annual maintenance contract of bulk milkcooler units · 2016. 3. 4. · tender notice no.( offline...

Tender Document for inviting

Annual Maintenance Contract

(AMC) of Bulk Milkcooler units

located at various Milk co-

operative societies of Mehsana

District Co-operative Milk

Producers’ Union Limited,

Mehsana

Annual Maintenance Contract of Bulk Milkcooler Units E-Tender Document: MDCMPUL/ 2015-16/ 12 /AMC/BMC

MDCMPUL/2015-16/12 /AMC/BMC

Seal and Sign of Bidder Page 1 of 16

Table of Contents

1. General Information .............................................................................................................................................. 2

1.1 Notice Inviting Tender ....................................................................................................................................... 2

1.2 Eligibility Criteria ..................................................................................................................................................... 3

1.3 Downloading of Tender Document.................................................................................................................... 3

1.4 Submission of the Bid ............................................................................................................................................. 3

1.5 Bid Security ................................................................................................................................................................ 3

1.6 Rights Reserved By Dudhsagar Dairy, Mehsana .............................................................................................. 3

2. Check List ................................................................................................................................................................... 5

3. General Terms and Conditions .............................................................................................................................. 6

3.1 Standards .................................................................................................................................................................... 6

3.2 Patent Rights ............................................................................................................................................................. 6

3.3 Inspection and Tests ............................................................................................................................................... 6

3.4 Assignment ................................................................................................................................................................ 6

3.5 Approval & Insurance ............................................................................................................................................ 6

3.6 Jurisdiction ................................................................................................................................................................. 6

3.7 Price Basis .................................................................................................................................................................. 7

3.8 ARC Period ............................................................................................................................................................... 7

3.9 Bid Evaluation .......................................................................................................................................................... 7

3.10 Delivery and Documents ..................................................................................................................................... 7

3.11 Variation in Order Amount /Quantity ............................................................................................................ 8

3.12 Payment Terms....................................................................................................................................................... 8

Dudhsagar Dairy Vendor Registration Form ....................................................................................................... 9

4. Scope of Contract & Specifications ............................................................................................................... 10

5. Specific Terms for Annual Rate contract ........................................................................................................ 13

6. Tender Price Bid ........................................................................................................................................................ 16



1. GENERAL INFORMATION

1.1 NOTICE INVITING TENDER

Tender Notice No.( Offline ) MDCMPUL/2015-16/12 /AMC/BMC Bid Documents Download Start 04th March,2016

Bid Documents Download End 14th March , 2016

Pre-Bid Meeting 12th March , 2016 at 11 hrs. at M-floor,Admin Building, Mehsana

Last Date & Time for sending tender fee, EMD, commercial bids and other documents (in hard copy) as mentioned in the tender document

17th March , 2016 at 18:00 Hrs.

Bid Validity Period 60 Days

Bid Document Fee : Rs.1000.00

Bid Security/EMD (INR) : Rs. 40,000.00

Bid Document Fee/EMD Payable To :

Mehsana district Co-operative Milk producer’s Union Ltd , Mehsana

Name of Company Mehsana District Co-operative Milk Producers’ Union Ltd, Dudhsagar Dairy Highway,Mehsana-384002

Name of Tender Annual Maintenance Contract of Bulk Milkcooler units

Details of Item/Work Annual Maintenance contract (AMC ) of Bulk Milkcooler Units located at our various milk co-operative socities of Mehsana District Co-operative Milk Producers’ Union Ltd, Mehsana

Period of Contract 1 Year

Estimated Cost of Tender 40 Lakh

Online Bidding Details www.dudhsagardairy.coop

Terms and Conditions This is a two stage tender i.e. first, technical data submitted by bidders will get analyzed at our end. Then commercial bid of only technically qualified bidders will be considered for second stage of commercial evaluation.

Bidders have to abide by all terms and conditions and specifications of items mentioned in tender document.

Officer Inviting Bids : Executive Director (Commercial)

Bid Opening Authority : Executive Director (Commercial)

Address : Executive Director (Commercial)

Mehsana District Co-operative Milk Producers’ Union

Ltd, Dudhsagar Dairy

Highway, Mehsana-384002 Contact Details : 02762-253201



Contact Person (Technical ) 99740 59282 Sh. J.L.Patel ( Asst.Manager CMP)

1.2 ELIGIBILITY CRITERIA

The Bidder / Supplier must have executed, in the last three years at least one work order/ contract for Bulk Milk cooler Units Maintenance and value equal to 15% of estimated cost of the job. The vendors which are blacklisted by our organization are not eligible to bid.

1.3 DOWNLOADING OF TENDER DOCUMENT

The Bid document can be downloaded from our union website www.dudhsagardairy.coop.

1.4 SUBMISSION OF THE BID

The bidder has to submit Technical Bid (signed and sealed copy of tender document & technical details along with DDs of Tender fee and EMD) and Commercial Bid in hard copy through courier /registered post /in person to Purchase Department at above mentioned address. Technical Bid and Commercial Bid must be sealed in separate envelopes and clearly labeled on both envelopes as ‘Technical Bid’ / ‘Commercial Bid’.

1.5 BID SECURITY

All Bids must be accompanied by Earnest Money Deposit (EMD) in the form specified in the Bidding document. The Bids not accompanied with EMD shall be summarily rejected. The Bid security shall be denominated in Indian Rupees of value as specified and shall be in the form of Demand Draft only from Nationalized or Scheduled banks in favor of Mehsana District Co-operative Milk Producers’ Union Limited, payable at Mehsana. The Bid security may be forfeited if:

A Bidder or Contractor withdraw its bid during the period of bid validity specified by the Purchase on the tender document or

In case of successful Bidder / Contractor, if the Bidder / Contractor fails to sign the contract or execute the contract within specified period of contract.

1.6 RIGHTS RESERVED BY DUDHSAGAR DAIRY, MEHSANA

Dudhsagar Dairy, Mehsana, at its sole discretion and without assigning any reason thereof, reserves the right to accept and / or reject the whole or part of any all the Bids received. Only after verification and acceptance of the technical parameters, the commercial bid will be opened.



Executive Director (Commercial) Dudhsagar Dairy, Mehsana



2. CHECK LIST

The details to be provided by bidders in prescribed check list format, as below:

Sr. Particulars Confirmation / Status

1 Agreed for Annual Maintenance Contract on ‘partly’ basis for any single zone (Yes / No)

2 Executed similar nature of work/ contract at least in the last three years in Gujarat State (Yes / No).

3 Details on Turn Over ( in INR)

Yr: 2014-15

Yr: 2013-14

Yr: 2012-13

4 Agreed for General Terms, Conditions as enclosed in Tender document (Yes / No)

5 Agreed for Scope of contract and data provided in Tender document (Yes / No)

6 Agreed for Special Terms & conditions for ARC as enclosed in Tender document (Yes/No)

7 Earnest Money Deposit (EMD) enclosed. (Yes / No) – Provide details

8

Total contracts / work order of Bulk milkcooler Maintenance executed in Gujarat State - Yearwise details

Yr: 2014-15

Yr: 2013-14

Yr: 2012-13

9 Duly signed and sealed copy of tender document (submit hard copy along with supporting documents to Dudhsagar Dairy)

10 Already registered with Dudhsagar Dairy (Yes / No). If Yes, then mention your Vendor code no. otherwise, submit enclosed vendor registration form along with supporting documents listed therein.

11 Contact No.

12 Address

13 Email ID

14 VAT Tin no. If not available, have you applied for VAT tin no? ( Yes/ No ) Pl attach VAT tin no certificate / application receipt



3. GENERAL TERMS AND CONDITIONS

3.1 STANDARDS

The Services rendered under this Contract shall conform to the standards mentioned in the Scope of contract and, when no applicable standard is mentioned, to the latest Indian Standards.

3.2 PATENT RIGHTS

The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark or industrial designs rights arising from use of the goods or any part thereof.

3.3 INSPECTION AND TESTS

The Purchaser or its representative shall have the right to inspect and/or test/verify the services/ goods to confirm their conformity to the Contract. The inspections and tests may be conducted on the premises of the Supplier or its Subcontractor(s) or at point of delivery and/or at the service/good’s final destination. If any inspected or tested services/goods fail to conform to the specifications, the Purchaser may reject them and the Supplier shall either replace the rejected services/goods or make all alternations necessary to meet specification requirements free of cost to the Purchaser. The Purchaser’s right to inspect, test, and, where necessary, reject services/goods after the services/goods’ arrival at the destination shall in no way be limited or waived by reason of the goods having previously been inspected, tested and passed by the Purchaser or its representative prior to the services/Goods shipment from the country of origin.

3.4 ASSIGNMENT

The supplier shall not assign, in whole or in part, its obligations to perform under the contract, except with the Purchaser’s prior written consent. Such assignment shall not relieve the supplier from any liability or obligation under the contract.

3.5 APPROVAL & INSURANCE

The supplier shall obtain all the necessary legal approvals, and insurance if any. The damaged caused to our items/equipment during the execution of job shall be borne by the supplier.

3.6 JURISDICTION



Settlement of any dispute out of the Purchase Order / Contract against this Bid shall be subject to the courts at Jurisdiction Mehsana, Gujarat only.

3.7 PRICE BASIS

Price charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by the supplier in its bid and the contract shall be on fixed price basis for the contract period. The Price quoted should be inclusive of

Travelling/ conveyance charges to our Society and delivery of goods at our respective milk co-operative society including loading and unloading.

Storage, removing of old worn out /burnt spares/ equipment including replacement of new spares/ equipment as per requirement.

Excise Duty, Packing and forwarding,

VAT / full CST / Service Tax whatever applicable,

Transit insurance and freight (two way)

Price revision will not be allowed during contract period. Kindly note that bid rates will

be remaining same throughout contract period irrespective of market price of raw

material from your principal supplier.

3.8 ARC PERIOD

Contract will be for one year i.e. 01.04.2016 to 31.03.2017. or 12 months from contract

start date which is earlier.

3.9 BID EVALUATION

The price bid will be evaluated together for all bid lines based on weighted overall lowest value of all bid lines together.

However, Purchaser may award contract for any option ( Full supply / Part Supply ) at

its sole discretion without assigning any reason.

3.10 DELIVERY AND DOCUMENTS

All the delivery of the services/goods should accompany with Original and three copies of:

The supplier’s invoice showing Purchase Order No., Goods Description, Quantity, Unit price, Total amount etc.

Delivery note / Packing list signed by our respective society /store’s representive.

Service Report duly signed by concerned authority.

Manufacturer’s / Supplier’s Warranty Certificate where ever applicable.

Excise Gate Pass Transporter’s copy/ Octroi receipts, where ever applicable



Any other document evidencing payment of statutory levies.

Test certificates of Raw Material , where ever applicable

3.11 VARIATION IN ORDER AMOUNT /QUANTITY

The given quantity in our tender is only tentative.

Total Quantity & Amount may vary, while finalizing the order and / or while execution of the complete order. Contract may be split up to different contractors in zone wise based upon their ability to render prompt & satisfactory services to society BMC units.

3.12 PAYMENT TERMS

Bi-Monthly payment will be made to the contractor after satisfactory work has been carried out at the societies as per the scope of the job and certification is received from the concerned society as well as CMP in-charge. Payment will be considered as per actual work done. I.e. in future any bulk cooling unit stops operating, same will be deleted from order and if new BCU is included after warranty period, the same unit rate of existing contract will be applicable for those also. No payment will be released for part delivery or incomplete work.



DUDHSAGAR DAIRY VENDOR REGISTRATION FORM

(1) Name of the Party

(2) Name of the contact Person

(3) Adds.of Reg.Office

(4) Adds.of the Factory/ Works

(5 ) Adds.of the local nearest

branch for correspondence

Contact no.:

e-mail id.:

(5) Production Machineries &

their Capacity

(6) Type of Firm Proprietorship / Partnership / Pvt.Limited / Public

Limited.

(7) Type of Firm Manufacturing / Traders / Authorised Distributor /

Dealer (In case of Manufacturer- Manufa.Licence no.)

(8) Year of Establishment

(9) Central Sales Tax No.

(10) State Sales/VAT Tin No.

(11) ECC No.

(12) PAN No.

(13) Service Tax No.

(14) Turnover of Last 3 Year (Rs.) (1) (2) (3)

(15) Name of Other Dairy units

(If you have executed any

purchase orders)

(16) If you have any quality

standard

(17) Name of Product Please, attatch separate sheet.( As per below Table)

Sr. Item Description(In short) Make / Brand Dealership ,if any

(18) Nature of Work Dealing in

(19) Name of Clients

(20)Documents to be attached :- Copy of PAN CARD, TIN NOS,Registration, ISO

Certificates, Authorised Dealership Certificate, Copy of

Last year Financial Statement, Brouchers/ Phamplets of

all the product deal by you,Copies of important Purchase

Order you have Executed (Min.5 Pos’ copy)

(Signature of Authorized Person with Company’s Seal)



4. SCOPE OF CONTRACT & SPECIFICATIONS

ANNU AL SER VI CE / MAI N TE NAN CE C ON TR A CT OF R EFR IGER A T I ON & 3 -P H VO LTA GE R EGU L TOR F OR BU L K C O OLER A T S OC IE T IE S

BULK COOLER SOCIETIES (VILLAGES)- 726 NOS.

REFRIGERATION & STABILIZER UNITS – 726 NOS.

(A)Scope of work for BCU Refrigeration AMC Bi-Monthly visit for Servicing

I. Checking of refrigerant pressure, flow, leakages, temperature, system ampere

load.

II. Checking for working of HP-LP Pressure switch, expansion valve and solenoid valves.

III. To stop the leakages of (refrigerant) R22 gas if any and if required the gas should

be charged immediately at the contractors own risk and cost.

IV. In any accidental case if there is Gas leakage, first leakage is to be attended & then after taking commitment from the society, the Gas (R-22)should be charged. However, the quantity of gas charged will be shown to the concerned society officials and record of the same shall be produced as evidence. Such incidents will be informed via a written note to the CMP Incharge.

V. To clean the fins of condensing units and condensing units as a whole.

VI. To check the condenser fan and motor for vibration and tighten loosened nuts and

bolts and rectify vibration.

VII. If any part is found faulty, necessary spare parts will be supplied by the union and will be replaced by the contractor without any additional labor charges.

VIII. Charges and responsibility of all required gases (except accidental) and motor

rewinding will be in the scope of the contractor.

IX. To check Flow and efficiency of Milk pump and Honda Pump and Service of the same if required.

X. To check the system efficiency and submit a format as designed by CMP in-

charge along with work completion reports.

XI. Besides the above the contractor will replace rubber nitrile gaskets in S.S pipeline unions at his own cost to stop milk leakages. He shall bring to the notice of the union any other abnormalities like broken filter gaskets, gasket of weighing bowl valve, manhole gasket etc.



(B) Emergency visit,

Any emergency breakdown should be attended as per the below table.

Sl Types of Problem Maximum Time of Issue Resolution after complain Received .

1 BMC does not start or Stop working

01 Hour

2 Agitator Stop working. 24 Hours

3 Temperature Controller Issue 24 Hours

4 Milk Pump not working 24 Hours

5 Gas Leakage & More Cooling Time 24 Hours

6 Solenoid Valve not working 24 Hours

7 HPLP Switch & Timer not Working 24 Hours

8 MCB Related Issues 24 Hours

9 Stabilizer Related Issues 48 Hours

10 S.S. Fitting & Valves leakage issues 72 Hours

11 BMC Tank Leakage Issue 72 Hours

Repairing of cooling fan, rewinding of condenser fan motor, repairing of refrigerant

pipe in case of leakages, flushing of gas pipes with Nitrogen gas, vacuum and gas

charging activities etc, whatever is required in the refrigeration system will be carried

out without any extra cost.

If any major breakdown occurs due to not reporting to site by the contractor with in

time limit, appropriate penalty will be imposed by the union. The decision of the

Union authority shall be final with regard to the amount of penalty imposed and it will

be deducted from the contractor’s bill without any pre-notification.

VO LTA GE R EGU L TOR

(C) SCOPE OF AMC:-

1. Your technician / mechanics shall visit each society once in every two month with prior intimation to society and Union representative and check the functioning of the stabilizers, input / output voltage Electrical wiring etc., and ensure that the equipment is functioning up to the desired standards.

2. Replace all the defective parts free of cost (as listed under point 7) except Variac and Bulk-Boost Transformers. This AMC is inclusive of cost of all the parts except Variac & Bulk – Boost Transformer.

3. When there is any breakdown / failure of stabilizer , you will depute your service technician staff within 24 hours the time of intimation. No extra charge shall be paid for such emergency visits.



4. When ever Variac or Bulk-boost Transformer is required to be replaced , you will inform to our CMP Incharge and after his confirmation only you will replace these said parts.

5. You will maintain a service record of each stabilizer ( regular and emergency ) and refrigeration unit in the prescribed format attached as Annexure B herewith and same shall produced as when required.

6. New BCU after its warranty period will be covered under this contract, the scope of work & rate will be the same as applicable to this AMC.

7. The Service Contractor will replace the following spares at his own cost

50Hz Meter

Ammeter of stabilizer

Voltmeter in stabilizer

Voltmeter selector switch

Bakelite connector 63A

Toggle Switch(Reverse-forward switch)

Auto toggle switch

C.T coil for Ammeter

SPP Controller card

Under voltage/Overvoltage Delay timer card

Carbon brush

Tension spring

Control cards of all three phases(R/Y/B)

Transformer (24V)

7.5V &12V transformers for R/Y/B Phases

Variac toothed wheels (Chakkars)

Servometers toothed wheels(Chakkars)

Servo motor

Microswitch

PCB Card holder

All transformers ranging from 0-30Volts

Problems related to neutral and earthing

Replace carbon brush holders



5. SPECIFIC TERMS FOR ANNUAL RATE CONTRACT

a) The Service contractor will submit in advance the schedule for the visit date of each society.

b) He shall intimate the same to the society secretary and Union representative in advance. In case there is a change in the planned date, he shall inform the same to the secretary of the society as well as CMP in-charge.

c) The Service contractor will mention the actual dates of visit against the planned dates for visits.

d) The Service contractor shall not carry out any other activity other than the purpose for which the contract is awarded. If any other activity such as selling goods to the society etc comes to the notice of the organization the contract shall be terminated with immediate effect. The decision of Managing director shall be final in this regard and no excuses / explanations will be sought in this regard.

e) Both the Refrigeration & Voltage Stabilizer contract will be awarded to the same Service contractor for the same society & Taluka. The number of societies to be covered by different contractors is given in Annexure-A.The area has been divided into six zones-A to F . Each zone will be awarded to separate service contractors.

f) The Service contractor shall bring to the notice of CMP in-charge any wrong operational practices carried out by the society.

g) If at any time, the organization receives complains regarding irregularities, unsatisfactory service etc, the contract shall be terminated.

h) The Service contractor will visit the respective society before the expiry of warranty period along with Union representative so that the pending issues can be informed to the BCU supplier and the equipment condition can be assesse.

i) The Service contractor shall obey the guidelines / suggestions from the Union which are not mentioned in the Terms above. If at any time, the Union finds that the contractor is not following the given oral / written instructions to him, the Managing Director may terminate the service contract which shall be acceptable to the service contractor.

j) During providing the service at the society, if any accident occurs to persons present at the site, the Service contractor will bear all expenses as per workman compensation act.

k) If required by the organization, the service contractor shall agree to sign the terms of contract on stamp paper.

l) If union requires Managing Director can extend or terminate the contract.

m) If there is any controversial issue regarding the terms of the contract, the decision of the Managing Director shall be final and acceptable to the service contractor. The area of jurisdiction shall be Mehsana in case of legal disputes arising, if any.

n) Legal deductions shall be made from the bill as per Government norms applicable at the time of billing.

o) The service contractor will strictly follow the terms mentioned above.



Commercial Terms :

1) Bi-Monthly payment will be made to the contractor after satisfactory work has been carried out at the societies as per the scope of the job and certification is received from the concerned society as well as CMP in-charge.

2) Payment will be considered as per actual work done. I.e. in future any bulk cooling unit stops operating, same will be deleted from order and if new BCU is included after warranty period, the same unit rate of existing contract will be applicable for those also.

Invoices :-

AMC party will raise the invoices ,(along with the service reports signed & stamped

by respective society with code no.), on “ Mehsana District Co-operative Milk Producers’

Union Ltd.” And submit to Executive Director through Executive (CMP) every two months.

This will include invoices for replaced spare parts not within the scope of AMC. However,

generally the spare parts not falling in the scope of service contractor will be provided by

the organization.

Note:

(1) The contractor shall not in any case carry out direct billing and transaction at society level without the knowledge of CMP In-charge.

(2) The contractor must get the VAT tin no in order to receive the payment towards spare parts replacement.

Security Deposit (EMD) :

Contractor have to deposit Rs. 40000/- as a security deposit along with technical bid

submission of AMC which will be refundable after successful completion of AMC period if

bidder is awarded any part contract. In case of bidder not successful to get any part

contract, security deposit will be refunded upon finalization of contract to successful

bidders.

The scope of work is mentioned in Gujarati for clearer understanding….



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6. TENDER PRICE BID

~ End of Tender Document ~

Sl. Description No of BMC units

Rate/Unit/Year (Rs.)

Tax % Tax Details

Amount

1 Zone- 1 133

2 Zone- 2 120

3 Zone- 3 120

4 Zone- 4 112

5 Zone- 5 123

6 Zone- 6 118

Total no of BMC Units under AMC 726