INVITATION FOR TENDER
AND
INSTRUCTIONS TO TENDERERS
Proposal for Procurement of Un-interrupted Power supply
System and Batteries
Tender No. SERC/INF/17/2012/UPS
Supercomputer Education and Research Centre
Indian Institute of Science
Bangalore 560012
January 2013
1
PREAMBLE AND INTRODUCTION
Supercomputer Education and Research Centre (SERC) at Indian
Institute of Science (IISc) is a high performance computing facility set up
to cater to the computing needs of the faculty and students. The centre
works round the clock and is ably supported by environmental systems
including the un-interrupted power supply and diesel generator set to
ensure non-stop computing facility to the user community.
The specifications of the proposed UPS system is 3 x 500 KVA, 50 Hz,
continuous duty, three phase, four wire ( + earth ) requirement with
maintenance free sealed batteries. The battery back up required from the
total solutions is a minimum of 15 minutes for a load 1000 KVA. The
design of the solution has to conform to true online technology and is
expected to adhere to IEC 62040 standards.
The three systems have to be connected in parallel and in the load
sharing mode with redundant battery bank with a decentralized bypass.
The power factor of the system is expected to be at least 0.9. The bidders
have to visit the site, understand the characteristics of the load and come
out with a clear document with respect to the performance deliverables
as a part of the offerings.
PROPOSED SYSTEM AND TECHNICAL SCOPE OF WORK
Supercomputer Education and Research Centre (SERC) at the Indian
Institute of Science (IISc) is planning to procure 3x500 KVA UPS systems
to augment the already existing 2x300 KVA + 2 x 120 KVA UPS systems
to cater to the additional load.
The bidders have to provide total turn key solution to meet the stated
requirement and the turn key services include supply, installation,
commissioning, integration and warranty services. The proposed solution
must include battery bank to provide 15 minutes back up for a load
1000 KVA . The battery bank should consist of 12 volts batteries of
adequate numbers to cater to the AH requirements under full load.
The solution proposed is expected to be a total turn-key solution
(including Power Distribution/Control Panel) and all the accessories
including (copper) cables of appropriate capacity and length, necessary to
ensure complete functionality has to be included in the bid and each one
of them to be shown as a separate line item for better understanding of
the offer and clarity.
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The rough schematic of the UPS systems and the battery banks are
shown below.
The reliability of the units and the availability of the total
solution is expected to be more than 99.95% and in the event of any fault
or failure the bidder has to respond within 2 hours and rectify the
system within additional 4 hours. SERC will impose penalty if the
successful bidder is not able to meet this requirement. Complete details
of the SLA, for the systems offered, has to be included in the technical
bid.
The technical requirements of the UPS system
1. The UPS System is a 3 x 500 KVA, 50Hz, continuous duty, 3-phase
system.
2. UPS system of the following OEMs
are acceptable :
Emerson/Schneider/Socomec/GE.
3. It should have IGBT Rectifier and Inverter, True online double
conversion, Transformer-less and Input TDHI of less than 3 %
4. In addition the UPS System should have a input power factor of 0.99
and an output power factor of 0.9, with an overall efficiency of not
less than 92 %
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The technical requirements of the Battery system:
1. Batteries for supporting 3 x 500 KVA UPS system with 15 minutes as
back up time for a load of 1000 KVA is the requirement. The batteries
should be 12V. The bidders have to design the solution and quote the
required number of battery cells to meet the above requirement.
Complete design of the solution along with the calculations have to be
submitted with the offer.
The 3 UPS systems would be supported by 2 parallel battery banks of
the above specification. The bidders need to provide appropriate
circuitry to ensure functioning of the UPS systems with sufficient
backup in the event of failure of the one of the battery banks.
2. Batteries of the following OEMs are acceptable: AmaraRaja/Exide/
HBL Knife/Global/ Panasonic/ Rocket/ Yuasa/
3. The charging method and the performance metric of the proposed
system have to conform to international standards. The bidder has to
give complete details of the same and the technical reasons for
choosing a particular approach.
4. The dimensions of the battery solution and the alternate approaches
for positioning the same with clear diagrams are required to be part of
the offer. The weight, volume, size and any other parameters have to
be clearly specified. The environmental requirements to ensure stable
functioning of the systems need to be clearly spelt out.
5. In order to ensure that the system procured through this process is in
conformance to the existing solution, it is proposed to consider only
VRLA technology. The bidders have to quote products meeting the
stated specification with technology being VRLA from their product
line. The technology is expected to be maintenance free and should
not require periodic topping up.
Installation and Acceptance of the Equipment
1. The tenderer should be able to install and commission the equipment
at the designated location. Installation charges (payable in Indian
Rupees only), if any, should be indicated by the tenderer in the Price
Bid.
2. Subsequent to successful installation at SERC, IISc, the equipments
will be accepted after a successful uninterrupted operation for a
period of 30 (thirty) days.
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Warranty
1. Warranty on all the hardware components should be valid for a
period of at least 3 years for the UPS system and 1 year for the
battery banks from the date of acceptance of the equipment at a
particular location. Warranty service charges (in Indian rupees) have
to be explicitly mentioned as a separate line item in the Price Bid.
2. During the warranty period, the tenderer shall be fully responsible for
the manufacturer’s warranty in respect of proper design, quality and
workmanship of all the equipment, accessories, etc.
3. During the warranty period, the tenderer shall attend to all the
hardware problems on site and shall replace the defective parts at no
extra cost to the purchaser.
4. The bidder should also clearly indicate post-warranty comprehensive
AMC cost, as a percentage of the equipment cost, in the Price bid.
GUIDELINES TO TENDERERS
1. The equipments have to be supplied within 4 weeks after receiving a
firm PO from IISc and the installation to be complete within two
weeks after supply of the equipment.
2. The bidders have to provide warranty services for a period of three
years for UPS systems and 1 year for battery after acceptance of the
solution by IISc. Bidders should also quote post-warranty
comprehensive AMC cost as a percentage of the equipment cost.
3. Institute of Science is eligible for customs and excise duty exemption
under notification 10/97-ce. Hence please quote the ED component if
any separately so as to avail exemption on issue of certificate by us.
Bidders planning to quote any imported solution have to give the offer
in the respective currency.
4. The offer has to clearly state the components of pricing separately. For
example, the supply part, F & I, I & C, Warranty services and any
other charges have to be quoted as separate line items.
5. The bidder should have supplied and implemented UPS systems
(of the same make proposed in their bid) of similar capacity at
least in 2/3 different locations in the country, out of which 1 of
them should preferably be in Bangalore. Documentary evidence of
the above is to be submitted along with the offer, along with
contact details of the purchaser. Non-compliance to this
condition will result in disqualification.
5
6. The bidder has to
Lakhs only) in the
bank), favoring the
12. The EMD has to
provide an EMD of Rs. 5,00,000 (Rupees Five
form a demand-draft (drawn in a nationalized
Registrar, Indian Institute of Science, Bangalore
be enclosed in the technical bid.
7. The EMD of the successful bidder will be returned ONLY after the
successful completion and acceptance of their solution.
8. A two-cover system is proposed for the submission of tenders,
consisting of
 Cover A : Technical Bid : The technical bid should contain
i.
Executive Summary of the proposal as per Proforma
given in this document.
ii.
Complete Technical Details of the proposed solution.
iii.
Performance details of the proposed equipments.
iv.
Specifications for the individual or common battery
bank.
v.
Specification for the power distribution/control panel.
vi.
Terms and conditions for the offer.
vii.
Supporting technical material, including brochures.
viii. EMD Amount of Rs.5,00,000 (Rupees Five Lakhs only)
in the form of a draft payable to the Registrar, Indian
Institute of Science, Bangalore 12.
ix.
A copy of the masked price-bid of the bill-of-materials.

Cover B: Price Bid: Prices for individual line items (eg., UPS
Power Panel, Battery, Unit price (per metre) for power cable of
appropriate specification should be quoted separately as specified
in the Price-Bid format given below.
7.
The individual covers to be sealed and superscribed as
SERC/INF/17/2012/UPS Technical Bid, and
SERC/INF/17/2012/UPS Price Bid respectively.
8.
The two sealed covers should be placed in another sealed cover,
addressed
to The Chairman, Supercomputer Education and
Research Centre, Indian Institute of Science and should be
superscribed as SERC/INF/17/2012/UPS.
6. The sealed cover should reach the office of
The Chairman,
Supercomputer Education and Research Centre,
Indian Institute of Science,
Bangalore 560 012
on or before the deadline.
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10. No request for any further extension of the above deadline shall
be entertained. Delayed and/or incomplete tenders are liable to
rejection.
11. All the covers should bear the name and address of the tenderer.
12. The Technical Bid and the Price Bid should be duly signed by the
authorized representative of the tenderer.
13. The Technical Bid and the Price Bid should be bound separately
as complete volumes.
14. The prices should not be mentioned in the Technical Bid.
15. A tender, not complying with any of the above conditions is liable to
rejection. Incomplete proposals is liable to be rejected.
16. The Chairman, SERC reserves the right to accept or reject any
proposal, in full or in part, without assigning any reason.
17. The Chairman, SERC, IISc, Bangalore-12 reserves the right to
modify the technical specifications or the required quantity at any
time. In such case, the tenderers will be notified.
18. The tenderers are requested to go through the Terms and Conditions,
detailed in this document, before filling out the tender.
COMMERCIAL TERMS & CONDITIONS
1.
2.
3.
The commercial bid should contain among other things, payment
terms, warranty, installation and commissioning charges. These
charges will be paid only after successful supply, installation and
acceptance. SERC will enter into a contract with the successful
bidder which will detail all contractual obligations during warranty
period. Bidders have to quote for AMC charges (for the UPS
systems) for 5 years after 3 year warranty period.
In case of rupee offer, the component of tax, E.D. and any other
statutory levies should be shown separately and not included in the
total amount, to enable us to avail exemption.
In case of imports, the commercial bid should contain among other
things the name and address of the Indian agent, if any and the
agency commission payable to him. Agency commission part will be
deducted from FOB value, and will be paid to him by us separately
in equivalent Indian rupees. Please quote the prices for shipment on
‘FOB’ terms.
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4.
In respect of imported solution, IISc will arrange for customs
clearance, at Bangalore airport, which will be final destination
airport. Hence costs related to customs/clearance need not be
included in the offer.
5.
In CIF offers of imported solutions, insurance should be on
“Warehouse to Warehouse” basis and should not terminate at
Bangalore airport.
6. IISc is not exempted from any other VAT or other taxes. Hence this
component may be shown as separate line item wherever applicable.
7. Proposals should contain name and contact details viz phone, fax,
email of designated person to which all future communication will
be addressed.
8. Price should be quoted per unit and the total amount for the
required quantity.
9. Offer should be valid for 60 days from the date of submission.
10. Among the technically qualified bidder, the successful bidder
would be identified using the total cost of ownership (TCO)
which includes supply, installation and commissioning of the
total turn-key solution, warranty for 3 years (1 year for Battery
banks), and 2 years post-warranty AMC services for the UPS
systems.
PAYMENT TERMS
The conditions regarding payment terms are as follows:
1. The following are applicable:
The total project cost will consists of two parts:
a) Equipment supply part (Supply)
b) Installation, commissioning, warranty and maintenance
services part (shortly referred as services)
c) The total cost of the system (Supply part) will be paid
through SIGHT DRAFT (documents through Bank).
d) Installation charges, if any, payable only in Indian Rupees,
will be paid after acceptance of the system.
e) Warranty charges for year 2 and year 3 should be quoted as
a percentage of the equipment cost and as a separate line
item. Warranty charges will be paid (in Indian Rupees) in
equal quarterly installments. The payment will be made at
the end of each quarter after satisfactory completion of
services.
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Proforma for Executive Summary
1. Name and Address of the Manufacturer:
2. Name and Address of the Tenderer:
3. Tenderer’s Proposal Number and Date:
4. Summary of the solutions proposed:
Item
Make and Model No.
A
B
C
D
E
F
5.
Checklist for documents attached
Technical details of the proposed
equipment.
Performance Details of the proposed
Equipment.
Terms and conditions for offer
Authorization Letter from Foreign
Principal
Supporting Literatures
Company’s profile
Any other documents (please specify)
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√ appropriately
6. Contact details of the personnel for all future correspondence
related to this proposal:
Name & Designation:
Phone No:
Fax No:
Mobile :
Email:
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FORMAT FOR PRICE BID
Price information should be specified in the following format. Prices
should be specified for each line-item separately. Additional lines
should can be added as appropriate.
Sl.
Description
No
1
UPS
2
I/O Panel
3
Battery Bank
4
Battery Panel
Unit
Qty.
Rate
Amount
Taxes,
if any
Breakers / MCCB
5
(use separate line for each
capacity)
Cables
6
(use separate line for each
capacity)
7
Earthing for UPS
8
Earthing for Panels
9
Other accessories (pls.
specify)
Grand Total (including Taxes)
CHRONOLOGY OF EVENTS




Release of RFP
Receipt of vendor queries
Prebid clarification meeting
Due date for submission
of tender
:
:
:
4.2.2013
6.2.2013 5.00 p.m.
7.2.2013, 3.00 p.m.
:
18.2.2013, 5.00 p.m.
11
Total