Office of the Medical Superintendent ESI Hospital, Rohini, Sec‐15, Delhi‐110085 F.No.MS(RH)115/11/17/MAC/DC/2012/CT Pt. Dt.28/5/15 To, M/S_______________________ __________________________ __________________________ Subject. Contract for Servicing and maintenance of window/Split Air Conditioners upto 2 tonne capacity with compressor and voltage stabilizers on comprehensive maintenance basis at ESI Dental College, Rohini, Sec‐15, Delhi‐110085. Sealed quotations addressed to the Medical Superintendent, ESI Hospital, Rohini, Sec‐15, Delhi‐
110085 are hereby invited for awarding the comprehensive maintenance contract of Air Conditioners with compressor and stabilizers in r/o ESI Dental College, Rohini, Sec‐15, Delhi‐110085 for a period of one year, from the firms having atleast one year experience in the relevant field . The quotations in prescribed form (Annexure ‐A) duly filled and contained in a sealed envelope superscribed as “Quotations for Servicing and Comprehensive Maintenance of Air Conditioners with Compressor and Stabilizers”. The quotation must be dropped in the tender box kept in the chamber of Dy. Director (Admn), IInd Floor, ESI Hospital, Rohini, Sec‐15, Delhi‐ 110085 by 18th June’2015 upto 1.00PM. The quotations will be opened on the same day and venue at 2.30PM by the Tender Opening Committee in the presence of available representatives. The contract for servicing and comprehensive maintenance of the Air conditioners with compressor and stabilizers will be on as and where basis belonging to ESI Dental College, Rohini, Sec‐15, Delhi‐110085. The tender will be governed by the following terms and conditions :‐ 1. Approximate number of Air‐conditioners is 186 Nos. including window and split Air conditioners of capacity from 1.0 tonne to 2.0 tonne. However the exact number of air conditioners to be given for comprehensive maintenance & servicing may increase or decrease and actual number of air conditioners with stabilizers will be provided by the Incharges of the respective units or controlling authority, excluding the number of air conditioners presently under warranty period or declared condemned or found unserviceable. 2. The terms of maintenance of air conditioners/preventive maintenance shall include filling gas in air conditioners during the CMC period, oiling, cleaning, greasing, servicing and replacement and repair of the parts needed to keep the unit in working condition such as fan motor, compressor and electrical component like starting capacitor, overload, relay, running capacitor, gas charging, thermostat, selector switch, body, copper wire, copper pipe or part of body etc.,during the entire contract period. No separate payment shall be allowed for this purpose except the CMC Charges quoted by the Agency/firm. 3. The air conditioners which are defective and unserviceable on account of extensive repair shall be excluded from the list of Air conditioners at the inspection of the contract so that decision for repair of Air conditioners shall be taken in time. 4. In case there is a need to shift the window AC to one department to the other, no extra cost shall be given, whereas in case of shifting of split air conditioners, only cost of installation of copper pipe shall be given. 5. A demand draft of Rs.25000/‐ (Rupees twenty five thousand only) being the cost earnest money and Rs.500/‐(Rupees five hundred only) non refundable against the cost of tender form has to be submitted with the tender/quotation, in the shape of Demand Draft/Banker’s Cheque in favour of “ ESIC Fund A/C No.I ” , failing which the tender/quotation will liable to be cancelled. The Earnest money will be refunded to the unsuccessful bidder/firms after finalization of the tender. The Successful firm/agency will have to deposit the performance security of Rs.50000/‐ (Rupees fifty thousand only) in the shape of a demand draft/banker’s cheque in favour of “ESIC Fund A/C No.I ” which will be refunded after successful completion of the contract. No interest will be payable on the amount of performance security. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. ‐2‐ A penalty of Rs.25/‐ (Rupees twenty five only) per day ( in addition to deduction of CMC Charges), will be imposed for each Air‐condition, which is not repaired/not working/ not provided preventive maintenance service within 24 hours of lodging the complaint, in that particular quarter, for such un‐attended complaints. The contractor shall provide one preventive maintenance every quarter besides attending to all complaints/breakdown calls as and when warranted. He will have to maintain a complaint book and get the signatures of the user department/controlling authority after providing preventive maintenance quarterly and the same shall be enclosed with the bills. Every complaint must be attended/rectified within 24 hours of lodging the complaint, failing which the repair will be got done from market and expenditure on such repair will have to be borne by the contractor and will be deducted from the contractor bill/security money. A complaint book shall be kept in the care taker cell from where the contractor shall procure the daily complaints. Complaints can be lodged to the contractor directly by the controlling authorities/user departments also. In case air conditioners are required to be taken out to the contractor’s workshop for repair, no separate transportation/cartage charges will be paid and the contractor will have to make his own arrangements. No air conditioners should be taken out from the hospital premises without the gate pass issued by the caretaker. In case of repair/replacement of working parts of the air conditioners only genuine spare parts should be used and in case of replacement of compressor of air conditioners only new branded compressor shall be provided and warranty card indicating the S.No. of compressor should be deposited with the user department, after replacement. The CMC charges of the air conditioners will be released in quarterly instalments on the completion of each quarter subject to satisfactory servicing, repair & maintenance of the air conditioners and for last quarter one month after completion of the contract period. Prorata payment of CMC charges shall be allowed in respect air conditioners fall short of actual number for which contract is given. The contractor must handover all Air conditioners entrusted under CMC, to the concerned departments in running condition at the end of the contract and obtain a report from the concerned departments about the working of the air conditioners. The contractor shall have no right for renewal/continuance of the contract after expiry of the contract period of one year, unless extended by the Medical Superintendent/the Competent Authority, ESI Hospital, Rohini, Sec‐15, Delhi‐85. Medical Superintendent reserve the right to terminate the contract at any time without assigning any reason. The decision of the Medical superintendent in all disputes will be final and binding on the contractor. The staff required for maintenance of window and split air conditioners should be deputed round the clock being the essential services of the hospital. The tenderer may take a round/inspection of the air conditioners to be maintained in respect of ESI Dental College ,Rohini, Sec‐15, Delhi‐85, before quoting the rates. The quarterly payment shall be allowed to the service provider after completion of each quarter of 3 months. The service provider will submit the bill in triplicate alongwith RTGS details and user report of each Air conditioner duly numbered and having location of the air conditioner. In case there exist unforeseen circumstances the elaboration or contraction of terms of contract be made by the Medical Superintendent after referring the matter to the duly constituted committee. 20. 21. ‐3‐ In case the services of the service provider are found unsatisfactory during the period of contract or any point of time, three days notice shall be given to the service provider to improve the services, failing which the contract will liable to be cancelled and suitable arrangement be made as per decision of the Medical Superintendent. The security money will be forfeited in this case. In case of dispute on any point or terms of the contract, the decision of the Medical Superintendent shall be final and binding on both the parties. (Mahinder Singh) Dy.Director(Admn) For Medical Superintendent Annexure‐A Office of the Medical Superintendent ESI Hospital, Rohini, Sec‐15, Delhi‐110085 Tender Form for awarding the CMC of split/window Air Conditioners with compressor and stabilizers for the period of one year in r/o ESI Dental College, Rohini, Sector‐15, Delhi‐110085. 1. Date & time for submission of Tender by : 18th June’15 upto 1.00PM 2. Date & Time of opening the tender : 18th June’15 at 2.30 PM 3. Name & Address of Tenderer......................................................................................... .................................................................................................................................................... Telephone No./Mobile No.......................................................................................................... 4. Please specify whether tenderer is sole proprietor or partnership firm(Enclose Registration documents)................................................................................................ .................................................................................................................................................... (Name, address and telephone No. Of the partner should be given) 5. Rate of CMC (including all taxes) on comprehensive basis:‐ a) Window Air Conditioners 1.0 Tonne Capacity Rs................(Rupees............................ ...............................................) b) Window Air Conditioners 1.5 Tonne Capacity Rs................(Rupees............................ ...............................................) c) Window Air Conditioners 2.0 Tonne Capacity Rs................(Rupees............................ ...............................................) d) Split Air Conditioners 1.0 Tonne Capacity Rs................(Rupees............................ ...............................................) e) Split Air Conditioners 1.5 Tonne Capacity Rs................(Rupees............................ ...............................................) f) Split Air Conditioners 2.0 Tonne Capacity Rs................(Rupees............................ ...............................................) 6. Details of Experience ( attach relevant experience certificate) ............................................................................................................................... 7. Details of Earnest Money:‐ D.D./Banker’s Cheque No. .......................Dt.............. Amount Rs.................(Rupees....... .........................................................). 8. Details of cost of Tender Form:‐ D.D./Banker’s Cheque No. .......................Dt.............. Amount Rs.................(Rupees....... .........................................................). 9. Attach separate sheet of Rate list for compressor and spare parts of the Air Conditioners for repair/replacement of parts in case any/some air conditioners require repair before being covered under CMC. Note: The rates quoted for replacement of compressor and spare parts of air conditioners should be competitive and as per market rates and shall be open for verification by the Hospital Administration for deciding its reasonability. Undertaking I have carefully gone through the contents of the tender document and I undertake to abide myself/ourselves by all the terms and conditions of the tender document/contract. Date...................... Signatures of tenderer with Seal Place.....................