indian institute of technology bombay only) & tender fee of rs.500/ (rs. five hundred only) in...

INDIAN INSTITUTE OF TECHNOLOGY BOMBAYMATERIALS MANAGEMENT DIVISION

Direct : (+9122) 2576 8800 (DR) / 8803 (Local) / 8804 (Import) / 8805 (Enquiry & Bill tracking), 8802(Progress) Email : [email protected], [email protected]

Sealed Tenders are invited by the Dy. Registrar (MM), Indian Institute of Technology Bombay, Powai, Mumbai400 076, for the Rate Contract of Solar Urja Lamp Kit. Non transferable tender forms containing terms and conditions can be downloaded from our website www.iitb.ac.in/en/tenders/active and submitted along with tender fee of Rs.500.00 in the form of Demand Draft in favour of “The Registrar, IIT Bombay" payable at Mumbai. . The Tender No. & brief description of the item is given below:

Tender No. MMD/ESE/SOUL/KIT/L/201516

Tender dt. 4th June 2015

Item Description Rate Contract for Solar Urja Lamp (SOUL) Kit

Last date &time of submission of 26th June 2015 upto 1.00 p.m.tender:Place of Submission Materials Management Division

Tender Type Two Bid SystemTender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both theses sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date

Technical Clarification Name : Prof. C.S. SolankiDept : Dept. of Energy Sci. &Engg.Email : [email protected] No. : 2576 7895

Any other Clarification Name : Deputy Registrar (MM)Dept. : Materials Management DivisionEmail : [email protected] No. : 0222576 8800

Opening Date &Time of tender 26th June 2015 at 3.00 p.m.

Place of Opening Tender Materials Management Division

Prebid Meeting 15th June 2015 at 11.00 a.m.

mailto:[email protected]


http://www.iitb.ac.in/en/tenders/active




Prebid Meeting Place Materials Management Division

Other Conditions(apart from Earnest Money Deposit of Rs. 5,00,000/(Rs. Five

General Terms &Conditions):

Lakh Only) & Tender Fee of Rs.500/ (Rs. Five Hundred Only) in the form of Demand Draft in favour of “The Registrar, IIT Bombay" payable at Mumbai to be submitted in technical bid.





Submission of Tenders:

Tender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both theses sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date

Cover (Technical bid):

This Envelope should contain the following information:

i. Tender Document duly sealed and signed by the authorized signatory on every page.

ii. Earnest money deposit for an amount of Rs.5,00,000/iii. Tender Fee of Rs.500/iv. All other documents as per Appendix : A & Bv. All relevant documents as per technical bid deliverables mentioned in the tender

document.vi. Product catalogues, information brochures, etc as per the tender document.v. Prototype of five (5) SoUL kits (assembled) and five (5) SoUL kits (disassembled form).

Cover (Commercial bid):

This Envelope should contain the following information:

i. Price Bid

· The quotations must be enclosed in a sealed cover superscribing Tender No. & should reach the undersigned on or before due date mentioned in the tender notice.· Tender should be put in a Tender Box kept in the Office of Dy. Registrar (MM) only. No tender is to be handed over to our staff personally.· Communication with Vendors will be carried out electronically and / or in hard copy. All Vendors must provide their current Email address.





Introduction

This project’s (Localization of Solar Energy through Local Assembly, Sale and Usage of 1 Million Solar Study Lamps) main objective is to provide highquality affordable clear light to school going students across several states in India. IIT Bombay is partnering with remote rural organizations across several states in India to provide Solar Urja Lamps (SoUL) for school children to enhance their daily night studies, exams preparation, home work and other educational programs. There is a need for "localization" of solar energy, wherein SOUL are assembled by local people, used by local people and serviced by local people. The project cost is shared among the Ministry of New and Renewable Energy (MNRE), Philanthropic Partners (PP) and Beneficiaries (students).

In this project, students will receive the Solar Urja Lamp (SoUL); which delivers bright soothing light by combining high–output Light Emitting Diode (LED) with highperformance crystalline silicon solar panel. This results in a highly efficient unit that draws only 0.5 watt, yet delivers 150 lux at over 12” height from the LED. The amount of light consumed by the child during the whole year is just 1 unit. The lamp height and flexible angle allows you to obtain maximum comfort while using the SOUL. The lamp is corrosion resistant and light weight to be used for multipurpose activities. To meet your energy requirement during the time of dark hours with a battery backup of minimum 5 hours on high intensity mode and 8 hours on low intensity mode derived from charging by a solar panel.

The purchase of up to 1 Million SoUL kits (components of SoUL in disassembled form) from vendors will be done throughout the year. For selection of vendors as rate contract for supply of kits over a period of 1 year.





Instructions to Bidders

Conditions Of Contract

· A panel of vendors / suppliers will be selected.· Empanelment of vendors will be matching L1 for all the technically qualified

bidders. · The Empaneled suppliers will be abide by all the Terms & Conditions of the

Tender Document.· The Performance of the empaneled supplier's will be reviewed by committee

during contract period and IITB reserve right to add or delete suppliers in rate contract based on performance if necessary without intimation.

· Quotations exclusively submitted in the enclosed performa will only be considered. However, it should be sent along with a covering letter and DD of Rs. 5,00,000/ (Rupees Five Lakh only) as Earnest Money Deposit. The DD should be in favour of “The Registrar, Indian Institute of Technology Bombay” payable at Mumbai.

· Earnest Money Deposit will be returned to the unsuccessful vendors within 30 days after the award of the contract.

· No interest shall be payable by the BUYER to the BIDDER on Earnest Money for the period of its currency.

· In case of successful BIDDER, EMD will be returned within 30 days from the date of submission of Performance Guarantee Bond.

· EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender or derogates from the tender in any respect within the period of validity of its tender. Further, if the successful tenderer fails to furnish the required performance security within the specified period, its EMD will be forfeited.

· We reserve the full right to reject any offer without assigning any reason.· IIT Bombay reserves the right to add more suppliers during the rate contract if

necessary and the rate contract vendors should have no objection on the same.· We may remove or add any vendor during the contract.· Any Vendor currently engaged in litigation with other Organizations, must

inform their status in writing.

Commercial Terms & Conditions / Price schedule:

· Terms of payment :100% payment after delivery and acceptance.· Payment will be made within 30 days from the date of submission of bill.





· As per Govt. Notification No. 10/97CE dated 01.03.1997, IIT Bombay is exempted from payment of whole of Excise Duty and we shall provide all the documents under this Notification to enable you to clear the goods without payment of Excise Duty.

· Price should be valid for at least One year from the date on which Rate Contract is entered into.

· In the event of any dispute over this contract, IIT Bombay's decision shall be final and binding.

Delivery Location

The SOUL kits along with spare components, assembly manual and videos, warranty cards, training manuals and videos and operating manuals will be delivered to several states anywhere in India.

IMPORTANT NOTE: Specific locations in the states will be available after the vendor is selected.

Quantity ordered and Delivery Schedule

Quantity order – The order for SOUL kits will be placed in the quantities of multiple of 1000 kits. One Purchase Order (PO) will not exceed 100,000 kits. The minimum number of kits to be bought through this tender is 4 lakh which may be increased up to 10 lakh. There is no guarantee of minimum order for a selected rate contract.

Order Lead Time – For a given PO, the time of delivery of order to specified location should not be more than 15 days.

Penalty clause for delay – In case of delayed beyond contractual delivery date penalty will be applicable 5% per week of the basic order value.

Location of delivery The lamps has to be distributed as per requirement across several states in India. The delivery locations will be specified by IIT Bombay during the course of project implementation.

Delivery Timing – The consignment of SoUL kits must reach the destination on working





days, between 9:00am – 4:00pm.

Mode of Transport The mode of transport is at vendor’s discretion.





Bid price

The price of a SOUL kit is estimated at most to be Rs. 380 per unit (which includes all cost, freight, all technical deliverables and taxes) till the point of delivery. Vendors are requested to bid for the best price within the estimated cost.

Warranties and Guarantees

· Solar Module: Minimum 5 years warranty from the date of purchase.· Batteries: Minimum 1 year warranty from the date of purchase (however as per

the technical speciation battery is expected to work for minimum 1000 cycles)· Electronic accessories (PCB, Switch, Socket, LED, wires): Minimum 1 year warranty from the date of purchase· Any physical damaged or technical defects to SOUL kit/components as and when identified through due inspection at the delivered location has to be replaced by the vendor.

IMPORTANT NOTE: Warranty and guarantee not applicable to physically damaged SOUL kit during assembly process and usage.





Scope of work

For implementation of “Million Solar Urja Lamps through Localization of Solar Energy” in several states across India, the scope of work for the vendor would be following: (NOTE: Vendors meeting the selection criteria (Appendix A) will be submitting technical and commercial bids for SOUL kit supplies. Selected vendors will based on meeting the requirements laid down by IIT Bombay will enter into rate contract with IIT Bombay)

Procurement or manufacturing of SOUL components as per technical specifications mentioned in the contract· Testing of SOUL kit components, as per technical specifications mentioned in the contract· Liaison with IIT Bombay staff for inspection at the work site of lamp components· Packaging and labeling of SOUL kits as per IIT Bombay’s requirement· Delivery of SOUL kits to the specified locations across India as and when mentioned in order placed by IIT Bombay· Provide proportionate spare components for repair and maintenance along with the order of SOUL kit supply in a separate packing· Carry out replacement of faulty SOUL kit components during warranty period· Complete the delivery within specified time period· Provide prototype of five SOUL kits (assembled) and five SOUL kits (disassembled form).





Technical Specifications Of Solar Urja Lamp Kit

· The main purpose of Solar Urja lamp (SOUL) is a solar powered lamp suitable for mainly study purpose but not limited to study only. This lamp is to help those students and families who are deprived of the clean and economical light, mainly to study at home after school hours but the lamp should also be useful for other lighting purposes. The design of the lamp should keep these requirements in mind.

· These batteries driven LED based lights will be charged with Solar Modules. The design should be aesthetically very attractive and should meet below given technical specifications. The look of the light should be similar to table lamps used for study purpose. The SOUL should have a base (housing battery, switch, indicator LED, and PCB). The base of the lamp should provide stability to lamp while keeping on the table for study purpose. The wire connection to LED should be provided from the base. Base should also support LED (like in conventional table lamps). The height of the LED housing from its base should be adjustable. The height of LED housing from top of the base should be at least 1.0 feet.

· The components of SOUL (as per specification given in the Table below) will be purchased from supplier and not the assembled lamp. Design of the lamp should allow easy local assembly of the various components of the lamp. Also the design of the lamp should allow easy and compact packaging of the lamp.

· There should be a provision to print logos or text on the SOUL and its packaging box as per requirement. The supplier should not have his or her own logo on the lamp or on the box.

1.1 GENERALLantern housing material ABS PlasticIngress Protection (IP) IP 33,

Special protection is required for preventing dust entering from the switch or through any other parts into the body of the lamp.

Lamp look Similar to table lamp, lamp base connected to LED with gooseneck type of arrangement





Portability Adjustable gooseneck spring to adjust lightOperating manual in 5 languages ( for beneficiary)

1 per SOUL kit

Warranty Card( for beneficiary)

To be made available per SOUL kit

1.2 LIGHT SOURCETechnology White Light Emitting Diode (WLED)Operating Voltage 3.2 V Power Consumption (P max)

0.50 Watts (Max)

Illuminance 150 Lux, + or – 5% Lux on a table (if the height of LED is kept 30 cm above the table)

Luminous performance of LED

Minimum 75 lumens

Operating Temperature 40 C to 85 C⁰ ⁰Color rendering and appearance

CCT: between 5700K to 6500K

Light distribution NarrowWarranty Minimum one year from the date of purchaseLED housing LED with diffused reflector

1.3 ELECTRONICSElectronic circuitry PCB with high quality SMD componentsON/OFF & mode selection RuggedswitchWire from LED(Head of lamp) Teflon coated wireto circuitMode of operation for LED Two mode, high light intensity mode (Full

power mode) and low light intensity mode(Half power mode)

Runtime Minimum 5 Hours at full power mode and 8Hours at half power mode

Indicator LED There should be a tricoloured (RGB) indicator LED; when the battery charge is critically low





(red light), when the battery is getting charged under sunlight (blue light), and when the battery is fully charged (green light)

LED driving current 100120 mA for 5 hours run time (Full powermode) &At least 5060 mA for 8 hours runtime (halfpower mode).

Electronic circuitConstant current LED driver. Intelligent battery charging circuit with over voltage and under voltage protection. Protections against open circuit and battery reverse polarity connection

Operating switch (3 modes) Off mode, full and half power modeEfficiency Minimum 85%Warranty Minimum One year from the date of purchase

1.4 ELECTRONIC PROTECTIONS

Indications for battery charge Passive LVDconditions

1.5 ENERGY STORAGE SYSTEMBattery chemistry type Rechargeable LFP (LiFePO4) batteryNominal Operating Voltage

3.2 V (1000 mAh)

Number of chargedischarge cycles

1200

D o D Up to 80%Warranty Minimum one year from the date of purchase

1.6 SOLAR MODULECell Type Mono or Polycrystalline Silicon solar cells

Module should be manufactured in IndiaLamination With glass cover and EVA sheetsModule Frame Aluminum or ABS plasticMax. Power rating Vmp × Imp 1.25 W≥ p





Open Circuit Voltage > 5.5 VShort Circuit Current > 220 mAConnecting cable – Length

2.5 Mtrs

Maximum module Area

Maximum 150 cm2

Electrical Data*(Nominal):

Under STC

Warranty: Minimum 5 Years from the date of purchase

1.7 ASSEMBLY OF COMPONENTAssembly of the various components will be done by trained people in rural areas. The design of the lamp should provide easy assembly of the component. The assembly should require minimum soldering.

IMPORTANT NOTE: Solar PV module, PCB and plastic body of the SOUL manufactured in India are only accepted for this project.

1.8 PACKAGING & LABELING

Maximum size of package 15 cm ×15 cm × 15 cm(smaller dimensions are allowed)

Packaging box should be able to houseassembled lamp and solar panelTogether.

Package material 3 Ply Cardboard Box

Printing on package High quality color printing (4 colors) on package should be possible. (Logo and text to be printed on box will be provided)





Printing on lamp High quality printing/ sticker on base front side and on head of lamp with details of logo and text will be provided

Serial no Supplier to print serial number on back of the lamp (methodology for numbering will be provided)

Sticker at backsideThe back of the lamp should have white sticker (1.5 cm x 5 cm) for mentioning contact details of IP and R&M Partners.

Component Testing and Inspection

Component testingDuring the course of the project, the vendor should supply the components of SOUL kit for testing to IITB whenever requested. Unsatisfactory quality of the component during anytime of the project duration would result in termination of rate contract with the vendor.





Testing will be done of the following components:

Components Parameters Comments

Solar Lamp Kit Make of components

Certification (MNRE channelpartner, etc.)

General (including Lamp Lamp housing materialBody)

Ingress Protection

Portability

Physical condition

Light Emitting Diode(LED) Make

Colour rendering andappearance

Light appearance

Light distribution

Operating Voltage

Power Consumption (P max)

Illuminance

Luminous performance of LED

Operating Temperature





Energy Storage System Battery chemistry type

Make

Nominal Operating Voltage(D.C.)

Battery capacity (mAh)

D o D

Connectivity

Physical condition

Solar Panel Make

Cell Type

Max. Power rating

Connecting cable length

Maximum module Area

Electrical Data*(Voc, Isc, Wp,Imp, Vmp):

Physical condition

Printed Circuit Board (PCB) Operating Voltage(D.C): PV module point Battery Point LED point Switch point





Physical Condition

Connectivity/ soldering points

Indications for battery charge

Indicator LEDSwitch Physical condition

Number

Connectivity

Wires Number

Connectivity

Screws Number

Physical condition

Socket Number

Physical condition

Connectivity

Spare Components Number

Technical check

Physical ConditionOne set of following must be supplied to IITB within 15 days for inspection, if a vendor is selected as rate contract:· Operating manual for user of SOUL in 5 languages ( English, Hindi, Marathi





and other two additional languages will be at the time of placing the order to selected vendors)· Printing and labeling on boxes· Printing and labeling on SoUL body· Assembly training manuals, operating manuals and testing manuals and videos in other Indian languages needs to be provided within 15 days whenever requested by IIT Bombay

Spare Components

Spare components shall be made available to carry out repair and maintenance activities in the specified areas. The spare components will be provided free of cost by the vendors along with the SOUL kit. The proportionate spare components will be delivered along with the orders for SOUL kit by the vendors

All the components provided as spare parts should be packed separately and supplied to specified locations.

Name of Component No. of Spare Parts On No. of Consumptions

LEDs 1 200

Switches 1 10

Batteries 1 25

Solar Panel 1 400

PCBs 1 20

Sockets 1 25

RedGreenBlue Indicator 1 200

Load Wire 1 1000





(For example: for supply of each 25 batteries, one battery as spare part should be supplied)





Technical Bid Deliverables

· Solar module specifications· LED specifications· Battery specifications· Solar lamp output specifications (LUX level, operating hours at

two specified light levels)· 10 prototypes (includes 5 assembled SOUL and 5 disassembled SOUL

(SOUL Kit))· Documents as proof for eligibility criteria (AppendixA)· Any other details related to lamp

(NOTE: Provide technical specifications as per Component Testing and Inspection Table)





Appendix – A

Eligibility criteria

The agency should provide the following relevant documents, failing which their applications shall be summarily rejected:

· The organization has been operational for last three years in India

· The organization should have produced and sold more than 10,000 solar LED

lamps

· The lamp design should be patented / filed for patent





Appendix – B

The Vendors must provide the following mandatory information & attach copies wherever mentioned:

1 Name of the Firm

2 Nature of Firm(Ltd., Co./Partnership etc.) (Attach Attestedcopyof Partnership Deed/Certification ofincorporation

3 Registration No. if any / Trade LicenseNo. (Attach photocopy)

4 Registered Office address

5 Address for communication

6 Name of the contact person

7 Telephone No.

8 Email Id

9 Permanent Income Tax Account No.(Attach photo Copy)

10 CST/VAT No.(Attach photo Copy)

11 Name of Bankers with Full address & A/c No.





(in case of etransfer/epayment)

12Are you associated with IIT Bombay. If yes. Give details





PRICE BID for Indigenous Supplies

Reference No. : MMD/ESE/SOUL/KIT/L/201516 Due Date:26.06.2015

01:00 PM

Sr. No.

Description of Items & Specification

Qtyin

Units

Unit PriceIn Rs.

Discount%

Excise/CustomDuty

%

CST/VAT%

Octroi%

Other Charges if any please specify detailsin Rs.

Total Price

in Rs.

1. Solar Urja Lamp (SOUL) Kit

1 No.

· Delivery Mode : Delivery at site only.Total bid price in the above column should be inclusive of all taxes and levies transport, loading, unloading etc.

Delivery Period :.................. days.

Validity Date: Minimum 180 days from the date of submission of quotation/tender.

· Payment Term: Payment within 30 days from the date submission of bill Acceptance Certificate to concerned Dept./ Sect. / MMD.

PAN No.________________________________

VAT /TIN Registration No. __________________

Signature :_________________________





Name : ________________________

Place: Business Address : ______________________

Date: Affix Rubber Stamp :______________________

Note: Price Bid should be submitted in given format only. For additional information/extra items above format may be typed and used.





1.SECURITY DEPOSIT /PERFORMANCE GUARANTEE :

1.1 Performance Guarantee Bond is mandatory.1.2 Successful tenderer/ bidder should submit performance guarantee asprescribed above to be received in the office of Deputy Registrar, Materials Management

Division on or before 30 days from the date of issue of order acknowledgment. The performance guarantee bond to be furnished in the form of Bank Guarantee as per proforma or annexure of the tender documents, for an amount of Rs.5,00,000/ (Rupees Five lakhs only)

1.3 The Performance Guarantee Should be established in favour of “REGISTRAR IIT Bombay” through any Bank Situated at Mumbai or Outstation with a clause to enforced the same on their local branch at Mumbai.

1.4 Performance Guarantee Bond shall be for the due and faithfully performance of the contract and shall remain binding, notwithstanding such variations, alterations for extensions of time as may be made, given, conceded or agreed to between the successful tenderer and the purchaser under the terms and conditions of acceptance to tender.

1.5 The successful tenderer is entirely responsible for due performance of the contract in all respects according to the speed, intent and meaning of the terms and conditions and specification and all other documents referred to in the acceptance of tender,

1.6 The performance guarantee bond shall be kept valid during the period ofcontract and shall continue to be enforceable for a period of one year from the date of order acknowledgment or upto warranty period whichever is later.





FORMAT FOR PERFORMANCE GUARANTEE BOND

(To be typed on Nonjudicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT MUMBAI OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT MUMBAI OR ANY SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT MUMBAI. BONDS ISSUED BY COOPERATIVE BANKS ARE NOT ACCEPTED.)

To,RegistrarIndian Institute of TechnologyPowai, Mumbai – 400 076

Letter of Guarantee

WHEREAS Indian Institute of Technology Bombay (Buyer) have invited Tenders Vide Rate contract tender No. Dated for the purchase of items under ratecontract AND WHEREAS the said tender document requires that any eligible successful tenderer (seller) wishing to supply the equipment / Kits / Machinery etc. in response thereto shall establish an irrevocable performance Guarantee Bond in favour of “The Registrar, Indian Institute of Technology Bombay” in the form of Bank Guarantee for Rs. _____________ (Rupees Only) and valid till one year or upto warranty period of kits whichever is later from the date of issue of performance guarantee Bond.

NOW THIS BANK HEREBY GUARANTEES that in the event of the said tenderer (seller) failing to abide by any of the conditions referred in tender document / Rate Contract / performance of the equipment / Machinery / Kits etc. this bank shall pay to Indian Institute of Technology, Bombay on demand and without protest or demur Rs. (Rupees Only)

This bank further agrees that the decision of Indian Institute of Technology Bombay (Buyer) as to whether the said tenderer (seller) has committed a breach of any of the conditions referred in tender document / Rate Contract shall be final and binding

We, (Name of the bank and branch) hereby further agree that the Guarantee herein contained shall not be affected by any change in the constitution of the tenderer (seller) and / or Indian Institute of Technology Bombay (buyer)Not with Standing anything contained herein

.1 Our liability under this bank Guarantee shall not exceed Rs.__________________ (Indian Rupees Only

.2 This Bank Guarantee shall be valid up to (date) and

.3 We are liable to pay the guaranteed amount or any part thereof under this bank guarantee only and only if IIT Bombay serve upon us a written claim or demand on or before date

This Bank further agrees that the claims if any, against this bank guarantee shall be enforceable at

our branch office at situated at (Address of local branch)





Yours truly,

Signature and seal of the guarantorName of the bank AddressDate

Instruction to bank: Bank should note that on expiry of band period, the original bond will not be returned to the bank. Bank is requested to take appropriate necessary action on or after expiry of bond period

