EMPLOYEES STATE INSURANCE CORPORATION

(Ministry of Labour & Employment, Govt. of India)

SUB-REGIONAL OFFICE,
Plot No. 47, Sector 34, Near Hero Honda Chowk,
Gurgaon - 122001

TENDER DOCUMENT
FOR
OPERATION AND MAINTENANCE OF
ELECTRICAL SYSTEM, D.G. SET AND
FIRE ALARM SYSTEM

Cost of the Tender Document: Rs. 200/-

SUB-REGIONAL OFFICE
EMPLOYEES STATE INSURANCE CORPORATION
PLOT NO-47, SECTOR-34, GURGAON, HARYANA-122001
Phone No.-0124-2370271 Fax No.-0124-2370270
E-mail: dir-gurgaon@esic.in

NOTICE INVITING TENDER

FOR OPERATION AND MAINTENANCE OF ELECTRICAL SYSTEM, D.G. SET &
FIRE ALARM SYSTEM
1.

Director (Incharge) invites sealed tenders from the interested and eligible
tenderers to provide o p e r a t i o n a n d m a i n t e n a n c e s e r v i c e s o f E l e c t r i c a l
S y s t e m , D . G . S e t & F i r e A l a r m S y s t e m for ESIC Sub-Regional Office, Gurgaon
for One year which is extendable further for another one year on the same terms and
conditions, if needed.

Name of Work

Operation and
Maintenance
of Electrical
System, D.G.
Set & Fire
Alarm System
2.

3.

4.

Tender
Document
fee

Rs.200/-

Estimated
Annual
Cost for a
year

Rs. 5.00
Lacs

Earnest
Money
Deposit
(EMD)

Security
Deposit (SD)

Last Date of
Receiving of
sealed tender
bids

06-05-2014
Rs.10000/- Rs.25000/02:00 PM

Date of
Tender
Opening
(Technical Bid)

06-05-2014
02:30 PM

A set of tender document can be purchased from ESIC Sub-Regional Office, Plot No.47, Sector
34, Gurgaon (Haryana) on any working day from 15/04/2014 to 05/05/2014 between 10.00 AM to
04.30 PM at a non-refundable tender fee of Rs.200/- (Rupees Two hundred only) payable through
demand draft/Banker cheque of any nationalized bank drawn in favor of ESI Fund Account
No.1 payable at Gurgaon.
Tender Document can also be downloaded from Tenders link of the ESIC Headquarters website
www.esic.nic.in or ESIC SRO Gurgaon website www.esicgurgaon.in or Central Public Procurement
Portal www.eprocure.gov.in and may be submitted along with above prescribed tender form fee by
stipulated date & time. In case, tender documents are downloaded from website cost of tender
documents i.e. Rs.200/- shall be deposited along with E.M.D.
A Pre Bid meeting will be held at the ESIC Sub-Regional Office, Gurgaon (Haryana) to clarify
queries, if any, of the tenderers on 28/04/2014 at 11.30 A.M.
Sd/-

Director (Incharge)

SUB-REGIONAL OFFICE
EMPLOYEES STATE INSURANCE CORPORATION
PLOT NO-47, SECTOR-34, GURGAON, HARYANA-122001
Phone No.-0124-2370271 Fax No.-0124-2370270
E-mail: dir-gurgaon@esic.in
All tenderers are requested to read the tender document carefully including its terms
and conditions, procedures to fill the tender form and tender assessment criteria.
TENDER DOCUMENTS CONSIST THE FOLLOWING:I.
II.
III.
IV.
V.
VI.
VII.
VIII.

Eligibility criteria
General Instructions to Tenderers
General Conditions of Contract
Special Conditions of Contract & Scope of Work (Annexure-I)
Technical Bid (Annexure-II)
Financial Bid (Annexure-III)
Declaration (Annexure-IV)
Check List(Annexure-V)

ELIGIBILITY CRITERIA

1.

The Tenderer must have an experience of providing operation and maintenance services of
Electrical System, D.G. Set & Fire Alarm System in Govt./Semi-Govt./PSUs for at least three
years duly supported by the copies of contracts.

2.

The tenderer should have executed at least;

a)

One similar work contract of 5 lacs or more;

OR

b)

Two similar work contracts of 2.5 lacs or more

OR

c)

Three similar work contracts of 1.5 lacs or more,

during the last three years.

Copies of the TDS certificates (form-16A) in respect of payments received from these contracts
are required to be submitted along with the tender as proof of work executed.
3. The tenderer must be registered with the following statutory authorities and must also furnish
attested copies of supporting documents:a.
ESIC Registration
b.
EPF Registration
c.
PAN Registration
d.
Service Tax Registration
e.
Labour License
Initial of ESIC Authorized Official

Sign of Tenderer with seal

4.

The Tenderer should have at least 20 employees on its roll specifically trained for operation and
maintenance services of Electrical System, D.G. Set & Fire Alarm System. Full list of the
employees, viz., name, age, employee code, designation, experience in the field of
operation and maintenance of Electrical System, D.G. Set & Fire Alarm System, PF, ESI details
etc. should be attached with the technical Bid.

5.

Director (Incharge) reserves the right to withdraw/relax any eligibility criteria and in such a
situation the tenderers will be given sufficient time to take such changes into account.
However, no relaxation will be given as far as statutory requirements are concerned,
explicit/implicit.

6.

Amendment, if any to the tender documents shall be hosted on the website

www.esicgurgaon.in only and the tenderers are advised to check the said website for taking into
account any amendments.

GENERAL INSTRUCTIONS TO TENDERERS

1.

The closing date and time for receipt of tenders will be 02.00 P.M. on 06/05/2014.

2.

The Tender will be opened at 2.30 PM on 06/05/2014 at Co nfe re n ce Ro o m, ESIC SubRegional Office, Gurgaon (Haryana) in the presence of the authorized representatives of the
tenderers, who wish to be present at that time.

3.

A pre-bid meeting shall be held at the ESIC Sub-Regional Office, Gurgaon (Haryana) to clarify any
queries of the tenderer on 28/04/2014 at 11.30 A.M.

4.

Eligible and willing agencies are advised to visit the sites to get an on site assessment of the
work on any working day between 10.00 AM to 04.30 PM

5.

The Tenders are to be submitted as per two bid system i.e. Technical bid and Financial Bid.

a)

Technical bid should contain the papers to fulfill all the eligibility criteria, certificates of
experience, satisfactory performance certificates, undertaking as per instructions, and list of the
equipments, tools and tackles required for the job.
Financial bid should contain the rates quoted for the services to be provided as per the
instructions given in this tender document.
The completely filled Tender should be dropped in the Tender Box kept at the Facilitation
Centre, ESIC Sub-Regional Office, Gurgaon (Haryana) by the stipulated date and time. Tender
submitted or received after the closing date and time will not be considered. In case the
tender is so bulky/ voluminous that it cannot be dropped into the tender-box, the same may be
handed-over to Deputy Director (Construction), ESIC Sub-Regional Office, Gurgaon by the
stipulated date and time.
The Technical Bid must also be accompanied by declaration in the prescribed Performa
(Annexure-IV).
In the absence of EMD or any of the mentioned details, the tender will be summarily rejected
and no representation against the same will be entertained.

b)
c)

d)
e)

Initial of ESIC Authorized Official

Sign of Tenderer with seal

f)

Both the bids should be submitted in two separate sealed envelopes super scribed as
Technical Bid for Operation and Maintenance of Electrical System, D.G. Set & Fire Alarm
System and Financial Bid for Operation and Maintenance of Electrical System, D.G. Set & Fire
Alarm System. An Earnest Money Deposit of Rs.10,000/- (Rs. Ten Thousand only) in the
form of Demand Draft or Bankers Cheque only of any nationalized bank payable at Gurgaon
should be placed at the top of the technical bid. In case, tender documents are downloaded
from website cost of tender documents i.e. Rs.200/- shall also be deposited along with E.M.D.
Both the envelopes containing technical bid and financial bid along-with Demand Drafts for
EMD/Cost of Tender Documents should be put in a third sealed envelope and should be super
scribed Tender for Operation and Maintenance of Electrical System, D.G. Set & Fire Alarm
System. Sealed tenders should be addressed to the Director (Incharge), ESIC Sub-Regional
Office, Gurgaon.

6.

The Earnest Money Deposit will be refunded to the unsuccessful tenderer only after
finalization of the contract. In case of the successful tenderer EMD will be refunded after
receipt of the performance security deposit. No interest will be paid on the EMD.

7.

The bid shall be valid for 180 days from the date of opening of tender.

8.

No Tenderer will be allowed to withdraw his tender after submission during the bid validity
period (180 days). In case the tenderer does not honour his bid, the EMD submitted by the
tendering firm shall stand forfeited.
All entries in the Tender form should be legible and filled clearly. Any overwriting or correction
which is unavoidable has to be signed by the authorized signatory.

9.

Each page of the Tender document and papers submitted along with, should be numbered,
signed and stamped by the authorized signatory as a token of acceptance of the terms and
conditions laid down by the ESIC Sub-Regional Office.

10. Technical Bids will be scrutinized, by an evaluation committee constituted by the Director
(Incharge) to check all requisite and relevant documents and their authenticity. Financial Bids
of the tenderers, whose Technical Bids are accepted, will be opened on 13-05-2014 at 11:00
A.M. in Conference Room, ESIC Sub-Regional Office, Gurgaon (Haryana) in the presence of the
authorized representatives of the qualifying tenderers, who wish to be present at that time.
11. The tenderer shall quote for all the items of Financial Bid (Annexure-III) failing which the bid
shall be considered non-responsive, incomplete and tender will be summarily rejected.
12. Tender incomplete in any way will be rejected out rightly. Similarly conditional tenders will also
be rejected.
13. In case the successful tenderer declines the offer of Contract, for whatsoever reason(s), his EMD
will be forfeited.
14. A formal contract shall be entered into with the successful tenderer. In this contract, the
successful tenderer shall be defined as Contractor.

Initial of ESIC Authorized Official

Sign of Tenderer with seal

15. The successful tenderer will have to deposit the Performance Security Deposit of Rs.
25,000/-(Rs. Twenty Five Thousand Only)in the form of Demand Draft/Bankers cheque of any
nationalized bank, drawn in favor of ESIC Fund A/c No. 1 payable at Gurgaon and commence
the work within 07 days of acceptance of tender otherwise the contract may be canceled and
EMD will be forfeited.
16. An agreement between Successful Bidder & Director (Incharge) will be executed on a NonJudicial Stamp Paper of Rs.100/-. Stamp duty will be paid by the bidder.
17. Director (Incharge) reserves the right to withdraw/relax/modify any of the terms and conditions
mentioned in the tender document if it is felt necessary.
18. Director (Incharge) reserves the right to reject all or any tender in whole, or in part, without
assigning any reason thereof.

III. GENERAL CONDITIONS OF CONTRACT (GCC)

1.

The Contract shall initially be valid for a period of One year and may be extended for further
period based on satisfactory performance and with mutual consent, as per the same rates,
terms and conditions.

2.

ESIC reserves the right to terminate the contract by serving one months notice if the
services of the contractor are not found satisfactory. The Contractor may also ask for the same
by giving one months notice but he has to provide the o p e r a t i o n a n d m a i n t e n a n c e
facility for Electrical System, D.G. Set and Fire Alarm System till the next agency is engaged.

3.

The persons to be deployed by the Contractor should be properly trained, have requisite
experience and skills for carrying out a wide variety of o p e r a t i o n a n d m a i n t e n a n c e
w o r k for Electrical System, D.G. Set and Fire Alarm System using appropriate materials and
tools/equipments.

4.

The contractor will arrange all items needed for his staff viz. c o n s u m a b l e s , t o o l s ,
machines and equipments, etc.

5.

ESIC Sub-Regional Office, Gurgaon will provide space for storing materials, equipment etc. to the
Contractor in the premises. The contractor will maintain a record of the stores which shall be
opened to inspection by ESIC Sub-Regional Office, Gurgaon.

6.

The Contractor should ensure the Health and safety measures of the employees. The
Contractor should also conduct health check-up of the staff deployed before the deployment as
well as at regular intervals of not exceeding three months, thereafter.

7.

The Contractor will be responsible for supply / installation / refilling / maintenance of all
consumables, items and equipments as given in Annexure-I

8.

The Contractor must employ adult and skilled labour only. Employment of child labour will lead
to the termination of the contract and necessary action under Indian Penal Code also.

Initial of ESIC Authorized Official

Sign of Tenderer with seal

9.

The Contractor shall engage only such workers, whose antecedents have been thoroughly
verified, including character and police verification and other formalities. The Contractor shall
be fully responsible for the conduct of his staff.

10. SRO Gurgaon shall not be responsible for providing residential accommodation to any of the
employee of the contractor.
11. For all intents and purposes, the contracting agency shall be the Employer within the meaning
of different Labour Legislations in respect of manpower so employed and deployed in ESIC. The
persons deployed by the agency in ESIC shall not have claims of any Master and Servant
relationship against ESIC. SRO Gurgaon shall not be under any obligation for providing
employment to any of the worker of the contractor after the expiry of the contract. SRO Gurgaon
does not recognize any employee employer relationship with any of the workers of the
contractor.
12. The contracting agency shall also be liable for depositing all taxes, levies, Cess etc. on account of
service rendered by it to ESIC to concerned tax collection authorities from time to time as per
extant rules and regulations on the matter. In case, the contractor fails to comply with any
statutory/ taxation liability under appropriate law, and as a result thereof the ESIC is put to any
loss/obligation, monetary or otherwise, the ESIC will deduct the same from the monthly bills and
or the Security Deposit of the agency, to the extent of the loss or obligation in monetary terms.
13. It will be the responsibility of the contracting agency to meet transportation, food, medical and
any other requirements in respect of the persons deployed and ESIC will have no liabilities in this
regard.
14. The contracting agency shall be solely responsible for the redressal of grievances/ resolution of
disputes relating to person deployed. ESIC shall, in no way, be responsible for settlement of such
issues whatsoever.
15. SRO Gurgaon shall not be responsible for any financial or other injury to any person deployed by
service providing agency in the course of their performing the functions/duties, or for payment
towards any compensation.
16. The Contractor at all times should indemnify ESIC against all claims, damages or compensation
under the provisions of Payment of Wages Act, 1936, Minimum Wages Act 1948, Employers
Liability Act 1938, the Workmen Compensation Act 1923, Industrial Disputes Act 1947, Maternity
Benefit Act 1961, Payment of Bonus Act, 1965 or any other law relating thereto and rules made
there under from time to time. ESIC will not own any responsibility in this regard.
17. The persons deployed by the contracting agency shall not claim nor shall be entitled to pay, perks
and other facilities admissible to regular/confirmed employees of the ESIC during the currency or
after expiry of the contract.
18. The tenderer should quote manpower charges in Financial Bid strictly in accordance with the
minimum wages as decided by the Central Govt. for Gurgaon City. If the rates quoted found
below the minimum wages, tender will be rejected. Under any circumstances whatsoever, the
manpower deployed shall not be paid wages below the Minimum wages declared by Central
Govt.
Initial of ESIC Authorized Official

Sign of Tenderer with seal

19. The rates quoted by the bidder shall remain unchanged during the period of contract except
Manpower charges, which may be revised in case of revision of Minimum Wages by Central
Govt. This revision will, however, be restricted to revised Minimum Wages only. If the revised
Monthly Minimum wages remain less than the Quoted Manpower charges, no revision will be
allowed.
20. The tenderer shall pay at-least the minimum bonus to the staff deployed in accordance with the
Payment of Bonus Act, 1965 irrespective of the profitability or otherwise of the tenderers
business. The component of bonus claimed by the contractor through monthly bills shall be paid
on annual basis to the staff deployed and proof of the same must be submitted to sub regional
office Gurgaon failing which the amount of bonus paid to the contractor may be recovered from
the performance security deposit.
21. In case of breach of any terms and conditions attached to the contract, the Performance
Security Deposit of the Contractor will be liable to be forfeited by ESIC besides annulment of
the contract.

The Contractor shall:a)

Provide all items and consumables to his staff as per Annexure-I.
b)
c)
d)

Ensure that their managers / supervisors are equipped with mobile phones, and are available
round the clock.
Only deploy the workforce that is on his payroll.
Ensure that the work does not adversely affect the surroundings or personnel deputed
for the work. Protective gear including boots, gloves etc. shall be provided by the Contractor to
his staff.

Scope of work and services for each of the premises:

a) Details of the scope of work are enclosed at Annexure-I.
b) Details of Equipments to be used, number of manpower to be deployed, consumables and
items to be used at offices are given at Annexure I.
c) The number of equipments, consumables, machines etc. except manpower mentioned in
Annexure I is minimum. The contractor, however, shall provide all the resources, to meet the
contractual obligations and under no circumstances whatsoever the contractor will claim
anything.

Variations
The ESIC Sub-Regional Office Gurgaon may order variations in the scope through a written
variation order based on requirements. The payment for the variation shall be worked out on
the basis of contract rates for manpower and/or CPWD rates for additional items of work.

Initial of ESIC Authorized Official

Sign of Tenderer with seal

Payment Procedure:
Payment will be made in the first week of the succeeding month upon submission of the bill in
triplicate. Payment of the bill will be based on duly verified attendance sheet in respect of the
persons deployed. The payment to the persons deployed in SRO Gurgaon will be made by ECS only
by the Contractor / Agency and proof of payment of each month may be submitted with the bill for
next month. In case it is found that there is under payment, the action including forfeiture of
security deposit, black-listing of the contractor and cancellation of contract may be taken.

While submitting the bill for the next month, the services provider must file a certificate
certifying the following along with ESI contribution sheet downloaded from ESIC
Insurance Portal:-

a) Wages of workers were credited to their bank accounts on

enclosed).

(acknowledgment by bank

b) ESI Contribution relating to workers amounting to Rs.

enclosed with contribution sheet).

was deposited on (Copy of challan

c) EPF Contribution relating to workers amounting to Rs.

enclosed with contribution sheet).

was deposited on (Copy of challan

d) We are complying with all statutory Labour Laws including Minimum Wages Act.
The payment would be made on monthly basis on verification of attendance sheets, wage
Register, monthly ESIC/EPF/Service Tax challan/Deployment sheets/ Duty Roster/ Attendance Sheet
duly verified by the designated official of the concerned site/office, documents in support of salary
disbursement through ECS. Workers of contractors should get the wages on the seventh day of each
month and the contractor must maintain adequate working capital to meet the requirements of the
wage payments. The payment of wages to the staff deployed by the contractor shall not be linked to
the payment of bill by ESIC. If the contractor fails to provide proof of payment of statutory dues, his
contract will be liable to be terminated after serving one months notice. The Housekeeping Agency
shall make payment of monthly wages to the deployed staff by ECS only. Cash payment receipt will
not be entertained and payment in cash will be deemed as no payment at all. If the agency does not
make payment through ECS, the contract will be liable to be terminated.
23. Liquidated Damages:
Whenever and wherever it is found that the w o r k is not up to the mark, it will be
brought to the notice of the Contractor by the staff of the offices and if no action is taken
within reason able time , liquidated damages @ Rs. 100/- per complaint shall be imposed. If
the deputed workers found are less than the minimum required as per Annexure I on any day,
penalty @ Rs.100/- per worker per day will be deducted from the bill as liquidated damages
besides the proportionate deduction of other wage elements. However, the total amount of
liquidated damages will not exceed 10% of the bill amount otherwise payable. The
decision of Director (Incharge), ESIC Sub-Regional Office Gurgaon shall be final in this regard.
Initial of ESIC Authorized Official

Sign of Tenderer with seal

Manpower

a) Any misconduct / misbehavior on the part of the manpower deployed by the Contractor will not
be tolerated and such person will have to be replaced by the Contractor at his own costs,
risks and responsibilities immediately, with written intimation to Director (Incharge) of ESIC
Sub-Regional Office Gurgaon.
b) The Contractor should ensure to maintain adequate no. of manpower as per Annexure I and also
maintain a pool of stand-by staff. In case any staff absences from the duty, the reliever of equal
status shall be provided by the Contractor from an existing pool of staff. If the deputed workers
found are less than the minimum required as per Annexure I on any day, penalty @ Rs.100/- per
worker per day will be deducted from the bill as liquidated damages besides the proportionate
deduction of other wage elements. Payment will be done only for the staff who was on duty and
will be restricted to the salary paid to him/her by the contractor as per agreement. For absentees
payment will not be made.

Materials
Any deviation in the tools quality & quantity and other resources as mentioned in Annexure I
will invoke penalty as decided by the competent authority. In case the contractor has not
provided the sufficient amount of equipments, tools and tackles and requisite materials even
after levy of penalty, the offices may procure it and deduct the cost from the bills of the
contractor.

Risk Clause

a) The Contractor shall at all times have standby arrangements for carrying out the work under
the Contract in case of any failure of the existing arrangement. ESIC reserve the right for
termination of the contract at any time by giving one month written notice, if the services are
found unsatisfactory and also has the right to award the contract to any other selected tenderer
at the cost, risk and responsibilities of Contractor and excess expenditure incurred on
account of this will be recovered by the ESIC Sub-Regional Office Gurgaon from the
Contractors Security Deposit or pending bill or by raising a separate recovery claim.
b) All necessary reports and other information will be supplied by the contractor as per the
direction of the Office Administration. Contractor and its staff shall take proper and
reasonable precautions to preserve from loss, destructions, waste or misuse in the areas of
responsibility given to them by the Offices, and shall not knowingly lend to any person or
company any of the effects or assets of the Offices, under its control.
c) In the event of loss/damage of equipments etc. at a n y premises due to
negligence/carelessness of Contractor staff, the Contractor shall compensate the loss to ESIC
Sub-Regional Office Gurgaon. The Contractor or its representative/s shall meet Office
representative/s regularly to take feedback regarding the services.
d) The Contractor will also maintain a suggestion book and a complaint register to be
produced to the offices administration or designated official on weekly basis.
Initial of ESIC Authorized Official

Sign of Tenderer with seal

e) The Contractor shall, in performing its part of this Agreement, ensure the safety of the building,
its equipments, furniture, fixtures and the persons working in or visiting the ESIC Sub-Regional
Office Gurgaon premises and shall indemnify Offices, for any loss or damage caused by any act
of the Contractor or its employees or staff etc.
f) The Contractor shall not assign or sublet this contract or any part thereof to any third party.
g) The staff shall be regularly trained on behavioral aspects and ethics. They shall also be made
conversant with the way of working of ESIC, Sub-Regional Office, its requirements, layout of
offices, fire safety system along with telephone numbers of Police station, fire station, nearby
offices.
h) Licenses required for services at the site will be procured by the Contractor.

Dispute Settlement

a)

It is mutually agreed that all differences and disputes arising out of or in connection with this
contract shall be settled by mutual discussions and negotiations. In case such disputes and
differences cannot be settled and resolved by discussions and negotiations then the same shall
be referred to the Sole Arbitrator appointed by the Director (Incharge), ESIC Sub-Regional Office,
Gurgaon whose decision shall be final and binding on both the parties.

b)

Any legal dispute will be subject to Gurgaon jurisdiction only.

Director (Incharge)

Initial of ESIC Authorized Official

Sign of Tenderer with seal

ANNEXUREI
SPECIAL CONDITIONS OF CONTRACT
1.0.0 GENERAL
Special Conditions of Contract shall be read in conjunction with the General Conditions of
Contract and all other documents forming part of this tender. Notwithstanding the subdivisions of the document into these separate sections, every part of each shall be
deemed to be supplementary to and complementary of every other part and shall be
with and into the document as far as it may be applicable to do so.
1.1.0 Where any portion of the General Condition of Contract is repugnant to or at variance
with any provision of Special Conditions of Contract, then unless a different intention
appears, the provisions of Special Conditions of Contract shall be deemed to override the
provisions of General Conditions of Contract and shall be to the extent of such repugnancy
or variations prevail.
1.2.0 Wherever it is mentioned in the tender documents that the contractor shall perform certain
works or provide certain facilities, it is understood that the contractor shall do so at his
cost, being deemed to be part of the relevant item in the schedule of rates whether
expressly stated or not.
1.3.0 All works are to be carried out according to relevant Indian Standard Specification, General
Engineering Practice and to the entire satisfaction of Director (Incharge). The materials and
workmanship shall satisfy the relevant codes, the specifications contained herein and other
standards referred to. Where the specifications stipulate requirements in addition to those
contained in the standard codes, these additional requirements shall also be satisfied.
1.4.0. All works shall be carried out with due regard to convenience of the occupants for its
normal functioning.
1.5.0. All works shall be done in a neat workmanlike manner. All debris must be cleaned and
disposed off. No extra cost shall be paid on this account.
1.6.0. The material recovered from dismantling and renewal shall remain the property of the
owner. The contractor shall sort out and stack the serviceable material, recovered
from dismantling/renewal and dispose off the unserviceable material/debris etc. at his
own cost.
1.6.1. The Undertaking enclosed in the tender document has to be filled in by the tenderer.
Failure to fill in the undertaking completely or submitting incorrect information therein
may make the tender liable for rejection.

2.0.0 DESCRIPTION OF EXISTING SYSTEMS

2.1.0 Description of Electrical System
There is one HT panels with 11 KV transformer, H.T. Cables, and Isolator Panel,
Main L.T. distribution panels (1 No) with ACBS & other LT distribution panels, Diesel
Generating Sets (100 KVA, Kirloskar Make) with all related equipment and Auto
Main failure panels are located on ground floor. Connections between main
distribution panels and other auxiliary panels are through different sizes of L.T.
Cables. Individual switch board panels are located on each floor.

2.2.0 Description of Fire Alarm System

The building is also provided with fire detection & alarm system network comprising
of like smoke detectors, siren system, PA system etc. provided in different areas on
ground floors and connected through loops to the main fire panel provided at
reception on ground floor. In addition, Dry chemical, CO2, and Water Co2
extinguishers are also provided on various floors.
3.0.0 SCOPE OFWORK
3.1.0

MANPOWER REQUIREMENT: -

Sr. No.
1.
2.

Type of Manpower
Skilled Electrician
Helper

Total Per day

1 no.
1 no.

Category
Skilled
Unskilled

One Skilled Electrician per day

9.00 am to 6.00 pm except Sunday / Holiday.
One Helper per day
9.00 am to 6.00 pm except Sunday / Holiday.
Skilled Electrician shall be ITI qualified in electrical trade.
3.2.0 The prime objective of the work under this contract consists of providing prompt
and efficient operation and maintenance of complete electrical, firefighting and
water supply systems installed at office up to the entire satisfaction of Director
(Incharge). The rates quoted shall include cost for all essential and contingent
works, which although not specifically mentioned in this contract, but necessary for
completion of the work. This shall include the cost of all required
tools/tackles,
plants, machinery and manpower etc. whatsoever applicable
complete. Moreover, all
the associated fittings, fixtures, accessories etc. are to be
maintained to prevent
spoil/breakage etc. Other provisions as mentioned in the tender elsewhere are also
included in the scope of work. The scope of work shall
include but not limited to the
following: 3.3.0 ELECTRICAL
3.3.1 Entire operation jobs including operation of air conditioning system as and when
required during the working as detailed above. The electrical substation/
distribution station shall be manned with one qualified and skilled electrician.
The electrician shall have required A class licence for operating the electrical
equipments.
3.3.2 All equipment shall be maintained as per guidelines of the manufacturer to
minimize downtime & trouble free operation.
3.3.3 Switching On & Off of H.T Feeders, Transformers, L.T distribution feeders lighting
D.B. s etc. as and when required and maintaining log book for all operations.
3.3.4 Operation of D.G. Sets with all related equipment including checking and filling
of Diesel, Distilled water to battery etc., Cooling water system of DG including
cooling towers, attending to defects of minor nature as and when required.

3.3.5 The DG sets shall be maintained as per the guidelines of the manufacturer to
minimize the downtime & trouble free operation of DG sets. Preventive
maintenance schedule of 100 KVA DG SET (Kirloskar Make) as per manufacturers
recommendation to be carried out by MANUFACTURERS AUTHORIZED DEALER
only, the same will be in the scope of contractor for which no extra payment will
be made. However all spare parts /material required for the purpose will be
supplied by owner.
3.3.6 Check and maintain engine oil level, coolant level etc. before starting the
operation every day and maintain daily log book/log sheet, recording all
performance parameters of the DG set.
3.3.7 Trial run of DG set daily & operate the system according to the functional
requirements.
3.3.8 Taking Meter readings of substation panels and various other parameters as per
directions and making daily operation log sheets. Dusting of all Electrical
equipments /panels DAILY.
3.3.9 Switching On & Off of water pumps including operation of all related valves as and
when required and maintaining operation log sheets. Switching On & Off of air
conditioning systems/units.
3.3.10 Checking of Earthing will be carried out by Contractor on MONTHLY basis.
3.3.11 EVERY THREE MONTHS (by rotation) contractor has to provide Internal cleaning
of all electrical panel with the help of blower, tighten the nuts& bolts in the panel
and clean the ACBs/MCBs.
3.3.12 HALF YEARLY checks: Cleaning /Tightening of all bus bars in Electrical Panels,
Cleaning of all cables & nuts, bolts of HT transformer, Check of DG sets are to be
provided by contractor as preventive maintenance
3.3.13 Replacement of defective/damaged components/parts/consumables.
3.3.14 Checking A.C. systems in the building from time to time and reporting
immediately of any abnormality found in the lifts. In case of
emergency/problem arising out in the A.C. systems the electrician on duty
shall attend to the same immediately and restore normally.
3.3.15 Arrangement of shut down of feeders as and when required taking all due
precaution and with due permission, except in dire emergency when shutdown
becomes unavoidable for safety reasons.
3.3.16 Providing temporary connections to construction/modification works and
equipment in building with due permission.
3.3.17 Maintenance of entire distribution system as per the maintenance
schedule/programme given by the
Engineer-in-charge. Preventive
and
predictive maintenance of breakers/transformers, motors, HT/LT/Control Panels
etc. including bus-bars, relays, contactors, push buttons, indicating lamps, fuses
etc.
3.3.18 Maintenance of HT/LT panels and circuit breakers shall include removal of
dust/dirt, cleaning with approved solvents & tightening of nut-bolts of
terminations etc., dismantling and cleaning of arcing chutes, arcing contacts,
isolating contacts, cleaning of all fixed & moving contacts with approved solvents
and cleaning, lubricating the tripping & closing mechanism and also to ensure free
movement of breaker on guide channels complete, as required and checking of
IR (Insulation Resistance) value YEARLY.

3.3.19 Testing & calibration of CTs for protection & metering of HT/LT panels and also
checking of tripping system with Primary Injection Test Method YEARLY or as
and when required.
3.3.20 Testing of PTs in HT/LT panels including checking of ratio & resistance of wire
along with associated control wiring YEARL Y or as and when required.
3.3.21 Testing & calibration of various types of Relays with Secondary Injection Test
set, including checking, overhauling, and removal of minor defects &
coordination of relay settings as and when required. Yearly.
3.3.22 Testing/Measuring of earth Resistance Value with Digital Earth Tester (including
watering of earth pits with salt etc., as & when required so as to improve the
earthing system).
3.3.23 Checking/testing of tripping circuit of all circuit Breakers by Primary Injection Test
Method as and when required.
3.3.24 Resetting of MCBs/ ELCBs, isolating faults in light fittings/fixtures (beyond SDBs
on each floor) in false ceiling etc, & rectifying the same at any floor of the office
complex.
3.3.25 Preventive/predictive maintenance of AMF/logic panel, battery, battery
charger, etc.
3.3.26 Attending day-to-day problems of all HT/LT/UPS/control panels installed in the
building and rectifying the same.
3.3.27 Checking and rectifying faults, if any, of geysers, tea/coffee/water dispensers, hot
cases, hot plates, electric ketttles, fans, exhaust-fans, insect killer etc. provided in the
building. Cost of repairs/replacements shall be reimbursed on cost-to-cost basis.
3.3.28 Changing and topping of Oil/Diesel in D.G. Sets etc. Oil/diesel shall be
supplied by ESIC.
3.3.29 General maintenance of lights, rising mains DBs, meters, water coolers, pantry
equipment, sockets, switches, MCBs etc. and replacement of the same
whenever required. Cost of repairs/replacements shall be reimbursed on cost-tocost basis.
3.3.30 To attend cable/bus-bar faults and repairing/replacement/rectification/ testing
of faulty cables/bus-bars/wiring system of building as & when required.
3.3.31 To arrange inspection and maintenance of earthing pits at Branch Offices at
Civil Lines (Gurgaon), Dharuhera, Manesar and Dundahera on monthly basis
as per specifications and directions.
3.3.32 Liaison works with DHBVN authorities for restoring main supply to building and
billing etc.
3.3.33 Termination & jointing of L.T. Cables.
3.3.34 Emergency breakdown maintenance of all equipment/system.
3.4.0 P O RTA B L E FIRE EXTINGUISHERS:
3.4.1 Monthly inspection of all the extinguishers including checking their tubes, discharge
hoses, pipe, nozzle, clamp etc., checking of weight for loss of mass in gas type
extinguishers and to keep a record of the same.
3.4.2 To arrange for proper placement of extinguishers after inspection / maintenance /
refilling and/or subsequent to its use during fire drills/demonstration etc.
3.4.3 To arrange for the refilling of extinguishers as and when required (at least once
annually).

3.4.4 To arrange the replacement of the defective parts.

3.4.5 Certification of all types of fire extinguishers following its inspection,
maintenance/refilling etc.
3.4.6 To maintain record/history card of inspection and maintenance done on each
extinguisher.
3.5.0 FIRE ALARM SYSTEM:
3.5.1 Routine visual inspection of Microprocessor based fire alarm system, conduct check for
any problem & and inform Engineer-in-Charge accordingly.
3.5.2 Promptly evaluate any alarm signal received on the control desk/panel and attend to
the problems immediately and to keep a record of the events.
3.5.3 Operate fire siren/hooter in case of any emergency and arrange announcement on
P.A. system in consultation with controlling authority.
3.5.4

To immediately inform Caretaker for any emergency alarm signal received.

3.5.5

Arrange periodic inspection/cleaning of heat/smoke detectors on regular basis as

required.
3.5.6 Check the working of fire siren/hooters on regular basis as required.
3.5.7

To check the sensitivity of each detector and make necessary adjustments (repair /
replace, if found not to be in acceptable security ranges as per the manufacturers
manual and specifications of the local authorities).
3.5.8 To arrange operation/checking/programming/maintenance of the total fire alarm
system network in accordance with the specifications.
3.5.9 To perform any additional special tests as required by the local fire codes.
3.5.10 Report any incidence of breakout of fire in the form of Fire Record to PCRA
3.5.11 Maintain all records of fire Fighting system in a presentable condition all the time.
3.5.12 To organize and impart training to the occupants of building in FIRST AID, FIRE
FIGHTING, USING FIRE EXTINGUISHERS AND BUILDING EVACUATION DURING
EMERGENCY SITU ATION.
3.5.13 CALL FIRE BRIGADE IN CASE OF BREAKOUT OF FIRE and provide assistance to Fire
Service/Fire fighters in case of breakout of FIRE.
3.6.0

PUBLIC ADDRESS SYSTEM:

3.6.1

To operate & arrange routine inspection of the complete PA system network/control

panel/microphones/speakers attached to it.

3.6.2

Promptly arrange for any announcement to be made on P.A. system by the authorized
personnel in case of any emergency.

3.6.3 Arrange periodic inspection (cleaning of panel/speakers/wiring network etc) on

regular basis and keep a record of the same.

3.7.0 TELEPHONES
3.7.1

Attending all complaints regarding non-working of telephone facilities/

accessories/wiring/lines for intercoms/P&T connections/computer network etc.
installed on both floors of the building.

3.7.2

Shifting of telephone instruments/accessories/connections/computer networking

cables etc. including testing of pairs of telephone wiring/ network cabling and
shifting/installation/re-installation of any type of telephone instrument/ accessories in
the building including updating of data pertaining to Change of location and pair
number etc.

3.7.3

Preventive checking and fault rectification of telephone lines so as to ensure minimum

down time of P&T phones/lines installed in the building on daily basis, including
lodging complaints with BSNL and follow up for rectification of the same, in case of a
fault from their side.

3.7.4

Annual Maintenance Contract of EPBAX equipment has been given separately.

4.0.0 The day-to-day operation/maintenance jobs:

4.1.0

General maintenance jobs and attending to specific complaints shall be carried out
from 9.00 AM to 6.00 PM daily excepting Sundays by keeping at least one qualified and
skilled electrician cum telephone complaint attendant and one helper for
electrical/telephone system. The contractor or his representative shall remain in
touch with the Caretaker regarding day-to-day operation and maintenance work. He
will also keep records of materials supplied by ESIC from time to time. Contractor
shall coordinate personally and promptly with DHBVN in case of power failure to
restore the supply and rectification of fault in case of fault is in main feeder of DHVBN.

4.2.0

It shall be the responsibility of the contractor to arrange for deployment of

operating/maintenance gang beyond normal working hours/on holidays etc.
whenever need arises. (Such as for completion of the on-going maintenance/
testing etc. and/or to meet any exigency) without additional cost.

4.3.0

It shall be the responsibility of the contractor to keep all equipment and working
area in a clean condition.

4.4.0

Contractor is bound to extend full co-operation to other agencies who are to work in
the premises.

4.5.0

It shall be the responsibility of the contractor to immediately inform Engineer-incharge, about any abnormality found in any equipment.

4.6.0

Electrician/helper will discharge maintenance work also as per day-to-day

maintenance requirement.

4.7.0

The contractor shall make arrangements for all materials, labour, deputing manpower along
with tools/ tackles, etc. from time to time and as and when required.

4.8.0

The contractor should ensure regular check up of the entire cable and piping
networks and shall have to arrange the repairing of the equipments, pipes, fire

extinguishers, cable and piping joints etc. as & when required or as directed & only
the actual cost of the material used shall be reimbursed.
4.9.0

The contractor shall have to arrange for the training programme for the occupants of
the complex so that they are able to make use of the Fire fighting system and the
Extinguishers in the time of emergency.

4.10.0 The contractor shall have to maintain all records relating to the operation,
maintenance and servicing of the systems/equipments as asked for and shall have to
make the same available for inspection as & when asked for.
4.11.0 Contractor is to submit the schedule for periodic inspection and maintenance of the
major equipments and all accessories and it shall be contractors responsibility to
carry out exhaustive maintenance for the up-keep of the system as a whole, to
ensure trouble free service round the clock.
4.12.0 Contractor is to keep a record of the periodic inspection done and inform any
shortcomings noticed.
4.13.0 The cleaning of all the system equipments, greasing of all pumps/fans & other
equipments as per the maintenance manuals, polishing of the brass parts of the
system network & fire-extinguishers, maintenance of batteries etc., shall be the
responsibility of the contractor including the cost of materials used for cleaning &
polishing of the equipments and no extra charges for this shall be payable.
4.14.0 The contractor shall have to provide the services of the experts and ensure that
regular servicing in all respects is carried out as per the operation & maintenance
manuals of the system or as asked for and only the cost of the materials/spares
replaced shall be payable.
4.15.0 The works stated herein give only an indication to the extent of work. The work
shall be inclusive of all other requirements (not mentioned specifically).
4.16.0 EQUIPMENT REQUIREMENTS :
List of major tools, tackles etc required to be available with the Contractor
but not limited to the following:
a) Tong tester
b) 1000V insulation resistance meager
c) Earth resistance meager
d) Multi meter
e) Ring spanner set
f) Screw Driver set
g) Pliers, Hammer, chisel cuter etc
h) Pipe Wrench
i) Drill machine
j) Blower
k) Crimping tool
l) Torch

4.17.0 The supply of consumables is in the scope of the contractor and the contractor has to
provide the following consumables but not limited to the following:
1.
2.
3.
4.
5.
6.
7.
8.

Cotton Waste
Dhoti
HT /LT insulation tape (ISI marked)
Grease, CTC, CRC
Brasso, Drill Bit etc
Petroleum Jelly for Battery terminals
Distilled water for the batteries
Batteries for torch

4.18.0 The Contractor has to provide the data recording registers (Log Book) for substation
HT/LT panels and DG sets and also provide Complaint Register for noting down the
complaints of the Electrical/Telephone/Fire Alarm system, the same is included in his
scope of work and no payment will be made to the contractor on this account.
5.0.0 SUFFICIENCY OF TENDER
5.1.0 The Tenderer shall be deemed to have satisfied himself before tendering as to the
correctness and sufficiency of his tender for the works and of the rates stated in
the Schedule of Rates, which shall cover all his obligations under the contract and
all matter and things necessary for proper completion of the works.
6.0.0 FURNISHING THE TENDER IN ENTIRITY
6.1.0 The tenderer(s) are required to furnish the tender for the entire work under the
scope of work for rate contract for operation & maintenance services and no
bifurcation in respect of works shall be permitted. Tenders not in conformity with this
requirement are liable to be rejected.
1.

Contractor will provide extra manpower as and when required. Contractor

will be intimated 12 hours in advance through their e-mail address for number /
type of workmen required. In case contractor fails to provide required extra
manpower in time, a sum of Rs. 250/- per day per workman will be deducted from
monthly bill as penalty.

2.

In case of late coming of contractors workman up to 45 minutes for three days

in a calendar month, one-day absence will be treated. Any absence beyond 45
minutes shall be treated as full days absence.

7.0.0 SALESTAX ON WORK CONTRACT:

Special attention is drawn to the recent regulation of imposition of the Sales Tax on
Composite Work Contract by certain State Governments. In case such Sales Tax is
already in vogue or is made applicable later on, the offer of the Tenderer shall be
deemed to be inclusive of such Sales Tax. The Tenderer shall get their name
Registered under Sales Tax authority of the State Government concerned.

Annexure-II
TECHNICAL BID
FOR OPERATION AND MAINTENANCE OF ELECTRICAL SYSTEM, D.G. SET & FIRE ALARM SYSTEM IN ESIC SUBREGIONAL OFFICE, GURGAON

A.

DETAILS OF TENDERER:

NAME OF TENDERER and NATURE

OF FIRM
(i.e. company/partnership/
proprietorship)

NAME OF PROPRIETOR /
DIRECTORS/ PARTNER
FULL PARTICULARS OF OFFICE

(a)

Address

(b)

Telephone No.

(c)

Fax No.

(d)

E-Mail Address

REGISTRATION DETAILS

(a)

PAN No.

(b)

Service Tax Registration No.

(c)

E.P.F. Registration No.

(d)

E.S.I. Registration No.

(e)

Labour License No.

DETAILS OF EARNEST MONEY DEPOSIT

(a)

Amount (Rs.)

(b)

D.D. / B.C. No. and Date

(c)

Drawn on Bank

(d)

Valid up to

Work Contracts executed during last three years.

(a)

2010-11

(b)

2011-12

(c)

2012-13

Total No. of Captive Manpower as

on the day of filling the tender
(Please enclose list)

B.

DETAILS OF THE EXISTING CONTRACTS*

Name and Address of the
Organization, Name,
Designation and Contact
Telephone / Fax No. of the
Officer concerned

Details of the
Contract
(including
total
Manpower
deployed)

Value of
Contract (Rs.)

Duration of Contract
From

To

DD/MM/YY DD/MM/YY

Additional information, if any

*The above format must be used to provide requisite details.

Signature of Tenderer
Date:

Name :

Place:

Seal:

Annexure-III
FINANCIAL BID FOR OPERATION AND MAINTENANCE OF ELECTRICAL SYSTEM, D.G. SET & FIRE ALARM SYSTEM
AT ESIC SUB-REGIONAL OFFICE, GURGAON
Name & Address of the Tenderer:.................
.................

I. MAN POWER CHARGES *

Rate per
Month* (Rs.)

Type of man power

Skilled Electrician
AREA A
a) Wages (to be paid to staff deployed)

Total Nos. Amount/Month

(Rs.)

(in Rs.)
________

(Not below minimum wages for skilled

labour which is presently Rs.9802/-)

b) ESI@4.75% of (a)

_________

(to be deposited to ESIC)

c) EPF@13.61% of (a)
(subject to maximum of Rs. 6,500/-)

_________

(to be deposited to EPFO)

d) Bonus (to be paid to staff deployed)

_________

(Minimum 8.33% of Rs.3500)

TOTAL MANPOWER COST

PER HEAD =

___________

Unskilled Helper
AREA A
a) Wages (to be paid to staff deployed)

_________

1 No.

__________

(in Rs.)
_________

(Not below minimum wages for unskilled

labour which is presently Rs.8060/-)

b) ESI@4.75% of (a)

_________

(to be deposited to ESIC)

c)

EPF@13.61% of (a)

_________ (subject

to maximum of Rs. 6,500/-)

(to be deposited to EPFO)

d) Bonus (to be paid to staff deployed)

_________

(Minimum 8.33% of Rs.3500)

TOTAL MANPOWER COST

PER HEAD =

___________

_________

1 No.

___________

II. MANAGEMENT/ SERVICE CHARGES

C

(Amount per month)

Service charges/ Management fee which should include: All

expenditure on providing managerial/supervisory/administrative services by
all means to get the work done through deployed staff and charges for
providing equipments and tools.

Total of A+B+C

(Rs. / Month)

* The manpower charges quoted should only be towards wages to manpower including all
allowances, bonus, statutory levies like ESI & EPF Employer shares, etc. Bidders should note that
none of the components of manpower cost can be retained by them and all elements are to be
passed on to respective authorities or to the staff deployed. Copy of proof of payment of
statutory dues as well as wage payments are to be submitted along with next months bill.
NOTE :

Service tax shall be reimbursed on actual, as per govt. rules, on production of

documentary evidence.
Tender will be evaluated after taking into account total all the components
(i.e. total of A to C above)

Signature of Authorized Person

Date:

Full Name:

Place:

Companys Seal:

ANNEXURE-IV

DECLARATION
I hereby solemnly declare that:
1.

I..............................................Son / Daughter
of
Shri..........................................................
Proprietor/Partner/ Director / Aut horized Signatory of is / am
competent to sign this declaration and execute this tender document.

2.

I have carefully read and understood all the terms and conditions of the tender and hereby
convey my acceptance of the same.

3.

The information / documents furnished along with the above application are true and
authentic to the best of my knowledge and belief. I / we, am / are well aware of the fact that
furnishing of any false information / fabricated document would lead to rejection of my
tender at any stage besides liabilities towards prosecution under appropriate law.

4.

The firm has not been black listed by any Govt./Semi-Govt./Autonomous Body/PSU.

Signature of Authorized Person

Date:

Full Name:

Place:

Companys Seal:

N.B.: The above declaration, duly signed and sealed by the au t h o r i zed signatory of the
company, should be enclosed with Technical Bid.

ANNEXURE-V
CHECK LIST OF THE DOCUMENTS TO BE SUBMITTED WITH THE TENDER
Kindly confirm the enclosure of all the below listed documents without which the technical-bid
may be treated as non-responsive.
Confirm
(Yes/No)

S. No. Items
1.

Earnest Money Deposit

2.

Tender form with complete technical bid and Financial bid, with all
pages serially numbered , signed and stamped on each page

3.
4.

5.
6.
7.

Cost of Tender Form

Copies of Contracts in support of three years experience of
providing electrical operation and maintenance services to
Govt./Semi-Govt./PSUs
Attested Photo copy of PAN Card
ESI Registration certificate copy
EPF Registration certificate copy

8.

Service Tax registration certificate

9.

Registration certificate under labour law authorities. Copy of valid

labour license.

10

List of employees on roll as on date of tender

11.

12

Documents in support of contracts fulfilled in last 3 years along

with their values in support of the works contracts executed
during the last three years and financial credibility. Copies of the
TDS certificates (form-16A) in respect of these contracts are also
to be enclosed.
Declaration as per Annexure IV.

Signature of Authorized Person

Date:
Place:

Full Name:
Companys Seal: