Procurement of SMF Battery

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1 भ रत य वम नप न धकरण न.स स.च.ब ब. ऐयरप ट, क लक त AIRPORTS AUTHORITY OF INDIA NSCBI AIRPORT KOLKATA TENDER DOCUMENT TENDER NO.: AAI/CNS/ER/SMF/Katihar -14 TITLE: TENDER FOR PURCHASE OF SMF Batteries for Katihar ( Bihar ). Prepared by Checked by Approved by

2 NOTICE INVITING TENDER Airports Authority of India invites sealed tenders in two bid system from the Manufacturer, Distributors, Authorized Dealers/Suppliers for supply of SMF VRLA Batteries as per schedule of Qty. given in Annexure III in the Tender document at AAI, ACS, Katihar, Bihar Pin Scope of Tender : Sr. No. Name of the Work Estimated Cost EMD (in Rupees) Tender for Supply of SMF Batteries at Katihar ( Bihar ) 6,59,313/- (Approx.) COST OF TENDER fee (in Rupees) 16, Rs Sr. No. (a) Critical dates : Activity Date Time in IST I. Last date and time for receipt of duly completed bids II Time and date of opening of bids Technical specification for supply installation and testing (SIT) of VRLA SMF batteries for UPS is mentioned in Annexure -I 3. All the Batteries must be ISO / ISI standard proven products make EXIDE Power Safe/ AMARON AMARA RAJA Quanta / Panasonic LC Series/HI POWER having warranty of 24 months ( On site ). 4. Requests for the issue of Tender document can be submitted from 1000 hours to 1630 hours daily from to the following address. The General Manager (CNS)/ER Airports Authority of India, NSCBI Airport, Kolkata Tender documents should be submitted as per the format and can be downloaded from AAI website or in that case all relevant documents in support of qualifications and a non-refundable Demand Draft for Rs payable to the Airports Authority of India KOLKATA should be included in the technical bid. 6. Tender should be submitted in two bid system and in two separate cover submitting (A) Technical bid and (B) Price bid 7. An undertaking is to be provided regarding acceptance of AAI s terms & conditions as per Performa enclosed along with technical bid. 8. Last date for the submission of Tender is 1400 hours on Technical bids shall be opened on at 1530 hours. Astt. General Manager (CNS) For, GM(CNS)/ER, AAI, NSCBI Airport, Kolkata-52 Cont.. Page-2

3 // 2 // SECTION - II INSTRUCTIONS TO BIDDERS A. INTRODUCTION 1. DEFINITIONS 1.1 AAI / The Buyer means the Airports Authority of India 1.2 "The Bidder / Vendor" means the individual or firm who participates in this tender and submits its bid. 1.3 "The Supplier / Contractor" means the individual or firm taking up the work as defined under the Notice Inviting Tender. 1.4 "The Contract Price" means the price payable to the Contractor under the Works Order / Purchase Order for the full and proper performance of its contractual obligations. 1.5 Non-responsive Bid means a bid, which is not submitted as per the instructions to the bidders or Earnest Money Deposit has not been attached, or the required data has not been provided with the Bid or intentional errors have been committed in the Bid. 2. ELIGIBILITY CRITERIA : Proof of execution of supplies executed in the last 5 years, to Government Departments or Public Undertakings or Private sectors (within India) 75% or more of the estimated amount in single order as mentioned above or two separate works orders, each for a value equal to at least 50% of the estimated cost. i. Copy of the PAN Card ii. Copy of Sales Tax Registration/VAT iii. Earnest Money Deposit (EMD) in the form of Bank draft as stipulated in the tender document. (Note: Cash shall not be accepted). iv. Acceptance letter of all tender conditions in the format enclosed as Annexure-II of the tender document v. Articles of Memorandum of Association or Partnership deed or proprietorship registration or Authorised Dealership as the case may be. vi. Copy of latest audited balance sheet of last two years. All the documents in respect of eligibility criteria and others except financial bid are to be submitted as technical bid in separate scaled cover (A). 3. COST OF BIDDING The Bidder shall bear all costs associated with the preparation and submission of the bid. The Buyer, will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. 4. AMENDMENTS TO BID DOCUMENTS At any time, prior to the date of submission of bids, the Buyer may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the bid documents by amendments. The amendments shall be notified in writing or by Fax to all prospective bidders on the address intimated at the time of purchase of bid document from the Buyer and these amendments will be binding on them. Cont.. Page-3

4 // 3 // 5. PREPARATION OF FINANCIAL BIDS ( ANNEXURE III ) Prices indicated on the Price Schedule shall be entered in the following manner: The basic unit price of the Items should be inclusive of all taxes. a) Price for New Battery indicated Unit price of New Battery with Total (A) b) Next the Unit price of old Battery with Total (B). c) The Final Price will Be Total ( A ) Total ( B ) The bidder shall quote only one price for each item of same specification mentioned in Annexure -III d) The price bid is to be submitted as per proforma (Annexure (III) as financial bid in sealed cover ( B). e). The prices quoted by the bidder shall remain firm during the entire period of contract and shall not be subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as non-responsive and rejected. f.) The price approved by the AAI for procurement will be inclusive of levies and taxes, packing, forwarding, freight and insurance. Break up in various heads like Excise duty, Sales Tax, Insurance, freight and other taxes paid/payable is for the information of the Buyer and any changes in these shall have no effect on the price during the scheduled period of delivery. g.) Post offer discount, if any, offered by the bidders shall not be considered. Bidders planning to offer discount shall therefore modify their offers suitably while quoting and shall quote clearly net price taking into account discount, free supply etc. However, such discounts from the firm declared as L1 on the basis of post bid negotiations if any shall be considered and such negotiated offered when agreed by AAI & the bidder shall form a part of the financial Bid. h.) All levies and taxes should be clearly quoted. Ambiguous terms such as Taxes as applicable or as per actual etc shall be considered as incomplete offers. i). Batteries are to be supplied at respective Airports in quantities mentioned in Annexure-III. j) The products offered by the bidder ( in case of Authorised dealer ) shall be supported a letter from the prospective supplier in writing that the product offered is available in the market and will be supplied without any change in specifications & model during the currency of the contract shall be required. 6. PERIOD OF VALIDITY OF TENDER (BID) a) The tender (Bid) shall remain valid for a minimum of 90 days from the date of opening of the technical bid. The bidder shall not be entitled, to revoke or cancel the offer or to vary any term thereof, during the said period of validity without the consent in writing of AAI. In case of the bidder revoking or canceling the offer or varying any term in regard thereof, the bidder's earnest money deposit shall be forfeited. b) In exceptional circumstances, the Buyer may request the bidder's consent for an extension to the period of bid validity. The request and the responses thereto shall be made in writing. 7. FORMATS AND SIGNING OF BID a). The Bids shall be typed or printed or hand written and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the contract. Written power-of-attorney accompanying the bid shall indicate the letter of authorization. The person or persons signing the bid shall sign all pages of the bid, except for printed literature. The bids submitted shall be in original and sealed properly. Standard Printed terms and conditions of the company other than the NIT conditions shall not be considered. Cont.. Page-4

5 // 4 // b). The bid shall contain no interline insertions, erasures or overwriting. Any correction if necessary shall be made by scoring the incorrect figures/words and shall be signed by the person or persons signing the bid. 8. SUBMISSION OF TENDER : The bidders shall seal and duly mark both the envelopes separately as TECHNICAL BID and FINANCIAL BID Name of the work: TENDER FOR THE PURCHASE OF SMF BATTERIES and submit them in a common outer envelope addressing clearly as TENDER TO BE OPENED BY ADDRESSEE ONLY (1) The inner and outer envelopes shall be:- Addressed to Buyer at the following address: The General Manager ( CNS)/ER, Airports Authority of India, NSCBI Airport, Kolkata B. Bear ( Items Name ), the tender number and the words DO NOT OPEN BEFORE' (due date) C. The inner and outer envelopes shall indicate the name and address of the bidder. D. Tenders shall either be sent by courier Post or delivered in person. The responsibility for ensuring that tenders are delivered in time would rest with the bidder. E. Bids shall be delivered to the addressee at the o/o the General Manager (CNS)/ER, Airports Authority of India, NSCBI Airport, Kolkata -52 on or before 1400 hrs on due date. The Buyer shall not be responsible if the bids are delivered elsewhe (2) If both the outer and the inner envelopes are not sealed and marked as required by, the Buyer shall not accept such open bids for evaluation. 9. SUBMISSION OF BIDS The Buyer at the address specified not later than the prescribed time on due date shall receive bids. a) The Buyer may, at its discretion extend this deadline for the submission of the bids by amending the bid documents in accordance with all rights and obligations of the Buyer and bidders previously subject to the deadline will thereafter be subject to the deadline as extended. b) The bidder shall submit his bid offer only in the bid documents purchased by him. No separate documents shall be acceptable. Only relevant attachments, if any other than the tender document, shall be listed out for reference. 10. LATE BIDS Any bid received by the Buyer after the deadline for submission of bids prescribed by the Buyer pursuant shall not be opened and retained with the Buyer. However, the unopened bid can be returned to the bidder on written request. 11. CORRECTIONS / MODIFICATIONS AND WITHDRAWAL OF BIDS a) The bidder may modify or withdraw his bid after submission provided that the Buyer prior to the deadline receives the written notice of the modification or withdrawal prescribed for submission of bids. b) The bidder's modification or withdrawal notice shall be prepared, sealed, marked and dispatched as required in the case of bid submission in accordance with the provision terms & conditions. A withdrawal notice may also be sent by telex/fax but followed by a signed confirmation copy by post not later than the deadline for submission of bids. Cont.. Page-5

6 // 5 // c) The person signing the bid shall sign with date all changes, alterations & corrections in the bid. No erasure and / or over writings are permissible. d) No bid shall be modified subsequent to the deadline for submission of bids. 11. BID OPENING AND EVALUATION 12. OPENING OF TECHNICAL BIDS: a. The Buyer shall open Technical Bids on the Tender Opening Time and Date in the presence of bidders or his authorized representatives who choose to attend on opening date and time. The Bidder's representatives, who are present, shall sign the tender opening register. The bidder shall submit authority letter to this effect before they are allowed to participate in bid opening. b. Maximum of two well-informed representatives of each eligible bidder only shall be allowed to attend the opening of the bids. c. Representative whose bid is not opened cannot attend the tender opening. 13. CLARIFICATION / CONFIRMATION OF COMPLIANCE OF BIDS a) To assist in the examination, evaluation and comparison of bids the Buyer may, at its discretion ask the bidder for the clarification / confirmation of compliance of its bid. The request for clarification / confirmation of compliance and the response shall be in writing. However, no post bid clarification / confirmation of compliance at the initiative of the bidder shall be entertained. b) It may be noted that only the written enquires / clarifications shall be responded by written responses and no verbal / telephonic enquiry shall be entertained during the tender process. 14. OPENING OF THE FINANCIAL BIDS: Financial Bids of those vendors who qualify technically shall be opened in the presence of the Bidder's representatives who choose to attend. The comparison for evaluation shall be of the total cost of the bid inclusive of all Taxes, Levies and Charges and after deduction of total cost of buy Back Batteries. A short list of first three lowest bidders in ascending order shall be drawn and named L1, L2 and L3. The Bidder's names, Bid prices, modifications, bid withdrawals and such other details as the Buyer, at its discretion, may consider appropriate; will be announced at the opening. 15. CONTACTING THE BUYER Canvassing in any form in connection with the tenders is strictly prohibited and the tenders submitted by the contractors who resort to canvassing are liable for rejection. Such rejected tenders will not be returned. No bidder shall try to influence directly or through external source, the Buyer on any matter relating to its bid, from the time of publication of NIT till the time the contract is awarded. Any effort by a bidder to influence the Buyer in the bid evaluation, bid comparison or contract award decisions shall result in the rejection of the bid, and such actions will be considered as bad performance for future Projects. 16. AWARD OF CONTRACT The acceptance of the tender will be intimated to the successful bidder by AAI, either by Telex / telegram / cable / fax or by letter. AAI shall be the sole judge in the matter of award of contract and decision of AAI shall be final and binding. Cont.. Page-6

7 // 6 // 17. RIGHT TO ACCEPT OR REJECT THE TENDERS The right to accept the tender in full or in part/parts will rest with AAI. However, AAI does not bind itself to accept the lowest tender and reserves to it-self the authority to reject any or all the tenders received without assigning any reason whatsoever. Tenders not accompanied with prescribed information or are incomplete in any respect, and/or not meeting prescribed conditions, shall be considered non-responsive and are liable to be rejected. The Buyer reserves the right to accept or reject any bid or a part of the bid or to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected bidder or bidders on the grounds for the Buyer s action. The documentation submitted by bidder shall not be returned unless the bidder explicitly states this request at the time of submission of the tender. AAI also reserves the right at its sole discretion not to award any order under the tender:. AAI shall not pay any costs incurred in the preparation and submission of any tender. If the bidder gives wrong information in his Tender, AAI reserves the right to reject such tender at any stage or to cancel the contract, if awarded, and forfeit the Earnest Money. Tenders that are not accompanied with Earnest Money Deposit (EMD) shall be rejected outright. Should a bidder have a relation or relations employed in AAI in the capacity of an officer, the authority inviting tender, shall be informed. In the event of failure to inform and in a situation where it is established that the relation or relations employed in AAI has / have tried to influence the tender proceedings then AAI at its sole discretion may reject the tender or cancel the contract and forfeit the Earnest Money. The requirements indicated in this NIT are the minimum and bids of the firms not complying with these minimum requirements or having deviations equivalents to the minimum requirements shall be rejected. However, higher than the minimum requirements shall be technically acceptable without any additional financial implication. Any correspondence after the opening of the technical bid, from the bidder, regarding the bid unless specifically sought by AAI shall not be considered. Such post bid offers / clarifications may be liable for action by AAI. 18. SIGNING OF CONTRACT: The issue of Works Order / Purchase Order shall constitute the award of contract on the bidder. The signing of the Contract shall be completed within 15 days from the date of issue of the Works Order / Purchase Order. 19. ANNULMENT OF AWARD Failure of the successful bidder to comply with the requirement shall constitute sufficient ground for the annulment of the award and forfeiture of the EMD in which event the Buyer may make the award to any other bidder at his discretion or call for new bids. 20. TRANSFER OF TENDER DOCUMENT Transfer of Tender Documents by one bidder to another is not permissible. Similarly transfer of tenders submitted by one bidder in the name of another vendor is not permissible. Cont.. Page-7

8 // 7 // SECTION - III 1. Purpose & Scope GENERAL TERMS & CONDITIONS OF THE CONTRACT This document sets out the terms & conditions be met in connection with the provision of Name of the work:- Purchase of SMF Batteries for Katihar for the work as per details given in the notice inviting Tender with specifications in Annexure. This tender document includes details like quantity, delivery etc. 2. Compliance The unconditional acceptance of all the terms & conditions of the NIT has to be submitted through a letter. The format of the letter is attached at Annexure-II. The submission of the tender will imply acceptance of all the tender condition by the bidder laid in tender document including all the Annexure(s) & schedules to the tender document. Each page of the Bid and cuttings / corrections shall be duly signed with stamp by the bidder. The submission of unconditional acceptance as described above is essential for the tender evaluation. The failure to submit the unconditional acceptance statement in the said format shall result in his tender being rejected. 3. Standard Conditions. Standard printed conditions of the bidder to the offer, other than the conditions specified here, will not be acceptable. For the purpose of the tender, the metric system of units shall be used. In the event of any discrepancy, the ates quoted by the bidder in the "item rate" column will be the correct basis and not the amount worked out by them. Also the rates quoted in words will be the correct basis and not the rate shown in figures. All entries in the tender shall either be typed or be in ink. Erasures shall render such tenders liable to summarily rejection. The bidder shall duly attest all corrections, cancellation and insertions. Bidder's offers shall be with reference to section and clause numbers given in the tender schedules. 4. Earnest Money The Earnest Money Deposit (EMD) as indicated in Section -I shall be submitted along with the technical bid. The E.M.D shall be furnished in the form of a crossed bank draft in favor of Airports Authority of India payable at Kolkata from any scheduled commercial bank except Co- Operative Bank. The EMD of the technically unsuccessful bidders shall be discharged / returned after the completion of the technical evaluation process. The EMD of the unsuccessful bidders other than the three lowest bidder shall be discharged/ returned promptly, after evaluation of financial bids. The EMD of the two unsuccessful bidders out of the three lowest bidders shall be returned within 20 days of the issue of the work order to the successful bidder. Cont.. Page-8

9 // 8 // The EMD of the successful bidder will be returned after the bidder provides the performance guarantee, as required in this tender document. The EMD amount shall be forfeited in the following events. If the successful bidder fails to execute the supply order as per the date mentioned in the purchase order / work order. In the event of not accepting the conditions of the contract even after agreeing to do so and submitting the letter of un-conditional acceptance of terms as per letter in Annexure-II. No interest or any other expenses, whatsoever, will be payable by AAI on the EMD in any manner. 5. Security Deposit / Bank Guarantee. The successful bidder shall submit an Bank Guarantee (in lieu of Contract Performance security) of the value equivalent to 10% (ten percent) of the total price ( excluding Taxes, Packaging, Freight etc. if any ) to AAI in the form of an irrevocable and unconditional bank guarantee on scheduled commercial bank other than Co-Operative Bank, as per Performa. The guarantee shall be submitted along with the final Bills for payment or 10% of the value equivalent to the total price ( Excluding Taxes etc. ) as Security Deposit till the warranty period. The Materials supplied under the contract shall be free from all defects and upon written notice from AAI, the successful bidder shall fully remedy, free of expenses to AAI, all such defects as developed under the normal use of the said Materials within the period of guarantee/warranty. The performance guarantee is intended to secure the performance of the entire system. However, it is not to be construed as limiting the damages stipulated in any other clause. The performance guarantee will be returned to the successful bidder at the end of the period of liability without interest. 6. Correspondence All correspondence would be directly with the bidder and correspondence through agents will not be entertained. 7. Extension of Time This work is urgent and hence the completion period as per contract shall be adhered to strictly. However, in case of force majeure which may delay the completion of the project, the contractor shall apply for extension in time. 8. Time of Supply Time is the essence of the Contract. If the successful bidder fails to complete the supply / work within time fixed under the contract, he shall pay to the AAI without prejudge to any other rights or remedy as may be available to the purchaser, an agreed compensation amount 1 / 2 % of the total value of the uncompleted portion of the work per week or part thereof subject to a maximum value equal to the value of the Performance Bank Guarantee. The amount of compensation for delay and waiver of compensation for delay in case of justified reasons shall be decided at the discretion of Accepting Authority and the same shall be final and binding on the contractor. Time taken by AAI and local statutory authorities for approval of drawings, design, estimate etc, force majeure reasons and any other reasons beyond control of the contractor shall be considered as justified reasons. The amount of compensation may be adjusted or set off against any sum payable to the contractor under this or any other contract with AAI. Appeal for waiver of compensation for delay with due justification shall be decided as per the provisions of Delegation of Powers (DOP) of Airports Authority of India. The decision of the competent authority on appeal shall be final and binding on the contractor. Cont.. Page-9

10 // 9 // 9. Force Majeure AAI may grant an extension of time limit set for the completion of the work in case the timely completion of the work is delayed by force majeure beyond the contractors control, subject to what is stated in the following sub paragraphs and to the procedures detailed their in being followed. Force Majeure is defined as an event of effect that cannot reasonably be anticipated such as acts of God (like earthquakes, flood, storms etc), acts of states, the direct and indirect consequences of wars (declared or un-declared), hostilities, national emergencies, civil commotion and strikes (only those which exceed a duration of ten continuous days) at successful Bidder s factory. The successful bidder s right to an extension of the time limit for completion of the work in above-mentioned cases is subject to the following procedures. That within 10 days after the occurrence of a case of force Majeure but before the expiry of the stipulated date of completion, the bidder informs the AAI in writing about the occurrence of Force Majeure Condition and that the Bidder considers himself entitled to an extension of the time limit. Apart from the extension of the time limit, force majeure does not entitle the successful bidder to any relaxation or to any compensation of damage or loss suffered Arbitration and Law. Except where otherwise provided for in the contract, all questions and disputes relating to the provisions of this contract shall be settled under the Rules of Indian Arbitration and Conciliation Act, 1996, within thirty (30) days (or such longer period as may be mutually agreed upon from the date that either party notifies in writing that such dispute or disagreement exists. The single Arbitrator for settlement of any dispute with regard to this contract shall be appointed by the Chairman AAI. The venue of Arbitration shall be New Delhi, India. The arbitration resolution shall be final and binding upon the parties and judgment may be entered thereon, upon the application of either party, by any court having jurisdiction. Indian laws shall govern this contract. 11. Repeat order Rate quoted will be freeze for a period of 1 year. AAI reserves the right to extend repeat order within the period of 1 year for the items to be supplied by 50% of the tendered quantity indicated in Annexure-III. Cont.. Page-10

11 // 10 // ANNEXURE I Compliance Certificate : Parameter Specifications Compliance Yes/No 1 Type of battery a. VRLA (Valve Regulated Lead Acid mono block) b. AGM (Absorbed Glass Mat) c. SMF Sealed Maintenance Free 2 Application On-Line UPS (Un-interruptible Power Supply) 3 Design Float Life Minimum Two Years 4 Battery Terminal Protection All the battery terminals shall be provided with high quality protection covers to avoid short-circuit 5 Nominal Voltage 12 Voltage 6 Container Design Fire / Flame retarded type plastic Enclosure (FR / FRP) 7 Date of manufacture a. At the time of supply Batteries shall be of 60 days old or less than that from the date of manufacturing b. Installation Testing and acceptance of batteries shall be completed within 75 days from the date of manufacturing 8 Operating temperature Batteries will be operated in a controlled environment However batteries shall be capable of working in the temperature range of 5 degree C to 40 degree C 9 Accreditation Batteries shall be supplied from ISO 9001: QS9000 and ISO accredited manufacturers 10 Warranty and Defect Liability Clause. a. Warranty shall be of at least two year or manufacturer warranty whichever is higher for 100Ah/65ah/26ah/17ah batteries. b. In case of single ( or more but not exceeding 10% ) battery failure in a bank during the warrant period,defective battery shall be replaced with new battery within 3 working days from the date of receipt of such complaints. c. In case within the warranty period number of defective batteries (failures) in a bank exceeds 10% of total number of batteries in that bank, then all the batteries in that battery bank shall be replaced with new batteries by supplier at no cost to AAI within 15 days from the date of receipt of such complaint. 11 Standards Wherever it is not specified and contention arises standards IEC , and shall be followed. Cont.. Page-11

12 // 11 // ANNEXURE - II ACCEPTANCE LETTER To The Regional Executive Director, Eastern Region, AAI N.S.C.B.I. Airport, Kolkata Sub: Sir, Acceptance of AAI s Quotation. I/We hereby unconditionally accept the Terms and conditions as per the Annexure of AAI s Quotation No Documents in it s entirely for the supply of to AAI. After unconditionally accepting the tender conditions in its entirely, it is not permissible to put any remarks/conditions (except unconditional rebate on price, if any). In case the provision of the tender is found violated after opening the tender submitted, I agree that the tender shall be liable to be rejected. That, I have not paid and will not pay any bribe to any officer of AAI for awarding this contract at any stage during its execution or at the time of payment of bills. That, if any officer of AAI asks for bribe/ gratification, I will immediately report it to the appropriate authority in AAI Conditions of contract for supply of have been read by me and same are acceptable unconditionally. Yours faithfully, Signature of Tenderer: Name of Signatory Dated: Name of the Firm: Address: Cont.. Page-12

13 // 12 // Annexure -III ( FINANCIAL BID ) Tender No. AAI/CNS/ER/SMF/Katihar -14 PROCUREMENT OF SMF BATTERIES ON BUY BACK SCHEME : Name & Address of the Vendor : Status of the Vendor (Proprietor / Partnership) : Name of Proprietor / Partner : Cost Quoted for each Item. (Vendor s Letter pad can be used. ) Sl No. Particulars of Battery Quantity Unit Price Of New Battery Total (A) Unit Price of old Battery Total (B) Total (A-B) 01 12v./ 18/17Ah v./ 26Ah v./ 65Ah v./ 100 Ah 80 Rupees..