Ref: Public Tender Notice No. AO/1719/GSMT/12-13
Dated 27 September 2012
ANNOUNCEMENT OF OPPORTUNITY
for
Manufacture of the Prototype of the
Primary Mirror Segment Support Assembly
for the
Thirty Meter Telescope Project
September 27, 2012
Arayabhatta Research Institute of Observational Sciences
(ARIES)
Manora Peak, Naintial
Uttarakhand, 263129, India
Statement of the work
The primary mirror (“M1”) of the Thirty Meter Telescope (TMT) is comprised of 492
hexagonal mirror Segments. Each mirror segment is 1.44 meters measured across corners.
These segments need to be maintained at the required surface accuracy and stability, against
structural deformations caused by temperature, gravity, wind and seismic vibrations. For this,
each segment is actively controlled by three actuators and passively controlled by the Segment
Support Assemblies (SSA).
India-TMT Co-ordination Centre (ITCC) intends to engage two separate vendors in the
execution of this work, with each vendor performing approximately half of the work. In the
event that two qualified vendors cannot be engaged, all of the work may be assigned to a single
qualified vendor. Because of this aspect of the procurement, this RFP requests that each
respondent provide two separate bids (described in Section 6.2.2.1 as Option-A and Option-B),
either of which may be exercised at the sole discretion of ITCC. At most, a vendor may be
awarded either Option-A or Option-B, but not both options.
The Vendor(s) is expected to fabricate, assemble and deliver hardware including six SSAs
(Option-A and Option-B), various tooling and other hardware for the purpose of supply chain
development & vendor qualification. The prototypes will be delivered to ITCC and TMT
project for qualification testing and demonstration. ITCC and the TMT project shall provide all
of the drawings, specifications, and assembly procedures, making this primarily a build-to-print
effort. The vendor has to provide a list of suppliers from whom the bought out items are being
planned to be procured and confirm the availability of the required quantity from the vendor and
include the same in the quotation.
Because this work-scope includes supply chain development and cost estimating for the
production program (580 SSAs), it is necessary that the respondents either have the existing
capability for performing the production work, or a credible plan for performing the production
work, in order to be qualified for this work.
This announcement of Opportunity is for the manufacture of SSA hardware for the purpose of
technology demonstration meeting the design specifications detailed in the Scope of Works
(Section A), following the methodology in Section B and Terms and Conditions in Section C.
1. BACKGROUND INFORMATION
The optical and infra-red astronomical community in India had made a strong case to the Department
of Science and Technology, Government of India for participation of India in one of the upcoming 30m
class international telescope projects. This group under the ITCC banner is led by the Indian Institute of
Astrophysics (IIA), Bangalore, the Inter-University Center for Astronomy and Astrophysics (IUCAA),
Pune and the Aryabhatta Research Institute for Observational Sciences, (ARIES), Nainital. The
proposal submitted by ITCC, obtained the approval of the Government of India on 24th July 2010,
announcing India's decision to join the Thirty Meter Telescope (TMT) project as an observer with a
strong intention of becoming a full partner in due course of time. The TMT project is led by the
California Institute of Technology, University of California and ACURA to build a 30m diameter
Page 2 of 31
optical–infra-red telescope at Mauna Kea in Hawaii, USA. As part of India's contribution to the TMT,
ITCC intends to develop various sub-systems needed for the telescope within our country which can
then be delivered to the TMT. Towards this ITCC in consultation with the TMT board, has identified
various sub-systems. As a first step towards demonstrating the technical capabilities available in India
to develop various sub-systems needed for the telescope, ITCC intends to develop the technology and
prototyping of those sub-systems. The TMT project work is scheduled to start by the middle of 2014 on
the summit at an altitude of 4200m at Mauna Kea.
In pursuance of the above, the Director, Aryabhatta Research Institute of Observational Sciences,
Nainital, invites proposal for the prototyping of the segment support assemblies for the 30m telescope
which is envisaged to be operational in 2020.
2. Submission of Proposal
Proposals are invited from companies in India with proven technical expertise, track record and
experience in executing precision fabrication and experience in developing sub-systems for opticalinfrared telescopes and/or executing large astronomical projects. The companies willing to submit
proposals are invited to submit a letter of Expression of Interest as explained below:
Submission of proposal has to be done in two stages: Part 1 and 2. The qualified vendors through Part
1 process will be requested to put a detailed proposal as per the procedure given in Part 2. Also, the
design drawings of build to print effort with a potential design for manufacturing (DFM) initial phase
will be provided to the prequalified vendors. Also, there are items which need to be sourced from a
specific source approved by ITCC/TMT, and the vendor is expected to comply.
Part 1: Submission of a letter of Expression of Interest (EOI).
Part 2: Submission of offer in two parts:
(a) Technical Bid
(b) Price Bid
Guidelines for submission, including the details of documents required, are provided in Section B.
3. Process Schedule:
Date of this Announcement:
Deadline for receiving Expressions of Interest:
Opening of EOI:
Pre-qualification and intimation to vendors:
Deadline for receiving Proposals:
Opening of Technical Bids
Technical Qualification
Opening of Price Bids
Award of Contract
Delivery
27 September 2012
25 October 2012 5:30 pm
26 October 2012 3:30 pm
02 November 2012
06 December 2012 5:30 pm
07 December 2012 3:30 pm
17 December 2012
21 December 2012 3.30 pm
15 January 2013
September 2013
Page 3 of 31
Note: These dates may be revised by ARIES by notification on its website.
4. Contacts:
Technical Clarifications:
P. K. Mahesh, IIA, Bangalore
(pkmahesh@iiap.res.in)
Dr. S. B. Pandey, ARIES, Nainital
(shashi@aries.res.in)
Nandish Nanjappa, ARIES, Nainital
(nandish@aries.res.in)
Administrative Clarifications:
Registrar, ARIES, Nainital,
Tanmoy Bhattacharya (tanmoy@aries.res.in)
Page 4 of 31
I. Section A
Scope of Work
5. Scope of Work
In this, a brief description of the TMT and the role of Segment Support Assembly (SSA), is
provided. For further details please consult documents related to SSAs at the URL:
http://www.tmt.org/documents. These documents include the following:
1. Zip folder containing all of the SSA Drawings
2. Zip folder containing the SSA-P2-Prototype Solid model
3. Draft SSA Assembly Procedure
6.1 TELESCOPE
The Thirty Meter telescope is a Ritchey-Chrieten Optical system having an f-ratio of f/15 with
both the primary and the secondary mirrors being hyperboloid. A tertiary mirror is used to fold
and steer the light path to any of the eight instruments that will be mounted on the two main
Nasmyth platforms. The telescope has an unvignetted field of view of 15 arcminute. The
primary mirror is segmented giving an effective aperture of 30 m. There are 492 hexagonal
segments, each having a size of 1.44 m across corners. The segments are closely placed with
gaps between the segments being about 2.5 mm wide. Each segment has a support system that
is responsible for maintaining the overall shape of the segmented primary mirror despite
structural deformations of the telescope structure caused by temperature, gravity and
disturbances from wind and vibrations (observatory generated and seismic). Properly supported,
the mirror segments can be treated as rigid bodies.
6.2 SEGMENT SUPPORT ASSEMBLY (SSA)
The 492 mirror segments of the TMT primary mirror are required to function as a single mirror
with the required specifications at any given time. Therefore, each mirror segment will
interface with the mirror cell (primary truss) through the Segment Support Assembly (SSA).
This SSA will support each mirror segment in the axial (piston, tip, and tilt) and lateral (two inplane directions and clocking) degrees of freedom in such a way that the segments position is
maintained within the required accuracy. They also help to maintain vibration mode
frequencies above specified levels, thereby minimizing gravity-induced distortions and
distortions from other external sources such as the wind as the elevation angle changes. SSA
will thus be able to provide such precision tip/tilt/piston position control capability through
three precision linear actuators and twelve edge-mounted displacement sensors per segment.
They thus support each mirror segment with minimum deformations to the optical surface
under variable environments and therefore form an important component of the primary
mirror cells. This concept is however, particular to only segmented mirrors.
Page 5 of 31
The final products, inter alia, shall meet the following design specifications which will be
subjected to performance tests either in India or the telescope site or in one of the laboratories of
the partner countries. See the following URL for more details on the specifications:
http://www.tmt.org/documents
Description of the SSA:
Figure 1 Artist’s view of the TMT observatory when it is built
Fig.1 Thirty Meter Telescope
Page 6 of 31
Fig. 2 provides the details of the primary mirror assembly.
Fig. 2 Primary Mirror Assembly
PSA On Mirror Cell
30m Diameter
~60m Radius of curvature
492 Segments
-1.44mx45mm
Page 7 of 31
Fig. 3 M1 segment components
The segment support assembly (SSA) consists of two parts, one connected to the primary mirror
segment and the other part to the mirror cell.
The part of the SSA connected to the primary mirror segment, consists of the following.
1. Bonded Mirror Assembly Components (BMAC) –consisting of:
a. Central diaphragm-1no.
b. Mirror Rod Flexures and Mirror Rod Flexure Pucks – 27 nos. of each
c. Edge Sensor Pucks – 12 nos.
2. SSA Module Assembly -1no., consisting primarily of
a. Whiffletrees (3nos.)
b. Moving frame assembly (1no.)
c. Warping harness actuators-21nos.
Page 8 of 31
d.
e.
f.
g.
Lateral guide flexure-1no.
Tower assembly-1no.
Lock assemblies-3nos.
Sheet flexures-6nos.
3. Various other small components and fasteners
The part of SSA connected to the mirror cell consists of the following.
1. Fixed frame assembly-1no.
2. Adjustable alignment positioners-3no.
Integration into the telescope includes the following additional components:
1.
2.
3.
4.
M1CS Actuators – 3 nos.
M1CS Edge Sensors – 12 nos.
Control electronics and cables
Optical Coating
Fig.4 SSA Overview-1
Add Optical Coating, Edge Sensors,
Polished
Mirror
Segment
Sensor
&Mirror
WH
Cabling
&
Connectors
Polished
Include
Add
Segment
Subcell
Assembly
+Support
Actuators
(PMA)
Primary
Segment
Assembly
(PSA)
PSA
ATTACHED
TO
MIRROR
CELL
Mounted Segment Assembly (MSA)
Page 9 of 31
Fig. 5 Design Concept
Polished Mirror Segment
Axial Support Rod
Flexures
Warping
Harness
Actuators,
21ea
Final Figuring
Cam Locks
Diaphragm
Guide Flexure
(3ea)
3 ea Whiffletree
Edge
Sensors (12)
Moving Frame
Tower
Mounted Segment Assembly (MSA)
The key functions of the SSA are as follows.
a. Support the mirror segment with minimum distortion.
b. Ability to position in three degrees of freedom (piston, tip and tilt). This is achieved by
continuous active positioning by three linear actuators.
c. A one-time adjustment during telescope integration, involving 6 degrees of freedom to
compensate for mirror cell fabrication tolerances in any direction of the order of +/5mm.
d. Ability to alter surface shape to correct for figuring errors and other effects. This is an
occasional correction.
e. Interface with the mirror cell.
f. Ability to quickly replace mirror segments without re-alignment of subcell, with
specified repeatability.
g. Accommodate single support design for variable size segments in the telescope.
h. Provide means to extract segment out of M1 array for re-coating/maintenance by means
of a lifting jack and a segment lifting talon which interfaces with segment removal
crane.
Page 10 of 31
6.2.1 Hardware, Description and Features
(a) A standardized support system design that is customized for each segment type by adding
six “hex weight assemblies” after the SSA is integrated onto the segment.
(b) The total mass of a single SSA unit excluding actuators, the segment edge sensors and
cables for the edge sensors to be less than 103 Kg.
(c) Power dissipation shall be less than 2W/segment, including all the heat sources in a segment
like sensors, actuators, other electronics etc.
(d) SSA must tolerate full differential tip/tilt by M1CS Actuators.
(e) High reliability (~50 year lifetime; the only significant wear items are the warping harness
moment actuators).
(f) To have flexure based mechanisms so as not to have back lash.
(g) Shall have a feature to allow removal and replacement of a segment with itself or a spare
segment with specified repeatability without realignment.
(h) Shall have a means of decoupling a segment assembly from its base.
(i) The static stiffness shall be > 12 N/μm, assuming rigid actuator & mirror cell.
(j) It is desirable for the vendor to have experience in machining invar.
(k) The GD&T system followed by TMT is ASME Y 14.5-2009. The vendor need to have
personnel experience in ASME Y 14.5-2009 or give an undertaking to train personnel in
ASME Y 14.5 2009.
SSA prototype hardware and tooling includes the following:
Page 11 of 31
Fig. 6 Complete SSA
SSA Module + Subcell Assembly
Fig. 7 SSA Module Assembly
Item 3.1
Page 12 of 31
Fig. 8 Mirror Simulator
Item 5. Aluminum segment for mechanical test-bed
Fig. 9 Mirror Cell Simulator
Item 9. Support for mechanical test-bed
Page 13 of 31
Fig. 10 Moving Frame to Tower
Alignment Fixture Assembly
Item 6.1
Fig. 11 Whiffletree Assembly Fixture
Item 6.2
Page 14 of 31
Fig. 12 Moving Assembly Fixture
Item 6.7
6.2.2 Deliverables
Deliverables shall include Hardware Deliverables and Data Deliverables as described herein.
6.2.2.1 Hardware Deliverables
The hardware deliverables for Option-A shall include the following items and quantities, in
accordance with the drawings & specifications specified by ITCC and TMT Project.
Note that vendor shall deliver one un-assembled PMA Kit as a first article, along with the SSA
Assembly Tooling. These components shall be inspected by ITCC , and upon acceptance, the
Vendor shall work with ITCC engineers to assemble the first article. This work will be
performed at ITCC office at IIA Bangalore. Vendor shall support this effort with one
Manufacturing Engineer, one QA Engineer, and one Senior Technician for a duration of two
weeks.
Page 15 of 31
OPTION-A:
LINE
ITEM
QTY
PART NUMBER
1-A
1
See Below
DESCRIPTION
2-A
1
As Required
3-A
2
See Below
4.1-A
10
M1S-100-01270
Spare: TMT SSA Warping Harness Actuator Assembly
4.2-A
5
M1S-100-01121
Spare: Central Diaphragm
4.3-A
5
M1S-100-01112
Spare: Mirror Rod Flexure Puck
4.4-A
5
M1S-100-01131
Spare: Edge Sensor Puck
4.5-A
5
M1S-100-01111
Spare: Mirror Rod Flexures
4.6-A
5
M1S-100-01203
Spare: TMT SSA Whiffletree Sheet Flexure
6-A
1
See Below
7-A
1
M1S-100-02020
TMT SSA Sectors A, C and E Fixed Frame Assembly
8-A
3
M1S-100-02010
TMT SSA AAP Assembly (Fixed Frame Attachments)
ITEM
QTY
PART NUMBER
5-A
9-A
2
1
M1S-130-01000
M1S-920-00601
PMA Kits - First Article Parts Unassembled (Note-1)
On-site QA, Manufacturing Engineer & Technician support at TMT-I during assembly of one SSA
PMA Kits - Fully Assembled w/shipping container (Note-1)
SSA Assembly Tooling Set (Note 2)
LINE
OPTION-A Additional (Optional) Items - à la carte
(Possible additions to Option-2, Items priced individually)
M1 Mirror Segment Simulator (1.44m Aluminum Mirror Simulator)
Mirror Cell Simulator (Single Triangular Mirror Cell Top Chord Weldment)
The hardware deliverables for Option-B shall include the following:
OPTION-B: Single Supplier Model
LINE
DESCRIPTION
ITEM
QTY
PART NUMBER
1-B
2
See Below
2-B
1
As Required
3-B
4
See Below
4.1-B
20
M1S-100-01270
Spare: TMT SSA Warping Harness Actuator Assembly
4.2-B
5
M1S-100-01121
Central Diaphragm
4.3-B
10
M1S-100-01112
Spare: Mirror Rod Flexure Puck
4.4-B
10
M1S-100-01131
Spare: Edge Sensor Puck
4.5-B
10
M1S-100-01111
Spare: Mirror Rod Flexure
4.6-B
10
M1S-100-01203
Spare: TMT SSA Whiffletree Sheet Flexure
5B
2
M1S-130-01000
M1 Mirror Segment Simulator (1.44m Aluminum Mirror Simulator)
6-B
2
See Below
7-B
2
M1S-100-02020
TMT SSA Sectors A, C and E Fixed Frame Assembly
8-B
6
M1S-100-02010
TMT SSA AAP Assembly (Fixed Frame Attachments)
9-B
1
M1S-920-00601
Mirror Cell Simulator (Single Triangular Mirror Cell Top Chord Weldment)
PMA Kits - First Article Parts Unassembled (Note-1)
On-site QA, Manufacturing Engineer & Technician support at TMT-I during
assembly of one SSA
PMA Kits - Fully Assembled w/shipping container (Note-1)
SSA Assembly Tooling Set (Note 2)
Where, for both Option-A and –B, the following notes describe the breakdown of the PMA Kit
and the SSA Tooling Set:
Page 16 of 31
Note 1) Each PMA Kit (Items 1 & 3) includes:
LINE ITEM
QTY
PART NUMBER
DESCRIPTION
1.1
3.1
1
M1S-100-01200
1.2
3.2
1
Bonded Mirror Asembly Kit - consisting of:
SSA Module Assembly
1.2.1
3.2.1
1
M1S-100-01120
Central Diaphragm Assembly
1.2.2
3.2.2
27
M1S-100-01112
Mirror Rod Flexure (MRF) Pucks
1.2.3
3.2.3
27
M1S-100-01111
Mirror Rod Flexures (MRF)
1.2.4
3.2.4
12
M1S-100-01131
Edge Sensor Pucks
1.2.5
3.2.5
AR
Various
BMAC Fastener Kit
1.3
3.3
1
Anti-Rotation Flexure Kit - consisting of:
1.3.1
3.3.1
1
M1S-100-00003
Anti-rotation Flexure Clamp
1.3.2
3.3.2
1
M1S-100-00002
Anti-rotation Flexure
1.3.3
3.3.3
AR
Various
Anti-rotation Flexure Fasteners
1.4
3.4
6
M1S-100-01115-TY-N
Hex-weight Assembly (TY=Segment Type No. (0-82), N = Location (1-6))
1.5
3.5
1
M1S-100-00004
Central Diaphragm Shim
1.6
3.6
AR
Various
SSA Fastener Kit
N/A
3.7
1
Note: Each PMA Kit is Delivered in the SSA/PMA Shipping Container defined below:
M1S-560-10000
SSA/PMA Shipping Container Assembly
Note 2) each SSA Assembly Tooling Set (Item 6) includes:
LINE
ITEM
QTY
6.1
1
M1S-910-00300
PART NUMBER
DESCRIPTION
Moving Frame to Tower Alignment Fixture Assembly
6.2
1
M1S-910-00400
Whiffletree Assembly Fixture
6.3
3
M1S-910-00408
Pivot Alignment Tool
6.4
3
M1S-910-00409
Warping Harness Leaf Spring Alignment Tool
6.5
3
M1S-910-00410
Warping Harness Leaf Spring Alignment Tool - Diamond
6.6
6
M1S-910-00411
Actuator Guide Positioning Tool
6.7
1
M1S-910-00500
Moving Assembly Fixture
6.8
3
M1S-910-00512
Inner Triangle Alignment Bushing
6.9
3
M1S-910-00513
Inner Triangle Alignment Guide Pin
6.10
6
M1S-910-00514
Warping Harness Actuator Centering Guide Positioner
The vendor shall assume that the Moving Frame Arm Tubing (M1S-100-01263) shall be made
from custom extruded aluminum tubing provided by ITCC, and that the Moving Frame
Actuator Mounts (M1S-100-01264) shall be made from custom aluminum castings provided by
ITCC. Both of these components are included in the SSA Module Assembly (M1S-100-01200)
identified above as Items 1.1 and 3.1.
6.2.2.2 Data Deliverables
The following data shall be delivered with the associated hardware described above.

Material Certifications traceable to each part by serial number, and where applicable,
Heat Treatment Certifications traceable to each part by serial number.

QA inspection reports for each part, including reports on critical dimensions, as
specified on the drawings.

Calibration certificates for all QA measurement instruments

The detailed production plan and cost estimate as described in Section 6.2.3
Page 17 of 31

Vendor shall also deliver drawings that are provided by ARIES and also the ones
generated by the vendor in this regard.

All the drawings, models and procedures are public information.
6.2.2.3 Delivery schedule
It will be imperative for the supplier to provide a realistic fabrication schedule of the
job and commitments of delivery on time. A penalty of 5% of the tendered amount
would be applied in failing the schedule by more than 4 weeks.
6.2.3 Production Plan and Cost Estimate
After completing all of the prototype fabrication, assembly, and supply chain development, the
vendor shall prepare a detailed production plan, schedule and cost estimate.
The production plan shall outline the facilities, equipment, staff and sub-contractors that would
be utilized in a possible future production program. The facility plan shall outline the inspection
plan and inspection equipment required, and describe the number of SSA assembly stations and
associated SSA Assembly Tooling Sets required. The plan shall also identify any potential
changes to the current fabrication and assembly plan that would reduce cost.
The vendor shall also develop a detailed schedule and corresponding cost estimate for the
production program. The schedule shall assume the delivery of the first SSA 16 months after
receipt of order, with the remainder of the SSAs delivered at a constant rate (monthly
shipments) over the next 24 to 48 months. The duration of the SSA production shall be
optimized to minimize cost.
The cost estimate shall be itemized such that the cost of each component (down to the piece part
level) is stated, along with the cost of assembly labor, QA, and the non-recurring expenses.
The production program quantities are specified in the tables below:
Production Program Quantities
LINE
ITEM
QTY
PART NUMBER
1
580
See Below
DESCRIPTION
2.1
250
M1S-100-01270
Spare: TMT SSA Warping Harness Actuator Assembly
2.2
20
M1S-100-01121
Spare: Central Diaphragm
2.3
300
M1S-100-01112
Spare: Mirror Rod Flexure Puck
2.4
150
M1S-100-01131
Spare: Edge Sensor Puck
2.5
300
M1S-100-01111
Spare: Mirror Rod Flexures
2.6
100
M1S-100-01203
Spare: TMT SSA Whiffletree Sheet Flexure
3
AR
See Below
4
250
M1S-100-02020
TMT SSA Sectors A, C and E Fixed Frame Assembly
5
250
M1S-100-02030
TMT SSA Sectors A, C and E Fixed Frame Assembly
6
1500
M1S-100-02010
TMT SSA AAP Assembly (Fixed Frame Attachments)
PMA Kits - Fully Assembled w/shipping container (Note-1)
SSA Assembly Tooling Set (Note 2)
Page 18 of 31
II. Section B
Methodology of Submission and Qualification
7. Expression of Interest (EOI) - Part 1
7.1 Sealed EOI shall be submitted in the format specified in the Appendix, enclosing documents
listed below and any other documents that would help in the evaluation of the EOI.
a) The profile of the company.
b) The management structure and brief bio-data of top most technical personnel.
c) Technical staff strength in all categories.
d) Manufacturing plants and equipment of the company.
e) A description of a future plan for full production of SSAs (the production quantities are
described in section 6.2.3). The plan shall explain how the company’s experience, resources,
facilities and equipment will be capable of supporting future SSA production. In particular,
provide a description of the project management & quality assurance systems that will be
utilized to assure schedule is adhered to, and the required quality is delivered.
f) Financial position of the vendor.
g) Vendor may provide details of sub-vendors where the work is planned to be outsourced.
h) Vendor may provide details of suppliers of raw materials and bought out items like fasteners
from whom vendor is planning to source.
i) Audited balance sheets for the last three years.
j) Solvency certificates (not older than 12 months) issued by scheduled/nationalized bank with
which the bidder holds the current account.
k) Copy of Registration, LST/CST/WCT No., PAN No. and TIN No. allotted by concerned
authorities.
l) Details of past experience of the company in executing precision work, including projects
related to astronomical or other sciences if any (including photographs).
m) Appreciation/Reward letters from clients.
7.2 The EOI should be printed on company stationery and the authorized person who signs the
offer is required to indicate his/her e-mail ID, mobile no. and also general e-mail ID for easy
and fast communication.
7.3 The envelopes for EOI shall bear the following: “Manufacture of Prototype of the Primary
Mirror Segment support assemblies for the Thirty Meter Telescope Project; Expression of
Interest”, name and address of the vendor and it shall be addressed to:
THE DIRECTOR,
ARYABHATTA RESEARCH INSTITUTE OF OBSERVATIONAL SCIENCIES (ARIES),
MANORA PEAK, NAINITAL,
UTTARAKHAND – 263129
8
Submission of Technical and Price Bids – Part 2: General Terms
Page 19 of 31
8.1 The Bidder shall prepare original and two copies of the Bid, clearly marking each as "Original
Bid” and "Copy of Bid," as appropriate. In the event of any discrepancy between them, the
Original shall govern.
8.2 Both the Original and Copies of the Bid shall be signed by the Bidder or a person or persons
duly authorized by the Bidder. The latter's authorization shall be indicated by written Power of
Attorney accompanying the Bid.
8.3 The bid must be submitted in an organized and structured manner. No brochures/leaflets etc.
should be submitted in loose form. Please indicate page nos. on your quotations. For e.g., if the
quotation is containing 25 pages, please indicate as 1/25, 2/25, 3/25,…. 25/25.
8.4 The contents must be clearly typed without any cancellation/corrections or overwriting. Each
page of the bid and cutting/corrections (if any) shall be duly signed and stamped by the bidder.
Failure to comply with this requirement may result in the bid being rejected.
8.5 All pages of the Bid (except for un-amended printed literature) shall be initialed by the person
or persons signing the Bid. The Bidder's name stated on the proposal shall be the exact legal
name of the firm.
8.6 The Technical and Price Bids shall be sealed in separate envelopes. The envelopes shall bear
the following: “Manufacture of Prototype of Primary Mirror Segment Support Assemblies for
the Thirty Meter Telescope Project”, and “Technical Bid” or “Price Bid” as appropriate.
8.7 Both the envelopes shall bear the name and address of the vendor.
8.8 The two sealed envelopes shall be enclosed in a third sealed envelope. The envelopes shall
bear the following: “Manufacture of Prototype of the Primary Mirror Segment Support
assemblies for the Thirty Meter Telescope Project: Technical and Commercial Bids”, bear the
name and address of the vendor, and shall be addressed to:
THE DIRECTOR,
ARYABHATTA RESEARCH INSTITUTE OF OBSERVATIONAL SCIENCIES (ARIES),
MANORA PEAK, NAINITAL,
UTTARAKHAND – 263129
If the envelopes are not sealed and marked as required, ARIES will not take any responsibility for the
bid’s misplacement or premature opening, whatsoever the reason may be.
8.9 The bidder has the option of sending the bid by registered post or submitting the bid in person
so as to reach ARIES by the date and time indicated. ARIES will not be responsible for late,
delayed bids and loss of bids in transit, whatsoever the reason may be.
8.10
ARIES reserves the right to accept/reject any or all bids without assigning any reasons.
8.11
Any other condition or guideline for submission of the bids shall be notified by ARIES,
if it finds necessary.
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8.12
ARIES may, at its discretion, extend the deadline for the submission of bids by
amending the Bidding Documents, in which case all rights and obligations of ARIES and Bidder
previously subject to the deadline will thereafter be subject to the deadline as extended.
8.13
At any time prior to the deadline for submission of Bids, ARIES may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective bidder,
notify changes in the bidding documents through an amendment.
8.14
In order to allow reasonable time for the prospective bidders for taking the amendment
into account in preparation of their bids, ARIES may, at its discretion, extend the deadline for the
submission of the bids.
8.15
The amendments, if any, shall be notified in writing at ARIES website and the
amendments shall be binding on all the bidders. Hence the bidders shall view the notification in
complete before submitting their bids.
8.16
The company responding to announcement shall be deemed to have read and understood
the documents in complete. Where counter terms and conditions have been offered by the
company, the same shall not be deemed to have been accepted by ARIES, unless a specific written
acceptance thereof is obtained.
8.17
Any effort by a bidder to influence ARIES in the bid Evaluation, bid Comparison or
contract award decisions may result in the rejection of their bid.
8.18
Any clarifications pertaining to this document may be obtained from ARIES by the
bidders by writing at the following address at least fifteen days prior to the due date for submission
of bids.
The Director,
Aryabhatta Research Institute of Observational Sciences,
Manora Peak, Nainital,
Uttarakhand, 263129.
Contact for Technical Queries: Nandish Nanjappa (shashi@aries.res.in), Dr. S. B. Pandey
(shashi@aries.res.in).
Contact for Commercial Queries: Shri Tanmoy Bhattacharya (tanmoy@aries.res.in)
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9
Technical Bid - Part2a: Details
9.1 A compliance sheet clearly indicating any deviation with reference to the terms and
specifications shall be included. Limitations and assumptions, if any, should be clearly
mentioned. Scope description may explicitly state anything which is not covered.
9.2 The Technical bid shall include but not limited to the following items:
a) Description of the proposed technological approach to be followed for making the
product.
b) The company can suggest an alternative innovative approach to make the product
satisfying the requirements.
c) Strategy to be followed for the execution of the project including tools and technologies
to be used.
d) At least two manufacturing drawings at component level as samples.
e) Project execution and management details, including details of the project team,
escalation paths etc.
f) Details of the resources, infrastructure or data expected to be provided by ARIES to the
successful bidder for undertaking the project.
g) Risk identification and mitigation plans.
h) Quality audit, control and assurance plans.
i) General workmanship standards for fabricated components
j) Change control process.
k) Detailed time schedule for the project.
l) Commercial terms and conditions.
m) Acceptance criteria and test plans in the factory and on-site.
n) A copy of the Price Bid without indicating the quoted Price
o) Earnest money deposit for Rs. 5,00,000.00/- (Rupees five lakhs only) by way of Demand
Draft drawn on a Nationalized Bank only in favor of Director, ARIES.
10 Price Bid – Part 2b: Details
10.1 The Price bids shall include the following:
a) An item wise break-up of the cost in Indian Rupees, clearly indicating any free-issue
material, imports etc..
b) Applicable taxes, duties or other statutory payments.
c) Any other cost such as for tooling, packaging, travel etc..
d) Total cost along with proposed payment stages, schedule and percentage to be paid at
each stage.
10.2 The offer should be complete to indicate that all products and services asked for are quoted.
10.3 Price bids shall be valid for a period of 90 days from the date of opening of bids. ARIES may ask
for the bidder’s consent to extend the period of validity. Such request and the response shall be made in
writing only. A bidder agreeing to the request of ARIES for extension of the bid will not be permitted to
modify the bid.
11 Eligibility Criteria and Qualification Process
11.1 The EOI envelopes shall be opened on the date specified by ARIES. Bidders or their
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authorized agents can be present at their own interest when the EOI are being opened.
11.2
The EOI will be evaluated by an Expert Committee. Mere submission of EOI
will not entitle a company to get selected to the tendering stage. The criteria for
qualifying for the tender evaluation stage shall include, but are not limited to the
following :
a) The bidder should be registered in India for the last 10 years.
b) The bidder should have a minimum average annual turnover of Rs. 50 crores during the
last five years and should be of sound financial status.
c) The bidder should have executed at least two projects involving similar precision
fabrication costing above Rs. 5 crores in the past ten years.
d) The bidder must have the necessary infrastructure, in-house facilities and experience for
design, manufacture, integration, testing and packaging the product.
e) The bidder must have well defined quality policy and assurance program.
f) The bidder should have a well defined plan for the manufacturing the product and
organizational structure for project planning, monitoring, schedule tracking, corrective
measures etc.
g) Prior experience working with Government, Semi Government, Government
Undertaking and Government Autonomous Bodies will be an added advantage.
h) EOI submitted by the company shall be complete in all respects and shall include all
details asked for in item Expression of Interest (EOI) of Section B.
11.3 Technical Bids from only those parties who have responded to this EOI notice and
short-listed by the Expert Committee will be qualified for the tendering process.
Bids from parties who do not qualify in the EOI stage will be rejected without
opening.
11.4 ARIES may organize a pre-bid meeting, approximately two weeks prior to the last
date of submission of the bids. All the parties who have been shortlisted during the
EOI stage, may attend the meeting and obtain clarifications regarding the technical
and commercial terms and conditions.
11.5 Technical Bid shall be opened on the date specified by ARIES. Bidders or their
authorized agents may be present at their own interest when the Bids are being
opened.
11.6 The Technical Bids shall be evaluated by an Expert Committee and the shortlisted
Bidders may have to make presentations on their detailed proposals to the
Committee. The following points should be covered in the presentation.
a) Company’s overall profile.
b) Company’s strengths in dealing with the specific requirements in hand.
c) Company’s experience in manufacturing products of similar nature and specification.
List of projects executed to be presented and few will be discussed in detail.
d) Company will discuss few challenging cases where it made specific efforts to
manufacture the product using non-conventional and innovative fabrication techniques and
approach for schedule and cost control.
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e) Company’s understanding about over all scope of work and responsibility for this
project. Please identify all activities involved in this job and discuss them in detail.
f) Critical areas identified by the company having serious impact on delivery schedule and
cost of the product. Company’s proposed solutions for these problems.
g) Any special packing and shipment requirements for product foreseen by the company.
h) Company will justify his manufacturing and financial capabilities to manufacture and
deliver the product in given cost and time schedule.
i) Codes and standards regularly followed by the company, especially international ones.
j) Details of company’s Quality Policy and Program, organizational setup for Quality
Surveillance and Quality Assurance, Quality Audit program, non-conformity control and
reporting and testing and inspection facilities.
k) If some manufacturing, testing and inspection facilities are not available with the
company, it should mention about their access to such required facilities at other places.
l) Project planning and Execution methodology followed by the Company, with specific
emphasis on schedule and cost control.
m) Company’s views if any, on the need to form a consortium to meet quality, cost and time
schedule.
n) Last five years track record of the company in terms of projected and actual delivery
schedule and cost for projects above Rs. 5 crores.
o) Commitments and loading of the company in terms of projects costing 10% or more of
annual turnover.
p) Commitment from Company’s highest authority for complete and credible involvement
of the company till completion of the deliveries.
11.7 To assist in the evaluation of bids, ARIES may at its discretion ask the bidder for a
clarification of its bid. ARIES may call for meetings with bidders to seek
clarification at appropriate times in its premises in Nainital. The bidders shall
attend the meeting at their own cost. The request for clarification and the response
shall be in writing.
11.8 Following the evaluation of technical bids, the price bids of qualified bidders shall
be opened to choose the bidder to execute the Project.
11.9 The evaluation committee may hold techno-commercial discussion with short
listed and select the vendor or vendors or consortium to manufacture and deliver
the product as per drawings, technical specifications and delivery schedule given in
the tender document. The order(s) may be placed with one vendor or more than one
vendors or a consortium.
11.10 During the assessment of the bids, specific weightage will be given to the
bidders for innovative suggestions on fabrication feasibility, cost optimization and
schedule control. Selection of the successful bidder will be mainly based on
procurement optimization from an integrated point of view, involving optimization
of manufacturing, shipping, assembly, schedule and cost. Prior experience with
similar projects, commitment and risk evaluation will also play an important role in
the selection process.
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8. Section C
12. Terms and Conditions
The successful Bidder who is awarded the contract shall be subjected to the Terms and Conditions that
include, but not limited to the following. A detailed Contract Agreement will be drawn and signed by
both the parties before the award of the contract.
12.1 Subcontracts
a. The Vendor is an independent contractor.
b. The Vendor shall provide as an independent contractor and not an agent of ARIES, all
necessary personnel, materials, equipment and facilities to perform the Work.
c. The Vendor shall not assign its rights or obligations to a third party without the prior written
approval of ARIES.
d. Notwithstanding any subcontract under this Agreement, whether approved by ARIES or not,
the Vendor shall remain fully liable and responsible to ARIES for the satisfactory and timely
completion of the Work.
12.2 Payment
a.
ARIES shall pay the Vendor the price in accordance with a milestone schedule.
b.
Upon completion of each milestone, the Vendor shall submit to ARIES an Invoice for
the amount corresponding to that milestone in Schedule.
c.
The Vendor shall submit reasonable documentary evidence, including, but not limited to,
photographs and illustrations, as verification of completion of each Milestone. ARIES may at
its own discretion verify and substantiate that the milestone has indeed been achieved or
completed as invoiced by the Vendor. Such verification may require Vendor to submit to
ARIES, additional documentation with regard to quality control normally expected during
process of manufacture, and/or inspection by ARIES representatives. Any request for
substantiation under this clause shall be made by ARIES within fourteen (14) days of its receipt
of the corresponding Invoice.
12.3 Free Supply items for the SSA
ITCC (India-TMT Co-ordination Centre) will provide machined leaf springs with strain gauges,
and casting (drawing numbers: M1S-100-01263 TMT SSA Moving Frame Arm Custom
Extrusion and M1S-100-01264, TMT SSA Moving Frame Actuator Mount Custom Casting).
Vendor to suit the interface in the supplied item to the free supply items.
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12.4 Vesting of Title and Assumption of risk
a. On each item to be delivered by the Vendor, including an item of work in progress, in respect
of which payments have been made in accordance with Clause 12.2 above, ARIES shall have a
security interest in such items which shall be deemed to be released only at the time when the
applicable deliverable Item is finally delivered to and accepted by ARIES.
b. Risk for loss or damage to deliverable Items provided by the Vendor shall rest with the Vendor,
until final delivery and acceptance by ITCC.
c. Title to all deliverable Items provided by the Vendor shall pass from the Vendor to ARIES upon
final acceptance or the final payment under Clause 2 above, whichever occurs later.
d. ARIES shall not accept any liability for the Vendor and its subcontractors, their subsidiaries
and/or their officers, employees or agents, servants, and assignees, or any of them or for their
property. The Vendor shall indemnify and keep harmless ARIES, its officers, employees
consultants, servants, agents and assignees, or any of them, against any loss or liability, costs
or claims, action or proceedings which they or any of them may incur by reasons of damage to
property or injury, including death, caused to the employees of the Vendor, its subsidiaries
and/or their officers, employees or agents, servants and assignees, or any of them in connection
with the performance of Work under this Agreement, and caused by an act of commission or
omission by the Vendor, its subsidiaries and/or their officers, employees or agents, servants and
assignees, or all or any of them.
12.5 Intellectual Property rights
a. All Intellectual Property Rights existing in a party prior to the Contract (“Existing
Intellectual Property Rights”) shall remain with that party. Except to the extent necessary
to complete the Work or expressly stated otherwise, neither party grants any rights in its
Existing Intellectual Property Rights to the other party.
b. All Intellectual Property Rights arising directly from the Work (“Work Intellectual
Property Rights”) shall, upon completion of the Work, vest in ITCC and TMT project.
12.6 Confidential Information
a. The Receiving Party shall protect the confidential information and keep it secure, and
shall not at any time (except with the prior written consent of the disclosing Party):
(i) directly or indirectly disclose or distribute the confidential information to any person
other than a representative, employee, agent or advisor of the receiving party; or
(ii) directly or indirectly disclose or distribute the confidential information to a
representative, employee, agent or advisor of the receiving party except where such
disclosure is necessary for the purpose of the Work; or
(iii) use or copy the confidential information except for the purpose of the work.
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b. Where the receiving party discloses confidential information to a representative,
employee, agent or advisor under Clause 5.1(b) the receiving party shall ensure that such
person is aware of the confidential nature of that confidential information and is bound by
suitable obligations of confidentiality to ensure that that person protects and keeps secure
that confidential information and does not use the confidential information for any reason
other than the purpose of the Work.
c. The receiving party shall, on demand by the disclosing party, or where the purpose of
this agreement has been served, promptly return to the disclosing party all confidential
information (including copies or reproductions of the same) which is reasonably capable of
being returned and in the possession or control of the receiving party.
d. This agreement is not intended to restrict the use or disclosure of confidential
information by the receiving party to the extent that it is required to be disclosed by law
provided that the receiving party has taken such steps as are available under law (but not the
institution of legal action) to protect such confidential information and notifies the
disclosing party hereunder of its obligation to make such disclosure prior to the time such
disclosure is made.
e. The provisions of this Clause 12.6 are subject to the provisions of Clause 12.5.
12.7 Settlement of disputes
a. All disputes arising in connection with the interpretation or implementation of the
contract shall be amicably settled by ARIES and the Vendor, by direct discussion.
b. If ARIES and the Vendor are unable to resolve a dispute within 30 working days of the
dispute being referred to them in accordance with Clause 6.1, the parties may agree to refer
the dispute to mediation.
c. ARIES and the Vendor shall appoint a mediation committee comprising of two
nominees by ARIES and two nominees by the Vendor. ARIES and the Vendor will seek the
opinion of this mediation committee to amicably settle the disputes.
d. In the event of a dispute or difference which cannot be resolved by mediation, the same
shall be referred to an Arbitration Tribunal consisting of three members. Either party shall
give notice to the other regarding its decision to refer the matter to arbitration. Within 30
days of such notice, one Arbitrator shall be nominated by each party and the third Arbitrator
shall be nominated by agreement between the parties to this agreement. The venue of the
arbitration will be Nainital. Subject to the aforesaid, the Indian Arbitration and Conciliation
Act, 1996 and the rules there under and any statutory modification thereof for the time being
in force shall be deemed to apply to the Arbitration proceedings.
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12.8 Force Majeure
a. Neither party shall be held responsible for any losses, if the fulfillment of any terms and
conditions of this contract is delayed or prevented by acts of lawful Government,
revolutions and other disorders, wars (declared or undeclared), acts of enemies, strikes,
fires, floods, acts of God and, without limiting the foregoing, any other cause not within the
control of the party whose performance is interfered with and which, by the exercise of
reasonable diligence, they are unable to prevent.
b. Each party will promptly notify the other in writing when a condition of Force Majeure
described in Clause 7.1 arises. Neither party will be liable for any failure to perform its
obligations hereunder if prevented from doing so by reason of Force Majeure, provided that
it will have used all reasonable endeavours to perform its obligations notwithstanding such
situation or event.
c. As soon as practicable after the lodging of such notice the Vendor and ARIES shall
jointly determine whether the situation constitutes Force Majeure and if so the appropriate
measures to meet the situation. Either party shall not be liable for any penalty or damage
resulting in delays to perform its obligations as a consequence of Force Majeure.
12.9 Termination
a. ARIES may terminate the Work with sixty (60) days prior written notice any time
without assigning any reason or cause by notifying the Vendor in writing. In the event that
the Work is so terminated by ARIES then ARIES shall pay the Vendor total amount of the
costs and liabilities incurred by the Vendor up to the date of termination.
b. ARIES may at any time terminate the contract by giving written notice with immediate
effect in any of the following cases.
(i) If the Vendor is adjudged insolvent or if its financial position is such that within the
framework of the national law, legal action leading towards bankruptcy is taken against it
by its creditors or the Government, or
(ii) If it is determined through appropriate proceedings that the Vendor has resorted to
fraudulent or corrupt practices in connection with its securing or implementation of this
Agreement.
12.10 Acceptance procedure:
The acceptance procedure document (TMT.OPT.TEC.12.088) could be found at
www.tmt.org/documents/.
12.11 Packaging, Transportation and Insurance
a. The packing of the product for shipment shall be appropriate depending upon the nature of
transportation and handling hazards. The stores shall be packed securely to avoid any damage
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to the consignment in transit, loading, unloading and storage. The package shall contain a
packing note quoting contract number and date, copy of shipping release and one set of test
certificates. The shipping containers must be certified for export to Japan, China and the United
States. If made from wood, the wood must be “Heat Treated” and stamped as such. The
package shall be marked with name and address of the contractor, lifting points and special
handling instructions, if any.
b. The Vendor is responsible for its delivery at ITCC, IIA-Bangalore including transportation
charges and transit insurance.
c. ITCC, at its cost, shall arrange necessary transportation and Transit Insurance for shipment to
any other site for acceptance tests.
d. Airworthy packaging is to be provided by vendor for supplied items.
12.12 Patents, Copyrights and other Proprietary rights
The Vendor warrants that any deliverable Item provided to ARIES shall to the best of
its knowledge and belief be free of any rightful claim of any third party for
infringement of patent, copyright, or other proprietary right.
12.13 Access to work
a. Work in progress and data and documentation related to the work, including design and test
data necessary to understand the ability of the work to meet the specifications are subject to
examination, evaluation, and inspection by ARIES, at reasonable time and with reasonable
notice to the Vendor.
b. The Vendor shall provide ARIES, access to such documentation and to those of its premises
where work on or in connection with the subject of this contract is being performed during
normal business hours and subject to prior arrangement.
c. ARIES may depute Engineers/Scientists of its choice from time to time who will be allowed by
the Vendor to participate in the Work in respect of the disciplines in which they are specialized.
12.14 Warranty
a. The Vendor warrants that all Deliverable Items shall be free and clear of all liens and
encumbrances pertaining to title at the time of delivery to ARIES, India. The Vendor’s
liability and ARIES’s sole remedy under this warranty shall be limited to the Vendor
procuring the removal of any such lien or encumbrance or the replacement of the goods
and parts thereof that has been identified as defective of title. The Vendor will provide a
one year warranty from date of acceptance of the deliverables by ARIES.
And the Vendor warrants that:
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b. all deliverable Items that are procured or furnished by the Vendor or its subcontractors
or suppliers shall be new and shall conform in grade and quality to all the requirements
of the contract; where the grade or quality is not specifically defined therein, they shall
be of a grade or quality suitable for their intended use;
c. all workmanship employed in the manufacture of deliverable Items shall be of good
quality, free from faults and defects, and shall conform to the relevant specifications
applicable to the said manufacture; and
d. all deliverable Items shall be free from defects arising out of the use of defective
equipment or materials that would result in a total or partial failure of any deliverable
item or which would render a deliverable item unsafe for its intended use.
12.15 Deliverable documentation and Standards
The deliverable documentation shall include the design reports, concept drawings, final drawings,
manufacturing drawings of all components, and manuals (user handbooks). All the data
deliverables and documentations shall be in the English Language and would be provided in
electronic form.
12.16 Progress reports
The Vendor shall provide ARIES with detailed reports on progress of the Work and notify any
deviations on the schedule, at least through monthly highlights and bi-monthly detailed reports on
the progress of the work, up to the delivery date. It would also be required to hold weekly
teleconferencing to review progress and issues.
12.17 Performance guarantee
ARIES shall withhold 5% part of each Milestone Payment towards performance guarantee and pay
the total sum on completion of 30 months since delivery, subject to the deliverable items meeting
the final acceptance Tests.
12.18 Governing law
This Agreement shall be governed by, and construed in accordance with, the law for the time being
in force in India.
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13. APPENDIX
FORMAT FOR SUBMISSION OF “EXPRESSION OF INTEREST”
ARIES RFP No (to be Inserted)
Bidder’s Offer No. --------------------------------Dated ----------------------------------------------FROM
M/s ------------------------------------------------------------------------------------------To
The Director,
Aryabhatta Research Institute of Observational Sciences (ARIES),
Manora Peak, Nainital,
Uttarakhand, 263129
Dear Sir,
We have gone through the conditions pertaining to the Announcement of Opportunity and by accepting
the same, we are submitting herewith our Expression of Interest.
We hereby agree to supply the Stores conforming to the specifications incorporated in Section – A.
Yours faithfully,
Stamp and Signature of the Bidder
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