invitation of bids for operation & maintenance services ... · tamil nadu pollution control...

TENDER SCHEDULE

TENDER NO: 04/2018

INVITATION OF BIDS FOR OPERATION &

MAINTENANCE SERVICES FOR CONTINUOUS

AMBIENT AIR QUALITY MONITORING STATION

(CAAQMS) AT THOOTHUKUDI

SECTION – I

INVITATION FOR BIDS

1. Sealed Tenders are invited till 12.00 Noon of 14.02.2018 by the Chairman,

Tamil Nadu Pollution Control Board Chemmai-600032 or any other official

authorized by the Chairman, Tamilnadu Pollution Control Board(TNPCB), Chennai for

the Operation & Maintenance services for Continuous Ambient Air Quality

Monitoring Station (CAAQMS) at Thoothukudi for the analysers listed in the

Annexure-I.

2. The Scope of Work include:

a) Operation & Maintenance of Air Monitoring Station for a period of three

(3) years.

b) Online transfer of data to Tamil Nadu Pollution Control Board, Central

Pollution Control Board, separate website identified by the Board &

Display Board at the CAAQM station so as to available for public to create

awareness

c) The Operation and Maintenance (O&M) contractor should appoint a

qualified staff to attend daily maintenance work, calibration works and

repair works etc.

3. The tender documents are published in the website www.tenders.tn.gov.in . They

can be downloaded at free of cost. A complete set of bidding documents, Tender

Schedule may also be purchased on submission of a written application to the above

office along with a Demand Draft of Rs.500/-(Rupees Five Hundred Only)drawn

in favour of "Tamilnadu Pollution Control Board, Chennai," obtained from any

Nationalized Banks towards the cost of the tender document.

4. The bidding document may be obtained from the office of the Deputy Director

(Labs), Tamilnadu Pollution Control Board (Annexe Building), 76, Mount

Salai, Guindy, Chennai-32 during office hours from 10.00 am. to 3.45 pm

on all working days either in person or by posts.

5. All bids should be accompanied by EMD for Rs.30,000/- (Rupees Thirty

thousand only). Tender without EMD is not accepted.

6. Bid will be opened in the presence of the bidders or their authorized

representatives who are willing to attend on the specified date and time.

http://www.tenders.tn.gov.in/

7. PROJECT FORMATION

The authorized personnel of the Board for the Project for coordination is

Deputy Director (Labs), Tamilnadu Pollution Control Board,

76, Mount Salai, Guindy, Chennai-600 032

1 Cost of the Tender

Schedule (Non-

refundable)

Rs.500/-towards Tender Schedule charges in the

form of Demand Draft/Banker Cheque drawn in

favour of “Tamil Nadu Pollution Control Board”,

Chennai from any Nationalised Banks.

In case of download from the website, no cost

involved.

2 To obtain by post Rs.600/-(Inclusive of postage charges Rs.100/-)

3 Date of publication of

Tender Schedule

29.01.2018

4 Date of Pre-bid

conference

05.02.2018 at 11.00am at TNPCB,

Chennai-32

5 Last date and time of

issue of tender

document

14 .02.2018 up to 12.00 Noon

6 Last date and time for

receipt of Bids

14.02.2018 up to 12.00 Noon

7 Date and time for

opening of Bids

14.02.2018 at 3.00 pm

8 Place of opening of Bids Tamil Nadu Pollution Control Board,

76,Mount Salai,

Guindy,Chennai-32

9 Address for

communication

Sealed tenders should be addressed to the

Chairman, Tamil Nadu Pollution Control Board,

76,Mount Salai,

Guindy,Chennai-32

(or)

Deposit in the Tender Box in the office of

Deputy Director (labs.),

Tamil Nadu Pollution Control Board, (Annexe

Building) 76,Mount Salai, Guindy,

Chennai-600 032

SECTION – II

TERMS & CONDITIONS OF TENDER FOR OPERATION & MAINTENANCE

SERVICES FOR CONTINUOUS AMBIENT AIR QUALITY MONITORING

STATION (CAAQMS) AT THOOTHUKUDI

1. Any analyser manufacturers or their authorized agents shall quote. Subletting and

assigning of contracts to any other firm/ person is prohibited except with the prior

permission of the Chairman, Tamilnadu Pollution Control Board, Chennai-32 or an

officer authorized on behalf of the Chairman, TNPCB.

2. Tender will not be accepted if GST Registration Number of the contractor is not

indicated in the offer.

3. Telegraphic, Telex or Fax or open letter offers will not be accepted.

4. The price tendered should be in Indian Rupees (INR) and should include all taxes

with Price breakup as per Attachment I & II.

5. Rates should not be altered, if any alteration it should be attested by the Bidder and

Bidders Quotations shall always be both in figures and words.

6. Corrections if any in the Tender shall be authenticated by the Tenderer.

7. The above documents should be submitted in Sealed Cover addressed to the

Chairman, Tamilnadu Pollution Control Board, 76, Mount Salai, Guindy,

Chennai- 600 032 and superscribed as TENDER NO.04/2018, till 12:00 Noon of

14.02.2018, for “Operation & Maintenance Services for Continuous Ambient

Air Quality Monitoring Station (CAAQMS) at Thoothukudi”.

8. The tender Cover received without superscription as above and received not within the

time and date specified above will be rejected. Tamilnadu Pollution Control Board will

not accept any responsibility for any postal delay involved in the transmission and

receipt of tender documents.

9. EARNEST MONEY DEPOSIT: Each tender must be accompanied by a deposit amount

of Rs.30,000/- (Rupees Thirty Thousand only) as Earnest Money Deposit. The Earnest

Money Deposit must be furnished in the form of Demand Draft drawn in favour of the

“Tamilnadu Pollution Control Board, Chennai” from any nationalized banks. EMD in

any other form will not be accepted. Tenders not accompanied by the Earnest

Money Deposit will be rejected.

Earnest Money Deposit will be returned only after completion of the contract.

10. PRE-BID CONFERENCE

The bidder or his authorized representative is invited to attend the Pre-bid Conference.

The date and time of Pre bid Conference is on 05.02.2018 at 11:00 am.

a) The purpose of the conference is to clarify any issues regarding the Bidding

Document.

b) The bidder is required to submit questions if any in writing to reach the

Deputy Director (Labs), not later than two days prior to the pre-bid

conference. (Attachment-III)

c) Any modification of the Bidding Document which may become necessary as a

result of the pre-bid conference shall be made by the Officer authorized by

the TNPC Board exclusively through corrigendum to the bidding documents.

11. AMENDMENT OF TENDER SCHEDULE

a) At any time prior to the deadline for submission of the Bid, the Board for

any reason whether at its own initiative or in response to a clarification

requested by a prospective Bidder may modify the Bidding Documents by

amendment.

b) All prospective Bidders who have received the Tender Schedule will be

notified of the amendment in writing at the address contained in their

letter of request for issue of bidding documents and will be binding on

them. The amendments will also be published in the website

www.tenders.tn.gov.in.

c) It is the responsibility of the tenderers to notice any subsequent

amendment issued in this regard.

d) TNPC Board will bear no responsibility or liability arising out of non-receipt

of the same in time or otherwise.

e) In order to allow prospective Bidders, reasonable time in which to take

amendment into account in preparing their Bids, the Board at its discretion

may extend the deadline for submission of the Bid.

12.GUARANTEE: The successful bidder should confirm the maintenance of O&M services

for the tender period, failing which Tamilnadu Pollution Control Board reserves the right

to cancel or modify orders if it appears that the O& M contract is not satisfactory.

13.The conditions mentioned herein will form part and parcel of the agreement.

14. The tender schedule should be filled in without any omission, otherwise the offer will

liable for rejection.

http://www.tenders.tn.gov.in/

15.The tenderer should be prepared to come for a negotiation in the office of TNPCB or

any other place as may be informed at a short notice, if called for by the Board.

16.The acceptance / non acceptance of the tender shall be communicated to the

tenderers in writing.

17.All disputes are subjected to the jurisdiction of court in Chennai City only.

18.VALIDITY:

The rates quoted shall be valid for a minimum period of Ninety (90) days from

the date of opening of the Tender. In exceptional circumstances, the Board may in

writing or by facsimile, solicit the Bidder’s consent for extension of the period of the

Bid validity. If the Bidder agrees to the request for extension, the Bid Security (EMD)

shall also be extended for an equivalent period of time. Any Bidder may refuse to

extend the validity of his Bid Security, the Bid will not be considered.

19. AGREEMENT:

The successful tenderer shall execute an Agreement on a 20/- Rupee non-judicial

stamp paper with the Chairman, Tamilnadu Pollution Control Board, Chennai-32 within

Fifteen (15) days from the date of the receipt of the Work Order. The specimen form

of the agreement will be supplied by the Tamilnadu Pollution Control Board.

20. The Declaration form (Attachment-IV) should be signed by the tenderer and must

be enclosed along with the tender. Tenders received without the declaration form shall

not be considered.

21.The bidder should furnish one previous satisfactory performance report in the field of

Ambient Air Quality Monitoring (AQ).

22.The bidders should have the adequate AQ monitoring experience with proven track

record for five years. The O & M contractor should have enough experience/ capability

to validate and interpret the AQ data obtained from the CAAQMS.

SECTION – III

SPECIAL CONDITIONS OF THE TENDER FOR OPERATION &

MAINTENANCE SERVICES

1. O&M CONTRACT:

The complete CAAQM Station shall be under Operation & Maintenance

Contract from the date of submission of agreement and maintenance of all the

equipment’s including supply of all material shall be the responsibility of the Contractor

during the validity of Operation & Maintenance Contract. For reasons, if any

attributable to the Contractor, the Contractor shall make such changes, modifications,

and/or additions to the Equipment or any part thereof as may be necessary in order

to attain the contractual guarantees specified in the Contract at its own costs and

expenses and to carry out further performance test.

2. WORKING HOURS:

The site for CAAQM Station should be manned by the employees of the

Successful Bidder on 24X7 basis. In addition, the Successful Bidder would appoint a

suitable security for the CAAQM station on 24X7 basis.

3. CONSUMABLES AND SPARE PARTS:

The Contractor shall provide the consumables and Original spare parts as

per requirement of Operation & Maintenance of CAAQM Station. Spare parts/

consumable replacement document are to be maintained by the contractor shall be

available at CAAQM station for verification of the TNPCB.

4. AIR QUALITY REPORTS:

Air Quality Data shall be submitted to the TNPCB on monthly basis in the

form of an Air Quality Report. This report shall include, tabular and graphic information

on gas and dust concentrations as well as meteorological data. The data to be reported

as hourly, daily, monthly averages, minimum, maximum, standard deviations and

percent data capture etc. In case of any discrimination on the data, the contractor has

to provide averages for any duration of the period .The Air Quality Report shall also

include wind roses and pollution roses.

5. Insurance: Successful Bidder would bear the cost of insuring the equipment and

facilities against any theft, fire and other applicable provisions during tenure of

contract period including O&M. Evidence of insurance shall be produced on demand by

the TNPCB.

6. Operation and Maintenance Obligations:

a) In implementing its obligations to operate and maintain the O&M Contract,

the Contractor shall:

i) The Contractor shall operate the equipment as per the laid out standards in

the operating manual of the equipment and providing Ambient Air data to

TNPCB in the suggested format on hourly, daily and monthly basis as per the

Format (A to D)

ii) The contractor shall ensure periodic calibration of all the equipment as per

manufacturer’s instructions and maintain “Protocol Manual Calibration” as per

Format (E).

iii) Undertake comprehensive maintenance including i.e., schedule and

breakdown maintenance &repair at site and keep Board Informed regarding

status of equipments and forward daily data as per Format (F).

iv) Obtain permission from the TNPC Board and inform the Original Equipments

Manufacturer (OEM) for any assistance for which equipment is required to be

sent to works. Contractor shall arrange substitute equipment to keep CAAQM

station operational.

v) Take reasonable action to assure that the Personnel deployed at Air

Monitoring Stations are in compliance with the applicable Law.

vi) Keep the Air Monitoring Stations clean, well maintained and in good working

condition.

vii) Security: It is the duty of the Contractor to secure the movable, immovable

and other properties of the TNPC Board at CAAQMS. The Contractor shall

indemnify the loss caused to the TNPC Board on account of any damage, loss

or theft caused to the property of the TNPC Board.

viii) Scheduled Maintenance: Unless TNPC Board and Contractor mutually agree

otherwise, perform all required Scheduled Maintenance for all equipment,

auxiliaries etc., in accordance with the O&M’s specifications.

ix) Unscheduled Maintenance: Perform all Unscheduled Maintenance and repairs

for all equipment, auxiliaries etc. within Twenty four(24)hours of the

occurrence of the event requiring Unscheduled Maintenance, the operator

shall provide the TNPC Board with detailed written information on nature of

the repair or replacement to be carried out, estimated down time and other

necessary details as required.

x) The Contractor shall review all applicable Laws and initiate and maintain such

precaution, procedures and operating plans relating to operation of the

CAAQM Station is necessary to comply therewith or assist the TNPC Board in

complying therewith as the case may be.

xi) The CAAQMS has to be in operation for a minimum of 85% days in a year, 24

hours a day and should not be non-functional for more than 7 days at a

stretch.

xii) The Contractor shall agree to submit to an audit of calibrations conducted by

a third party following USEPA methodologies. The results of these audits shall

be made immediately available to the TNPCB.

xiii) The calibration gases for all the analysers shall have traceability to NIST and

produce necessary certificates. Data obtained from these calibration checks

and copies of associated Quality Assurance and calibration documentation shall

be submitted to the TNPCB along with the Air Quality Data.

xiv) The contractor has to maintain records / Receipts/ bills paid available as and

when required.

b) The Contractor should not make any modifications in CAAQM station, disposal of

any assets, settle law-suits or engage in transactions relating thereto on the TNPC

Board’s behalf without the prior written approval of the TNPC Board.

7. PAYMENT:

a).TNPCB would make regular payments to the contractor on submission of Data at

the end of each Quarter and any other documents which may be required after

endorsement by the Head of Labs, as per Format (G)

b).The TNPC Board shall pay O&M charges at the end of each quarter after

submission of validated data & reports.

c). TNPC Board shall pay all fees including Tax if any Applicable by Law.

d). Full payment shall be made only if validated data is not less than 85%.

8. PROTECTION AND SAFETY:

The Contractor shall be totally responsible for all the reasonable precautions

against fire in respect of the Works, temporary works, offices, storage yards and

other places and things connected therewith. The Contractor shall comply with all

rules and regulations and orders which have been made by the Government of

India and Government of Tamil Nadu inforce. The contractor shall provide sufficient

fire-fighting protection in respect of the safety of the property and personnel

working at the CAAQMS

9. Handing Over of CAAQM Station:

On expiry/closure/termination of the Contract Agreement, CAAQMS shall

be handed over to the Board in working condition to the satisfaction of the Board.

In addition, the Contractor shall provide consumables equivalent to three months

consumption on expiry/ closure/ termination of the Contract Agreement without

any extra financial implication.

10. Penalties:

During the O&M period, in case of any system failure, penalty of Rs.1,000/-

per day per Analyzer after a grace period of seven (7) continuous non-working

days will be charged by the Board. The grace period of seven (7) continuous non-

working days shall be given only once in six months. Any Force Majeure conditions

shall not be considered for levy of penalty.

Chairman

ANNEXURE-I

Requirement of O&M Services for the following Equipments

Sl. No.

Analyser Make Model Quantity

1. SO2 Analyser ECOTECH,AUSTRALIA Serinus 50 1 2. NO,NO2,NOx Analyser ECOTECH,AUSTRALIA Serinus 40 1 3. CO Analyser ECOTECH,AUSTRALIA Serinus 30 1 4. O3 Analyser ECOTECH,AUSTRALIA Serinus 10 1 5. Personal Computer ECOTECH,AUSTRALIA Win AQMS & PC

with latest Configuration.

1

6. Particulate Monitor(SPM Monitor)

METONE, USA, CLARK MASTS, UK

BAM 1020 1

7. Weather Monitoring Station a. Wind Direction Sensor METONE, USA,

CLARK MASTS, UK 020C 1

b. Wind Speed Sensor METONE, USA, CLARK MASTS, UK

010C 1

c. Vertical Wind Speed Sensor METONE, USA, CLARK MASTS, UK

27106 1

d. Ambient Temperature Sensor METONE, USA, CLARK MASTS, UK

083E(060A) 1

e. Relative humidity Sensor METONE, USA, CLARK MASTS, UK

083E 1

f. Solar Radiation Sensor METONE, USA, CLARK MASTS, UK

096 1

g. Rainfall METONE, USA, CLARK MASTS, UK

372 1

h. Barometric Pressure METONE, USA, CLARK MASTS, UK

092 1

8. B.T.X. Analyser SYNSPE , Netherland & CHINK , GERMANY

GC 955 1

Attachment I

BID PRICE BREAKUP FOR O&M OF CAAQMS FOR THREE YEARS

Sl. No.

Year of O&M

Service Charges for the O&M in Rs.

Cost of material Including Spares & Consumables for Operation & Maintenance and Other incidental expenses i.e. Electricity, Telephone & Insurance charges in Rs.

Total Charges for the year in Rs.

1. 1st Year 2. 2nd Year 3. 3rd Year 4. Applicable

Taxes

TOTAL Signature of the Authorized Representative: Name of the person: Designation:

Attachment –II Working sheet for O&M Costs

Sl. No. Description Monthly Cost Annual Cost

1. Man Power 1.Diploma/Degree in electronics 2.Graduate in Science

2. Annual Maintenance Control

AMC for A/C Machines

AMC for UPS Maintenance

Security Service- 3 Shift

House Keeping

3. Services & Utilities

Broad band/ Internet/ Leased line / Circuit of 1 Mb

Telephone ( Staff & System use) (Including Phone / Modem for Display Board )

Electricity Charges

Applicable Taxes if any

TOTAL

Note: Cost should be filled up in the above format.

Attachment- III <Letterhead of the Bidder>

FORM OF QUESTIONNAIRE

BIDDING DOCUMENTS FOR OPERATION & MAINTENANCE SERVICES

FOR CONTINUOUS AMBIENT AIR QUALITY MONITORING STATION (CAAQMS) AT THOOTHUKUDI

Date: To: Tamil Nadu Pollution Control Board, 76, Mount Salai, Guindy, Chennai – 600 032 Name of the Bidder: Address: Name of Representative: Position: Fax No.: Email Id.: Signature:

Question

Signature of the Authorized Representatives: Name of the Person: Designation:

Attachment-IV DECLARATION FORM

I/We……………………………………………………………………………………………………………………………………………………….

having our office at

………………………………………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………………….

1. Declare that I/We have carefully read all the conditions of the tender floated for the “Operation & Maintenance Services for Continuous Ambient Air Quality Monitoring Station (CAAQMS) at Thoothukudi”. And abide by all the conditions set forth therein.

Place: Signature with Seal Date: Address:

FORMATS

Format (A)

TAMIL NADU POLLUTION CONTROL BOARD Continuous Ambient Air Quality Monitoring Report

(MAIN POLLUTANTS) AMBIENT AIR QUALITY DATA – HOURLY AVERAGE

Station Name: Month: Date: Data Period: 06:00hrs to next day 06:00hrs

Hrs.

SO2 NO NO2 NOX CO O3 PM10 Benze

ne Toluene Ethyl Benzene Xylene

µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3

06-07

07-08

08-09

…… to next day

03-04

04-05

05-06

MINIMUM

MAXIMUM

AVERAGE

Data Captured in %

Signature of the Station in-Charge Name of the person: Designation:

Format (B)

TAMIL NADU POLLUTION CONTROL BOARD Continuous Ambient Air Quality Monitoring Report

(MAIN POLLUTANTS) AMBIENT AIR QUALITY DATA – DAILY AVERAGE

Station Name: Month: Date:

DATE WIND

DIRECTION WIND SPEED

VERTICAL WIND SPEED

TEMPERATURE

RELATIVE HUMIDITY

SOLAR RADIATION

RAIN FALL

BAROMETRIC PRESSURE REMARKS

1

2

3

………………

29

30

31

MINIMUM

MAXIMUM

AVERAGE

Data Captured in %


Format (C)

TAMIL NADU POLLUTION CONTROL BOARD

Continuous Ambient Air Quality Monitoring Report (Monthly Average of Main Pollutants)

Station Name: Year:

Months SO2 NO NO2 NOX CO O3 PM10 Benzene Toluene

Ethyl Benzene

Xylene

µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 µg/m3 January

February

March

April

May

June

July

August

September

October

November

December

MINIMUM

MAXIMUM

AVERAGE


Format (D)

TAMIL NADU POLLUTION CONTROL BOARD METEOROLOGICAL PARAMETERS – DAILY AVERAGE

Station Name: Month:


DATE WIND

DIRECTION WIND SPEED

VERTICAL WIND SPEED

TEMPERATURE

RELATIVE HUMIDITY

SOLAR RADIATION

RAIN

FALL BAROMETRIC

PRESSURE Remarks

1

2

3

………

30

31

Min ----

Max ----

Average Predominant direction

Format (E)


CALIBRATION PROTOCOL FOR CAAQM STATION UNDER O & M CONTRACT

Station Name: Date:


S.No. Parameter Status Zero Value Zero Offset Span Calibration K Factor (Span)

Remarks

Pre Post Pre Post Span Source

Pre Post Pre Post

1. SO2 Analyser

2. NOX Analyser

NO

NO2

NOX

3. CO Analyser

4. O3 Analyser

5. Dust Analyser

PM10

6. Metrological Parameter

Wind Direction

Wind Speed

Vertical Wind Speed

Temperature

Relative humidity

Solar Radiation

Rainfall

Barometric Pressure

7. BTX Analyser

Benzene

Toluene

Ethyl Benzene

Xylene

8. Computers

9. UPS/AC/Other

10. Data Display Board

Maintenance Details/ Requirement

Specific observation (s)

Format (F)


PROTOCOL FOR CAAQM STATION UNDER O&M CONTRACT Maintenance/Repair

Name of CAAQM Station: Date:

S.No Parameter Maintenance/Repair etc Remarks

1. SO2 Analyser

2. NOx Analyser

NO

NO2

NOX

3. CO Analyser

4. O3 Analyser

5. Dust Analyser

PM10

6. Metrological Parameter

Wind Direction

Wind Speed

Vertical Wind Speed

Temperature

Relative humidity

Solar Radiation

Rainfall

Barometric Pressure

7. BTX Analyser

Benzene

Toluene

Ethyl Benzene

Xylene

8. Computers

9. UPS/AC/Other

10. Data Display Board

Maintenance Details/ Requirement

Specific observation (s)


Format (G)

TAMIL NADU POLLUTION CONTROL BOARD O & M Service Contract for CAAQM at Thoothukudi

Payment for O & M Charges on Quarterly Basis

Bill raised for O & M Charges by M/s …………………………………………......

Total Amount

Name of the Station:

Quarter No.:

Duration:

Year:

Percentage of valid Data captured rate

Month 1

Month 2

Month 3

Average Quarterly Data Captured Rate

Price for Service portion Price for material part & other incidental charges

Base Amount per Quarter (A)

Proportionate Amount based on valid Data Captured Rate (B) Formula: See at footnote*

Applicable Deduction as per penalty provision for continuous non-functioning(C)

Any Other Deduction, specify with justification(D)

Applicable Taxes (E)

Net Amount Payable (F) [F = B-(C+D)+E]

Total O& M Cost Payable (Station Wise)

TOTAL

*Percentage quarterly data captured rate x A