TENDER DOCUMENT FOR Supply, Installation, Testing and
Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 TENDER DOCUMENT FOR Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 General Manager (Estates) IFCI Limited IFCI Tower 61 Nehru Place New Delhi-110 019 IFCI LIMITED Regd. Office: IFCI Tower, 61 Nehru Place, New Delhi-110019 Website: www.ifciltd.com Telephone- 011-26487444/41732000 Page 1 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 INSTRUCTION TO BIDDERS (ITB) 1. IFCI Background: IFCI Ltd., (IFCI) is the first Development Financial Institution of India (DFI), was set up in 1948, having its Registered Office at IFCI Tower, 61 Nehru Place, New Delhi-110019 with pan-India presence across 16 key locations. IFCI is a Government controlled Company under the Ministry of Finance. 2. Name of Work: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. 3. Bids: IFCI Ltd. (IFCI) invites sealed bids in two bid system (Technical & Financial Bid) from experienced and reputed Vendors/Dealers, contractors, agencies/firms engaged in Supply, Installation Testing and Commissioning of EPABX & Intercom system having a minimum five year experience in the field, as under:S. No. Tender No. 1. Name of Work 2. 3. 4. Tender Document Cost Earnest Money Deposit(EMD) Pre Bid Meeting 5. 6. 7. Last Date of Submission of bid Opening of Technical bid Address for Submission of Bid : IFCI/Estates/Tender/2014-15/8 dated 27.03.2015 : Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI staff Colony, Paschim Vihar,New Delhi-110 063 : Rs. 500/- (Non Refundable) : Rs. 20,000/: On 01.04.2015 at 02:30 p.m. in IFCI Tower Nehru Place, New Delhi. : Up to 07.04.2015 at 02:00 p.m. : On 07.04.2015 at 02:30 p.m. : General Manager(Estates) IFCI Limited, IFCI Tower 61 Nehru Place New Delhi-110 019 Tel.: 011-26487444/41732000 The Tender Document along with terms and conditions can be downloaded from IFCI website www.ifciltd.com. The bids received after last date and time will be rejected. IFCI reserves the right to reject all or any tender wholly or partly without assigning any reason whatsoever. 4. Site: The said Colony (Site) is located in a single compound admeasuring 3.36 acre Near Jawala Heri Market, Paschim Vihar, New Delhi-110063. The site consisting of D-Block (single block) with stilt + 5 storey, C-Block (3 blocks) with Ground + 6 storey, B-Block (3 blocks) with Ground + 6 storey, and A-Block (2 blocks) with Ground + 3 storey. The said colony is having 195 flats and out of that around 90 flats are occupied. The work is to be carried out at the above site. The layout plan attached as Annexure-9. 5. Site Inspection: Bidders are advised to inspect and examine the site and its surroundings and satisfy themselves before submitting their bids as to site conditions. The bidders are strongly advised to assess the site conditions and submit a realistic offer for the execution of the work at their own cost without any liability on IFCI. Page 2 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 6. Scope of Works: i) Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. ii) The Control Room of the above system will be in the Site Office flat in the above said staff colony. iii) Tentative layout plan to install EPABX & Intercom placed at Annexure-9. iv) Cable for Telephone instrument shall be run in conducts pipes/PVC Channels. Telephone instrument will be provided at site office, security place, all flats, Lifts, Lift machine rooms etc. v) Jelly filled armoured Cable laying shall be underground. The depth of cable shall be a minimum of approx 1.5 - 2 feet from ground level. Cable laying shall be on the base of sand and brick in the ground. Cable route marking shall be done by Concrete Pit foundation and after completion, restoration of the same work shall be in the scope of bidder. vi) It may be noted that if any work is required for completion of project, it will be deemed to be in the scope of bidder whether it is specifically mentioned or not. vii) The bidder should complete the entire job in all respect as per tender documents, specifications, drawings/layout, discussions as per site requirements to the satisfaction of IFCI. The work shall be done as per IFCI direction. viii)The bidder shall give comprehensive hands on training to the official of IFCI/or concerned person on operation, preventive maintenance of the EPABX & Intercom system. The bidder shall also provide simplified write ups about operating systems of EPABX & Intercom. ix) Bidder shall continue to provide maintenance and support during the warranty period. x) Bidder shall resolve complaints regarding EPABX & Intercom within six (6) Hours. xi) The bidders have to provide optional prices for maintenance charges for 3 years after expiry of warranty period for 3 years. However, IFCI reserve the rights to consider the quoted price of maintenance charges. 7. Address for submission of Bid: General Manager (Estates) IFCI Limited IFCI Tower 61 Nehru Place New Delhi -110 019 8. Last date of submission of Tender: Upto 07.04.2015 at 02:00 p.m. 9. Procedure for submission of bids: The bids shall be submitted as under:a) Envelope-A: Marked with “Technical Bid” consisting tender document cost of Rs.500/-(Five Hundred Only) (non-refundable) and EMD Rs.20,000/-(Rupees Twenty Thousand Only) in the form of Demand Draft/Pay Order (PO) drawn on any Nationalized/Schedule bank in favour of “IFCI Ltd. ” payable at New Delhi. Technical formats i.e. Annexure-1, 2 ,3, 4 ,8 & 9 and any other relevant supporting documents including all the pages of tender document must be duly Page 3 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 stamped and signed along with date as token of acceptance of the terms & conditions of tender. b) Envelope-B: Marked with “Financial Bid” consisting only Financial bid i.e. Annexure- 5, 6 & 7 duly stamped and signed along with date. c) All Bid documents must be submitted in properly paginated with indexed duly stamped and signed along with date by authorized person. d) The Technical Bid envelope and Financial Bid envelope are to be submitted in separate sealed covers and both envelope kept in another big envelope duly sealed super-scribed on the top of envelope ‘Name of the work’. e) The tender are to be dropped only in the tender box kept at ground floor, IFCI Tower, Nehru Place, New Delhi. Tenders shall not be accepted after the last date and time of submission of bids. Please note that the no tender shall be accepted by post or through courier. 10. The Sequence for opening the sealed bids would be on random basis. 11. Only one bid would be considered from one firm. 12. Those bidders who have registered in MSME (Micro Small and Medium Enterprises) will to be exempted from tender document fees and Earnest Money Deposit. Bidders have to submit necessary certificate for benefit of exemption in fees and EMD. 13. Opening of Technical Bids: Envelope-A will be opened in IFCI Tower, Nehru Place, New Delhi on 07.04.2015 at 02:30 p.m. by the Tender Committee. IFCI shall evaluate the technical bid to pre-qualify the bidders. 14. Opening of Financial Bids: Exact date and time shall be communicated through official E-mail address given in the bid document. 15. Opening of bids: The firms may depute their representatives during opening of bids by issuing an authorization letter. 16. Validity of bids: Tender submitted by Bidders shall remain valid for acceptance for a minimum period of 90 (ninety) days from the last date of submission of Bid. 17. IFCI reserves the right to reject any or all the offers without assigning any reasons thereof. 18. Conditional bids would be summarily rejected. 19. Pre-bid Meeting: For any clarification on the Bidding Document, a pre bid meeting will be held on 01.04.2015 at 02:30 p.m. at in IFCI Tower, Nehru Place, New Delhi. 20. Contact Person: In case of any query, you may contact any of the following officials: a) Shri Charanjeet Lal, AGM at New Delhi (09990725671) & E-mail: [email protected] b) Shri P. C. Godyal, Manager at New Delhi (07042505087) & E-mail [email protected] Page 4 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 c) Shri Amit Joshi, Manager [email protected] at New Delhi (07042505087) & E-mail: 21. Earnest Money Deposit(EMD):Bidder should pay specified amount towards Earnest Money deposit as follows: i) Rs. 20,000/-(Twenty Thousand Only) in the form of Demand Draft/PO drawn on any Nationalized /Schedule bank in favour of “IFCI Ltd. ” Payable at New Delhi. ii) EMD will not carry any interest. iii) EMD will be refunded to unsuccessful bidders after finalization of bid. iv) The Earnest Money Deposit submitted by the bidder will be forfeited if, a) If successful bidder fails to execute an Agreement within specified time as per intimation/request of the IFCI, b) He withdraws his tender or backs out after acceptance, c) He withdraws his tender before the expiry of validity period stipulated in the bidding document, d) He violates any of the terms and conditions of the tender, e) He revises any of the items quoted during the validity period , f) Evidences are found to be fraudulent/non-genuine. 22. Criteria for Pre-Qualification: The eligibility criteria for pre-qualification of bidder are as under:a) Average Annual financial turnover during the last 3 years, ending March 31, 2014 should be at least Rs.3.00 Lakhs b) Experience of having successfully completed similar works during the last 5 years either of the following: i) Three similar completed works costing not less than the amount equal to Rs.4.00 Lakh OR ii) Two similar completed work costing not less the amount equal to Rs.5.00 Lakh. OR iii) One similar completed work costing not less than the amount equal to Rs.8.00 Lakh. 23. IMPORTANT NOTE: i) The bidder shall submit authenticated documentary proof in support of financial turnover certificates/annual audited reports of last 3 years certified by Chartered Accountant. ii) Similar works means Supply, installation, testing and commissioning of EPABX & Intercom system work. Page 5 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 iii) The bidder shall submit PO Copies, Work order copies, completion/ performance certificate issued by client in support of satisfactory completion of similar works during the last 5 years. iv) The Bidder should be having adequate manpower, equipment etc v) The bidder shall be summarily disqualified in case of non-submission of required documents. 24. Authorization and Attestation: The bidder has to submit an authorization letter or valid Power of Attorney on behalf of company/firm for signing the document. 25. Completion of Work: The work is to be completed within 45 days from the date of issue of LOI/Award Letter, to the satisfaction of IFCI. 26. Award of Work: IFCI reserves the right to split the job into two or more parts and to award the work to separate agencies/bidders subject to the work experience and fulfillment of other terms & conditions and specifications. 27. Acceptance / Rejection of Bid: i) IFCI does not bind itself to accept the lowest tender. ii) IFCI also reserves the right to accept or reject any tender in part or full without assigning any reason whatsoever. iii) IFCI also reserves the absolute right to reject any or all the Bids at any time solely based on the past unsatisfactory performance by the bidder(s). The opinion/decision of IFCI regarding the same shall be final and conclusive. 28. Corrections: No corrections or overwriting will be entertained in Bill of Quantities. If any, all correction in the Bill of Quantities (BOQ) should be initialed. 29. Firms Rates: The rates quoted by bidder shall remain firm till completion of all works even during the extended period, if any, on any account whatsoever. It is provided that the bidder shall not change any of the rates, quoted in the tender till the completion of work. Page 6 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 GENERAL CONDITIONS OF CONTRACTS 1. Downloading Bid document from the website: The bidders have to download the tender document from the IFCI web site only and must keep track of download any corrigendum and/ or addendum or any change in the schedule or any other relevant information issued in respect of the subject tender by IFCI. The bidders who intend to participate in the tender by downloading the bid document must enclose the cost of the tender document in shape of a Demand Draft/Pay Order drawn in favour of “IFCI Ltd”., payable at New Delhi along with bid. 2. Amendment to Bid documents: At any time prior to the deadline for submission of Bids, IFCI may, for any reason, whether at its own initiative or in response to a clarification sought by any prospective bidder, modify the bidding documents by amendment / addendum/corrigendum. i) The amendment will be issued in IFCI web site only. Those bidders who down load the Tender Document from the web site shall be solely responsible to check the web site for the amendment issued in shape of Corrigendum and/or Addendum up to last date of submission of bid. 3. Clarification on Bids: i) To assist in the examination, evaluation and comparison of the technical bids, IFCI may, at its discretion, ask the Bidder for a clarification on its Bid. No change in price of the Bid shall be sought, offered or permitted. If required, the IFCI reserves the right to ask the bidders to submit supplementary documents to support the documents already submitted by the bidder. ii) IFCI reserves the right to conduct joint post bid discussion after opening the technical bids, for clarification on technical bid and may amend the technical bid requirements so as to bring all the bidders on to a common platform. In case of any alteration in the technical bid requirements, all the bidders shall be given equal opportunity to submit supplementary price offers for that item in which alterations have been made. The supplementary offer must indicate the amount which shall be added to or subtracted from the original price offered for that item. Both the original and the supplementary offer shall be evaluated jointly. 4. Site Visit and Pre Bid Meeting: A pre-bid meeting shall be conducted in IFCI Tower on the schedule date & time mentioned in tender document. The prospective bidders should visit the site prior to the schedule date of pre-bid meeting and must participate in pre-bid meeting as per the schedule. During pre-bid meeting, clarification on technical bid conditions shall be done and IFCI may amend the technical Bid requirements so as to bring all the bidders on to a common platform. Any changes in technical criteria and term & conditions resulting out of pre-bid meeting shall be published in IFCI Website as Addendum / Corrigendum. No further deviation from the bidders shall be accepted thereafter. Accordingly, the bidders have to submit their bid. The bidders who will not attend pre-bid meeting as per the schedule can submit their bid; but no deviation from such bidders shall be accepted by IFCI. Page 7 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 5. Evaluation and comparison of Bids: Conditional bids may be rejected by IFCI. The technical evaluation shall be made strictly on the basis of the documents submitted by the bidders in support of the eligibility, the technical and commercial response. All the required information shall be furnished strictly in prescribed schedules/Annexure only. Any information indicated other than prescribed schedules/Annexure shall not be entertained. The financial evaluation shall be made on the basis of the total price as indicated in the Bill of Quantity. IFCI is not bound to accept the lowest quoted offer. Conditions, if any, on any document enclosed with Price Bid shall not be considered. IFCI’s decision in this regard shall be final and binding. 6. Execution of Contract Agreement: Bidder is required to execute contract agreement for the said work as per the prescribed proforma to be provided by the IFCI on a non-judicial stamp paper of Rs.100/- within 5 days from the issue of LOI/Award Letter. The bidder shall pay for all stamps duty and legal charges, incidental expenses, if any. 7. Time is the Essence of the Contract: Time is the essence of the contract and the Contractor shall ensure that all the obligations under the contract are completed within the agreed time schedule. The Contractor shall be solely responsible for all the delays including the delays caused by it’s vendors. In case of delay in progress of the works, IFCI reserves the right to withhold the payment, cancel the contract unilaterally or complete the work departmentally or by engaging another agency at the cost and risk of the contractor. 8. Deviations: The bidder must read the tender document carefully and prepare the bid for submission. It is important to note that deviations, if any, must be brought out clearly in the technical offer which shall be examined by IFCI. If the deviation statement in Annexure – 1 submitted by the bidder does not contain any item, then it shall be construed that the bidder has accepted the same and no request from the Contractor, for any change, shall be accepted by IFCI at a later stage. In any case, no change in specifications given in the contract agreement shall be permitted. However, only in unavoidable circumstances, IFCI may consider such requests from the Contractor, provided the Contractor submits it’s request with adequate justification. 9. Abnormal Rates: The bidder is expected to quote rate for each subsection after careful analysis of cost involved for the performance of the completed sub-section considering all specifications and conditions of contract. In case it is noticed that the rates quoted by the bidder for any items are unusually high or unusually low, it will be sufficient case for the rejection of the tender unless the reasonableness of the rates is convincing. For scrutiny, the analysis for such rates is to be furnished by the bidder on demand. 10. Drawing & Design: The bidder may please note that the specifications are indicative only. The bidder may adopt its own design to fully meet the functional requirements in all respect without sacrificing the safety, quality, efficiency and reliability of the structure in any manner. The contractor shall have to prepare the specification and drawings in required Page 8 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 formats as described in scope of work. All the design, specification details will be implemented in work only after due approval of IFCI. 11.Quantities: The quantities set out in the Bill of Quantity for each sub-section of the work is for the purpose of estimate only. However, if the Contractor wants to suggest any further specifications, which is inevitable as per the design prepared, the same may be implemented with due approval of the IFCI. 12.Change Orders: At any time during the execution of the contract, changes may be made in the specifications, scope of contract by given a written notice to the contractor by IFCI. IFCI may make any changes in the quality and/or quantity of the work or any part thereof that may, in his opinion, be necessary and for that purpose the IFCI shall have the power to order the Contractor to do and the Contractor shall do any of the following:i) Increase or decrease or split the quantity of work include in the contract, ii) Omit any such work, iii) Change the character, quality or kind of any such work, iv) Change the dimensions of any such work, v) Execute additional work of any kind necessary for completion of the work under the contract, and no such change shall in any way vitiate or invalidate the contract but the cost, if any, arising out of all such changes shall be taken into account in ascertaining the total amount of the contract price. Where the rate is available in the contract and the same is applicable to the additional work, in the opinion of the IFCI, the cost of the additional work shall be determined as per this available rate. But, if the rate for additional work is not available in the contract, the same shall be determined by the IFCI taking into account the market rate and labour cost at the site for similar works and shall be final. 13.Works to be carried out: The work to be carried out under the Contract shall, except as otherwise provided in these conditions, include all labour, materials, taxes, tools, plant, equipment and transport which may be required in preparation of and for and in the full and entire execution and completion of the works. 14.Inspection of Site: The Bidder shall inspect and examine the Site and its surrounding and shall satisfy himself before submitting his tender as to the n a t u r e of the Site, the quantities and nature of works and material necessary for the completion of the Works and the means of access to the Site, the accommodation he may require and in general shall himself obtain all necessary information as to risks, contingencies and other circumstances which may influence or affect this tender. 15.Language: i) The bid shall quote in English language. Rates shall be entered in figures as well as in words. Page 9 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 ii) All entries in the tender shall either be typed or written legibly in ink. Erasing and over-writing is not permitted and may render such tenders liable for rejection. All cancellations and insertions shall be duly attested by the bidder. 16. The Bidder shall arrange, at his own expense, all tools, plant and equipment hereafter referred to as (T & P) labour, & electricity/water required for execution of the work. 17. Force Majeure: Any delays in or failure of the performance of either party herein shall not constitute default hereunder or give rise to any claim for damages, if any, to the extent such delays or failure of performance is caused by occurrences such as Act of God or the public enemy; expropriation or confiscation of facilities by Government authorities, or in compliance with any order or request of any Governmental authorities or due acts of war, rebellion or sabotage or fires, floods, explosions, riots or illegal joint strikes of all the workers of all the bidders. 18. Materials: All materials to be provided by the Bidder shall be in conformity with the specifications laid down in the tender and the Bidder shall, if requested by the IFCI, furnish proof to the satisfaction of IFCI in this regard. 19.Insurance: i) It is the sole responsibility of the bidder to insure his materials, equipments, workmen, etc. against accidents and injury while at work and to pay compensation, if any, to workmen as per Workmen’s compensation Act. The work be carried out in protected area and all the rules and regulations of the IFCI in the area of project which are in force from time to time will have to be followed by the bidder. ii) If due to negligence and or non-observation of safety and other precautions by the contactors, any accident/injury occurs to the property/manpower belong to third party, the bidder shall have to pay necessary compensation and other expense, if so impose by the appropriate authorities. iii) The bidder will take necessary precautions and due care to protect the material, while in his custody from any damage/loss due to theft. 20. Liquidated Damages for Delay Time is essence of the contract. In case the Bidder fails to complete the whole work within the stipulated period, and clear the site he shall be liable to pay liquidated damages @ 0.5% (zero point five percent only) of the value of contract per week and or part thereof of the delay subject to a maximum of 10% (ten percent only) of the value of the contract. The amount of Compensation may be adjusted or set-off against any sum payable to the Bidder under this or any other contract with IFCI. 21.Foreclosure of Contract in full or in part due to Abandonment or Reduction in Scope of Works: If at any time after acceptance of the bid/tender ,IFCI decide to abandon or reduce the scope of the works for any reason whatsoever and hence not require the whole or any part of the Works to be carried out IFCI shall give notice in writing to that effect to the Bidder and Bidder shall have no claim to any payment of compensation Page 10 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 or otherwise whatsoever, on account of any profit or advantage which he might have derived from the execution of the works in full but which he did not derive in consequence of the foreclosure of the whole or part of the works. 22. Cancellation of Contract in Full or in Part: If the Bidder: a) At any time makes defaults in proceeding with the Works with due negligence and continues to do so even after a notice in writing of 7 days from IFCI ; or b) Commits default in complying with any of the terms and conditions of Contract and does not remedy it or take effective steps to remedy it within 7 days after a notice in writing is given to him in that behalf by IFCI ; or c) Fails to complete the works or items of work on or before the date(s) of completion, and does not complete them within the period specified in a notice given in writing in that behalf by IFCI ; or d) Violates any of the terms and conditions stipulated in this tender. 23.Payment: i) 100% payment on successful completion of the job by the selected bidder to the Satisfaction of IFCI duly certified. ii) The successful completion of the job mean that the entire job has been completed to the satisfaction of IFCI, and repair/ maintenance/ changes/ modifications, if any, have been carried out by the selected bidder. iii) All statutory deductions as applicable like TDS, sales tax/VAT shall be made from the due payment of the bidder. iv) Payment shall be made only for the actual quantity executed at site. 24.Security Deposit: 5% of the contract amount to be deducted as Security Deposit (SD) from the payments. The said Security Deposit shall be retained for warranty period of 3 (three) years. The SD amount shall not carry any interest. 25. Income Tax/WCT/VAT i) Income tax, work contract tax, including surcharge if any, at the prevailing rate shall be deducted from the Bidder’s bills as per the provision of Income Tax Act/Other Acts. ii) The Bidder shall ascertain from the concerned authorities regarding the applicability of Works Contract Tax / VAT/TIN/Service Tax. Necessary deductions will be made from the bidder’s bill as applicable. 26. Taxes and Duties The Bidders must include in their tender prices quoted for all taxes and duties royalties, cess and sales tax, Freight & Insurance Charges, works contract tax or any other taxes or local charges if applicable. No extra claim on this account will in any case be entertained. 27.Comprehensive Warranty: (a) The Bidder shall ensure that equipments/ goods/materials to be supplied shall be new, unused and free from all defects and faults in materials, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards for materials of the type ordered and shall perform in full conformity with the specifications, drawings and in accordance with the tender documents. Page 11 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 (b) The entire system should be covered under comprehensive warranty from any defects in material and workmanship for a period of three (3) years commencing immediately upon the satisfactory commissioning. (c) The Bidder’s liability shall be replacement of any defective parts in the equipment of his own manufacture or those of his Sub-Bidders under normal use and arising solely from faulty design, materials and/or workmanship provided always that such defective parts are repairable/ replaceable under the said warranty. (d) Replacement under warranty clause shall be made by the bidder free of all charges at site including freight, insurance and incidental charges. (e) The bidder shall have a well established After sale service centre in Delhi/NCR with requisite spare parts. 28. Labour: a.) The Bidder shall employ its labour in sufficient numbers to maintain the required rate of progress and of quality to ensure workmanship of the degree specified in the Contract and to the satisfaction of the IFCI. The Bidder shall not employ in connection with the Works any person who has not completed eighteen years of age. b.) All the workers or employees deployed by the bidders shall consider the employees of bidder and IFCI shall not have any liability what so ever in nature in regard to such workers/employees. c.) The Bidder shall pay to labour employed by him directly wages not less than fair wages as per Minimum Wages Act. Fair Wage’ means wages, which shall include wages for weekly day of rest and other allowances whether for time or piece work, after taking into consideration prevailing market rates for similar employment in the neighborhood but shall not be less than the minimum rates of wages fixed under the payment of Minimum Wages Act. d.) The Bidder shall in respect of labour employed by him comply with or cause to be complied with the Bidder Labour Regulation in regard to all matters provided therein. e.) The Bidder shall comply with the provisions of the payment of Wages Act, 1936, Minimum Wages Act, 1948, Employers Liability Act, 1938. Workmen’s Compensation Act, 1923, Industrial Disputes Act, 1947, Maternity Benefit Act, 1970 or any modification thereof or any other law relating thereto and rules made there under from time to time. f) The Bidder shall indemnify and keep indemnified the IFCI against: i) Any claim arising out of third party loss/ damage to life or property caused by/ during execution of the work. ii) Any claim arising out of loss/ damage to the workmen engaged by the bidder during execution of the work. iii) Any claim due to non-compliance of applicable PF/ Labour laws, ESI, regulations etc. 29. Arbitration & Reconciliation: i) In case amicable settlement is not reached in the event of any dispute of difference arising out of the execution of the contract or the respective rights and liabilities of the parties or in relation to interpretation of any provision by the bidder in any manner touching upon the contract, such dispute or difference shall (except as to any matters, the decision of which is specifically provided for therein) be referred to the sole arbitration of the arbitrator appointed by IFCI. ii) The award of the Arbitrator shall be binding upon the parties to the dispute. iii) Subject as aforesaid, the provisions of Arbitration and Reconciliation Act 1996 (India) or statutory modifications or re enactments thereof and the rules made there under Page 12 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 and for the time being in force shall apply to the arbitration proceedings under this clause. The venue of the arbitration shall be the place from which the contract is issued or such other place as the Arbitrator at his discretion may determine. iv) The cost of arbitration shall be borne equally by both the parties. v) The work under the Contract shall, however, continue during the arbitration proceedings and no payment due to the bidder shall be withheld on account of such proceedings. vi) Failure to comply with any of the above conditions can result in termination of the contract, forfeiture of the security deposit, penalty as may be decided by IFCI and future blacklisting of the bidder. Page 13 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 SPECIAL CONDITONS OF CONTRACT 1. During working at site, some restrictions may be imposed by IFCI /Security staff of IFCI or Local Authorities regarding safety and security etc., the bidder shall be bound to follow all such restrictions/instruction & nothing extra shall be payable on this account. 2. No compensation shall be payable to the bidder for any damage caused by rains lightening, wind, storm, floods Tornado, earth quakes or other natural calamities during the execution of work. He shall make good all such damages at his own cost; and no claim on this account will be entertained. 3. If the bidder fails to proceed with the work within the stipulated time as specified from the date of issue of letter of intent/ Award Letter to proceed with the work, IFCI shall forfeit the earnest money deposited by him along with the tender. 4. All the works to be carried out in accordance with latest CPWD/ IS Specifications and as per the directions of IFCI. 5. The EPABX & Intercom System should be enough to work withstanding wind, rainfall, hailstorm and other inclement weather conditions. 6. The work has to be carried out in neat and tidy manner to the satisfaction of the IFCI and all care has to be taken to ensure that no part of the building gets damaged during execution of works. Materials used for carrying out the work shall be of standard quality as per technical specifications. Work has to be completed in all respect within 45 days from the date of issue of LOI/Award Letter to the contractor. 7. If the bidder fails to undertake the job satisfactorily or violates the terms conditions or not attending the work effectively, IFCI has every right to cancel the contract and forfeit the EMD/security deposit without assigning any reason whatsoever. 8. The payment shall be released on successful completion of work to the satisfaction of the IFCI, against the bill provided by the contractor after making necessary statutory deduction as applicable. 9. The contractor has to comply with all the norms of municipal and other authorities as per regulations. A proper training for operation of the EPABX & Intercom System installed has to be given to all the concerned to enable them to operate the system. Clearance from all local authorities for carry out the work shall be scope of bidder without any extra cost. 10. The bidder shall have to remove all ‘malba/debris’ if any from the site on same day at his own cost and cleaning of the site has to be done on daily basis. No assistance for cleaning work shall be provided by IFCI. Page 14 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 11. COST OF TESTS The bidder is bound to carry out the tests, if any, as per the IS/CPWD guidelines for ascertaining the quality of the works executed/ materials used as and when directed by the IFCI. The cost of preparing samples and carrying out tests for quality of material or workmanship will be borne by the bidder except for such exclusions as are specifically mentioned in the specifications laid down in the contract. The cost of all test carried out in Laboratories as directed by the IFCI will be borne by the contractor. 13. DRAWING AND SPECIFICATIONS A copy of tender documents and all relevant drawings and specifications shall be available at site for reference. All as built drawings both soft and hard copy has to be submitted by the contractor along with final bill. Page 15 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 BIDDER INFORMATION Annexure-1 Name of Work: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. Dated:______________ S. No. Particulars/Details 1. Name of the Bidders/ Firm 2. Communication Address 3. Telephone No. Office Mobile Fax E-Mail Website Authorised Person - Name Designation Mobile E-Mail ID Alternate Authorised Person - Name Designation Mobile E-Mail ID 4. 5. 6. PAN No. 7. TIN No. 8. Service Tax Registration No. 9. Beneficiary Bank Details Bank Account No IFSC/NEFT Code Name of Bank Address of Branch 10. Particular of Tender Fee Amount (DD/PO) No. Date Name of the Bank Address of Bank Rs. Page 16 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 11. 12. 13. Particular of Earnest Money Deposit (EMD) Amount (DD/PO) No. Date Name of the Bank Address of Bank Rs. Furnish the names with address & telephone nos. of three responsible persons who will be in a position to certify about the services/quality as well as the past performance of your organization. Whether you accept all the terms and Yes/No conditions of the tender; Yes/No (If no, indicate the details with reasons, if any. The Deviation Statement must be filled up in the following format. DEVIATION Ref No./ Clause No. Date: Place: STATEMENT IFCI’s Requirement Bidder ‘s Offer Signature of authorized person Full Name & Designation: Company’s Seal Page 17 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-2 1. Details of Similar Experience: Details of EPABX & Intercom System works executed during the last 5 years. Sl. No. 1 Name & Address of the client, Concerned Person and contact/ Mobile No Location of work 2 3 EPABX/ Intercom Make and No. of Lines Provided Value of Work (In lakh) Stipulated Time of Completion 4 5 6 Actual time completio n with date of start & completio n 7 Completion/ Performance Certificate enclosed ‘Yes’ or ‘No’ Any other information you would like to give 8 9 (Fill up the above table & Enclose legible copies of the supporting documents) 2. Financial Capability: Average Annual Turn Over of the bidder in the last 3 years SL. No. 1. 2. Financial Year 2011-12 2012-13 3. 2013-14 Turnover (Rs. in lakh) Average (Fill up the above table and Enclose copy of Turn over certificates, profit/loss statement certified by any Chartered Accountant.) Date: Place: Signature of authorized person Full Name & Designation: Company’s Seal Page 18 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure: 3 DECLARATION (TO BE TYPED ON A LETTER HEAD OF THE COMPANY/ FIRM) Dated: ____ , 2015. General Manager (Estates) IFCI Limited IFCI Tower, 61 Nehru Place New Delhi -110 019 Re: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. Dear Sir, This is with reference to your Tender No. IFCI/Estates/Tender/2014-15/8 dated 27.03.2015 on the above subject that:1. We have carefully read and understood all the terms and conditions of the tender and hereby convey our acceptance to the same. 2. The information / documents furnished along with the above offer are true and authentic to the best of my knowledge and belief. We are well aware of the fact that furnishing of any false information / fabricated document would lead to rejection of our tender at any stage besides liabilities towards prosecution under appropriate law. 3. We have apprised our self fully about the job to be done during the currency of the period of agreement and also acknowledge to bear consequences to of nonperformance or deficiencies in the services on our part. 4. We have no objection, if enquiries are made about the work listed by us. 5. We have not been blacklisted by IFCI or any other organization where we have worked. Further, if any of the partners/directors of the organization /firm is blacklisted or having any criminal case against them, our bid shall not be considered. At any later point of time, if this information is found to be false, IFCI may terminate the assigned contract immediately. 6. We have not been found guilty by a court of law in India for fraud, dishonesty or moral turpitude. 7. We agree that the decision of IFCI in selection of Bidders will be final and binding to us. Date: Place: Signature of authorized person Full Name & Designation: Company’s Seal: N.B: The above declaration, duly signed and sealed by the authorized signatory of the company, should be enclosed with Technical Bid. Page 19 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-4 TENDER FORM Dated: ____ , 2015. General Manager (Estates) IFCI Limited IFCI Tower, 7th Floor 61 Nehru Place New Delhi -110 019 Re: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. Dear Sir, This is with reference to your Tender No. IFCI/Estates/Tender/2014-15/8 dated 27.03.2015 on the above subject. After reading above documents, Amendments/ Clarifications/ Corrigenda/Errata/etc issued in respect of tender document by IFCI, your requirement, scope of work, site inspection and after discussions, we have understood them fully and we accept all the terms and conditions mentioned therein. We are also enclosing duly stamped and signed copy of the above form along with annexures as token of acceptance of the terms indicated therein. Name & Address of the Bidders ______________________________ ______________________________ Contact phone Nos. of the key person. ______________________________ Official E-mail ID: ______________________________ Signature of Authorized Signatory with date and seal ______________________________ Page 20 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-5 Summary Financial Bid Dated: ____ , 2015 General Manager (Estates) IFCI Limited IFCI Tower, 61 Nehru Place New Delhi -110 019 Re: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. Dear Sir, This is with reference to your dated ……………. on the above subject. Tender No. IFCI/Estates/Tender/2014-15/.. After reading above documents, Amendments/ Clarifications/Corrigenda/ Errata/etc issued in respect of tender document by IFCI your requirement, scope of work, site inspection and after discussions, we have understood them fully and we accept all the terms and conditions mentioned therein. We quote our lump sum/consolidated Price (as per Annexure-6: Bill of Quantities) of Rs.________________________________________________________(Rupees__________ ____________________________________________________________________________ _________________________________only) for the above said work. The price quoted by us are inclusive of all charges, taxes & duties, Freight & Insurance, Service Tax and incidental expenses for the site visit, if any. We are also enclosing duly stamped and signed copy of the above letter along with annexures as token of acceptance of the terms indicated therein. Name & Address of the Bidders ______________________________ ______________________________ Contact phone Nos. of the key person. ______________________________ Official E-mail ID: ______________________________ Signature of Authorized Signatory with date and seal ______________________________ Page 21 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-6 Financial Bid Name of Work: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. Bill of Quantities Sl. No. 1.2. 3. 4. 5. 6. 7. 8. 9. Description Digital EPABX System with 100 extension port and 4 trunks port upgradable Maximum Capacity up to 250 Ports. Supply of Analog Telephone Instruments with speaker and caller ID Supply of Telephone Box Stainless Steel for Lift/Elevators Supply of Speaker phone for Lift/Elevators Supply of 100 Pair Jelly filled Cu, 0.5 mm,Armoured Cable Supply of 50 Pair Jelly filled Cu, 0.5 mm Armoured Cable Supply of 10 Pair Jelly filled Cu, 0.5 mm Armoured Cable Supply of 2 Pair, Cu , 0.5 mm ,PVC Cable 14. Supply of 2C, Cu, 1.5 sq. mm, Lift/Elevators Flat Cable. Supply of 500 Pair Mini Distribution Frame box with module/Back mount frame. Supply of 150 Pair Mini Distribution Frame box with module/Back mount frame. Supply of 100 Pair Mini Distribution Frame box with module/Back mount frame. Supply of 10 Pair Mini Distribution Frame box with module/Back mount frame. Supply of PVC Pipe 2.5”(2.5 inch) 15. Supply of PVC Pipe /PVC Channel ¾”(3/4 inch) 16. 2X12V, 26 AH Maintenance free Battery 17. Supply of Gang Box with face plate & IO 10. 11. 12. 13. Unit Qty Set 1 Set 100 Set Set Mtrs. Mtrs. Mtrs. Mtrs. Mtrs. Nos. Nos. Nos. Nos. Page 22 of 26 Unit price including all taxes& duties, F&I , service tax etc. (Rs.) Total Amount (Rs.) 10 10 450 300 1000 2500 650 01 03 06 34 Mtrs. 500 Mtrs. 2000 Nos. 2 Nos. 100 Signature of Bidder 18. Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Installation, Digging, Laying of cables, Punching, Pit marking of cable route, masonry work, Testing and Commissioning Charges for completion of Job. Total Amount (in Figure) L.S. 1 Total Amount in Words:…………………………………………………………………. Note: 1. Payment shall be made only for the actual quantity executed. 2. Submission in any other format may result in cancellation of the offer. 3. We hereby confirm that the above quoted price is inclusive of all taxes, duties, cess etc. and all other incidentals like transport, insurance etc including service tax and a firm landing price at IFCI site. 4. The vendor/Bidder would submit separate optional maintenance charges for 3 years as per Annexure-7 with details of the service to be provided. Date: Place: Signature of authorized person Full Name & Designation: Company’s Seal Page 23 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-7 Comprehensive Maintenance Charges for Three (3) Years (Optional) Name of Work: Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063. S.No. 1 Description Unit Qty. Unit Price incl. all taxes Total Price(Rs.) Maintenance Charges for Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 (for after expiry of Warranty period of 3 years ) Maintenance L.S. 1 Charges for 3 years Total Amount (in Figure) Total Amount in Words: Note: Above quoted maintenance charges are optional. IFCI reserve the rights to consider the quoted price of maintenance charges. This optional maintenance charges (Annexure-7) shall not be considered during evaluating of financial bid. Date: Place: Signature of authorized person Full Name & Designation: Company’s Seal Page 24 of 26 Signature of Bidder Supply, Installation, Testing and Commissioning of EPABX & Intercom System in IFCI Staff Colony, Paschim Vihar, New Delhi-110 063 Annexure-8 Make List Sl. No. 1 2 3 4 5 6 7 8 9 Item Description EPABX System Analog Telephone Instruments with speaker and caller ID Speaker phone for Lit/Elevators All type Jelly Filled Armoured Copper (Cu) Cable, 0.5 mm MDF Box 2C ,1.5 sq. mm Copper(cu), Lift/Elevator Flat Cable 2 Pair, Copper(Cu), 0.5 mm, PVC Cable Battery(Maintenance Free) Face Plate IO Date: Place: Recommended Make LG/Panasonic/AVAYA/Siemens Beetal/Panasonic/Protel Beetal/Panasonic/Protel Delton/Finolex Krone/Equivalent Make Finolex /Polycab Delton/Finolex Exide/V Guard/Turbojet /Power safe D Link/DG Link/AMP Signature of authorized person Full Name & Designation: Company’s Seal Page 25 of 26 Signature of Bidder Security Room (Rear Gate) B3 Block 2P Cable 2 Pair Cable 10P Cable 10P MDF 100 Pair MDF 50 Pair Cable B2 Block 150 Pair MDF Annexure-9 C3 Block C2 Block 2 P Cable 2 P Cable 10 P Cable 10 P Cable 10 P MDF 10 P MDF 150 P MDF Security Room (Rear Side) 100 P MDF 2 Pair Cable 50 Pair Cable B1 Block 100 P MDF 50 P Cable D Block C1 Block 100 P MDF A2 Block 2 P Cable 2 P Cable 10 P Cable 10 P Cable A1 Block 10 P MDF 10 P MDF EPABX (Site Office) 100 P MDF 150 P MDF 100 Pair Cable 50 Pair Cable 100 Pair Cable 500 Pair MDF 50 Pair Cable 100 Pair Cable 100 P MDF 50 Pair Cable 2 Pair Cable Security Room (Main Gate) IFCI STAFF COLONY PASCHIM VIHAR- PROPOSED EPABX & INTERCOM LAYOUT (TENDER PURPOSE ONLY) Note: 1 2 3 4 5 6 7 8 9 A1 Block:G+ 3 Stories having 4 Flats / floor,total =16 Flats A2 Block:G+ 3 Stories having 4 Flats / floor,total =16 Flats B1 Block:G+ 6 Stories having 4 Flats / floor,total =28Flats B2 Block:G+ 6 Stories having 4 Flats / floor,total =28Flats B3 Block:G+ 6 Stories having 4 Flats / floor,total =28Flats C1 Block:G+ 6 Stories having 3 Flats / floor,total =21Flats C2 Block:G+ 6 Stories having 3 Flats / floor,total =21Flats C3 Block:G+ 6 Stories having 3 Flats / floor,total =21Flats D Block:G+ 5 Stories having one flat in Ground + 3 Flats / floor,total =16 Flats Total Flats = 195 Flats Page 26 of 26
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