INVITATION FOR TENDER
AND
INSTRUCTIONS TO TENDERERS
Proposal for UPGRADATION of AIR CONDITIONING PLANT
Tender No. SERC/INF/17/2012/Chiller
Supercomputer Education and Research Centre
Indian Institute of Science
Bangalore 560012
January 2013
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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 un-interrupted power supply and diesel generator set to ensure
non-stop computing facility to the user community.
The air conditioning plant at SERC caters to the requirement of providing
the required conditioned environment to the high performance
computing servers and workstations located in the centre. The ground
floor of SERC consists of the servers and networking equipments and the
upper three floors consist of the access workstations and personal
computers. All the systems located in SERC are air cooled systems. The
air conditioning plant is constantly and continuously monitored by the
operators round the clock to ensure that the parameters, namely the
temperature and humidity are within acceptable range.
SERC currently is having a total aggregate capacity of 2 x 100 TR + 2 x
50 TR tons of air conditioning capacity which can meet the existing load
requirements as well as extra capacity as a back up in the event of nonavailability of one or more compressors.
PROPOSED SYSTEM AND TECHNICAL SCOPE OF WORK
Offers are invited to augment the existing Air conditioning system, with
1x100 TR screw chiller. Chiller from the following OEMS are acceptable:
Carrier/Trane/York/Equivalent. Currently, SERC is having 2 x 100 TR
screw chillers with associated piping systems to cater to the existing
requirement.
The current requirement is to have a state of the art solution to augment
the existing equipments with minimal interruption to the services
delivered
to
the
user
community.
The
bidder
is expected to provide total turn key solution including supply of
equipments, installation and commissioning, integration, testing,
maintenance and upkeep as per agreed SLA terms, warranty services
and AMC if contracted.
The bidders have to ensure that they have done similar work in the last
one year for such a complex requirement in providing total turn-key
solution and have to include complete details of the same along with
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details of the contact persons from the organisations for whom the
project is implemented.
The bidders must have adequate technical competence and capability in
all the aspects regarding the requirement and will be technically
evaluated by SERC/IISc team. Bidders who do not meet this requirement
need not apply. The decision of the technical evaluation team of
SERC/IISc is final and binding on all the bidders.
In order to have flexibility, SERC has implemented the chilled water
piping system as a single closed loop system with valves at strategic
locations to address only the critical part of the load in the event of
failure of any compressors. For example, it is possible to ensure that only
the GF load is serviced, if required, by suitably configuring the total
system.
The bidders are expected to come over to SERC and study the
existing systems and propose a solution which will enable SERC to
go through a cost effective integration of the new environment with
minimal down-time.
The broad scope of work is given through the following points.
1. Supply of one 100 TR screw chiller along with associated air
conditioning systems.
2. Installation, Commissioning and Integration of the new products in
the existing environment through a clearly defined and carefully
executed process to achieve the expected final outcome with minimal
down time.
3. Computer controlled monitoring solution to ensure effective and easy
management of the total solution with SLA commitment of 99.95%
with mean time to restore (MTTR) of not more than 4 hours. It is to
be noted that the bidder has to recommend one lot of spares to
address the earlier stated SLA requirement. SERC is a mission critical
computing infrastructure for IISc and non-conformance to the SLA
metric will result in heavy penal provision.
4. Warranty service is for a period of three years after the solution is
accepted by the Institute.
5. The bidders have to quote AMC charges applicable after the warranty
period for additional 5 years.
6. The bidders should have taken up at least two projects with a
capacity of at least 100 TR each for a similar requirement.
Details of such projects have to be submitted. Apart from this,
the proposed screw chiller system should have been implemented
in India at least in two locations by the bidder.
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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.
Warranty
1. Warranty on all the hardware components should be valid for a
period of at least 3 years 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 after acceptance of the solution by IISc. Bidders should also
quote post-warranty comprehensive AMC cost as a percentage of the
equipment cost.
3. Indian 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.
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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 bidders should have taken up at least two projects with a
capacity of at least 100 TR each for a similar requirement.
Details of such projects have to be submitted. Apart from this,
the proposed screw chiller system should have been implemented
in India at least in two locations by the bidder. Non-compliance
to this condition will result in disqualification.
6. A copy of the masked price bid has to be given in the technical
offer and the process followed by the Institute is a two cover bid
system.
7. The bidder has to provide an EMD of Rs. 2,00,000 (Rupees Two Lakhs
only) in the form a demand-draft (drawn in a nationalized bank),
favoring the Registrar, Indian Institute of Science, Bangalore 12. The
EMD has to be enclosed in the technical bid.
8. The EMD of the successful bidder will be returned ONLY after the
successful completion and acceptance of their solution.
9.
10.
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.
Specification for the power distribution/control panel.
v.
Terms and conditions for the offer.
vi.
Supporting technical material, including brochures.
vii.
EMD Amount of Rs.2,00,000 (Rupees Two Lakhs only)
in the form of a draft payable to the Registrar, Indian
Institute of Science, Bangalore 12.
viii. A copy of the masked price-bid of the bill-of-materials.

7.
Cover B: Price Bid: Prices for individual line items, including the
chiller and the associated piping and accessories, have to be given
in the price bid. Price bid should be submitted in the format
specified below.
The individual covers to be sealed and superscribed as
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SERC/INF/17/2012/Chiller Technical Bid, and
SERC/INF/17/2012/Chiller Price Bid respectively.
8.
9.
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/Chiller.
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.
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. The commercial bid should contain among other things, payment
terms, warranty, installation and commissioning charges. These
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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 5 years after 3 year
warranty period.
2. 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.
3. 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.
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 turnkey solution, warranty for 3 years, and 2 years post-warranty
AMC services.
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).
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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.
No
Description
1
100 TR Chiller
2
Piping
3
Power Panel
4
Accessories
5
Other items (pls. specify)
Unit
Qty.
Rate
Amount
Taxes,
if any
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