Sub: - - Indian Council of Agricultural Research

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INDIAI'! COUNCIL OF AGRICULTURAL RESEARCH
KRISHIANUSANDHAN SHAWAN, PUSA, NEW DELHI
Room No.617, KAB-I,6" Floor, Tel. Fax.25841931
F.No-4(I)/201O-SS/KAB
5 th March, 2013
To
Mis
(As per list')
(The tender document is also being uploaded on the lCAR website www,jcar.org.jn. and the other
prospective bidders can make use o/the document down loadedfrom the website)
Sub: -
Sir/Madam,
limited Tender for Award of Comprehensive Maintenance
Contract for hiring, installation & Senicing of Desert Coolers at
KAB-I, ICAR, Pusa, New Delhi.
Sealed competitive quotations are invited by the undersigned for Award of
Comprehensive Maintenance Contract for hiring, installation & Servicing
of Desert Coolers for summer session from 01.04.2°13 to 30.09.2013 at
KAB-I, Pusa, New Delhi.
Last Date and Time for submission of sealed bids
in the tender box, placed at Room No. 617 sixth
Floor, KAB-I Pusa New Delhi -110012.
Date, time and place ofopening the Tender
On 25.03.2013 at 2.30 P.M.
On 25.03.2013 at 3.00 P.M.
.in room no.617, KAB-I
1. The contract will be valid for a period of 6 months from the date of acceptance by
the firm, but will be liable to be terminated even before the expiry of the contract
penod if the finn fails to provide satisfactory services or violates any of the
conditions/terms of the contract. In that case, the security money deposited by
the finn will be liable to be forfeited. Besides, the Council could make deduction
upto 5% while making the payment of bills, if the performance has been found
unsatisfactory.
2. Earnest Money: The tenderers will be required to deposit an earnest money of
f2000/- (Uwo Thousand Only) in the form of Demand Draft drawn in
favour of the lCAR UNIT-EDUCATION DMSION and payable at New Delhi
along with the quotations. The quotations received without earnest money will
be summarily rejected.
3. The earnest money will be refunded to the tenderers only after the contract has
been awarded to the successful bidder. The earnest money will be forfeited in
case the tenderer refuse to accept the offer. No interest will be paid on earnest
money.

4. Security Deposit: The successful firm shall have to deposit an amount of
~5.0ool-C~iveThousands Only) as security money in the form of Demand
Draft drawn in favour of the lCAR UNIT-EDUCATION DIVISION and
payable at New Delhi within seven days frqro the date of award of the contract.
The security money of the successful tendelier will be returned without interest
after successful completion of the contract.
5. The installation of all the Desert Cooler will have to be completed within three
days from the date ofcommencement ofthe contract.
6. Approximately, 25 Desert coolers are to be hired by the Council. This
figure is tentative and the number may increase or decrease depending upon the
actual requirement. The Desert Coolers/Room Coolers are to be installed in
various rooms located on ground to 7th floors at KAB. All Coolers should be well
painted, sound free and in good working condition fitted with regulators and
adjustable grills.
7. Terms and Conditions:-
1) The contractor will arrange to get installed all the desert coolers in the window
ofvarious rooms by supplying all the necessary material such as wooden planks,
stands, plywood, nails etc. at his own cost and through his own carpenter.
Wherever iron grills are provided, the coolers may be fitted from outside without
removing the grills.
2) The contractor will have the coolers connected with the power supply points in
the respective rooms by providing the wire and plug at his own cost.
3) The contractor will ensure that the desert coolers give uninterrupted, troublefree
service. For this purpose, he will post one qualified cooler Mechanic for the
whole day for attending to all the complaints relating to working of desert coolers
promptly and would ensure that all the coolers continue to work satisfactorily.
4) The contractor will have to arrange full operation of desert coolers by engaging
two water man to fill water in desert coolers in all the rooms of the Council
immediately after award of contract so that the coolers function satisfactorily
throughout the summer. At the end ofseason, contractor will have to remove the
coolers with materials from the window immediately from the KAB premises.
5) The contractor will service and repair all the desert coolers and will replace all
such parts like Grass Pads, Wire, Plugs, Fan Motors/Pump, Motors, Water
Distributors Pipes, Switch, Condensers etc. as and when required at his own cost.
6) The contractor will be required to do the work during the period from date of
awafd of contract till 3°.9.2013 to the satisfaction of the Council. This period
can be increased depending upon weather and payment will be made accordingly
& proportionately.
7) The contractor mnst be financially sound and fully equipped to supply the desert
coolers in good quantity having the required infrastructure and expertise in
supplying and maintaining the Desert/Room Coolers. The successful firm will
have to ensure that all the desert room coolers are installed and made functional
by the stipulated date.
8) The contract will be liable to be terminated by the Council if the work of the
contractor is not found satisfactory at any stage and it can be entrusted to any
other party at the risk and expense of the defaulting firm. In that event the
security money deposited by the firm will also be forfeited. Besides, in case the
performance of the firm is not found satisfactory, the Council could make
appropriate deductions up to 5% of the total payment due to the firm from the

I
bills. The decision of the Council shall be final and binding on the contractor in
this regard.
9) During currency of contract, if any ~shap occurs due to electrocution or faulty
fittings, it will be the responsibility of the contractor to compensate the loss on
account of injury to any person/property.
10)The firm will submit report of satisfactory functioning of all Desert coolers every
month duly signed by the Section Officer (Service Section).
11) If despite complaints of any Cooler/ Coolers are not set right within 24 hours of
complaint the Council has the right to get it repaired from other sources at the
cost and risk ofcontractor, expenditure involved will be deducted from his bill.
12) PAYMENT: The payment for the service rendered will be made in two equal
instalments after the services are found satisfactory. The payment shall be made
on quarterly basis upon submission of bill by the contractor along-with
satisfactory reports from the users.
13)The hired coolers shall include the oiling, cleaning, greasing, painting of water
tank of the Air Coolers, and replacement or repair of all the parts during the
period of the contract at the exclusive risks, responsibility and cost of the
contractor.
14)The contractor shall maintain proper record of the Desert Coolers for which
maintenance services is done by him during the period ofthe contract and obtain
acknowledgement towards satisfactory performance of Coolers from the officers
concerned before bills are submitted by contractor for payment. In so far as
Desert Coolers are concerned, the contractor will have to submit OK report for
pre-lunch period of each cooler from its user failing which payment will
accordingly be deducted from bill.
15) The cable (whether with coolers or from coolers to the power/light points ofthe
rooms concerned), Switches, Plugs (including steel plug) and any other
components required (including due to theft/missing or normal wear/tear)
whether at the time of installation the desert coolers in the rooms or if so
required, subsequently, will have to be supplied and fixed by the contractor at his
own cost. At any stage separate charges for the fitting ofwire, switches, plugs or
any other components shall not be paid by the lCAR to the contractor.
16) The contractor will have to carry desert coolers frozp different places to the office
rooms/windows where the desert coolers are to be installed/placed and also will
have to remove from the rooms/windows and place them back during the period
of the contract without inflecting any scratch and without making any noise.
The coolers are to be placed at appropriate place after its use, only in dry
condition. The ICAR will not bear any expenditure on this account.
17) The Contractor's water man will fill water in all Desert Coolers before 11.00
A.M on all working days as & when required.
18)Tax will be deducted at source as per rules.
19) The Council reserves the right to reject the quotation in whole or in part
thereofwithoutassigning any reasons thereof.
~ ~""7
(Gian Chand)
Under Secretary (Service)
51 1?) J;,

7
ANNEXURE
FINANCIAL
,
BID
,
1. Name of the firm:
2. Address
Phone No. /Mobile No.:
To
The Under Secretary (8)
leAR, KAB-l Pusa
New DeIhi-U0012
Sir,
l/We have carefully read the terms and conditions of the quotation and agree to abide by
them in letter and spirit. l/We wish to submit our quotation for Comprehensive
Maintenance of Contract for instaJlation &: Servicing as well as hiring of
Desert Coolen for Summer Session on the following rates. l/We hereby declare that
l/We will abide bythe terms and conditions laid down in the saidtenderdocument.
1. Hiring of Desert Cooler including
Installation, Removal, Comprehensive
Maintenance and filling ofWater during
the period from 01.04.2013 to
0.09·201 •
3· Rate for Water Man (Per Month)
Name ofthe firm/contractor·
_
Signature and seal ofcontractor"
_