O&M of STP Plant (re-tender)

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INDIAN INSTITUTE OF INFORMATION TECHNOLOGY

DESIGN AND MANUFACTURING KANCHEEPURAM

Off Vandalur-Kelambakkam Road, Melakkottaiyur

Chennai-600 127

NOTICE INVITING e-TENDER

NAME OF WORK: OPERATION AND MAINTENANCE OF SEWAGE TREATMENT

PLANT OF 950 KLD CAPACITY WITH MBBR/FBBR SYSTEM BY ENGAGING

MANPOWER, SUPPLYING CHEMICALS AND ELECTRICAL REPAIR AND

MAINTENANCE FROM 01 SEP 2019 to 31 AUG 2020 AT IIITDM KANCHEEPURAM.

******

Indian Institute of Information Technology Design and Manufacturing (IIITDM)

Kancheepuram invites sealed item rate Tenders under TWO BID with prequalification systems from

the vendors who fulfils the eligibility as given below in the campus.

Sl

No. Particulars

Quantity

Required

1.

OPERATION AND MAINTENANCE OF SEWAGE TREATMENT

PLANT OF 950 KLD CAPACITY WITH MBBR/FBBR SYSTEM

BY ENGAGING MANPOWER, SUPPLYING CHEMICALS AND

ELECTRICAL REPAIR AND MAINTENANCE FROM 01 SEP

2019 to 31 AUG 2020 AT IIITDM KANCHEEPURAM

As per

Annexure-II

The tender document may be downloaded from the website http://iiitdm.ac.in and

https://mhrd.euniwizarde.com

a) Tender Number /Date IIITDM/19/2019-20/Civil&Elect./006 dated JULY 2019

b) Pre-bid meeting / Site visit 2ND

AUGUST 2019 – 11.00 Hrs

c) Bid Submission 12TH

AUGUST 2019 – 15.00 Hrs

d) Technical Bid Opening 12TH

AUGUST 2019 – 1530 Hrs

e) EMD Rs. 68,000/- (Rupees Sixty Eight Thousand Only)

f) Security Deposit /

Performance Guarantee 10% of Tender Value of successful bidder

g) Contract Period

The contract is initially for a period of ONE YEAR, which

may be renewed one year after review for a period of total

TWO YEARS on the same terms and conditions.

http://iiitdm.ac.in/

https://mhrd.euniwizarde.com/

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General Terms and Conditions

1. The quotations should be valid for 03 months from the due date and this work needs to be

carried out in a time bound manner in the address mentioned above of this Institute.

2. The vendor shall take care of all safety and precautionary measures during maintenance work.

3. No damage shall be made to any fittings, surfaces, paintings of the building. If any made shall

be restored by the vendor at his own cost.

4. No unsolicited correspondence shall be entertained after the submission of the offer.

5. Quoting merely the lowest price does not confer any right to any bidder for award of work

order. The Institute reserves the right to select any bid on the grounds of quality, offer of

additional/special features, compatibility etc.

6. The Institute also reserves the right to reject any bids with sub-standard products even if they

are found to be lowest.

7. The quotations submitted online through the e-tendering portal https://mhrd.euniwizarde.com/.

8. The rate quoted should be inclusive of all material, labour, transportation and installation of the

terms at the designated place.

9. Special concession in rates if any applicable for Educational Institution shall also be offered and

indicated clearly.

10. Penalty for delayed services / LD

a. As time is essence of the contract, the period of work mentioned in the work order

should be strictly adhered to.

b. If the vendor fails to perform the work as per the specifications mentioned in the order

within the due date and time the vendor is liable to pay liquidated damages of 10% of

order value and the work will be executed through some other Agency at the risk and cost of

the vendor.

11. The IIITDMK reserves the right to accept the offer in full or in parts or reject the offer

summarily or partly without assigning any reasons.

12. The payment shall be made once in two months.

Sd/-

REGISTRAR


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SECTION-I THE ELIGIBILITY CRITERIA:

1.1 The contractor must have a branch at Chennai.

1.2 Average annual financial turn over during the last 3 years should be at least Rs.1.00

crore or Rs.50.00 lakhs. (2015-16, 2016-17 & 2017-18)

1.3. Experience of having successfully completed or executing similar works during the

last 3 years should be either of the following.

a) 3 similar completed works costing not less than Rs.10.8 lakhs each

b) 2 similar completed works costing not less than Rs.16.2 lakhs each

c) 1 similar completed work costing not less than Rs.21.6 lakhs

Definition of Similar work: Operation & Maintenance of Sewage Treatment Plant to central/state

Govt. offices /PSU/Private units under a single order/ contract.

Documentary proof for successfully completed or executing similar works for the above work

shall be produced along with the offer, failure of which the offer will be disqualified.

Contract Period :The contract is initially for a period of ONE YEAR, which may be renewed for

one more year after review on the same terms and conditions at the discretion of Institute

2. TENDERING PROCESS:

2.1 The tenders are invited on a two bid system i.e. qualifying bid (technical bid including

tender fee and EMD) and then the financial bid:

1 The tender form for Technical bids prescribed at Annexure –I (Attached) complete

in all respect (Including EMD) should be submitted online through

https://mhrd.euniwizarde.com/ Bid –“Operation & Maintenance of Sewage

Treatment Plant”

2 The tender form for Financial bids prescribed at Annexure –II (Attached)

complete in all respect should be submitted online through

https://mhrd.euniwizarde.com/ in scribed Financial Bid – “Operation & Maintenance

of Sewage Treatment Plant”

3 The Technical Bid documents along with EMD should be put in one envelope

addressed to and super scribed as “Operation & Maintenance of Sewage Treatment

Plant” and addressed to:

“The Registrar, IIITDM Kancheepuram, Melakottaiyur, Chennai 600127”

If the outer big envelope is not sealed and marked properly as above, the IIITDM will not take

any responsibility for its misplacement, premature opening etc. The Envelope should be sent to

IIITDM at Purchase Section in the above address latest by 1500hrs on 12th AUG 2019

2.2 Contents of Technical Bid: The bidder in this regard should submit the following

documents in the Technical Bid.

(a) The contractor must have a branch at Chennai,

(b) Financial status: -The annual turnover of the bidder for the last 3 years (2015-16,16-17

& 17-18) duly certified by CA to be enclosed.

(c) Copies of documentary evidence of experience having successfully completed or

executing similar works (satisfactory completion certificate / work order copy) during the

last 3 years mentioned in the clause 1, (Eligibility criteria)



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(d) It is mandatory for the participant to submit the following document.

1. GST Registration

2. P.F. & E.S.I. Registration

3. Copy of PAN /TAN, etc as applicable

4. Copy of certificate of Registration of the company,

(e) The bid should be accompanied by EMD of Rs.68,000/-(Rupees sixty eight thousand

only). The bid received without EMD will not be considered

(https://www.onlinesbi.com/sbicollect/payment/listinstitution.htm).

(f) Mention the registration number, if the Contractor/ Company are registered under Provident

Fund Act, ESI and shops and Establishments Act. Copy of Registration papers along with code

numbers attached to the Contractor / company may be provided.

(g) Complete set of the tender document duly signed and affixing the office seal including the

blank financial bid.

(h) Any other related documents.

2.3 Contents of financial bid: The financial bid shall contain the financial details of the tender as per

the format – Annexure II

2.4. EVALUATION CRITERIA FOR ELIGIBILITY FOR OPENING OF FINANCIAL BID:

For the purpose of ELIGIBILITY FOR OPENING OF FINANCIAL BID, Technical Bids of tenders

will be evaluated in the following manner:

a) The Technical Bids of tenders will be evaluated for following criteria by scoring method on the basis of details furnished by them.

b) ORGANISATION 25 Points

i) Organization set up & Office Locations, Section I- Form “A ” ( 5 Points)

ii) Total No. of Staff( in house ) (5 Points)

iii) List of Institutes/Offices where the firm is Providing/Provided Services

(Enclose copy of work order/Completion Certificate) (15 Points)

c) EXPERIENCE………………………………………………… 50 Points

i) Work plan ( presentation to be made by the tenderer), Section I - Form “B

” (30 Points)

ii) Performance Report, Section I (Form “C”) (20 Points)

d) FINANCIAL CAPABILITY ………………………………….. 25 Points

i) Average annual financial turn over (gross), Section I (Form “D”) (25 Points)

TOTAL …...

100

POINTS

To become eligible for opening of Financial Bids, the tenderer must secure at least sixty points in criteria (b) & (c) above, fifty points criteria (d) and SIXTY POINTS in aggregate.

(e) Even though an applicant may satisfy the above requirements, they would be liable to disqualification if they has:

https://www.onlinesbi.com/sbicollect/payment/listinstitution.htm

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i. Made misleading or false representation or deliberately suppressed the information in the forms, statements and enclosures required in the Technical Bid document.

ii. Record of poor performance such as abandoning work, not properly completing the

contract, or financial failures / weaknesses etc.,

(f) Scrutiny of Technical Bids shall be subject to thorough verification of their credential and inspection of similar works carried out / in progress by them, through a Technical Committee of experts to be constituted by IIIT. (g) The financial bids of only those Tenderers will be opened who score more than 60 rating points in the technical bid evaluation mentioned above as per the committee appointed by IIIT whose decision is final and binding on all the applicants. All other financial bid documents will be returned to the applicants unopened. The financial bid will be opened after due intimation to the successful applicants of the technical evaluation for the date and time of opening.

Read and Accepted

Place : Signature of the Tenderer

Date: Name of address of the tenderer with Office stamp

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SECTION-II INSTRUCTIONS TO BIDDERS

1. INTRODUCTION

1.1 Definitions:

(a) “IIITDM” means the Indian Institute of Information Technology Design and

Manufacturing, Kancheepuram, Chennai.

(b) “Bidder” or “Tenderer”means any registered entity engaging in business such as a

proprietorship, partnership, private concern or corporation who participates in this tender and

submits its bid.

(c) “Contractor” means any registered entity engaging in business such as a proprietorship,

partnership, private concern or corporation who supplying the goods / services under the

contract.

(d) “Operation & Maintenance” means specifications mentioned in Section IV, which the

Contractor is required to take up during the contract period.

(e) “Price” means the price payable to the Contractor under the IIITDM order for the full and

proper performance of its contractual obligations.

The Bidder is expected to examine all instructions, forms, terms and specifications in the Bid

Documents. Failure to furnish all information required as per the Bid Documents or submission

of bids not substantially responsive to the Bid Documents in every respect will be at the

bidder's risk and may result in rejection of the bid.

1.2 CLARIFICATION OF BID DOCUMENTS BY CONTRACTOR:

A prospective bidder, requiring any clarification of the Bid Documents shall attend pre-bid meeting

scheduled on 2nd

AUG 2019 at Admin Building at 1100Hrs. Update of pre-bid meeting will be

intimated through Institute web site only.

2. PREPARATION OF BIDS

2.1. DOCUMENTS COMPRISING THE BID:

2.1.1 Clause by Clause compliance demonstrating substantive responsiveness to the

financial condition by signing and stamping on all the pages of the original bid document

No. IIITDM/Estate/STP/01/2018 by authorized person (s),

2.1.2 The financial bid shall contain blank price schedule in which the values will be

filled in the appropriate columns.

2.1.3 The contractor shall submit the tender only after carefully examining the whole of

the tender documents and the conditions of tender and of contract, scope of work etc.

2.1.4 Conditional bids will not be accepted.

Note: All the documents submitted (whether original or photocopy) in the bid must be legible

&self-attested.

2.2 Site Visit or Equipment check up:

Bidders are advised to inspect, examine the site/equipments and its surrounding and satisfy

themselves before submitting their tenders. A tenderer shall be deemed to have full knowledge

of the site/equipments whether he inspects it or not and no extra charges consequent on

misunderstanding or otherwise shall be allowed. For inspection, please use pre-bid meeting

visit time.

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3. BID PRICES:

3.1 The bidder shall give the total composite price for exclusive GST. GST is exempt for

pure service as per GST Notification No. The basic unit price and all other components of

the price need to be individually indicated against the Price Schedule given in financial bid. The

offer shall be bidder in Indian Rupees only. No foreign exchange will be made available by

IIITDM.

3.2 Rates shall be quoted in words and figures. The amount to be worked out to whole number.

3.3 Prices indicated on the Price Schedule shall be entered in the following manner:

(i) The price of the items shall be quoted total price (inclusive of all taxes and levies,

transports, insurance etc.) item wise.

(ii) The bidder shall quote only one price for each item. The price indicated by the bidder

is firm and no modification in the price will be accepted.

4. EMD:

4.1 The bidders shall furnish, as part of his bid, an EMD for an amount of Rs.68,000/-(Rupees

sixty eight thousand only) in online through e-Payment facility available in e-Tendering

portal https://mhrd.euniwizarde.com/. The receipt with reference no. to be enclosed in the bid

should be enclosed with the Technical bid.

4.2 The bid security is required to protect the IIITDM against the risk of bidder's conduct,

which would warrant the bid security's forfeiture.

4.3 A bid not secured in accordance with Para 4.1 shall be rejected by the IIITDM being

non-responsive at the bid opening stage and returned to the bidder unopened.

4.4 The bid security of the unsuccessful bidder will be discharged / returned to them at the

earliest / 30 days after award of contract/order. The EMD of successful bidder will be retained

as Retention Money and the same will be returned after one month from the date of settlement

of final bill. The bid security will bear no interest whatsoever.

4.5 The bid security may be forfeited:

(a) If a bidder withdraws his bid during the period of bid validity.

(b) In the case of a successful bidder, if the bidder fails to sign the contract and not

furnished the performance security, if any.

(c) Failure to fulfill the contract.

The bidder will not be eligible to participate in the tender for same item for three years from the date

of issue of order if EMD/Performance guarantee is forfeited.

5. PERIOD OF VALIDITY OF BIDS:

5.1 Bid shall remain valid for 90 days after the date of bid opening prescribed by the IIITDM

Kancheepuram.

5.2 In exceptional circumstances, the IIITDM may request the bidder's consent for an extension

to the period of bid validity. The request and the responses thereto shall be made in writing. The

bid security provided under Clause 4 shall also be suitably extended. A bidder may refuse the

request without the forfeiture of his bid security. A bidder accepting the request and granting

extension will not be permitted to modify his bid.


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6. FORMATS AND SIGNING OF BID:

6.1 All pages of the Technical bid and financial bid, except for un-amended printed literatures,

shall be signed by the person or persons signing the bid. The bids submitted shall be sealed

properly.

6.2 The bid shall contain no insertions, erasures or overwriting except as necessary to correct

errors made by the bidder in which case such corrections shall be signed by the person or

persons signing the bid.

7. LATE BIDS:

Any bid received by the IIITDM through offline/Manual will not be accepted at any circumstances

and the bids shall be rejected and returned unopened to the bidder by IIITDM.

8. OPENING OF BIDS :

8.1 The IIITDM shall open bids online at 1530 hrs. on due date i.e., 12th

AUGUST 2019.The

bidder’s can verify the their bid status on e-Tendering portal https://mhrd.euniwizarde.com/.

8.3 The date fixed for opening of bids, if subsequently declared as holiday by the IIITDM

Kancheepuram, the revised date of schedule will be notified. However, in absence of such

notification, the bids will be opened in the next working day, time and venue remaining

unaltered.

8.4 The Two bid tendering process comprise the following,

a) The technical bids will be opened online in the first stage, at 1530hrs on 12th

AUGUST 2019 and the same will be scrutinized and evaluated by the competent

committee/authority with reference to parameters prescribed in the tender documents and

the offers received from the tenderers.

b) In the second stage, the financial bids of only the technically accepted offers (as

decided in the first stage above) will be opened for further scrutiny, evaluation, ranking

and placement of contract.

The financial bids of the eligible bidders will be opened only after intimating the date and

time to bidder through mail/fax, etc.,

9. CLARIFICATION OF BID DOCUMENTS BY IIITDM

To assist in the examination, evaluation and comparison of bids the IIITDM may, at its discretion ask

the bidder for the clarification of its bid online through e-Tendering portal

https://mhrd.euniwizarde.com/. The request for clarification and the response shall be in writing.

However, no post bid clarification at the initiative of the bidder shall be entertained after opening of

the tender.

10. TENDER EVALUATION:

10.1 IIITDM shall evaluate the bids to determine whether they are complete, whether required

sureties have been furnished, whether the documents have been properly signed and whether

the bids are generally in order.

10.2 Tender committee will scrutinize the bids based on the eligibility criteria and technical

specification compliance. The technically qualified bidders who scored more than 60 rating

points only will be called for financial bid opening.

10.3 Arithmetical errors shall be rectified on the following basis. If there is a discrepancy

between the unit price and total price that is obtained by multiplying the unit price and quantity,

the unit price shall prevail and the total price shall be corrected by the IIITDM. If there is a



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discrepancy between words and figures, the amount in words shall prevail. If the Supplier does

not accept the correction of the errors, his bid shall be rejected.

10.4 The evaluation and comparison of responsive bids shall be done on the price of the goods

offered exclusive of GST as indicated in the Price Schedule of the Bid Document. The rate of

/GST, should be clearly indicated in the tender.

10.5 The IIITDM may waive any minor non-conformity or irregularity in a bid which does not

constitute a material deviation, provided such waiver does not prejudice or affect the relative

ranking of any bidder.

11. CONTACTING IIITDM:

11.1 No bidder shall try to influence IIITDM on any matter relating to its bid, from the time of

tendering till the time the contract is awarded.

11.2 Any effort by a bidder to influence the IIITDM in the IIITDM bid evaluation, bid

comparison or contract award decision shall result in the rejection of the bid.

12. IIITDM RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS:

12.1 The IIITDM reserves the right to accept or reject any bid, and to annul the bidding process

and reject all bids, at any time prior to award of contract without assigning any reason

whatsoever and without thereby incurring any liability to the bidder or bidders.

12.2 IIITDM reserves the right to receive and, if it thinks fit, to consider and accept a

non-complaint proposal. The acceptance or rejection of a non-complaint proposal is entirely a

matter for IIITDM in its absolute discretion.

Any deviations / irrelevant specifications in this tender will not be accepted.

13. PLACEMENT OF ORDER:

The IIITDM shall consider placement of order on the bidder whose offer has been found technically

and financially acceptable. IIITDM has full rights to place order on fully or partially.

14. ANNULMENT OF AWARD:

14.1 IIITDM reserves the right to terminate the contract with one month notice, if the services

are dissatisfactory or in case of violation of any terms and conditions of the contract

14.2 IIITDM reserves the right to disqualify the supplier for a suitable period who habitually

failed to take the Operation & Maintenance of the Sewage Treatment Plant. IIITDM reserves

the right to blacklist a bidder for a suitable period in case he fails to honour his bid without

sufficient reasonable grounds.

15. DISPUTE SETTLEMENT:

15.1 It is mutually agreed that all differences and disputes arising out of or in connection

with this agreements shall be settled by mutual discussions and negotiations if such disputes

and differences cannot be settled and resolved by discussions and negotiations then the same

shall be referred to the sole Arbitrator appointed by the Registrar, IIITDM Kancheepuram

whose decision shall be final and binding on both the parties.

15.2 It is also agreed that in case of any disagreements / disputes in connection with the

contract, the same shall be settled under the Court of Law within its jurisdiction in the District

of Kancheepuram. The resultant contract will be interpreted under Indian Laws.

15.3 In case of any ambiguity in the interpretation of any of the clauses in Tender document or

the contract document, interpretation of the clauses by the IIITDM Kancheepuram shall be final

and bindings on all parties.

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Read and Accepted



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SECTION – III CONDITIONS TO THE BIDDERS

1. GENERAL TERMS AND CONDITIONS:

a. Period: The contract will be for a period of one year and enhance for one more year on

satisfying period and the plant has to be taken over as it is. After the expiry of the contract

period, the service need not be continued taking it as deemed extension of period. The plant has

to be handed over in full working condition as on the date of expiry of the contract.

b. Delivery/Execution of order: The work shall be carried out at IIITDM Kancheepuram,

Melakottaiyur, Chennai 600127 as per the direction of the officer in charge.

c. Payment: No advance payment will be made. Mode of payment will be ONCE IN A

MONTH on the completion of work and within 15 days from submission of invoice. Payments

to the Contractor will be through Account Payee cheques only. Income tax plus surcharge on

income tax etc will be deducted at the prevailing rate. The bill shall be paid after satisfaction of

the engineer-in-charge in respect of same.

d. Liquidity Damages: Purchases/Contracts are subjected to Liquidity Damages. The

following liquidity damages are levied if there is a delay in restoration of problems / repairs

notified:

a) Within 12 hours -0.5% of order value b) For Every successive 12 hours -0.5% of order

value c) Maximum -10% of order value

IIITDM has the right to impose fine and recover from the contractor for noncompliance of the

requirements. Decision of IIITDM will be final and binding. IIITDM is entitled to withhold

payments due to the contractor in case of dispute of claim still it is resolved

e. Scope: The contract covers Operation & Maintenance of Sewage Treatment Plant at IIITDM,

Melakottaiyur, Chennai. The details of the same are given in Section IV. The work should be

executed in coordination with other agencies that the IIITDM may employ to carry out items of

work not covered in this tender.

f. Agreement: The notice inviting tenders, conditions of the tender and the duly completed

form of the tender will form part of the agreement to be executed by the successful contractor

with IIITDM on non-judicial stamp paper of Rs.100/-. The format of the agreement is enclosed

herewith as Annexure III.

g. Security Deposit/Retention money: The security deposit of 10% to be deposited on award

value within 15 days of award of contract. The security deposit or retention money will bear no

interest whatsoever.

Special Condition:

1. The Sewage Treatment Plant is situated inside the IIITDM Campus, Melakottaiyur,

Kancheepuram District, Tamil Nadu. The tenderer may inspect the site at IIITDM Kancheepuram

,Melakottaiyur for on the spot study of the maintenance activities before quoting the tender.

2. The effluent from Septic tank, sewage sump shall be treated in Sewage Treatment Plant so that the

same can be used for Horticultural and flushing purpose as per condition of TNPCB norms.

3. The treated water should be pumped in to Hostel OHT tank and for horticulture purpose.

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4. The tenderer shall not sub contract or assign any item of work without prior approval of the

Engineer-in- charge. The contractor however will be responsible for smooth maintenance of the

whole of the work.

5. The agency/firm who stood disqualified in technical evaluation in the previous tenders of

the institute is not eligible to participate in the tendering for 3 years from 01st July 2019.

6. The agency/firm who has been terminated by this institute for poor

performance/unsatisfactory execution of work is not eligible to participate the tenders for 3

years from 1st July 2019 .

7. No advance payment shall be paid to the contractor.

8. The contractor shall guarantee for the proper functioning of the sewage treatment scheme as

specified and as per approved standards.

9. Sample of treated water shall be tested at the intervals of two months at a reputed laboratory like

King’s Institute Guindy ,Chennai or any Govt. laboratory to ensure the satisfactory performance

of the plant. The cost of testing charges is inclusive in item No.1 of the scheduled of quantities.

10. The sample of treated water shall be collected in the presence of Engineer-in-charge or his

authorized representatives for sending it to the laboratory for testing.

11. A register shall be maintained for the following details.

a) Attendance sheet containing name of operators, Working hours and shift details.

b) Copies of test results of the treated water(used for Horticulture & flushing purpose)

c) Log book with details of Breakdown details and remedial measures taken.

d) Log book of time of running pumps and blowers, Electrical meter reading.

e) Stock entry of consumption of chemicals.

12. Other agencies doing works in this campus will also simultaneously execute the works and the

contractor shall afford necessary facilities for the same. Nothing extra over the agreement rates

shall be paid for the same.

13. Restrictions may be imposed by the security staff of department etc., on the working and for

movement of labour, materials etc. The contractor shall be bound to follow all such restrictions/

instructions and nothing extra shall be payable on this account.

14. The Contractor shall have to carry out Routine/Periodic/Breakdown/Trouble shooting

maintenance (Electrical as well as Mechanical) of all installations of the system.

15. All Electrical/Mechanical repair, periodic maintenance/ defects rectification of Pump

Motors, Electric Control Panels, Automation System, Valves/Motorized Valves,

Connecting Cables, wires etc. complete shall be carried out by the Contractor immediately

after occurrence of failure the payment shall be made as per the relevant items in the

schedule of quantity.

16. The contractor or their employees shall in no case use sewage Treatment Plants as

housing/accommodations. Use of stoves (Electrical/Gas) in STP premises is strictly prohibited.

17. If the performance of the contractor is found unsatisfactory, the contract will be terminated

after issue of notice.

18. This work involves the following jobs:

a) Operation in all the 3 shifts including operation & maintenance of all connected pumps,

valves, etc., cleaning of all chambers, collection of cake from sludge chamber beds, stacking,

etc. complete.

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b) Required chemicals for day to day operations, shall be arranged by the successful tenderer as

per the relevant item of work. The successful tenderer is responsible for conducting various

tests, maintaining necessary registers for obtaining certificate for the treated water in

conformity to the standards, etc.

c) Maintenance of sewer lines up to collection tanks will be maintained by the institute.

d) The Agency has to ensure the operation of pumps such that, there is no overflow of sewage or

idle running of pumps at any of the sumps at any period of time.

e) The contractor is responsible for safe custody of material and equipment under this contract

till handing over back to institute

f) Contractor shall adopt a preventive maintenance schedule for avoiding break-downs. The

following maintenance schedules should be followed for the smooth running of the plant as

per Section-IV.

g) The job of operation and maintenance shall include the following in each Shift. For shift

duties required to be performed as per duty chart but not performed by worker of the

contractor for whatsoever reason a penal recovery will be affected from the payments due to

the contractor by the Engineer in charge. The cost of repairs/modifications necessary due to

negligence of worker shall be recovered from the contractor as per assessment of Engineer. If

the contractor fails to repair within the period given to him the same will be got repaired

departmentally or through other agency at his risk and cost.

h) At the work site,necessary first aid arrangements shall be available.

i) If any worker is absent on any day the contractor shall arrange a substitute worker in his/her

place without fail by making appropriate arrangements and shall be able to keep the

prescribed No. of labour present on any given time/day.

Read and Accepted



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SECTION IV

BRIEF PARTICULARS OF WORK

Sl.No Daily works(Indicative only) Yes or No

Remarks

1 Checked all the pumps working condition and recorded in the log book in all the shifts

2 Checked all the tanks water level and recorded in the log book in all the shifts

3 UREA/DAP to be added in the aeration tank during night time/day time

4 Checked and added chemical level HYPO/HCL/Costic soda and recorded in the log book in all the shifts for UF

5 Back wash to be done in all the shifts for sand filter and carbon filter

6 Sludge tank to be checked for sludge level and it should be removed through screw pump

7 All the shift log book should be recorded for all the pumps, Electrical readings/meter readings, water supply, working hours and repair works.

8 Ensure that the treated water should be within the permissible limit as per standards

9 Ensure that Ashwatha hostel STP storage treated water tank should be filled with treated water 24x7

10 Ensure that garden water to be pumped whenever required.

11 Ensure that STP area neat and clean

12 The noise level of pumps and motors shall be within the standards specified by TNCPB residential area. Suitable maintenance shall have to becarried out for the pumps and motors to ensure this condition daily

Sl.No Monthly (Indicative only) Yes or No

Remarks

1 All the pumps rope and grease to be applied

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2 Electrical panel board/ MCB/terminals/pumps working conditions to be checked

3 Water testing every month and report to be submitted along with the bills

4 All the reading meters and automatic systems to be checked including hostel STP delivery pump

Sl.No Quarterly (Indicative only) Yes or No

Remarks

1 Drain bed to be cleaned

2 UF chemical wash to be done and efficiency to be checked

3 All the pumps, Blowers and Air compressor oil change/grease to be applied.

Sl.No Six months (Indicative only) Yes or No

Remarks

1 Compulsory Settling tank and filter Tank to be cleaned

2 All electrical motors, pumps, air blowers, diffused air membrane,sluice valves, Motorized control center, chlorinating device and all other electrical and mechanical equipment’s, fixtures and fittings should to checked and preventive maintenance to be carried out

1) Brief specification to be complied with and the various operations and maintenance activities

to be carried out are indicated in the specification for compliance by the contractor-

(a) An Inventory of all civil works, mechanical, electrical, electronic equipments and

other instructions provided in the STP needs to be maintained.

(b) Operation and maintenance for the STP including preventive maintenance schedule

for each equipment. A step by step operation instruction shall be prepared and included in this

operation and maintenance manual. The maintenance manual shall provide trouble shooting

charts for each equipment, list of essential spares to be stocked for each equipment. One copy of

this step operational procedure and a list of preventive maintenance schedule activities for each

equipment shall be laminated & displayed in STP for guidance to operators.

(c) Three sets of flow diagram showing all hydraulic levels, layout plan drawings of the

treatment plant has to be prepared showing all treatment units, inter connecting pipe lines with

sizes and their routing below ground level and roads and pathways marked in plan together with

16 | P a g e

a brief write up explaining the treatment process. One set of these drawings have to be

laminated and mounted on 12 mm thick ply wood board and displayed in Treatment plant in

office room.

2) Functions and responsibilities of the contractor.

The contractor has the prime responsibility of efficiently operating and maintaining sewage treatment

plant (STP) to conform to quality requirements shown below –

To ensure the same the contractor has to organize and carry out the operation and maintenance works

in a professional manner using best quality of treatment chemicals and deploying well-trained staff.

3) It is responsibility of the contractor to provide necessary supervisory staff to the STP. The

contractor should enclose the names of staff to be employed with qualification certificates,

experience certificate and their passport size photographs affixing their signature. The staff to be

employed shall be responsible for discharging treatment effluents for redistribution. The contractor

is expected to employ reliable persons whose antecedents are properly verified.

4) The contractor has to organize training to all his staff at the STP site. The training shall

include brief introduction of the Technologies for waste water treatment and recycling the water,

disinfection, preparation of chemical solution of required concentration and dosage, functioning of

aeration tanks, operation and maintenance of aeration equipments air blowers, submersible pump

sets, safety measures to be followed in sewage treatment plants, safety in handling machinery, and

electrical equipments, maintenance of log books, preventive maintenance works to be carried out for

major equipments etc. The training shall be conducted in the presence of Engineer in charge of

IIITDM.

5) STP has to be manned and operated round the clock with approved personnel in three shifts at

eight hours working for each shift throughout the year.

6) The contractor should exhibit a duty chart in the plant office the persons on duty in each shift.

7) Operation of the STP has to be carried out as per the recommended procedure for each unit

treatment process detailed operation and maintenance manual for the sewage treatment plant offered

by him.

8) Preventive maintenance scheduled works have to be meticulously carried out at correct time

intervals for all equipment.

9) Minor and major repairs to equipments installed in the STP have to be carried out by the

contractor during the O&M period of 1 year &. Any repairs to the pipe lines have to be, attended by

the contractor. All such activities including spare parts changed for each equipment shall be

documented in log books for each equipment.

10) The contractor has to operate and maintain the plant as recommended in the manual and

maintain proper logs and records of the work carried out daily in each of the three shifts.

11) Contractor has to properly maintain all pump sets, liquid level control switches; all control

valves and other on line instrumentation in good working condition.

12) The contractor has to keep and maintain all units of the treatment plant and its surroundings

neat, clean and tidy.

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13) The contractor shall maintain separate Log registers showing the following details. All the

following registers shall be maintained by the head of the operating staff to be named by the

contractor in writing to Engineer In charge-

i) Register showing the timings of operation of each plant machinery, all sewage and sludge

pump-sets, aeration motors, backwashing of filters, submersible mixers, internal recycling

pump-sets, chemical metering pump-sets, disinfection pump-sets, etc;

ii) Separate registers showing the works done on preventive maintenance for each

equipment should be maintained.

iii) A separate register showing details of each occurrence of all break downs of equipments,

date and time of occurrence of break down, reasons for break down, action taken to set right and

date and time of restoration of the equipment back to normal working shall be maintained by

the contractor. An attendance register shall be maintained where in all personnel working in

each shift shall sign.

iv) A separate register shall be maintained in which the daily consumption of each chemical

used for treatment and disinfection of the waste water shall be recorded correctly showing the

KG of each chemical used or liters of chemical solution used. Other registers required to be

maintained as stipulated by the State Government Regulations with regard to the labour

regulations, payment of EPF, ESI, safety of workmen, accidents register etc shall also be

maintained by the contractor

v) Mandatory regulations prescribed by the Government shall be followed by the contractor

regarding labour and safety clauses which are already furnished in the tender, without any

lapse, including those conditions, amended by these departments periodically.

vi) The contractor should provide uniform, identification badges to all the staff and they

should wear during working hours.

vii) The contractor should ensure the treated effluent quality to be always conforming to the

standard prescribed in the tender

viii) Tools and tackles for the operation and maintenance should be provided by the

Contractor.

ix) All equipment, tools and plants supplied by the IIITDM If any, should be kept in good

working condition and these should not be taken out of the premises without the written

permission of the Engineer - in - charge.

x) Contractor shall provide a Notice board detailing precautions to be taken by operation

personnel in work conformity with Industries and labour regulations.

xi) The materials should be properly stocked for easy verification and easily accessible for

receiving and storing the fresh stock whenever they are supplied at site.

xii) Printing of registers, log sheets and stationery required for the maintenance of records has

to be arranged by the contractor at his cost.

xiii) The contractor has to maintain basic cost records for all the direct and indirect

expenditure and overheads on regular basis as prescribed by Engineer - in – charge.

14 On completion of the maintenance period, the, treatment plant has to be handed over to the

IIITDM in good running condition. At the time of taking over by IIITDM all the equipment and

accessories in the treatment plant will be inspected and if any defects are noticed, the same will have

to be rectified to the original running condition and only after which the unit will be taken over.

15 The contractor should ensure that the team of operational staff would be available to operate

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the plant and equipments continuously even after completion of the Contract period till such time

required by IIITDM on payment for the same.

16 The contractor shall be responsible for the safety of all the plant equipment and entire plant.

17 To carry out the daily / periodical lubrication and checking oil levels and changing oils

periodically etc., for smooth uninterrupted rolling of units, the necessary lubricants, grease, water

etc., have to be supplied by the successful Tenderer / contractor and the cost for the same has to be

included in the tender cost.

18 Periodical cleaning/brushing of launders, channels, walkways etc., at all the units of the plant

will be carried out by the contractor and the entire plant premises shall be kept neat and clean. The

contractor should attend to the general cleaning of the plant premises by sweeping, dusting and

removal of the screenings, grit and excess sludge etc.

19 The contractor has to abide by various statutory acts of the Central Government regarding

facilities to be provided to the workmen, labour, staff employed under minimum wages act, workmen

compensation act, factories act, ESI, PF ETC. The laborer are covered under the contract labour

regulation and abolition act and shall all purpose will be under contractor liability.

20 Sampling and testing of the influent and treated effluent: The contractor shall submit monthly

test report from approved laboratory for parameters of concerned to confirm the performance of STP

in accordance to the tender.

21 Quantity of influent and treated effluent to be recorded in each shift: Contractor shall maintain

a daily record of total wastewater inflow, total treated wastewater recycled and the quantity of

wastewater discharged

22 Preventive Maintenance Schedules:

i) For all electrical motors, pumps, air blowers, diffused air membrane aeration system or

any other mode of aeration system deployed, sluice valves, Motorized control center,

transponders if any, chlorinating device and all other electrical and mechanical equipments,

fixtures and fittings shall be subjected to preventive maintenance and for this a Computerized

Planned Preventive Maintenance Schedule shall be got prepared by the Contractor and got

approved by the Engineer-in-charge IIITDM Kancheepuram which shall be systematically

practiced and implemented by the Contractor. All such preventive maintenance schedules

carried out shall be entered in the computer file and also hard copies shall be submitted to the

engineer-in-charge every month. A list of chemicals used per day and total chemicals used per

month shall be supplied to the Engineer-in-charge IIITDM in the form of a spread sheet

statement and the data recorded in computer file.

ii) A statement showing all the actual hours of working of all electrical motors and the

energy consumed for each motor and the total energy consumed per month shall be supplied to

the Engineer-in-charge IIITDM.

iii) A monthly spread sheet statement shall be submitted by the contractor showing the daily

quantum of treated effluent supplied per day from the Sewage Treatment Plant to the Land.

This data shall also be stored in computer file. The contractor shall take prior approval of

Engineer-in-charge in writing for providing any damaged spare part for any equipment. An

inventory of preventive maintenance and breakdown maintenance works carried out which

necessitated changing of spare parts for any equipment shall be supplied every month by the

contractor to the engineer-in-charge.

iv) All necessary materials for the smooth operation of the plant and carrying out all

maintenance works shall be provided by the contractor. At no time the running of plant or other

works such as cleaning, lubrication, lighting etc., should be hampered for want of materials.

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v) The contractor shall also submit monthly test report from approved laboratory for

parameters of concerned to confirm the performance of STP in accordance to the tender.

vi) Malperformance of STP shall result in levy of penalty. On such events the Contractor

shall furnish a written explanation furnishing the causes and corrective measures taken to

restore satisfactory performance of the plant. Such reports shall also be computerized and a

hard copy submitted to the engineer-in charge. IIITDM may arrange for inspection of plant by

an expert in wastewater treatment if need be to avoid such incidents and cost there of shall be

recovered in ONCE IN TWO MONTHS bill payable to Contractor.

vi)The noise level of pumps and motors shall be within the standards specified by TNCPB

residential area. Suitable preventive maintenance shall have to carry out for the pumps

and motors to ensure this condition.

vii) Oil and grease content of the treated sewage shall also be within the permiceable limits

specified in BIS meant for flushing and horticulture work.

Read and Accepted Place : Signature of the Tenderer


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ANNEXURE-1

SECTION-I TECHNICAL BID

FORM– ‘A’

ORGANISATIONAL STRUCTURE

1 Name & Address of the applicant with Telephone No./Fax No./ Email ID

2 a. Year of Establishment

b. Date & Year of commencement of maintenance works

3 Legal status of the applicant (attach

copies of original document defining

the legal status)

a) A proprietary firm

b) A firm in partnership

c) A limited company or Corporation

4 Names of Directors & other executives with designation

5

Designation of individuals authorized to act for the organization with contact number and address.

6 Total No. of staff (In house):-

(i) Un Skilled

(ii) Semi- Skilled

(iii) Skilled

7

Registration Details (attach Photo copy of documents a) Registration number b) License Number c) PAN Number d) GST Registration Number e) ESI Number f) PF Number

8

List of Institutes/Offices where the firm is providing/Provided services (Enclose copy of order/completion certificate)

9 Has the applicant, or any constituent partner in

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case of partnership firm, ever been debarred/black listed for nonperformance in any organization at any time?

If so, give details.

10 Any other information considered necessary but not included above.

11 Address of local office (in Chennai.)



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SECTION-I TECHNICAL BID FORM – ‘B’

DETAILS OF ALL WORKS OF SIMILAR NATURE OF WORK COMPLETED DURING THE LAST THREE YEARS

ENDING LAST DAY OF THE MONTH MARCH 2019.

SIMILAR NATURE OF ASSIGNEMENT – COMPLETED WORKS

Sl. Description

1

2 3

No

1 Name of work / Project and location

2. Name & Address of Employer /

Organization, Telephone no. of officer to

whom reference may be made.

3. Cost of work in Rs. Lakhs

(Attach copy of Work Order)

4. Date of commencement as per contract

5. Stipulated date of completion

6. Actual date of completion

7. Any other information

Note: After opening of the technical bid all the tenderers who participated in the tendering will be advised

to make a presentation with computer of the details of the works completed along with the relevant

photographs/video on the date intimated in writing for evaluating the Experience criteria of evaluation.

Place:

Signature of the Tenderer


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SECTION-I FORM – ‘C’

PERFORMANCE REPORT OF WORKS

1 Name of work & Location

2 Agreement No.

3 Estimated Cost

4 Tendered Cost

5 Date of start

6 Date of completion

i. Stipulated date of completion

ii. Actual date of completion

7 Amount of compensation levied for delayed Perfomance, if

Any

8 Performance Report

i. Quality of work Very Good/Good/Fair/Poor

ii. Financial soundness Very Good/Good/Fair/Poor

iii. Technical Proficiency Very Good/Good/Fair/Poor

iv. Resourcefulness Very Good/Good/Fair/Poor

v. General Approach & Behaviour Very Good/Good/Fair/Poor

Dated: Signature & Seal of

Executive engineer or equivalent

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SECTION I FORM – ‘D’

FINANCIAL INFORMATION

I. Financial Analysis – Details to be furnished duly supported by figures in balance sheet/profit and lossaccount for the last five years duly certified by the Chartered Accountant, as submitted by the applicant to the Income Tax Department (copies to be attached).

Sl.no Particulars 2015-16 2016-17 2017-18

i Gross Annual turnover on Operation & Maintenance of Sewage Treatment Plant ( In Lakhs)

ii Certified by

Certified that the information furnished above is true and correct and have enclosed all the documents

for support of the same. We further understand that non-furnishing of documents and/or submission

of false information/documents will make us liable for rejection.



25 | P a g e

ANNEXURE -II

FINANCIAL BID:

1. Name, address & Contact No. of the concern:

2. Rate shall include cost of all overheads etc excluding GST

Name of work: Operation and maintenance of Sewage treatment plant of 950 KLD capacity with MBBR/FBBR

system from 1st SEPT 2019 to 31

st OCT 2020 for IIITD&M at Melakottaiyur, Chennai – 127

Sl.N

o Description of Item

Qty Unit

Rate in

figures/mo

nth

Rate in

words/

month

Amount per

month

PART- A – CIVIL

1

RUNNING AND MAINTENANCE OF

SEWAGE TREATMENT PLANT OF 950 KLD

CAPACITY for 24 hrs per day by engaging

qualified plant operators, in three shifts of

8 hours duty of each and using chemicals

like bio culture 1st qulity 90% bio growth ,

poly electrolite (Setling chemicals),

sodium hypochloride (10-11%), HYDRO

choloric acid 33%, Caustic soda, Air blower

oil and Grease for machinery etc as

required for maintenance and as directed

by the Engineer-in charge. The treated

sewage shall have the parameter like,

Total suspended dissolved solids, 'PH'

Value, BOD, COD, Chlorides, oil and

grease etc shall be within the limits as

prescribed in relevant BIS code and shall

be reusable for horticultural

purpose/flushing or recharged to ground

water after treatment and chlorination.

The treated samples shall be collected

once in two month basis and report duly

analyzed by the King Institute/ any govt

laboratory and to be submitted to IIITDM.

Rate is for supply of manpower, running

&mainteance and taking test sample and

getting it tested in the Govt laboratory.

1.1 Manpower

1.2 Supervisor 01 Month

1.3 STP Technician (02 per shift) 06 Month

1.4 Taking sample of treated water and

getting it tested from the King Institute, 06 Nos

26 | P a g e

Guindy / any govt laboratory once in two

months and submitting the test report to

the institute periodically (total 6 test per

year)

2

Supplying following chemicals and

depositting with the institute for a

requirement of two months in advance

and getting it issued at site on monthly

basis and mixing the chemicals at required

intervels for routine mainteance.

2.1 Bio culture 1st quality 90% bio growth 20 Kg/per

month

2.2 Poly electrolite (Setling chemicals) 30 Kg/per

month

2.3 Sodium hypochloride (10-11%) 1400 Litres/per

month

2.4 Caustic soda 05 Kg/per

month

2.5 Hydro choloric acid 33% 40 Kg/per month

2.6 Air blower oil- Gear oil 320 02 Litres/per

month

2.7 Grease (SkF) 01 Kg/per month

SUB TOTAL (PART-A)

PART – B - ELECTRICAL REPAIR & MAINTEANCE WORKS (as and when required)

Description of Item

Qty Unit Rate in fig. Rate in

words Amount

3

Repair and maintenance work includes replacing of the following electromechanical items from its existing location and reinstallation of the same after completing the repair, replacement of the worn out items, rewinding the motor coils whenever required including transportations charges from STP site to workshop and back etc., as per the manufacturer specification and including providing coupling etc complete as directed by the engineer in charge (This item will be got executed when any of the following items are required to be repaired as per actual requirement during the maintenance period).

3.1 Submercible pump of capacity 5.0 HP Total

3.1.1 Motor re winding 6 Nos Each

3.1.2 Oil seal 6 Set Each set

3.1.3 Pump impeller 6 Nos Each

3.1.4 Bearing and bushes. 6 Set Each set

3.2 Centrifual monoblock - 2.0 to 5.0 HP


3.2.2 Oil seal 7 Set Each Set


27 | P a g e

3.2.4 Bearing and bushes 7 Set Each set

3.3 Centrifual monoblock - 10 to 15.0 HP


3.3.2 Oil seal 2 Set Each Set



3.4 Grid chamber Mechanism- 1.0 HP (Gear and Rack type)



3.5 Air Blower -10.0 HP (Twin Lobe Rotary)


3.5.2 Oil seal 4 set Each set

3.5.3 Bearing and bushes 4 set Each set

3.6 Screw pump - 3.0 HP (Single stage & single screw)


3.6.2 Bearing and bushes 2 Nos Each set

SUB TOTAL (PART-B)

GRAND TOTAL (PART-A & B)

Executive Engineer

(Rupees___________________________________________________________only) I certify that

all the terms and conditions of the tender documents are acceptable to us.

Note:

1. Before quoting the tender, the agency may inspect the site and read the scope of work

mentioned in Section-I,II, III,IV and Annexure I,II &III, No extra will be paid on any account.

2. Payment will be made once in a month.

3. Item no.3 shall be got executed when any of the following items are required to be repaired as

per actual requirement during the maintenance period.

Signature of the Tenderer

Name & Address of the Tenderer with Office Stamp

28 | P a g e

29 | P a g e

ANNEXURE – III

AGREEMENT

Articles of agreement made this ______ (date) between Indian Institute of Information Technology

Design and Manufacturing Kancheepuram, through authorized Signatory (hereinafter called the

“IIITDM”) of the one part and _____________________________________________________,

through Authorized Signatory (hereinafter called the “Contractor”) of the other Part.

WHEREAS the employer is desirous of entrusting providing _________________ (name of the

work) at ___________ (places) to the contractor under this agreement as per the tender conditions of

contract.

And whereas the Contractor has agreed to execute the _______________ (name of the work) in

IIITDM, Kancheepuram as per conditions in the Tender No: ______, dated _______ (date) and work

order No: ___, dated _________ (date). The period of contract is from ________ to _________.

_____________________

NOW IT IS HEREBY AGREED AS FOLLOWS

1 In consideration of the sum of Rs.________/= (Rupees ________________ only) to be paid at

the time and in the manner set forth in the said conditions of the tender, the contractor shall upon and

subject to the said conditions execute and complete the work as per conditions in the tender.

2 The Employer will pay to the contractor the said amount of Rs.________/= (Rupees

____________________ only) or such other sum as shall become payable hereunder at the times and

in the manner specified in the said conditions.

3 The said conditions, shall be read and construed as forming part of this agreement, and the

parties hereto shall respectively abide by and submit themselves to the conditions and stipulations and

perform the agreement on their parts respectively in such conditions contained.

SCHEDULE I

1 Tender No. __________________ dated ________ submitted by the vendor,

2 Reference No._______ dated___________ towards rate acceptance from the Vendor / STPI,

3 Purchase order/Work Order No.______ dated ________,

4 Acceptance for the purchase order / work order from the Vendor.

IN WITNESS HEREOF the Parties through their authorized representatives have executed these

present (execution whereof has been approved by the component authorities of both the parties) on

day, month and year first mentioned in Chennai.

For and on behalf of For and on behalf of

M/s ___________

Indian Institute of Information Technology,

Design and Manufacturing, Kancheepuram

Off Vandalur‐Kelambakkam Road,

Melakkottaiyur, Chennai‐600127

Witness 1

Witness 1

Witness 2 Witness 2

30 | P a g e

Instructions for Online Bid Submission:

The bidders are required to submit soft copies of their bids electronically on the e-tender Portal, using

valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in

registering on the e-Procurement Portal, prepare their bids in accordance with the requirements and

submitting their bids online on the e-Procurement Portal. More information useful for submitting

online bids on the e-tender Portal may be obtained at: https://mhrd.euniwizarde.com.

REGISTRATION

1. Bidders are required to enroll on the e-Procurement Portal (URL: https://mhrd.euniwizarde.com)

with clicking on the link “Online bidder Registration” on the e-Procurement.

2. As part of the enrolment process, the bidders will be required to choose a unique user name and

assign a password for their accounts.

3. Bidders are advised to register their valid email address and mobile numbers as part of the

registration process. These would be used for any communication with the bidder.

4. Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate

(Only Class III Certificates with signing + encryption key usage) issued by any Certifying Authority

recognized by CCA India (e.g. Sify / TCS / nCode / eMudhra etc.), with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to

ensure that they do not lend their DSC‟s to others which may lead to misuse.

6. Bidder then logs in to the site through the secured log-in by entering their user ID/password and the

password of the DSC / e-Token.

7. For any Query contact to our helpdesk Number 011-49606060, Email:

[email protected], Mr. Vijay–8448288989([email protected])

Mr.Suriya-8448288994([email protected]).

8. The scanned copies of all original documents should be uploaded on portal.

SEARCHING FOR TENDER DOCUMENTS

1. There are various search options built in the e-Procurement Portal, to facilitate bidders to search

active tenders by several parameters. These parameters could include Tender ID, Item/work id, Title,

Date, etc

2. Once the bidders have selected the tenders they are interested in, the bidder can pay the processing

fee as per the tender (NOT REFUNDABLE) by net-banking / Debit / Credit card and then download

the required documents / tender schedules, Bid documents etc. Once both tender fees are paid, it will



mailto:[email protected]

31 | P a g e

be moved to the respective “requested” Tab. This would enable the e-tender Portal to intimate the

bidders through e-mail in case there is any corrigendum issued to the tender document.

PREPARATION OF BIDS

1. Bidder should take into account any corrigendum published on the tender document before

submitting their bids.

2. Please go through the tender advertisement and the tender document carefully to understand the

documents required to be submitted as part of the bid. Please note the number of covers in which the

bid documents have to be submitted, the number of documents - including the names and content of

each of the document that need to be submitted. Any deviations from these may lead to rejection of

the bid.

3. Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender

document / schedule and generally, they can be in PDF /JPEG formats. Bid Original documents may

be scanned with 100 dpi with Colored option which helps in reducing size of the scanned document.

4. To avoid the time and effort required in uploading the same set of standard documents which are

required to be submitted as a part of every bid, a provision of uploading such standard documents

(e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders.

Bidders can use “My Documents” available to them to upload such documents.

5. These documents may be directly submitted from the “My Documents” area while submitting a

bid, and need not be uploaded again and again. This will lead to a reduction in the time required for

bid submission process.

SUBMISSION OF BIDS

1. Bidder should log into the website well in advance for the submission of the bid so that it gets

uploaded well in time i.e. on or before the bid submission time. Bidder will be responsible for any

delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as indicated in

the tender document.

3. Bidder has to select the payment option as “DD” to pay the EMD as applicable and enter details of

the instrument.

4. Bidder should prepare the EMD as per the instructions specified in the tender document & submit

EMD fee manually at department end. The original bid should be posted/couriered/given in person to

the concerned official, latest by the last date of bid submission or as specified in the tender

documents. The details of the DD/any other accepted instrument, physically sent, should tally with

the details available in the scanned copy and the data entered during bid submission time. Otherwise

the uploaded bid will be rejected.

32 | P a g e

5. *Bidders are requested to note that they should necessarily submit their financial bids in the format

provided and no other format is acceptable. If the price bid has been given as a standard BoQ format

with the tender document, then the same is to be downloaded and to be filled by all the bidders.

Bidders are required to download the BoQ file, open it and complete the white coloured (unprotected)

cells with their respective financial quotes and other details (such as name of the bidder). No other

cells should be changed. Once the details have been completed, the bidder should save it and submit it

online, without changing the filename. If the BoQ file is found to be modified by the bidder, the bid

will be rejected.

6. The server time (which is displayed on the bidders‟ dashboard) will be considered as the standard

time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The

bidders should follow this time during bid submission.

7. All the documents being submitted by the bidders would be encrypted using PKI encryption

techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized

persons until the time of bid opening. Data storage encryption of sensitive fields is done. Any bid

document that is uploaded to the server is subjected to symmetric encryption using a system

generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid

opener public keys. Overall, the uploaded tender documents become readable only after the tender

opening by the authorized bid openers.

8. The uploaded tender documents become readable only after the tender opening by the authorized

bid openers.

9. Upon the successful and timely submission of bid click “Complete“ (i.e. after Clicking “Submit” in

the portal), the portal will give a successful Tender submission acknowledgement & a bid summary

will be displayed with the unique id and date & time of submission of the bid with all other relevant

details.

10. The tender summary has to be printed and kept as an acknowledgement of the submission of the

tender. This acknowledgement may be used as an entry pass for any bid opening meetings.