orissa power generation corporation limited

NITNo.ITPS/Purchase/2011-12/02(P) Dt. 08-04-2011 of 41

ORISSA POWER GENERATION CORPORATION LIMITED IB THERMAL POWER STATION

AT/PO : BANHARPALLI DIST: JHARSUGUDA – 768 234 (ORISSA)

TELE: 06645-289354/355 FAX: 06645-289355

E Mail; [email protected];[email protected]@opgc.co.in

RFP Document for

Supply, Installation, Commissioning of Cisco Tandberg Video Conferencing system and providing Annual Maintenance Support at OPGC

.

Bid Document Number: NITNo.ITPS/Purchase/2011-12/02(P) Dt. 08-04-2011

Date for Issue of Tender Paper 18/04/2011 to 25/04/2011 up to 17 hrs. Last Date of receipt of Techno commercial Bid

05/05/2011 up to 13 hrs at undersigned office

Date of Tender Opening of Techno commercial Bid

05/05/2011 at 15 hrs

Opening of Price Bid To be intimated later on Cost of Tender Paper Nil, May be downloaded from our website. Earnest Money Deposit 2% of the quoted price.

Confidential NITNo.ITPS/Purchase/2011-12/02(P) Dt. 08-04-2011 of 41

Supply, Installation, Commissioning of Cisco Tandberg Video Conferencing System and

providing Annual Maintenance Support at OPGC

TABLE OF CONTENT Bid Data Sheet ...................................................................................................................................................... 3 Disclaimer.............................................................................................................................................................. 3

Section 1: Introduction & Scope of Work........................................................................................4 1.1 About OPGC................................................................................................................................................. 5 1.2 Scope of Work .............................................................................................................................................. 5

Section 2: Bidding Procedure ..........................................................................................................6 2.1 Formal Invitation to Bid................................................................................................................................. 7 2.2 Bidding Procedure ........................................................................................................................................ 8 2.3 Submission Of Bid ........................................................................................................................................ 8 2.4 Instruction to Bidder.................................................................................................................................... 10

Section 3: Evaluation of Bids .........................................................................................................14 3.1 Opening Of Bids ......................................................................................................................................... 15 3.2 Evaluation & Comparison of Bids ............................................................................................................... 15 3.3 Signing Of Agreement ................................................................................................................................ 17

Annexure-A: Scope of Work and Specification .................................................................................18 Annexure-A1: Detailed Scope of Work ...............................................................................................19 Annexure-B: Bid Support Documents ................................................................................................24 Annexure-B1: Letter of Undertaking by the Bidder ...........................................................................25 Annexure-B2: Form for Price Bid........................................................................................................27 Appendix-B3: Exclusions / Deviations Statement .............................................................................29 Appendix-B4: Proforma for Bank Guarantee for Bid Security (EMD) ..............................................30 Annexure-C: Tems & Conditions of Contract ....................................................................................32 Annexure-C1: Terms and Conditions .................................................................................................33 Annexure-C3: Owner Safety Rules......................................................................................................40




Bid Data Sheet Bid Document No- ITPS, Date

Disclaimer

This RFP is being issued by the OPGC for inviting bids for “Supply, Installation, Commissioning of CISCO Tandberg System and providing Annual Maintenance support after expiry of the warranty period”. The words 'Tender', ‘Bid” and 'RFP' are used interchangeably to refer this document. The purpose of this document is to provide the Bidder with information to assist in the formulation of their proposal. The information contained in this document is confidential in nature. The bidders shall not share this information with any other party not connected with responding to this Bid document. While the RFP has been prepared in good faith with due care and caution, OPGC or any of its employees or consultants do not accept any liability or responsibility for the accuracy, reasonableness or completeness of the information, the information is not intended to be exhaustive. Interested parties are required to make their own inquiries. OPGC reserves the right not to proceed with the project, to alter the timetable reflected in this document or to change the process or procedure to be applied. It also reserves the right to decline to discuss the project further with any party submitting a bid. No reimbursement of any cost will be paid to persons, entities submitting a Bid.

Date of Issue Bid Document 18th April 2011

Address for Communication

Manager Purchase Materials, Orissa Power Generation Company Limited IB Thermal Power Station. AT/PO : Banharpalli, Dist: Jharsuguda Orissa -768234 Tele: 06645-289354/5 Fax : 06645 289355 [email protected];[email protected];[email protected]

Bid Document Bid Document shall be available on the website (http://www.opgc.co.in) for download from 18th Mar

Last Date of Pre-Bid Clarification 28th April 2011.

Last Date of submission of Bids

05th May 2011 , 13 Hrs. 2011 at Purchase Department, OPGC IB Thermal Power Station, Banharpali, District: Jharsuguda, Orissa

EMD to be submitted as part of bid

Amount: 2% of the quoted price. Mode : DD/ Bank Guarantee Bank: In case of DD, one of the authorized banks as per Bid Invitation details. In case of BG any schedule Bank (except co-operative Banks).

Period of Bid validity 180 days from the last date of submission of Bids or any extension thereof.

Dateof Opening of Techno- Commercial Bid 15.00 Hrs of 05th May 2011

Date of Opening Price bids To be intimated

Award of Contract To be intimated.




Section 1: Introduction & Scope of Work




1.1 About OPGC

Orissa Power Generation Corporation Limited (OPGC) was incorporated on November 14, 1984. OPGC started as a wholly owned Government Company of the State of Orissa with the main objective of establishing, operating & maintaining large Thermal power generating stations. In the pursuit of its objective, OPGC established IB Thermal Power Station (ITPS) having two units of 210 MW each in the Ib valley area of Jharsuguda District in the State of Orissa. The plant went into commercial operation from 1996. The entire generation from these units are committed to Gridco – the state owned Trading Company on the basis of a long-term power purchase agreement.

As a part of the reforms process in the energy sector, the State Govt. divested 49% of the equity in favour of a Private investor i.e. AES Corporation of USA in early 1999 through International Competitive Bidding (ICB) process. OPGC with its present Ownership structure is unique of its kind in the country and has excellent track record of plant performance and earnings. The Company has earned many state as well as national level awards and recognitions. Today OPGC has firmly established its credentials as a successful power generating company both technically & commercially by providing safe, clean & reliable power. OPGC is in the process of further capacity addition of another 1220 MW at the same location. OPGC has been allotted two Coal Blocks namely Manoharpur and Dip Side of Manoharpur, having indicated reserves of 531 million tones, from the Ministry of Coal, GOI through Govt. Dispensation Route and is in the process of entering into mining development activities for its own captive use. OPGC has its Corporate office at Fortune Towers, Chandrasekharpur, Bhubaneswar and its Plant Site at IB Thermal, Banharpali, Jharsuguda.

OPGC wants to implement Video Conferencing system for the ease of its business communications at its corporate office and Plant Site. OPGC People at these locations will hold meetings/discussions, share presentations etc through VC for their business need.

1.2 Scope of Work

The Brief Scope of Work is as follows

1. Supply of Cisco Tandberg Video Conferencing System as per the Specification including the display systems and other Necessary Networking equipments.

2. Installation, Commissioning of the Video Conferencing system 3. Two Years Annual Maintenance Support for the Video Conferencing System after Three Years of

Warranty Support. The different location at which Video Conferencing System is to be installed are

1. OPGC Corporate Office, Fortune Towers, Chandrasekharpur, Bhubaneswar 2. Plant Service Building, IB Thermal Power Station, Banharpali, Jharsuguda 3. ITPS Resource Center, IB Thermal Power Station, Banharpali, Jharsuguda

Time period of Implementation of the VC solution within 45 days of issue of Purchase Order by OPGC All VC equipments and Display systems are to be supplied with three years warranty. Annual Maintenance contract for 4th & 5th year should be quoted separately. The warranty & AMC should be back to back supported by the OEM. This should be mentioned on OEM letterhead. The Bidder shall make necessary site survey of each and every site earmarked for HD VC deployment before finalising and submitting the Bid to ensure good quality audio and video during the video conferencing sessions. The Bidder shall submit the detail design and the implementation plan in the Technical bid document. Any Civil and Electrical work requirement during the implementation is also in the scope of the bidder.

The detai l Scope of Work is at Annexure-A1




Section 2: Bidding Procedure




2.1 Formal Invitation to Bid

NOTICE INVITING TENDER

Bids in two Parts (Techno-Commercial & Price Bid) are invited from financially sound bidders having PF Code, IT PAN & VAT/Sales Tax Registration Certificates, Service Tax Registration Certificate, Professional Tax Registration Certificate, on behalf of the OPGC Ltd. for the work of “Supply, Installation, Commissioning of Cisco Tandberg Video Conferencing system and providing Annual Maintenance Support at OPGC.”

1. The Bid & Rates shall be in the prescribed form provided in the Bid Document only.

2. Bidders should familiarise themselves with the site conditions and the installation commissioning requirements before submitting the Bids.

3. Any Bidder for the works shall not be the witness in the Bid of any other Bidder, for the same works. Failure to observe this condition shall render the Bid of the Bidder tendering as well as of those witnessing the Bid, liable for rejection.

4. Bids will be received up to 13.00Hrs of 05th of May 2011 and Techno-Commercial Bid shall be opened at 15.00 Hrs of 05th of May 2011 in presence of the Bidders or their duly authorized representatives.

5. The Bid shall be accompanied by Earnest Money (EMD) of 2% of the total quoted price. The Earnest Money offered shall be in shape of Demand Draft drawn in favour of Orissa Power Generation Corporation Ltd. and payable at State Bank of India (Code-9510) / Andhra Bank (Code-0662) / Central Bank of India (Code-Belpah) or Bank Guarantee issued by a scheduled Bank( excluding Co-operative Banks) in the enclosed proforma (Appendix-B4) in the bid document. The EMD submitted in the form of BG should be valid for 6(Six) months from the date of opening of the Techno Commercial Bid. Any Bid not accompanied with Earnest Money in accordance with aforesaid provisions shall be rejected by the Owner as non-responsive Bid. No interest will be payable by the Owner on the said amount covered under Earnest Money / other security deposits. The Earnest Money of all unsuccessful Bidders will be returned within thirty (30) days after the award of the Agreement.

6. The Bid shall be accompanied with letter of undertaking on non- judicial stamp paper of appropriate value in the prescribed proforma (Appendix-B1) in the Bid document.

7. In consideration of the Owner opening and considering the Bid for purpose of award of Agreement, Bidder shall keep his Bid valid for a period of 180 days(One Hundred Eighty) from the last date for submission of Bids or any extension thereof. During this period the Bidder agrees not to vary, alter or revoke his offer either in whole or in part. If the Bidder however, fails to keep his offer valid for 180(One Hundred Eighty) days or varies its terms and conditions during the said period then the Owner shall be entitled to forfeit the Earnest Money amount without any notice or proof of damages etc.

8. On finalization of Bid, the successful Bidder will submit a security deposit @10% of the Contract value in the form of Performance Bank Guarantee (PBG) at Annexure-C2, on signing of the Agreement. The EMD of all the Bidders shall be returned on award of the contract.

9. A Bidder shall submit the offer which satisfies each and every condition laid down in this notice and other Bid documents, failing which the Bid will be liable to be rejected.

10. The Orissa Power Generation Corporation Ltd. do not bind them to accept the lowest or any Bid or to give any reasons for their decision. The Orissa Power Generation Corporation Ltd. reserves the right of accepting the whole or any part of the Bid or split the total scope of work among eligible Bidders and Bidder (s) shall be bound to perform the same at his/their quoted rates.

For and on behalf of Orissa Power Generation Corporation Ltd. Signature…Sd/- Manager (Purchase),ITPS.




2.2 Bidding Procedure

The Bidder shall bear all costs associated with understanding the scope of work, bid preparation and bid submission. OPGC will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

2.2.1 Qualification Criteria for Bidding

SN Parameter Description Supporting Documents

1 Type of bidder The bidder should be Cisco Tandberg Original Equipment Manufacturer (OEM) or Authorised partner of the OEM. Or A System Integrator in Video-conferencing business implementing Cisco Tandberg VC System since last three financial years. Such System Integrator should have back to-back support agreement with the OEM and should be an accredited service-partner of the OEM. Such bidders should submit a case specific letter of authorization & accreditation certificate from OEM.

Authorization & accreditation certificate from OEM for system Integrators

2 Status of Firm The bidder should be a registered company in India, registered under the Companies Act 1956 and should be registered under C. S. T. and/or have the sales tax registration in the state where the company has a registered office. The bidder should submit the valid sales tax/VAT registration certificate and Service Tax registration certificate.

Copy of Company registration

3 Capability The bidder should have executed and completed at least three SD/HD-Video-conferencing implementation project including Hardware & Networking installation and integration in last Three Years.

Documentary evidence in form of Completion Certificate from relevant client.

4 Financial Stability

The bidder should have an overall annual turnover of minimum Rupees Ten Crores in each of the last three financial years.

Audited Financial / Income Statements for the each of three years.

5 Guarantee Support

Guarantee support for the provided System Hardware for minimum 5 years after completion of warranty with regard to service and spares by the OEM

Submit OEM certificate to this effect from the OEM’s authorized signatory.

6 Support services

The bidder should have support centres located in Orissa in order to support OPGC Office locations.

Self certificate from company’s Authorized Signatory with Full address of the support centre along with the name and telephone number of contact persons.

2.3 Submission Of Bid

2.3.1 Complete Bid

Both the Techno-commercial & Price Bid in hard and soft copy shall be submitted in separate and sealed covers, super scribed as Techno-commercial and price Bid. All these envelopes shall be put in to a third envelope. All the envelopes must be sealed & superscripted with Name of the Work, NIT No., and due date of opening. The full name, postal address, telegraphic address and Telex / telephone / fax / E-Mail of the Bidder shall be written on




the bottom left corner of the envelope. Completed Bid shall be submitted within due date and during office hours only. The bids can be sent by speed post /registered post or submitted in person so as to reach the accepting authority before the date & time fixed for submission of the bid. Bids sent by any other mode(s) will be rejected.

The Bidder will be required to return the original Bid Document as a part of the response to the Bid. It shall be expressly agreed therein by the Bidder that he has read and understood the complete Bid Document and shall comply with the same. All pages of the original Bid Document, Techno-Commercial Bid and Price Bid must be signed by the person or persons of the Bidder, duly authorized to sign such a Bid. Any changes, erasing, alterations, additions or overwriting made in the Bid will be valid only if the person or persons signing the bid have authenticated the same with their signature.

Deviation, if any, from the Bid specifications and other parts of the Bid Document, shall be listed out separately and clearly by the Bidder as per the format of Exclusion /Deviation Statement attached as Appendix-B3. If deviations are not clearly listed as such, they will not be considered by OPGC later.

2.3.2 Bid Submission Format

The Bidders are requested to submit the proposals written only in English language. Each proposal shall have three parts containing the following: Part - A: Certificate of Acceptance of Important Conditions and EMD

a) Covering letter.

b) Crossed Demand Draft / BG for requisite amount drawn in favour of Orissa Power Generation Corporation Ltd. in the manner prescribed in NIT enclosed herewith towards the Earnest Money.

c) Letter of undertaking in judicial stamp paper of worth Rs. 10.00 in the format enclosed at Appendix-B1.

d) Documents in support of authentication of the person who signed the Bid. Only proprietor, partner, directors or permanent employee with due power of attorney is recognized for such signature.

Part - B: Techno-Commercial Proposal

a) Statement of work and formal proposal and response to Functional and Technical requirements.

b) Any other technical information, Bidder wishes to furnish.

c) Details of work of similar nature and magnitude executed by the Bidder during last three years

d) Scanned copy of valid VAT/Sales Tax Registration Certificate and IT PAN.

e) Scanned copy of Provident Fund Registration No. and Service Tax Registration No. of appropriate category issued by competent authority.

f) Scanned copy of the Registration of Firm / Company.

g) Present & permanent Address for correspondence along with Telephone No./Fax No./E-mail address etc.

h) The Bidder shall submit a detailed Service Level Agreement (SLA) covering severity levels, expected service windows, expected service levels, escalation matrix etc. for the Annual Maintenance Support along with the bid document.

i) Exclusion /Deviation Statement in the proforma at Appendix-B3. j) Unpriced Schedule of Bill of Quantity, being proposed by Bidder. Techno-Commercial Proposal shall

not contain any price. k) Scanned copy of supporting documents for Important Conditions as specified in clause 2.2.1:

Qualification to bid.

Part - C: Price Proposal

Price bid shall include Original price bid / schedule of quantity duly filled in, signed & stamped on each page as token of unconditional acceptance. The Bidder shall take utmost care in filling the Bid documents corresponding




to instruction to Bidder and relevant information elsewhere in Bid document. Price Bid shall be completed in all respects with all their attachments / enclosures, if any.

2.3.3 Rejection of Bid

Bids submitted by fax or email will not be treated as valid and rejected outright. Once the deviations as submitted along with the original Bid documents are sorted out at mutually agreed terms and conditions with all the participating Bidders, no further deviations are acceptable and any bids submitted with any deviations shall be liable for rejection. Bids not containing all the parts will be rejected.

2.4 Instructions to Bidder

2.4.1 Bidder to obtain their own Information

a) Bidder shall for all purposes and whatsoever reason may be, deemed to have independently obtained all necessary information for the purpose of preparing his Bid. The correctness of the details given in the Bid Document is for guideline/ information only, to help the Bidder to prepare his Bid.

b) Bidder shall be deemed to have visited the sites, offices and surrounding areas, to have satisfied itself to the nature of all existing Business processes and also as to the nature and the conditions of available facilities and communications and possible interruptions there to the access and egress from site and to have made enquiries, examined satisfied himself of the sites in respect to requirements for the Project.

c) Any change in site conditions or technological requirement shall be binding on the Bidder and no extra claim on this account shall be entertained.

2.4.2 Addenda / Corrigenda / Amendments issued to this Tender

a) OPGC reserves the right to issue any addenda or corrigenda to the Bid document without assigning any reason thereto. In response to such addenda / corrigenda, the Bidders shall submit their Bid in a fresh schedule. However, if the Bidder has already submitted his Bid prior to issue of such addenda / corrigenda, they shall resubmit a fresh offer marked on the envelope as “Amended Offer”. The original offer submitted by such party shall be destroyed in presence of the Bidder on the date of opening.

b) At any time prior to the deadline of submission of Bids, OPGC may, for any reason, whether at its own initiatives or in response to a clarification by a prospective bidder, modify the bid document through Amendment(s)

c) The Amendment(s) will be notified to all prospective bidders through the website and such Amendment(s) will be binding on them.

d) OPGC may extend the deadline for the submission of bids, in order to allow the prospective bidders a reasonable time in which to take the amendment(s) into account in preparing their Bids.

e) Notice for this addenda/corrigenda/amendments shall be published in opgc web page only. Bidders in their interest must visit our site till completion of the bidding process for any details thereof.

2.4.3 Extension of Bid Opening Date

OPGC may, at its sole discretion, decide to extend this Bid Opening Date and / or date for submission of Bids. In such a case, all rights and obligations of OPGC and that of Bidders previously subject to the Bid Opening Date will thereafter be subject to the new Bid Opening Date. All extensions shall be published in opgc web page only.

2.4.4 Bids Received Late

Any bid received by OPGC after the expiry of the specified date and time for submission of bids will be rejected outright and returned to the Bidder. The Bidders must take all responsibility of submitting the Bids within the prescribed date of submission of Bids. OPGC will not accept as valid reason or be responsible for any postal delay or non-receipt / non-delivery of the Bids.

2.4.5 Modification and Withdrawal of Bids

The Bidder will not be allowed to modify its Bid after its submission, No bid shall be withdrawn during the period




between the Bid Opening Date and the expiration of the bid validity period as specified in Notice Inviting Tender. Withdrawal of a bid during this interval period may result in the forfeiture of the Bidder’s Bid Security (EMD).

2.4.6 Bid Validity Period

All bids, not rejected for any other reason, will remain valid for a period of 180 (One Hundred Eighty) days from the last date for submission of Bids or any extension thereof. Each Proposal shall indicate that it is a firm and irrevocable offer. Non-adherence to this requirement may form ground for declaring the proposal as non-responsive. In case of the bidder revoking or withdrawing / cancelling his Bid, varying any term in regard thereof during the validity period of the Tender without the written consent of OPGC, the Bid submitted shall be liable for rejection and will entail forfeiture of the Earnest Money paid along with the Bid. On completion of the validity period 180 (One Hundred Eighty) days, unless the bidder withdraws its bid in writing, it will be deemed to be valid until such time that the bidder formally (in writing) withdraws its bid.

2.4.7 Extension of Period of Bid Validity

In exceptional circumstances, OPGC may request all the Bidders consent to an extension of the period of validity of their respective bid. The request and the response thereto will be made in writing. Extension of validity period by the Bidder must be unconditional. The bid EMD provided in the form of BG will also have to be accordingly extended. A Bidder will not be permitted to modify his bid.

2.4.8 EMD

Bids not accompanied by the requisite EMD, or bids accompanied by EMD of inadequate value shall not be entertained and in such a case bids shall be returned to the Bidders without being opened.

The EMD may be forfeited,

a) If the Bidder withdraws its bid during the period of bid validity.

b) In the case of a successful Bidder, if the Bidder fails within the specified time limit to furnish the acceptance of Letter of Award and / or fails to submit Performance Guarantee of requisite amount.

c) If, during evaluation of bids, OPGC ascertains that there is discrepancy in the bid price due to arithmetical error, and on communicating such error to the Bidder, the Bidder does not accept the proposed correction of errors.

2.4.9 Price Basis, Taxes and Duties

Complete details of Commercial Bid are to be provided in specified schedules in Bid Proposal Sheets (BPS). All prices are to be FOR ITPS basis. Taxes central and local taxes and duties ( ED,CST/VAT,Orissa Entry Tax) and other components as per price format shall be indicated separately. All items and services are to be quoted in Indian Rupees. No adjustment of the contract price shall be made on account of variation of costs of labour and materials or any other cost component affecting the total cost in fulfilling the obligations under the Agreement. The prices once offered must remain firm and shall not be subject to escalation due to fluctuation in foreign currency or for any reason; however Taxes, Duties, Levies etc prevailing during the contract period as per payment milestones shall be paid. All the Bidders are requested to familiarise themselves with the laws, rules and regulations prevailing in India and consider the same while developing and submitting their Proposal. The Bidder has to consider all taxes, duties, levies, cess etc., applicable for executing this Contract and accordingly, shall indicate the excise duties, customs duties and all other taxes, levies, cess etc. considered on supplies and services either imported or locally sourced included in his offer. Non inclusion or omission either declared or not declared on the part of the Bidder shall be construed as inclusive of such duties or taxes in his quoted price as may be applicable as of 7 (seven) days prior to the Date of opening of Techno-Commercial bids.

2.4.10 Rates To Be In Figures & Words

The Bidder shall quote both in figures and in words for the rates and amount Bided by him in the Schedule of quantities / Price schedule forming part of the Bid document, in such a way that interpolation is not possible. The




amount of each item shall be worked out and entered and requisite total given for all items. The Bided amount for the work shall be entered in the Bid and duly signed by the Bidder. If any ambiguities are observed in the rates & amount given in words & figures the following procedure shall be followed:

When there is difference between the rates in figures and words, rate which corresponds to the amount worked out by the Bidder, shall be taken as correct.

When the rate quoted by the Bidder in figures and words tally but the amount is incorrect, the rate quoted by the Bidder shall be taken as correct but not the amount.

When it is not possible to ascertain the correct rate by either of above methods, the rate quoted in words shall be taken as correct.

2.4.11 Abnormal Rates

The Bidder is expected to quote the rate for each item after careful analysis of cost involved for the satisfactory performance and completion of item work considering all specifications and conditions of Agreement. This will avoid loss of profit or gain in case of curtailment or change in specification for any other item. In case the rates quoted by the Bidder for any item are unusually high or unusually low it will be sufficient cause for the rejection of the Bid unless the Owner is convinced about the reasonableness of the analysis for rate furnished by the Bidder (on demand) after scrutiny.

2.4.12 Corrections & Erases

No erases or over writings are permissible. All corrections and alterations in the entries of Bid papers shall be signed by the Bidder with date.

2.4.13 Details & Signature Of Bidder

The Bid shall contain the name, residence and place of business of person or persons making the Bid and shall be signed by the Bidder with his usual signature. Partnership firms shall furnish the full names of the partners in the Bid. It should be signed in the partnerships name by all the partners or by duly authorized representative followed by the name and designation of the person signing. Bid by a Corporation shall be signed by an authorized representative and a power of attorney / authorization on its behalf shall accompany the Bid. A copy of constitution of the firm with names of all partners shall be furnished. In case of cooperative society, the authorized representative of the society will sign the Bid. Similar principle shall be followed in case of any Trust and Hindu Undivided Family business. The signature should be attested, at least by one witness.

2.4.14 False or Misleading Claims

OPGC may in its absolute discretion exclude or reject any proposal that in the reasonable opinion only of OPGC contains any false or misleading claims or statements. OPGC has no liability to any person for excluding or rejecting any such proposal. .

2.4.15 Owner’s Right to Accept Any Bid and to Reject any or all Bids

OPGC reserves the right to accept or reject any bid or to annul the bidding process and reject all bids at any time prior to Contract award, without assigning any reasons thereof and OPGC shall not entertain any claim whatsoever on this account.

2.4.16 Clarification on Bids

During the bid evaluation, OPGC may, at its discretion, ask the Bidder for clarifications on its Proposal.

2.4.17 Language

English shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.




2.4.18 Caution to Bidder

The person who submit the Bid or participate in the opening of the Bid must abide by the safety rule of OPGC right from the plant gate. Some of the checkpoints are, the vehicle must have valid insurance & tax paid road permit, valid driving license of the driver / Owner as the case may be. Persons with full shoes shall be allowed to enter the plant & our plant gate shall provide other items such as hardhat, safety glass & visitor pass. Not more than 2(two) persons for one Bid shall be allowed to participate in Bid opening.




Section 3: Evaluation of Bids




3.1 Opening Of Bids

The Techno-Commercial bid shall be opened at a predetermined time, venue & date in presence of the Bidder(s) or their authorized representative(s) who may like to be present. Partner, Director or permanent employee of the firm duly authorized only can be the authorized representative. Price bid shall be opened at a future date under intimation to all technically qualified Bidders and in presence of them or their authorized representatives who shall participate.

3.1.1 Preliminary Examination of Proposals

OPGC will examine the Proposals to determine whether they are complete, whether required EMD have been furnished, whether the documents have been properly signed, and whether the Proposals are generally in order. If a Proposal is not substantially responsive, it shall be liable for rejection by OPGC. OPGC’s determination of Proposal’s responsiveness will be based on the contents of the Proposal itself and any written clarifications, if sought for by OPGC and submitted by the Bidder.

3.2 Evaluation & Comparison of Bids

3.2.1 Basis of Techno-Commercial Evaluation

OPGC will carry out a detailed evaluation of the bids previously determined to be substantially responsive, in order to ascertain whether the technical aspects are in accordance with the requirements set forth in the Bid Document. Bidder should supply all the equipment as per the specification, make & model mentioned. Non fulfilling of the same may reject your offer. OPGC will evaluate the proposal on the basis of their responsiveness to the Qualifying Requirement criteria (2.2.1 Qualification to bid). Proposal shall be rejected at this stage if it does not respond to the qualifying requirements criteria. OPGC will examine and compare the technical aspects of the bids on the basis of the information supplied by the bidders, taking into account the following factors:

a) Technical and Functional requirements

b) Capability of the Bidder

i. Organization Strength and Business Focus

ii. Experience as a System Integrator in Video conferencing System

3.2.2 Basis for Price Evaluation:

The commercial bids of only those bidders who are found eligible in the technical evaluation will be opened and the date of opening of the commercial bids will be communicated to qualified bidders

OPGC will examine the Price Proposals to determine whether any arithmetical errors have been made, whether the documents have been signed, and whether the Proposals are generally in order. Arithmetical errors will be rectified on the following basis.

a) If there is a discrepancy between the unit price and the total price, which is obtained by multiplying the unit price and quantity, or between subtotals and the total price, the unit or subtotal price shall prevail, and the total price shall be corrected.

b) If there is a discrepancy between words and figures, the amount in words will prevail. If a Bidder does not accept the correction of errors, its Proposal will be rejected and its bid security may be forfeited.

The evaluation shall be based on the evaluated cost of completing the contract in compliance with all commercial, contractual and technical obligations under this Bid including taxes, duties & levies etc. The rates of taxes, duties and levies as applicable on seven (7) days prior to the date of Techno-commercial bid opening shall be considered for the purpose of evaluation.

OPGCL also reserves the following for loading during comparison.




( I )The Proforma for comparative statement has been standardized and is as per annexure of manual. CS should be prepared as per proforma and loading actors to be used for loading are as mentioned below ( if not mentioned specifically in the offer). P&F charges 2% Freight 2% 300 Kms. to 500 Kms. 3% 500 Kms. To 1000 Kms. 4% Above 1000 Kms. 5% Insurance 0.15%/ As per OPGC open policy (NOTE:Percentage loading will be limited to full truck/trailer load rate for each truck load).

( II ) Payment terms loading 1.5% per month ( wherever parties have quoted 100% through bank/advance against our standard and payment terms of 100% after receipt and acceptance of materials within 30 days.)

In case of payment through bank loading for a period 30 days and in case of advance payment alongwith P.O. the loading for the period of delivery period plus 30 days, may be taken. In case of 90% through bank & balance 10% within 30 days after receipt and acceptance of materials. Loading factor will be 1.5*0.9= 1.35%. Accordingly for other payment terms loading factors will be calculated.

( III ) Delivery term loading: If the delivery period required as per bid requirement is deviated the loading shall be done @0.5% per week or part thereof for the period over and above the stipulated delivery period.

( IV ) If the PBG clause is not accepted or deviated loading for the same shall be done. Loading procedures Basic Price Packing & Forwarding charges ( on basic price only) Excise Duty on (Basic + P&F) Sales Tax on (Basic + P&F+ ED) Freight on (Basic + P&F+ ED) Insurance on (Basic + P&F + ED+ Freight)

OET (Basic + P&F + ED+ Freight + OET) Payment Terms Loading on (Basic + P&F + ED + Freight + TI +OET)

In case on variable prices, Variable excise duty etc. the following norms/systems will be taken into consideration. (a) In case of price variation clause (without specific mention of quantum), 10% price escalation per annum may be proportionality loaded. (b) In case of the bidder stipulates Excise Duty as applicable at the time of dispatch & specifies the present rate of Excise duty( a numeric percentage or nil ), in such case the offer shall be evaluated considering the maximum rate of E.D. applicable for the product as per Excise Tariff of Govt. of India or as evident from the other bids received in the tender. However, the liability of OPGCL shall be as per actual ED applicable at the time of dispatch, subject to production of Excise invoice. Further the rate of ED shall be restricted to as applicable within the contractual delivery period only. Increase in ED rate in any due delay in supply beyond the contractual delivery period shall not be payable by OPGCL. However the benefit of any decrease in ED shall be passed on to OPGCL. In case bidders quote with Fixed Rate of ED OR Special ED as NIL” the offer shall be evaluated accordingly. This will be subject to submission of Excise invoice copy for having actually paid the Excise Duty or otherwise but claim for any upward revision will not be accepted at a later stage. (Adverse loading in each factor to be done for comparison purposes, in case vender has not mentioned specifically however, for placement of order the lowest/beneficial terms will be indicated.)




IMPORTANT NOTICES:

Please fill in the proforma for summary quotation as per specimen given . Tenders not specifying the exact rates of taxes and duties ( wherever applicable) shall be loaded

to the highest slab or may not be considered. Any deviation in Technical Specification/ terms & conditions shall be clearly specified in details,

failing which shall be deemed the NIT specification & Terms conditions are acceptable in totally unless and otherwise specified.

The suppliers/contractor is required to manufacture the product/carryout the work in controlled condition so as to contain Air pollution, water/land contamination within relevant legislative & statutory requirement.

All person(s) connected with OPGCL shall have to adhere the safety rule regulations of the Company.

3.2.3 Selection of Bidder & Negotiation

Selection of Bidder will be on L1 basis. The selected bidder will be notified in writing by OPGC inviting him for further Negotiations.

3.3 Signing Of Agreement

On finalization of negotiation, to the mutual satisfaction of both the parties, OPGC shall invite the selected bidder through Letter of Acceptance (LOA) for the signing of the Agreement. The selected bidder shall execute the Agreement within a period of Fourteen (14) days of receiving LOA from OPGC. The Agreement is to be signed in English language in two originals, one each for OPGC and the Bidder

The Bidder shall submit the following documents for signing of the formal Agreement:

a) Copy of detailed LOA duly signed on all pages as a token of acknowledgement of receipt.

b) Security Deposit as in the form of Bank Guarantee as per proforma Bank Guarantee for security deposit in the contract document.

c) Non-Judicial Stamp Paper of value Rs.100/- purchased in Orissa, India for the signing of Agreement.

d) Permanent Account Number of allotted by Income Tax Department.

e) Self-attested Photostat copy of Notarized Power of Attorney by the Competent Authority or Board of Director’s resolution authorizing the individual(s), to sign the Agreement.

f) Self-attested Photostat copy of the Registration under Orissa State VAT, Service Tax, as applicable.

3.3.1 Failure to Sign Agreement / Commence The Work

Failure to sign the agreement and / or commence the Work within the date to be agreed upon after issue of LOA, the LOA will be terminated and the Bidder will be liable to be debarred from participation in the Owner’s Tenders for a period of two (2) years, besides forfeiture of EMD.




Annexure-A: Scope of Work and Specification




Annexure-A1: Detailed Scope of Work The Scope of work for this RFP is to supply, Install, commission Cisco Tandberg Video Conferencing System as per the Specification in the RFP at four locations of OPGC and undertake the AMC to provide maintenance support of the equipments after expiry of the one year warranty period. OPGCL wishes to use the VC System to hold meetings/discussion, share presentations etc, which may be between the three OPGC locations mentioned bellow or from OPGC locations to other AES Plant locations worldwide. All the AES locations are within its MPLS network. OPGC will use Internet Leased Lines from its existing ISP- M/s Reliance Communications.

1.1. Location of Implementation

The VC System will be installed at the following four locations

a) ITPS Plant Service Building, Banharpalli, Jharsuguda (Orissa)

b) ITPS Resource Center, banharpali, Jharsuguda (Orissa)

c) OPGC Head Office, Fortune Towers, Bhubaneshwar(Orissa)

The ITPS Plant service building and Resource Centre are connected through structured Fibre Backbone LAN system. OPGC head Office is having its own Ethernet LAN system. The bidder should design and implement suitable networking solution to connect all the above locations through the Internet Leased line without affecting the current networking system. OPGC also requires that the Bidder offering VC Solution should coordinate with our Network Service Provider for End-to-End Connectivity.

1.2. Supply of Video Conferencing System

The Bidder shall supply all the items necessary for implementing Video Conferencing System including the Display units with wall mount/table mount kit and cables/connectors etc. Generic Specification of Video Conferencing equipments and other equipments & software is provided in Table-1 & Table -2 of Annexure-A2. OPGC intends to install two nos of display units at each location one will be used for video and other for the presentation sharing. All VC equipments and Display systems are to be supplied with three years warranty

1.3. Installation and commissioning of Video Conferencing System

a) The Bidders will be responsible for design, installation and commissioning of necessary infrastructure required for running the intended Video Conferencing System.

b) The Bidder shall submit the final detail design document that has to be approved by OPGCL before executing the work.

c) The Bidder should install & commission the Video Conferencing equipments, display units, cameras with all necessary cables & connectors.

d) The Bidder shall configure the system with the existing network and coordinate with the ISP of OPGC (Reliance Communications) for running the system properly.

e) The bidder is also responsible for any civil and electrical works needed for the Installation and commissioning of the system.

f) The bidder shall provide Handholding of the VC-sessions for the One-month time from the date of final acceptance of the implementation and impart training to OPGC officials.

g) The bidder shall provide complete documentation of the entire solution being setup. h) The bidder shall be required to perform tasks, render requisite services and make available resources as

may be required for the successful completion of the entire assignment at no additional cost to OPGC. i) OPGC reserves the right to change the scope of the tender considering the requirements and the

changing conditions on mutual agreement.




1.4 Warranty Support and Annual Maintenance support

The bidder has to do on-site comprehensive maintenance of Video-Conferencing equipments and Display Systems etc. at specified locations wherever the VC solution is implemented during the Three Years Warranty Period. The bidder shall undertake to provide an onsite comprehensive AMC of Video-Conferencing Equipments and Display Systems at specified locations wherever the VC solution is implemented, at the approved rates for 2 years after the expiry of warranty period. During Warranty Support/AMC Support, it will be mandatory on the part of the bidder to attend and resolve Breakdown calls (if any) as per the parameters / time-frame defined in the SLA section.




Annexure A2: Specification Table- 01

Broad Specifications for Cisco Tandberg Video Conferencing System

S No. Specification Offered Yes/ No

Deviation/ Enhancement

1 Equipment A Cisco – Tandberg Video Conferencing System

B

The system should be a point to point system with Codec, Dual Display option, Precision HD 1080p camera with 4x or higher zoom, Mic , remote control, cables and power supply. OPGC needs to put at least 4X Zoom camera at one location and at least 12X Zoom camera for other 2 locations as per the size of the rooms

C 3 Years Onsite Warranty Support on all System 2 Interoperability Standard

The System should have the capability to support H.329 in both H.323 and SIP mode

3 Bandwidth H.323/SIP upto 6Mbps point-to-point

4 Video standards H.261, H.263, H.263+, H.264 5 Video Features

Native 16:9 widescreen, Advanced Screen Layout, Intelligent Video Management, Local Auto Layout

6 Video Inputs: The system should have 2 Video inputs 1X HD camera(1080) PC/Laptop connection provision for PowerPoint presentations etc 7 Video output:

The System should have 2 Video outputs 2XHDMI for connecting 42”/52” HD Display System

8 Camera 1/3” CMOS camera

Precision HD 4X / 12X Zoom OPGC needs to put at least 4X Zoom camera at two locations and at least 12X Zoom camera for other 2 locations as per the size of the rooms

Tilt Range : +15/- 25° or better Pan Range : +/- 90° or better 1920X1080p progressive 60fps Auto/manual focus/ Brightness/ Automatic white balance Far end Camera Control Dual HDMI and HD –SDI output

9 Video Resolution

The system should support video resolution forn CIF, QCIF, 4CIF, VGA, SVGA, HD 720p@60fps and HD 1080@30fps, XGA,SXGA




S No. Specification Offered Yes/ No

Deviation/ Enhancement

10 Audio Feature CD Quality Audio Acoustic Echo Canceller Automatic Gain Control (AGC) Automatic Noise Suppression (ANS) Audio Mixer Mic, VCR, Telephone , Line in

11 Audio Standards G.711, G.722, G.722.1, 20KHZ or better

12 Audio input 2 x Microphone 2 x RCA/Phone connectors

13 Audio output 2X RCA / Phono 1 X HDMI

14 Network interface support 1X LAN/Ethernet port : (10/100/1000Mbps)

15 Network Features

The system should have features such as QoS, RSVP, standard based packet loss based down speeding, TCP/IP, DHCP etc

16 Embedded Encryption

The System should support AES encryption. AES encryption is required for copltet secure call between locations

H.239 capability should be supported in an encrypted call 17 Security

Administrative password Management via HTTPS/SSH SNMP security alerts

18 System Management Total Management via embedded SNMP, Telnet, SSH

19 Firewall Traversal H.460.18, H.460.19 Firewall Traversal

20 Electrical Auto sensing power supply Operating voltage/power 110-240 VAC 50-60 Hz

21 Directory Services

Support for Local Directories(My Contact), Received Calls & Placed Calls

22 Documentation

The system must come with complete documentation set involving user guides, technical specifications, operation and maintenance manuals etc.




Table-02

Broad Specifications for Display System

S No. Specification Offered

Yes/ No Deviation/

Enhancement 1 Make of Display System ( Samsung or Sony) 3 Years Warranty Support on the system

2 Technology - LCD

3

Diagonal Size – At least 40” and At least 52” OPGC intends to install 2 Nos of LCD panels at each location. At least 40” at 1 Locations and At least 52” at other two locations

4 Pixel Pitch – 0.6x0.6 5 Viewing Angle H/V – 178/178 6 Resolution – 1920 X 1080 7 Contrast ration- 2000:1 or better 8 Dynamic CR – 5000:1 or better 9 Brightness(Typ)-600cd/Sq. Mt. Or better

10 Power Consumption-Max 380W 11 Power Supply - 100-240V 12 Response Time – 8ms 13 Connectivity PC inputs – VGA/DVI/BNC 14 Video Inputs – CVBS/Component/HDMI 15 Speaker – At least 2X10W ( Built in) 16 Mounting – Wall Mounting Kit 17 Remote Control 18 Inbuilt fan for 24X7 operation




Annexure-B: Bid Support Documents




Annexure-B1: Letter of Undertaking by the Bidder

PROFORMA OF LETTER OF UNDERTAKING TO BE SUBMITTED BY THE BIDDER ALONG WITH HIS BID. (To be executed on non-judicial stamp paper of requisite value)

Ref: Date: To Orissa Power Generation Corporation Ltd., IB Thermal Power Station, Banharpali. (Hereinafter referred to as the Owner)

I/We have read and examined the Bid documents relating to “Supply, Installation, Commissioning of Video Conferencing System and providing Annual Maintenance Support ”.

I/We hereby tender for execution of the works referred to in the aforesaid documents upon the terms and

conditions contained or referred to therein and in accordance in all respects with the specifications, designs,

drawings and other relevant details contained in Schedule of Quantities / Price schedule attached with the Bid

documents and the period (s) of completion as stipulated in the Contract.

In consideration of I/We being invited to Bid, I/We agree to keep the Bid open for acceptance for 180 days

from the due date of opening of bid there of and not to make any modifications in its terms and conditions which

are not acceptable to the Owner.

A sum of Rs……………………… is hereby forwarded in shape of Demand Draft drawn in favour of Orissa

Power Generation Corporation Ltd. and payable at State Bank of India (Code-9510) / Andhra Bank (Code-0662) /

Central Bank of India (Code-Belpah) or Bank Guarantee issued by a ______________Bank as Earnest Money in

the manner prescribed in NIT enclosed. If I/We fail to keep the Bid open as aforesaid or make any modifications in

the terms and conditions of the Bid, which are not acceptable to the Owner, I/We agree that the Owner shall,

without prejudice to any other remedy, be at liberty to forfeit the said earnest money absolutely. Should this Bid be

accepted, I/We hereby agree to abide by and fulfil all the terms, conditions and provisions of the aforesaid

documents.

If, after the Bid is accepted, I/We fail to commence the execution of the works as provided in the

conditions, I/We agree that the Owner shall without prejudice to any other right or remedy be at liberty to forfeit

the said earnest money absolutely.

Signature of Bidder …………………




Duly authorized to sign the Bid on behalf

of the (in block capitals)…………………..

……………………………………………..

Dated………………………………………

Postal Address…………………………….

Telegraphic Address……………………

Telephone No……………………………..

Fax No…………………………………….

E-mail address ……………………………

Witness……………..

Date………………..

Address……………




Annexure-B2: Form for Price Bid

Having examined the Bid Document Number …………………………………... dated ………………, the receipt of

which is hereby acknowledged, we, the undersigned, offer to supply, implement, commission, integrate and put

into operation the Solution under the above-named Bid in full conformity with the Bidding Documents for the sum

quoted in price schedule. The following is the total bid price for the scope of work described in our response to

your Bid Document.

i) In figures __________________________________________

ii) In words __________________________________________

(Please quote the price in Indian Rupees only)

The break-up of the above lump sum price is given in the Price schedule attached herewith and is made part of

this bid.

Thanking you, Yours faithfully, <Seal and Signature of Authorized Signatory> <Name of Authorized Signatory> <Title of Authorized Signatory>




A. Price Schedule for Implementation A1. Supply of Hardware & Software for VC System S. N.

Description of the materials Equipment Service Item wise

UOM

Qty. Unit Rate

Price Basis

P&F charges

E.D

Sales Tax /VAT

Estimated freight/ Specify mode of transport

Transit Insurance (specify rate)

Orissa Entry Tax

Unit Total price F.O.R Destination

Total

1

Tandberg HD1080P quality with 4X zoom Camera, Mic, Remote & Cable (Single point) for HO , Bhubaneswar

N0 1

2

Tandberg HD1080P quality with 12X zoom Camera, Mic, Remote & Cable (Single point) for ITPS Plant & Resource Center

No 2

3 Display – LCD Panel of 40”/42” No 2

4 Display – LCD Panel of 50”/52” No 4

5 Installation kit Set 3 6 Software if any Set 3 7 Cables,

Connectors etc

8 Network Switches/Routers if any

9 Any other item (give detailed break-up)

# All prices are to bequoted in Indian Rupees Only. $ Orissa Entry Tax is applicable @2% of the purchase value. & Sales tax /VAT applicable is in full. No form C shall be furnished. A2. Installation & commissioning of VC System

SN Description UOM Qty. Unit Rate in INR

Amount in INR

Taxes & Duties in INR

Total Amount in INR

Installation and commissioning charges (including Civil & Electrical works) Location 3

B. Price schedule for 2 Yrs Annual Maintenance Support after Warranty

4th year After Warranty 5th Year SN No

Description Amount in INR Taxes in INR Total INR Amount

in INR Taxes in INR Total INR

1 Annual Maintenance Support




Appendix-B3: Exclusions / Deviations Statement

DEVIATION / EXCLUSION / VARIATION STATEMENT

We confirm that the following are the only deviations / exclusions / variations to the requirements described in

your Bid Document Number …………..dated ……….and as responded in our proposal / bid Number ……….

dated ………. Except for these deviations / exclusions / variations, we confirm to all the other requirements of the

said Bid Document.

Sr. No.

Page no. of Bid Document

Serial no. of Bid Document

Subject Deviation / Exclusion / Variation

We declare that any other deviations noted in other places in the bid documents / correspondences shall be

ignored and construed as our unconditional acceptance of the respective tender terms, unless mutually agreed

under seal and signature from both sides.

Thanking you,

Yours faithfully

Name and Designation of Signatory: Name of Firm: Address

Notes: a) This form has to be signed by authorised signatories of the Bidder. b) Please use separate sheets in case the deviation / exclusion / variation that cannot be adequately described

in the table above clearly mentioning the reasons). c) The Bidders must comply with all requirements of this Bid Document. However, where the Bidder is unable to

comply with specific requirements listed out in this document, he must specifically indicate these in the format given above. Anything contained in this Bid Document, which has not been specifically excluded, or for which deviations have not been indicated, will be regarded as being agreed to by the Bidder.




Appendix-B4: Proforma for Bank Guarantee for Bid Security (EMD)

PROFORMA BANK GUARANTEE IN LIEU OF DD FOR EARNEST MONEY (on Non Judicial stamp paper of appropriate value)

Ref: Date:

Bank Guarantee No.

To

Orissa Power Generation Corporation Ltd., Ib Thermal Power Station, At/Po- Banharpali, Dist-Jharsuguda-768234.

Dear Sir,

In consideration of Orissa Power Generation Corporation having its Registered office at 7th.Floor, Zone – A,

Fortune Towers, Chandrasekharpur, Bhubaneswar-751 023 (hereinafter called the “Owner” which expression

shall unless repugnant to the subject or context include its successors and assigns) having issued Bid

Specification Against NIT No_________________________________________ dt.________________ to

M/s________________________________________ having its Registered / Head office

at_________________________________________ (hereinafter called the Bidder) who wishes to participate in

the said tender for and you, as a special favour, have agreed to accept an irrevocable and unconditional Bank Bid

Guarantee for an amount of Rs.________________________________ valid up to ___________________ On

behalf of the Bidder, as a condition for participation in the said tender.

We, the _____________________ Bank incorporated under ________________ law and having one of our

branches at _________________ and having our Registered office/Head office at _________________ do here

by unconditionally and irrevocably guarantee and under take to pay to the “ Owner” immediately on demand

without any demur reservation, protest, contest and recourse to the extent of the said sum of Rs._____________

(Rupees _______________________ only). Any such claim/demand made by the said “Owner” on us shall be

conclusive and binding on us irrespective of any dispute or differences raised by the Bidder.




This guarantee shall be irrevocable and shall remain valid up to _________________. If any further extension of

this guarantee is required, the same shall be extended to such required period on receiving instructions from M/s

____________________ on whose behalf this guarantee is issued.

We, the said Bank lastly undertake not to revoke this guarantee during its currency except with the previous

consent of the Owner in writing and agree that any change in the constitution of the said tenderer or the said Bank

shall not discharge our liability. In witness where of the Bank, through its authorised officer, has set its hand and

stamp on this ___________________________ day of _______________________20______

Witness:

(Signature) (Signature)

____________________ __________________

Name Name

_____________________ (Designation with Bank stamp)

Official Address

Attorney as per Power of Attorney

No.___________________

Date__________________




Annexure-C: Tems & Conditions of Contract




Annexure-C1: Terms and Conditions

1. Installation and Commissioning The vendor shall be responsible for supply, installation and commissioning of the VC System at the direction of OPGCL. The acceptance test of the System at each location shall be conducted by the vendor in the presence of OPGCL’s authorized representative(s) and/or any other team or agency nominated by OPGCL. All expenses for acceptance test shall be borne by the vendor.

2. Warranty and AMC The Warranty period of VC Solution and Services will be for a period of Three years from the date of successful acceptance of the Solution. The equipment shall be under comprehensive on-site warranty covering all parts / components, for a minimum period of Three years (thirty six months) from the date of successful acceptance of the Solution. The warranty will be expiring on the last day of that month and AMC will commence from the 1st of the month immediately following the month in which the warranty period expires.

The Vendor shall provide the following operation support during Warranty Period

a) On-site support and Off-site helpdesk support

b) Tuning and configuration of Hardware

c) Providing any hand holding support during the live operation

d) Resolve various operational problems

e) The vendor warrants that the services provided under the contract shall be as per the Service Level Agreement (SLA).

f) OPGCL shall promptly notify the vendor in writing of any claims arising under this warranty. Upon receipt of such notice, the vendor shall with all reasonable speed, repair/replace/reconfigure the defective equipment or service. If the vendor, having been notified, fails to remedy the defect(s) within a reasonable period, OPGCL may proceed to take such remedial action as may be necessary at the vendor’s risk and expense.

3. Support during Warranty Period / AMC period a) The vendor should visit once in every three months for routine check up of the equipment & necessary

software up gradation at all the locations.

b) Spares and support for the hardware/software should be available for a minimum of six years (Three year warranty, Two years AMC) from the date of operationalisation of VC solution.

c) The vendor will provide support at all locations and it will be mandatory on the part of the vendor to attend and resolve breakdown calls (if any) as per the parameters/ time-frame defined in the SLA.

d) In the event of maintenance/ repair of any unit due to malfunctioning, the vendor shall make all arrangements for removal and transportation of equipment and back to OPGCL location at their risk and cost and will handover the systems in 100% working condition after repair/maintenance. A standby of similar or higher configuration should be provided whenever such removal of installed equipment is taken away by vendor for repair/maintenance, failing which, penalty as per provisions of SLA will be applicable.

e) No charges for such uninstalling and reinstalling/ configuring shall be payable to the vendor.

f) The vendor shall provide post implementation support, management and administration of VC software by applying software patches/ service packs and keep the solution updated or upgraded with the functionalities; compression-protocol updates etc. to latest version without any additional cost to OPGCL.

g) The vendor shall provide on-site support, tuning, and configuration of hardware, redress various operational problems and provide offsite helpdesk support.




4. Service Level Agreement 1. Complaint Booking: Breakdown/ failure calls will be intimated to the vendor by Telephone/ Web/ Fax / E-

mail etc. The vendor should compulsorily allot a complaint ID for every complaint booked by any office by any medium. The downtime / breakdown period will be reckoned from the date and time of logging of the complaint by OPGCL.

2. Complaint Resolution: In case of Physical visit(s) by the engineer, all the reports of complaint resolution/closure will be validated by Company’s authorized personnel. Complaints will be deemed to be resolved if the customer call report is signed by both the service engineer and company’s authorised personnel specifying that the complaint is satisfactorily resolved and giving the date and time of complaint booking and resolution.

3. Conditions: The vendor has to ensure that all the complaints lodged by the company are attended to and rectified within the shortest possible time. Sufficient spares need to be maintained by the vendor at appropriate locations to address any equipment related problem within the stipulated resolution time-frame desired by OPGCL.

4. Response time:

a) Working-hour window will be from 10 AM to 6 PM (Monday to Friday)

b) Any breakdown call should be resolved within 24 hours from the date and time of booking a call. However, the call should be attended to during working hours only.

c) All Saturdays and Sundays and OPGCL holidays shall be excluded from the break-down period provided the call is resolved on the next working day.

d) If the breakdown call is not resolved within the resolution time or no standby equipment is provided by the vendor, penalty will be charged as per the rates below:

Sl No No of days taken to resolve a Breakdown Penalty Charges

1 Upto 2days Rs 1000 per day 2 Three to Five Days Rs 2500 per day 3 Beyond Five days 0.05% of the Equipments cost per day

5. Price and Payment OPGCL shall pay to the vendor the price as stipulated in Price Schedule and as per the Payment Milestone given bellow

SL No

Milestone Payment

1 On supply of all Video Conferencing Equipments and physical verification by OPGCL at Implementation Site.

60% of Total Supply Price

2 On completion of installation, commissioning at all locations and issue of final acceptance certificate.

40% of Total Supply Price + 100% Installation and Commissioning charges

Deduction of Taxes At Source

Recovery at source towards income tax calculated at the rate prescribed from time to time under the Income Tax Act 1961 and other relevant sections of Income Tax Act shall be made from the bills of the Vendor and the amount so recovered shall be deposited with the Income Tax Department. Necessary TDS certificate to this effect will be issued to the Vendor in the prescribed pro-forma. If any other taxes / duties / cess etc are to be recovered at source as per government regulations / Legislation from time to time, the same shall be recovered from the bills payable to the Vendor. Necessary receipt to this effect will be issued to the Vendor in this regard as per the applicable legislation.




Billing and Payment Terms

Billing and Payments shall be carried out from IB Thermal Power Station, Banharpali, Jharsuguda office of OPGCL. Vendor shall submit bills as per the payment milestone with supporting documents for having achieved the designated milestone activities. All bills/invoices must be raised in INR only taking into account the prevailing taxes & duties with reference to the Payment milestone.

Owner shall release payments based on the Payment Milestones. Payment shall be released on submission of the bill with supporting documents duly certified by the Engineer in Charge after deducting taxes at source as prescribed by the legislative authorities, penalty and other recoverable if any. If such payment release day falls on a holiday of Owner, payment will be released on the next working day. Against deduction of statutory taxes, tax deduction certificates where ever applicable shall be issued as per the applicable provisions of the statute. All payments shall be made direct to the Vendor or his authorized representative in the shape of crossed A/c payee Cheque / Demand Draft less Bank Charges or through E-transfer.

6. Performance Bank Guarantee Within 15 days after the receipt of notification of award of the contract from OPGCL, the vendor shall furnish performance bank guarntee to OPGCL as per Annexure-C2, which shall be equal to 10 percent of the value of the contract - valid till date of expiry of warranty in the form of a bank guarantee from nationalized / scheduled banks. Fresh Bank Guarantee for 10% of outstanding AMC cost has to be submitted by vendor one month before the beginning of each year of AMC. Failure by vendor to submit the bank guarantee will result in invocation of Bank Guarantee held by the company.

7. Delays in the vendor’s performance Implementation of the VC Solution and performance of service shall be made by the vendor in accordance with the time schedule specified by OPGCL. Any unexcused delay by the vendor in the performance of his implementation/service/other obligations shall render the vendor liable to any or all of the following sanctions: forfeiture of his performance security, imposition of liquidated damages, and/ or termination of the contract for default. If at any time during performance of the contract, the vendor should encounter conditions impeding timely implementation of the VC Solution, performance of services, the vendor shall promptly notify OPGCL in writing of the fact of the delay, its likely duration and its cause(s), before the scheduled delivery / installation / implementation date. OPGCL shall evaluate the situation after receipt of the vendors notice and may at their discretion extend the vendor’s time for delivery / installation / implementation, in which case the extension shall be ratified by the parties by amendment of the contract. If the vendors’ request to delay the implementation of the VC Solution and performance of services is not found acceptable to OPGC, the above mentioned clause would be invoked.

8. Liquidated Damages during Delivery, Installation & Commissioning If the vendor fails to deliver and install the VC Solution or to perform the services within the time period(s) specified in the contract, OPGCL shall deduct from the contract price, as liquidated damages, a sum equivalent to the 0.5% of the contract price for every week (seven days) or part thereof of delay, up to maximum deduction of 10% of the contract price. Once the maximum is reached, OPGCL may consider termination of the contract. Performance of services shall be within the norms specified in the Service Level Agreement (SLA) forming a part of the contract. In case vendor fails to meet the above standards of maintenance, there will be a penalty as specified in the SLA.

9. Termination OPGCL may by written notice of default sent to the vendor, terminate the contract in whole or in part:

a) If the vendor fails to deliver any or all of the VC Solution and services within the time period(s) specified in the contract, or any extension thereof granted by OPGCL, OR

b) If the vendor fails to perform any other obligation(s) under the contract




In the event OPGCL terminates the contract in whole or in part, pursuant to above mentioned clause, OPGCL may procure, upon such terms and in such manner, as it deems appropriate, goods and services similar to those undelivered and the vendor shall be liable to OPGCL for any excess costs for such similar goods or services.

10. Force Majeure The vendor shall not be liable for forfeiture of his performance security, liquidated damages or termination for default, if and to the extent that, his delay in performance or other failure to perform his obligations under the contract is the result of an event of Force Majeure. For purposes of this clause, “Force Majeure” means an event beyond the control of the vendor and not involving the vendor and not involving the vendor’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the vendor shall promptly notify OPGCL in writing of such conditions and the cause thereof. Unless otherwise directed by OPGCL, the vendor shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

11. Supervision, Tools and Equipment The vendor shall ensure that all activities are carried out under the direct on-site supervision of qualified / certified personnel. The Vendor shall provide all necessary tools and equipment required for the installation, maintenance and implementation of the supplied equipment & services.

12. Limitation of Liability Notwithstanding anything to the Contrary in the Agreement or any other document, the aggregate liability of the vendor for actual direct damage shall be limited to the Contract Price provided that this limit shall not apply to the patent infringement, bodily injury (including death) and damage to the real property and tangible personal property caused by Vendor’s negligence.

I. In no event, neither party shall be liable to the other party for any indirect, special, punitive, consequential or incidental damages including without limitation, loss of revenue, profits, business, goodwill, anticipated savings or data or third party claims.

II. No Director or official or employee of Owner or Vendor shall in any way be personally bound or liable for the acts or obligations of the Owner or Vendor under the Agreement or answerable for any default or omission in the observance or performance of the acts, matters or things which are herein contained.

III. The Vendor shall not be entitled to any increase on the scheduled rates or any other rights or claims whatsoever by reason of any representation, explanation, statement or alleged understanding, promise or guarantees given or to have been given to him by any person.




Annexure-C2: Proforma for Performance Bank Guarantee (PBG)

PERFORMANCE BANK GUARANTEE IN LIEU OF SECURITY DEPOSIT (On Non-Judicial Stamp Paper)

To Orissa Power Generation Corporation Ltd., Ib Thermal Power Station, At/Po-Banharpali, Dist-Jharsuguda-768 234.

In consideration of the Orissa Power Generation Corporation Ltd. (Ib Thermal Power Station) having

registered office at 7th.Floor, Zone – A, Fortune Towers, Chandrasekharpur, Bhubaneswar-751 023 (hereinafter

called the “Owner” which expression shall unless repugnant to the subject or context include its administrators

successors and assigns) having agreed to the price, terms and conditions of Tender and Letter of Intent bearing

no._____________ dated _____________ issued which has been unequivocally accepted by the Bidder ***M/s

____________________________ for the work of ______________________________ (hereinafter called the

said contract) to accept a performance Guarantee as herein provided for Rs. __________(Rupees

____________________________ only ) from a Nationalized bank in lieu of the security deposit to be made by

the Bidder or in lieu of the deduction to be made from the Bidder’s bills, for the due fulfillment of the terms and

conditions contained in the said Agreement by the said Bidder, We the _______________________ Bank

(hereinafter referred to as “the said Bank” and having our registered office at __________________________ do

hereby undertake and agree to indemnify and keep indemnified Owner from time to time to the extent of

Rs.________ (Rupees __________________________ only) against any loss or damage, costs, charges and

expenses caused to or suffered by or that may be caused to or suffered by Owner by reason of any breach or

breaches by the said Bidder of any of the terms and conditions contained in the said Agreement and to

unconditionally pay the amount claimed by Owner on demand and without demur to the extent aforesaid.

2. We______________________ Bank, further agree that Owner shall be the sole judge of and as to whether the

said Bidder has committed any breach or breaches of any of the terms and conditions of the said Agreement and

the extent of loss, damage, costs, charges and expenses caused to or suffered by or that may be caused to or

suffered by Owner on account thereof and the decision of Owner that the said Bidder has Committed such breach

or breaches and as to the amount or




amount of loss, damage, costs charges and expenses caused to or suffered by or that may be caused to or

suffered by Owner from time to time shall be final and binding on us.

3. We the said Bank further agree that the Guarantee herein contained shall remain in full force and effect during

the period that would be taken for the performance of the said Agreement and till all the dues of Owner under the

said Agreement or by virtue of any of the terms and conditions governing the said Agreement have been fully and

properly carried out by the said Bidder and accordingly discharges this Guarantee, subject, however, that Owner

shall have no claim under the Guarantee after 90 (Ninety) days from the date of expiry of the Defects Liability

period as provided in the said Agreement i.e. (Date) or from the date of cancellation of the said

Agreement, as the case may be, unless a notice of the claim under this Guarantee has been served on the Bank

before the expiry of the said period in which case the same shall be enforceable against the Bank not with

standing the fact, that the same is enforced after the expiry of the said period.

4. Owner shall have the full liberty without affecting in any way the liability of the Bank under this Guarantee or

indemnity, from time to time to vary any of the terms and conditions of the said Agreement or to extend time of

performance by the said Bidder or to postpone for any time and from time to time any of the powers exercisable

by it against the said Bidder and either to enforce or forbear from enforcing any of the terms and conditions

governing the said Agreement and either securities available to Owner and the said Bank shall not be released

from its liability under these presents by any exercise by Owner or of the liberty with reference to the matters

aforesaid or by reason of time being given to the said Bidder or any other forbearance, act or omission on the part

of Owner or any indulgence by Owner to the said Bidder or any other matter or thing whatsoever which under the

law relating to sureties would but for this provision have effect of so releasing the Bank from its such liability

5. It shall not be necessary for Owner to proceed against the Bidder before proceeding against the Bank and the

Guarantee herein contained shall be enforceable against the Bank notwithstanding any security, which Owner

may have retained or obtained from the Bidder shall at the time when proceedings are taken against the Bank

hereunder be outstanding or unrealized.

6. We, the said Bank, lastly undertake not to revoke this Guarantee during its currency except with the prior

consent of Owner in writing and agree that any change in the Constitution of the said Bidder or the said Bank

shall not discharge our liability hereunder. If any further extension of this Guarantee is required the same shall be

extended to such required periods on receiving instructions from

M/s_________________________________________ on whose behalf this guarantee is issued.

In presence of

WITNESS For and on behalf of (Bank)




1. Signature____________________

2. Name & Designation___________

Authorisation No._____________

Date and Place ________________

Bank’s Seal__________________

*** NOTES:

FOR PROPRIETARY CONCERNS:

Shri___________________________ S/o_______________________________ resident of

______________________________ carrying on business under the name and style of

_________________________ at __________________________________ (hereinafter called “ the said

Bidder” which expression shall unless the context requires otherwise include his heirs, executors, administrators

and legal representatives).

FOR PARTNERSHIP CONCERNS:

M/s ______________________________ a partnership firm with its office at _______________ __________

(hereinafter called “ the said Bidder” which expression shall unless the context requires otherwise include their

heirs, executors, administrators and legal representatives); the names of their partners being (I) Shri

___________________________ S/o ________________________________________ (II) Shri

____________________ S/o ________________________________________ etc.

FOR COMPANIES

M/s _______________________ a company registered under the Companies Act, 1956 and having its

registered office in the state of __________________ (hereinafter called “the said Bidder” which expression shall

unless the context requires otherwise include its administrators, successors and assigns).




Annexure-C3: Owner Safety Rules The Bidder shall provide Personal Protective Equipments (like helmet, shoes, safety glass, nose mask and earplug etc.) as many as required to all his workmen & ensure safety policy of Owner strictly otherwise they will not be allowed to work. Standard of personal protective equipments to be provided by the Bidder to their employees are indicated below. 1. Industrial safety helmet conforming IS: 2925 2. Safety shoes conforming IS: 9473-1993 3. Dust mask conforming IS: 9473-1983 4. Full body Harness along with Lifeline with fall arrestor 5. Safety glasses for dust protection (Lightweight safety glasses with side shield to protect against wind &

ultraviolet ray with adjustable side arms for personalized fit). 6. (i) Ear muff conforming IS:6229 (ii) Ear plug or Ear seal Unique closed cell polyester from smooth tapered surface similar to ear canal, swells slowly to fit individual Ear canal. (Any one item out of three types of ear protection device should be issued) 7. Flame-Water-Oil-Acids & alkali resistant work wear (made of 100% cotton fabric) 8. Safety gloves of Kevlar or equivalent (high temp. resistance) 9. Face shield (conforming IS: 8521 part I type-I) 10. Electrical hand gloves 440v & 33 KV conforming IS: 4770 11. Hand gloves for chemical laboratory made from pure latex Acid and Alkali proof 12. Hand gloves for concentrated chemicals made from superior PVC inside cotton reinforce for better grip 13. Split chrome leather hand gloves for handling rough object. 14. Canvas hand gloves for handling smooth object & doing light work with it. 15. Flip up goggles with stationery frame fitted with ophthalmic grade zero power toughened lens and fitting

frame, Blue lens for furnace, Green shade No.4 for gas cutting, dark green No.11 for glasses for ARC welding whenever is required.

16. Panoramic type safety goggles for acid & alkali whenever is required. Bidder shall ensure proper use of personal protective equipment by their workmen and supervisor on duty.

Before issue of the above PPEs depending on the need of the area of work the sample of the same must be provided to Owner Safety Officer for inspection & approval. The Bidder shall be issued entry pass for their employees after due verification of the quality of the standard PPEs and imparting necessary training well in advance (i.e. before 7 days of commencement of work) by Project Manager / Safety Officer. a) None of the Bidder’s employees shall be allowed inside the plant premises without valid gate pass, safety

shoes, helmet & safety glasses. b) Bidder shall ensure that all his employees use proper PPEs inside the plant premises as per the work &

site requirement. c) During the course of execution of the work the Bidder must ensure use of appropriate tested tools by their

workmen. Safe working practice must strictly be followed, e.g. use of proper plug & socket for electrical connections, right size & standard spanner, right capacity and tested lifting & pulling equipment etc.

d) The Bidder must ensure tidiness of the work place during & after completion of the work. e) In case of any doubt relating to safety guidelines, the Bidder should seek advice of Project Manager /

Safety Officer immediately for clarification. f) The Bidder must provide adequate first aid boxes at different locations and maintain a register to this

effect. g) The Bidder should follow proper fire fighting procedure while executing the work. h) The Bidder must provide proper barricades for excavations & other hazardous areas with proper marking

even during nighttime. i) The Bidder should use proper & safe scaffoldings wherever required.




j) The Bidder should take utmost care & precaution while handling inflammable gases, compressed gases & explosives.

k) The Bidder should use proper fall protection equipments while working at height and guard the bottom area.

l) The Bidder should not use any metallic ladders inside ITPS premises. m) The Bidder should use proper electrical & lifting tools having periodic testing & . n) The Bidder should follow Owner policy for PTW, Hot work permit & confined space. Before starting any

work the Bidder should obtain the required clearance from the concerned authority. o) The Bidder should follow all safety standards, codes, rules, regulations & acts as in force. p) The Bidder must engage only experienced and qualified manpower to prevent any safety lapses during

execution of the work. ANY DEFICIENCY IN SAFETY ASPECTS SHALL BE VIEWED SERIOUSLY BY OWNER. THE BIDDER WILL BE PENALISED UP TO THE EXTENT OF Rs.10, 000/- (RUPEES TEN THOUSAND ONLY) PER EACH LAPSE AS DETERMINED BY THE PROJECT MANAGER. OWNER RESERVES THE RIGHT TO TERMINATE THE AGREEMENT AND DEBAR THE BIDDER TO PARTICIPATE ANY FUTURE BIDDING IN CASE OF CONTINUED FLOUTING OF THE SAFETY NORMS PRESCRIBED BY OWNER.