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Tender No. CGPDTM/ IPO/MUM/ELECTRICAL MAINT/5/2007

TENDER DOCUMENT

FOR

MAINTENANCE OF ELECTRICAL

INSTALLATIONS

IN

INTELLECTUAL PROPERTY OFFICE

MUMBAI
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1.0. Schedule for Invitation for Bids:
a. Name of the Purchaser:
President of India acting through The Controller General of Patents,
Designs, Trademarks & Geographical Indications.

b. Address for the distribution of tender document:

i. The Administrative Officer, The Patent Division, Boudhik Sampada
Bhavan, Near Antop Hill Post Office, S. M. Road, Antop Hill,
Mumbai 400 037.
ii. http://www.ipindia.nic.in

c. Date of issue of Tender document 09-07-2007.

d. Last date of issue of tender document 19-07-2007 at 04.00 p.m..

e. Address at which the bid has to be submitted.

The Administrative Officer, The Patent Division, Boudhik Sampada Bhavan,

Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037.

f. Last date of receipt of Tender:

On or before 20-07-2007 upto 05.00 p.m.

g. Date time and place of opening of Tender:

24-07-2007 at 11.00 a.m. at Conference Hall, Intellectual Property Office,
Boudhik Sampada Bhavan, Near Antop Hill Post Offfice, S.M. Road, Antop
Hill, Mumbai 400 037.

h. Date till the Tender are valid:

120 days from the date of opening of the Tender.

i. For any further clarification contact:

Shri D. K. Borate
The Administrative Officer,
Patent Division
Boudhik Sampada Bhavan,
Near Antop Hill Post Office,
S.M. Road, Antop Hill,
Mumbai 400 037.
Telephone No.:2414 10 26
Fax No.: (022) 24130387
Email: mumbai-patent@nic.in

Note: The Purchaser shall not be responsible for non-receipt/non-delivery of the Bid
documents due to any reason whatsoever.

Signature of Tenderer with Company Seal

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2.0 GENERAL INSTRUCTIONS:

(a) The Administrative Officer will receive the Tenders in respect of Services to be
provided.

(b) All the Tenders shall be prepared and submitted in accordance with these
instructions.

(c) Tenders will not be accepted after the time and date fixed for the receipt of tenders
as set out in the Tender Notice or subsequent extensions, if any.

(d) Tenders shall be submitted in the prescribed form. No tender will be considered
which is not as per the form and does not bear the tenderer’s signature and seal at
the bottom of the page of the schedule on which the rates are entered.

(e) Tenders shall contain the Electrical maintenance services provided along with
tender documents, certificates, references of major Undertakings/Boards and
Government Departments.

(f) Non transferable tender documents can be obtained from the above mentioned
address (Section 1(b) ) between10 a.m. and 4 p.m. on all working days of the
office on payment of Non-refundable fee of Rs.500/- payable by crossed Demand
Draft drawn on nationalized bank in favour of “Controller of Patents” payable at
Mumbai or can be downloaded from http://www.ipindia.nic.in website and used
for submission. Cost of Rs.500/- in the form of DD in case of downloaded tender
document should be enclosed.

(g) Interested Parties may submit their wax-sealed tenders after inspection of the
premises. The inspection of the premises can be made between 10 a.m. and 4 p.m.
on all working days from the date of issue of this notification till the last date of
submission of Tender. The Tender shall be submitted in a sealed envelope,
superscribed “Tender No. The sealed Tender shall reach the Administrative
Officer together with Earnest Money Deposit (EMD) equal to 5% of the offered
value of the tender by means of Demand Draft of any Nationalized Bank drawn in
favour of “Controller of Patents” payable at Mumbai.

(h) Tender received after the closing date and time and without EMD will be
summarily rejected.

(j) Office of the Controller General of Patents, Designs and Trade Marks reserves the
right to accept or reject any tender in part or full or without assigning any reasons
whatsoever.

Signature of Tenderer with Company Seal

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(J) Office of the Controller General of Patents, Designs and Trade Marks reserves the
right to accept/reject any application or cancel the Tender process without
assigning any reason whatsoever.

(k) Office of the Controller General of Patents, Designs and Trade Marks takes no
responsibility for delay, loss or non-receipt of applications sent by post.

(l) Any conditional Tender will not be accepted.

3.0 ELIGIBILITY CONDITIONS:
1. The Contractor shall be in the business of providing maintenance service in their respective
areas for the past three years continuously. Documentary evidence in support of this should
be provided.

2. Contractor should be registered with State Public Works Department/ Central Public Works
Department/ Military Engineering Service/ Border Road Organization/Public Sector
Organization set up by the Central or State Government. Documentary evidence should be
provided.

3. The contractor must have at least 3 (three) running contracts for providing such services
the annual value of which should not be less than Rs. 3 lakh each. Copies of
agreement/work order from client as documentary evidence should be provided.

4. The contractor must be registered under PF Act. ESI Act and Shops & Establishments Act.
Copy of registration papers along with code numbers attached to the agency/company
should be provided.

5. The contractor should have valid LST and Service tax registration numbers and
documentary evidence for the same should be provided.

6. The tenderer should ensure that they have rendered satisfactory performance during the last
3 years and the order/orders placed subsequently should not have been cancelled and
closed by any department of Govt. of India or Public sector undertakings in the last 3 years
due to unsatisfactory performance and such persons whose orders/contracts have been
closed or cancelled need not apply. Any suppression of material facts or discrepancy in this
respect will lead to disqualification of the tender.

4.0 PROCEDURE FOR SUBMISSION OF TENDER

The Tenders shall be type written or printed with indelible ink and submited to the
Administrative Officer in sealed cover superscribed with the subject and enquiry No. and
addressed to the The Administrative Officer, Patent Office, Boudhik Sampada Bhavan, Near
Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037 on/before 20-07-2007 upto
5.00 P.M. The Tenderers shall ensure that each page of the tender is signed by the person
authorized to sign the tenders.

Signature of Tenderer with Company Seal

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5.0 EARNEST MONEY DEPOSIT

An Earnest Money Deposit equal to 5% of the offered annual value of the tender shall be
furnished in the form of D.D drawn on any Nationalized Bank in favour of “Controller of
Patents” payable at Mumbai and must be enclosed. CHEQUES ARE NOT ACCEPTABLE AS
EARNEST MONEY DEPOSIT UNDER ANY CIRCUMSTANCES. EMD paid by the
successful Tenderers shall be taken as Security Deposit and shall be released after the successful
completion of the contract. On application the EMD of unsuccessful Tenderers shall be released
after placement of work order with the successful Tenderer. Tender without EMD amount will
not be considered and rejected out right.

All applications for the refund of Earnest Money Deposit shall be made to The
Administrative Officer, Patent Division, Intellectual Property Office, Boudhik Sampada
Bhavan, Near Antop Hill Post Office, S.M. Road, Antop Hill, Mumbai 400 037 quoting the
tender No. & Date.

6.0 TENDERER TO GET INFORMED HIMSELF FULLY

The tenderer shall be deemed to have carefully examined the terms and conditions before
tendering the work

7.0 SCOPE OF WORK:

1) Maintenance of Electrical installations in the IPR building.

a) Annual maintenance contracts for routine and preventive maintenance of Electrical

installation such as substantial equipment, motors, UPS, Panels, water pump, light fitting
etc. in the Intellectual Property office Building.

b) Operation and maintenance of all the electrical installations in accordance with

Manufacture’s specifications, instruction Manuals, IE rules and other rules as specified
by CEIG and Electricity Board.

c) Checking all the meters, indicating lamps, batteries, control, lubricant system, air
pressure, air filter system, radiator, etc. for their proper working periodically.

d) Checking of all earth electrodes, continuity of earth and maintenance of record for each
electrode at least once in a year.

e) Attending fuse of calls/no poser supply fault in all electrical appliances and upto the
level of main panel board.

f) Attending day-to-day fault of any kind of light fittings, water pumps, motors starters,
UPS substation equipment, cables, LT Panel, HT Panel, Transformers etc.

Signature of Tenderer with Company Seal

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g) Attending fault in main switches, distribution boards, MCBs, MCCBs, panel board and
AMF panel etc. In case of major breakdown, the staff of contractor should cooperate
with the incharge/department staff till the rectification of the defects.

h) Attending cable faults, termination of cable, retermination if required. The contractor shall
arrange to give temporary connection if the cable fault could not be rectified within a day.

i) Supply and replacement/removing of any kind of light fittings, fans, MCBs, MCCBs
main
switches, starters and any other electrical accessories as available and directed by the
incharge. The contractor shall arrange additional labourers in case quantum of work is
more.

j) Cleaning of all electrical appliances such as light fittings, fans, switchboard, distribution
boards, panel boards, cable trays, cable boxes, meters, etc. All panel board
should be kept clean. The cleaning process should be done thrice in a year.

k) Record the readings of HT/LT installations, UPS and energy meters periodically and
maintain a log book of operations as per rules.

l) To switch on and off the lifts, lights inside the building and campus, etc. daily as per the
timings specified by the office.

m) To check the power factor and operator the capacitor bank for PF correction.

n) Complete Servicing and overhauling of all panels, DB’s on monthly basis. Complete
Servicing and overhauling of raising mains, cable terminals, Transformer, VCB’s and ACB’s
on yearly basis. The oil filtration and relay testing of the Transformer shall also be done.

o) All the removed materials for routine maintenance works should be brought to the office for
accountability and no materials should be left anywhere in the building and outside the
building.

p) Any other related works as and when required as directed by the officer in charge.

q) To switch on and off the water pumps and sump pumps as and when required.

r) The detail of the installations is provided in the annexure.

2) Fire Fighting System in the IPR building

a) Operation and maintenance of Fire Fighting System.

b) Checking and verifying the expiry date of all the fire extinguishers and arranging for
refilling.

Signature of Tenderer with Company Seal

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TERMS & CONDITIONS:

8.1 The agreement will be in force for financial year 2007-2008 from the date of execution
initially and further period of one year subject to satisfactory performance and can be
terminated by one month notice on either side. Further extension there after would be decided
later on satisfactory performance and can be terminated by one month notice on either side.
Further extension there after would be decided later on satisfactory completion of above
tenure.

8.2 The contractor shall provide following skilled persons in two shifts.
Electrician (C certificate holder) : 1 Per shift
Helper cum pump operator : 1 Per shift
(B Certificate holder)
Supervisor : 1 each in general shift

8.3 One set of tools from the firm should be kept at office to look after the scope of the work as
specified for routine maintenance works. The technicians must interact each other to carry out
the operations with out hinderance. The contractor shall arrange to provide alternate staff in
case of absence of the regular staff.

8.4 The necessary replacement materials will be supplied by the office at free of cost and the same
should be collected from the office the contractor shall arrange to supply any materials
required at the earliest or latest within a day if the materials are not available at office with
prior approval. The cost of materials will be paid separately.

8.5 Separate team should be provided to carry out the minor electrical works as specified in the
schedule.

8.6 The contractor shall arrange the separate laborers for earthwork excavation in case of cable
fault.

8.7 The service can be provided during our normal working days and hours i.e. Monday to Friday
8.00 a.m. to 8.00 p.m. The contractor shall also arrange to provide the service on Saturday,
Sundays and other holidays in case of emergency and in cases where the nature of work
described the normal functioning of office.

8.8 All breakdown calls/complaints received during normal working hours should be attended to
as early as possible. No complaints should be left unattended and not be postponed to next
day.

8.9 The Service report containing nature of the complaints, nature of the fault un attended, parts
replaced and customer remarks/signature should be prepared by the contractor. The cost of
printing of the booklet will be borne by the contractor. The office should approve the model of
service report. The contractor shall provide day/week/monthly report stating the nature of
complaints/work done at the end.
8.10 Contractor has to maintain water pump motors, starters, UPS.

Signature of Tenderer with Company Seal

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8.11 The necessary replacement materials will be supplied by the office at free of cost and the same
should be collected from the office (or) the contractor shall arrange to supply any materials
required within a day if the materials not available at office with prior approval. The cost of
materials will be paid separately.

8.12 The Office will not take any responsibility in case of any accident/injury to the labourers
during working. The firm shall take all safety measures and welfare of he labourer.

8.13 Traveling/daily allowances shall not be payable to the Contractor, in representatives, officials
and consultants engaged by it for their visit to construction site, offices of local authorities,
Employer’s office or any other place in Mumbai.

8.14 The scope of work broadly described herein and assigned to Contractor, in their area of
responsibility is inclusive of all consultancy and other services required in connection with the
completion of work whether specifically mentioned herein or not and rendering such
consultancy services will not entitle the Contractor to charge any additional fees in as much as
the same are included in the overall professional fees payable to them.

8.15 The contractor shall provide proper uniform to staff consisting of full pants, shirts, shoes,
badges/identity cards and shall ensure that their turnout is smart in all respect.

8.16 The employees engaged by the contractor will be in the employment of the contractor only and
not of the IPR office. The contractor will be responsible for payment of wage as Minimum
Wages as prescribed/revised by Government and other service benefits to its personnel posted
as mentioned below:

a) Contractor shall not pay wages and other allowance to its staff below the rates of
minimum wages fixed by the Government of India from time to time.
b) Contractor shall provide weekly holidays National and Festival Holidays and
leave with wages and other benefits as per the rules.
c) The contractor shall pay the gratuity and bonus as per the provisions of the
Payment of Bonus act. 1965 and Payment of Gratuity Act,1972.
d) All other benefits required to be extended under various labour statutory
enactments.

8.17 No sub contracting of any work or part of a work would be allowed.

8.18 No escalation in rates due to any reasons, statutory or otherwise shall be allowed.

8.19 The contractor shall compensate in full the loss sustained by this office on account of damage
or theft of material during discharge of the activities.

Signature of Tenderer with Company Seal

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8.20 The staff provided by the contractor to the office are in case found to be indulging in any
undesirable or unfair activities in the premises of the office, the contractor will solely be
responsible for all the consequences apart from the liberty of office to lodge complaints before
appropriate authorities.

8.21 Any damage is caused to any equipment/or items available at the office premises due to
negligence of the contractor’s work force shall be entirely on contractor, the amount so
involved on this account shall be deducted from the payment due to contractor.

8.22 The contractor must be registered with Labour Commissioner and have a service base in
Mumbai with enough man power.

8.23 The contractor shall ensure that none of their employees will be a member of any of the
Employees Union(s) of the Central union of Government employees, or take any interest in its
activities.

8.24 Mode of payments will be monthly basis and will be paid on 10th of each succeeding month.
Payments to the contractor will be through Account Payee cheques only. Payment of salary to
staffs must be made immediately after receipt of cheque from the office of the Controller
General of Patents & Designs & Trademarks. However it is the responsibility of the contractor
to produce previous months ESI, PF contribution receipts and salary Acquittance as per the
Minimum Wages Act of the employees along with the bill for payment. This will be strictly
adhered to before making payment.

8.25 After the expiry of the agreement period, the service need not be continued taking as deemed
extension of period.

8.26 Any dispute arising out of this agreement or that which may arise in future will be resolved by
taking recourse to mutual settlement in the first instances, failing which the dispute will be
subject to Mumbai jurisdiction only. The office of the Controller General of Patents & Designs
& Trade Marks is entitled to withhold payments due to the contractor in case of dispute till it is
resolved.

8.27 The staffs so employed on contract basis for purpose of engineering maintenance to the
Intellectual Property Rights Buildings, will not be treated as employees of the Office of the
CGPDTM.

8.28 The contractor shall strictly comply with the terms and conditions of agreement. In case of
violation of any of the terms, the agreement shall be liable for cancellation immediately and
EMD will be forfeited.

Signature of Tenderer with Company Seal

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FORM
TECHNICAL BID
Electrical Maintenance including Fire Safety / Fire Fighting Equipments,

1. Turnover for last three years

(Copies of I.T. returns, P&L A/c and balance sheet to be enclosed)

Financial Year Turnover (In Rs.)

2. Whether the service provider is in the field of Electrical Maintenance including Fire
Protection, Fire Safety / Fire Fighting Equipments for last 3 years? If yes, the names
of clients (Please enclose proof), also please mention the details of running
contracts.
Sr. No Year Name of the client with No. Manpower Contract value
the address and contact provided
number

3 Certificates of satisfactory completion of above mentioned work may be submitted.

If it is noticed that the work carried out was not found satisfactory by any client, the
tenders of such tenderers will be treated as invalid.
4 .Details of infrastructure in Mumbai (e.g. offices, No. of employees etc.)
5 Mention the registration number, if the Electrical Maintenance including Fire
Protection, Fire Safety / Fire Fighting Equipments Agency is registered under
Provident Fund Act. ESI Act. Copy of registration papers along-with code numbers
attached to the Agency may be provided.
6. Please specify in detail the arrangements that will be made to provide efficient
service.

I certify that all the terms and conditions of the tender documents are acceptable to us.

Signature of the authorized Person of the concern

NAME

Date : DESIGNATION
Place : COMPANY SEAL

Signature of Tenderer with Company Seal

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FORM
Financial Bid
1. Name, address & Contact No. of the concern:

2. Amount quoted for providing day-to-day electrical maintenance works, repair and
alteration works as per the tender, per month (i.e. Monthly charges).

Rs.
Service Tax
Total

3. _Amount quoted for providing day-to-day electrical maintenance works, repair and
alteration works as per the tender, per month per annum (i.e. yearly change)

Rs.
Service Tax
Total

I certify that all the terms and conditions of the tender document are acceptable
to us.

Signature of the authorized

Person of the concern

NAME

DESIGNATION
COMPANY SEAL
Date:

Place:

Signature of Tenderer with Company Seal

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ANNEXURE
SL. NO. ELECTRICAL INSTALLATION TOTAL
1 2x11 w light fitting tube 103
2 3x36 w light fitting 239
3 2x36 w light fitting 228
4 36w fl. Tube light fitting 70
5 16A plug point 76
6 AC point with starter 50
7 5 AMP switches 869
8 5 AMP plug point 84
9 Exhaust fan 300 mm 24
10 Ceiling fan 32
11 Regular 32
12 Floor DB 24
13 Main panel 01
14 Area lighting panel 01
15 Wall bracket fan 01
16 1x36 w light fitting 47
17 Bell Switch 5
18 Main gate dome light 4
19 Post top light with bulbs 35
20 1000W Halogean fitting with tube 5
21 70W halogean fitting with tube 10
22 Minibollard fitting with tube 24
23 Area distribution board 01
24 MS door for shaft 10
25 Bulk head light with Bulb 10
26 Buzzer 05
27 Distribution Panel 05
28 Round PL light fitting with tube 08

1 ABC Dry Type (5 K.G.) 6

2 ABC Dry Type (2 K.G.) 8