(With seal of the Firm)

The above tender is hereby accepted by me on behalf of President of India.

- _9Ao";,"l(Jite~ Sarswat)

Assistant Engineer,for DOG (E)

NBH, All India Radio,New Delhi.

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