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Tender document for up-gradation of CCTV System of Chancery building

Posted on: September 08, 2022 | Back | Print

No. EDI/815/02/2021

    Consulate General of India

Edinburgh


NOTICE INVITING TENDER FOR SELECTING CONTRACTOR

FOR

Replacement of CCTV and its infrastructure at Consulate General of India, Edinburgh 


Consulate General of India, Edinburgh, for and on behalf of the President of India invites Lump- sum Fixed Price Tender for replacement of Network Video Recorder (NVR) / Closed Circuit Television (CCTV) and its infrastructures in Consulate General of India, Edinburgh, 17 Rutland Square, Edinburgh EH1 2BB.


2.   Please refer to website of Consulate General of India, Edinburgh at https://www.cgiedinburgh.gov.in. for complete details, scope of work, conditions and instructions to bid. Sealed bids may be submitted in original after checking the details on CPP Portal.


3.   The Lump-sum Fixed Price / Amount tender shall be on the basis of following tender documents:


Technical Bid Document:

Document- I

Press Notice, Invitation to Tender, Instructions to Bidders, Scope of Work & Eligibility Criteria

Financial Bid Document:

Document - II

Form of Tender (Lump sum price to be quoted on this form bv Bidder)

Document - Ill

Schedule of Items

Document - IV

Conditions of contract including standard formats for BG/ Guarantee, etc.


4.        The Tender shall be submitted before 4.00 p.m. on or before              07th  October, 2022 in the Office of Head of Chancery, Consulate General of India, Edinburgh, 17 Rutland Square, Edinburgh EH1 2BB.

Any Tender received after this date and time will not be considered. Technical Tender only shall be opened after the last day of submission at the office of Head of Chancery by the Committee formed by the Consul General in this regard.

The Tender shall remain valid for a period of Ninety (90) days from the date of opening or any extended period.

5. Eligibility Criteria: The Tenderer should have valid permit / registration from a competent local authority for carrying out the above work in the property owned by the Consulate General of India, Edinburgh. The Tenderer should have satisfactorily completed (i) one similar work of 80% value of cost estimates or (ii) two similar works of 60% value of cost estimates or (iii) three similar works of 40% value of cost estimates. Similar works mean - fixing/replacement of electrical work for diplomatic buildings / buildings of international importance, office buildings, Hotels, Shopping Malls, Apartment complex, etc.


6. Bank Solvency : Certificate of Solvency for 40% of value of estimated cost certified by banker, not older than six months.


7. Defect Liability Period: Defects Liability period will be twelve months from completion of project.


8. Performance Security: 10% of the contract value in the form of a Bank Guarantee valid for a period of sixty days beyond the date of the completion of all the contractual obligations of the supplier under the contract and discharged after completion of work.


9. Contractor shall quote his Lump-sum Fixed Price based on the enclosed Scope of Work. The Contractor shall note that quantities shall not form part of the agreement and he shall complete all the works as defined in the Scope of Work. The Contractor shall complete all the works as stated above irrespective of the quantities / details since these will not form part of the agreement however the unit rates quoted there for items shall be used for working out the variations as per tender conditions.


10. Commencement of the works shall be effected within Fifteen (15) days from the date of issue of Acceptance letter to Letter of Intent or handing over the site, whichever is later. The Period of Completion for the whole of the works is 30 days calculated from the Fifteen days from the date of issue of Acceptance Letter to Letter of Intent or handing over the Site, whichever is later. Such 15 days period being defined as the mobilization period.


11. Mobilisation Advance: 10% of contract amount and up to maximum of 30% against equivalent Bank Guarantee.


12. Retention Money: 5% of contract amount for 12 months i.e., till the Defect Liability Period is over.


13. Arbitration: Any matters, which are not specifically stipulated herein, shall be determined through mutual consultation pursuant to pertinent laws, regulations and prevailing practices of United Kingdom and the relevant provisions of the international law. Contract is to be interpreted, according to local legislations and mediation of disputes from the contract will be done by FCDO in accordance with UNCITRAL Arbitration Rules, according to Vienna Convention immunities & privileges regarding diplomatic and consular relations. The venue of arbitration shall be Edinburgh. The language of the Arbitration proceedings shall be English.


14.     The Employer will not be bound to accept the lowest or any tender nor to give a reason for the rejection of any Tender.


15.    The Tenderer must submit with his offer a list of Sub-Contractors and Specialists names he proposes to use on the Works.


16.     Consulate General of India, Edinburgh, however, will always have the right to accept of reject any pre-approved sub-Contractor even after formal award of Contract and/or commencement of work with or without cause.


17.     The successful Tenderer shall be responsible for coordinating his work with various sub-Contractors and other bid-pack Contractors employed on the Works coordinating his work between various trades, obtaining all the necessary information from sub Contractors for the purpose of the overall programming of his works; supplying all the normal attendance to all sub-Contractors and assuming the overall responsibility for the aforesaid.


18.     Tender document specifying in detail the scope of work, instructions to bidders, terms and conditions for the bid, technical parameters and form is enclosed.


19.   The site will also be available for inspection. Prior intimation/appointment needs to be made.


20.    Companies experienced in replacement of NVR/CCTV and its infrastructures are invited to submit detailed bids with all required documents in a sealed envelope to Head of Chancery, Consulate General of India, Edinburgh, by 1600 hrs on 07th October, 2022.


Tender for work:- Replacement of NVR/CCTV and its infrastructures at 

Consulate General of India, Edinburgh

Section -1

INSTRUCTION TO BIDDERS

1.0 The Bidding Documents comprise of:

Section-I Instructions to bidders

Section-II Introduction of Bidder

Section -III Terms and condition

Section - IV Scope of work

Section - V Schedule of Quantity (to be prepared and submitted by Bidder)

Section - VI Form of Bid (Fixed price lump sum amount to be quoted by Bidder in the given format)


2. Validity of Bid - The Bid shall remain valid for a period of 90 days from the date of the opening of the bid or up to any mutually extended period.


3.  Cost of Tendering- The Employer will not be responsible to compensate for any expense or losses which may be incurred by the Tenderer in the preparation and submittal of his Tender/bid.

4. Lump Sum Fixed Price Tender- This is a LUMPSUM FIXED PRICE TENDER with the Extent of Work as shown in "Scope of work". The Tenderer shall examine the scope of work and other Documents and all Addenda (if any) before submitting his Tender and shall become fully informed as to the extent, quality, type and character of operations involved in the Works. The Tenderer shall visit and acquaint himself with the Site of the Works. The tenderer shall take entire responsibility in the interpretation of this report and of the site conditions. No consideration or compensation will be given for any alleged misunderstanding of the nature of the work to be executed.

5.    Tender and Schedule of Quantities-

  1. (i) Schedule of Quantities should be enclosed by Bidders. Bidders are requested to identify and quote the rates of individual items. Items required for completion of the work may be added in the Schedule of Quantities with full nomenclature of the item. Bidders shall satisfy themselves of the quantities quoted in the Schedule of Quantities. These quantities shall be taken as guidance to assess the approximate quantum of work involved in the project. The Contractor prior to the submission of the tender, may add to items, quantities to the items in Schedule of Quantities as per the scope of the work, and site visit. It shall be the responsibility of the bidder to satisfy himself of the completeness of the documents for the scope of work and his own assessment of the work after site visit and as per the tentative scope of work mentioned in tender document. No extra cost shall be entertained and payable if any additional information or detail is provided later for carrying out the works as specified in the tender documents.


  1. (ii) Bidders are required to quote Lump sum fixed prices on "Form of Tender". Bidders may prepare schedule of quantity as per scope of work identifying item description, quantity and rates. The total amount of schedule of quantity prepared by them should be transferred to Form of Tender.


  2. (iii)   The Lumpsum Fixed Price/amount must be quoted both in figures and in words on the Form of Tender and the currency must be in Great Britain Pound only. In case of any discrepancy between figures or words, the amount quoted in words shall be taken to be correct for this tender.

6.  Final Tender Price-

Decision on bid will be taken based on the final price quoted on the Form of Tender. Lumpsum Fixed Price/Amount as quoted in the "Form of Tender" shall be the basis for deciding the tender quote and the L1 bidder.

In case of any mismatch in the final quoted price on Form of Tender and Total amount worked out on rates in Schedule of Quantities, the final price quoted on Form of Tender shall be considered for comparison of bids and decision on bid.


If amount quoted on Form of Tender is more than amount worked out on Schedule of Quantities, the rates in the Schedule of Quantities shall not be altered/adjusted. If amount quoted on Letter of Tender is less than amount worked out on Schedule of quantities, the rates on schedule of quantities shall be adjusted in the ratio to match with quoted final price on the Form of Tender.

7. Two Bids system shall be followed:

The Bid shall be submitted in a large sealed envelope with two sealed envelopes containing Technical Bid and Financial Bid.

The Bid shall be submitted by 4.00 p.m. on or before 7th October, 2022 at the Consulate General of India, Edinburgh 17 Rutland Square, Edinburgh EH1 2BB. 

Any Bid received after this date and time will not be considered and will not be opened. Any such unopened Bid will be returned to respective bidder.

8.    Opening of Bids- Bids shall be opened after the last day of submission at the Consulate General of India, Edinburgh.

9.    Conditional Acceptance of the Tender- The acceptance of the Tender shall be conditional and not finally binding upon the Employer. The Employer may withdraw the acceptance of the Tender without any notice or other formality and may enter into a new Agreement for the execution of the Works or any part of it


10.    Any further information or clarification which the Tenderer may require in order to complete his Tender may be obtained from Consulate General of India, Edinburgh 17 Rutland Square, Edinburgh EH1 2BB. All information requested by and supplied to one bidder will be supplied to all bidders.

11.  Amendments to Tender Document- At any time prior to the date of opening of the tender, the Employer may issue an addendum in the Tender Document in writing to all persons or firms to whom the Tender documents have been issued, deleting, varying or extending any item of this Tender Document. Prospective bidders shall promptly acknowledge receipt of each Addendum by email to the Employer.


Unless it is in formal manner described above, any representation or explanation to the Bidder shall not be considered valid or binding on the Employer as to the meaning of anything connected with the Tender document.

The date and time for submission may be deferred by an official notification in writing issued by the Employer to all Bidders. Tenders received after this date will not be considered.


12.  Disqualification of Tender- Tender may be disqualified for any reason   including, but not limited to the following:


  1. If tenderer sets forth any conditions which are unacceptable to the Employer.

  2. If any tender is submitted under a name other than the name of the individual firm partnership or corporation that was issued the Tender Document.

  3. If there is evidence of collusion between Bidders.


  1. If Tender sets forth any offer to conditionally discount, reduce or modify its tender.

  2. If Bid price is disclosed before opening of Financial Bid.


13. Compliance with Laws and Regulations and Pricing of Schedule of Quantities:

The attention of Bidders is drawn as to compliance with laws and regulations concerning safety and health, labour regulations, social insurance, labour taxes, tax deduction, import restrictions duties and levies, company's tax, input tax and output tax (VAT) etc. All rates and sum inserted against items of works and in Form of Tender shall be exclusive of Value Added Tax.


14.  Compliance with Tender Document- Bidder shall have deemed to have read carefully all the Tender Documents, Specifications and drawings etc and visited site. The quoted Lumpsum Fixed price are inclusive all cost and charges and complete in all respect to make the project functional as per the standard and to the entire satisfaction of the Employer.


15. Fixed Priced Lump Sum Tender - Price escalation, in rates due to any reason such as change in foreign currency, increase in prices of material, equipment & labour, fuel (petrol, diesel, gas etc), transport, electricity & water, levy of new taxes, hike in any tax rate, cess or due to delay in completion etc shall not be applicable.


16. All the payment shall be released as progress payments on the basis of certificate submitted by the contractor and satisfied by the employer. The detailed work schedule and the payment schedule would be furnished by the contractor to employer/consultant who will approve it before it forms part of the agreement. However, in the event of non compliance of the payment schedule or otherwise due to the reasons acceptable to the Employer, the progress payment shall be made on the basis of evaluation of work done by the Employer. All permissible deduction shall be effected during the Progress Payment, in line with the provisions of the Contract.

17. Completeness of the Tender

The Employer shall not be responsible for any missing details and drawings which would otherwise be required for completion of the work as per the local mandatory norms or sound engineering practices so as to make the buildings/work functional as per the specifications envisaged in the tender documents. The Contractor shall allow all cost and charges in the tender price accordingly.


18.     Employer's right to waive- The Employer reserves the right to waive any deficiency in any tender where such waiver is in the interest of the Employer except that no proposal will be accepted if the Tender Security or/any of the preceding statutory documents was not submitted with the tender.


* * * *

Tender for work:- Replacement of NVR/CCTV and its infrastructures at Consulate General of India, Edinburgh

Section -II


Introduction and Credentials of Bidder 

(To be submitted by the bidder)


Note : This may be submitted by the bidder. This should be a brief introduction, background, company details, credentials, VAT & other registration and past performance of the bidder. They may attach any other documents such as company profile, company brochures, achievement of the company etc.

Tender for work:- Replacement of NVR/CCTV and its infrastructures at Consulate General of India, Edinburgh

Section -III

Terms and condition of Contract


  1. Quoted price is final fixed lumpsum price inclusive of all taxes except VAT. Item/quantity indicated in the scope of work/schedule of quantity are tentative and some variation during execution may take place. Nothing extra is payable for such variation.


  1. Quoted price shall be exclusive of VAT. The quoted price should include lump-sum charges for Labour/ transportation and civil works required / necessary, if any, for complete replacement.


  1. Period of completion for the work is one month. Liquidated damage shall be levied on contractor for delay in completion if it is ascertained that contractor is responsible for delay. The rate of liquidated damage shall be calculated @ 0.5% of contract amount per week limited to maximum 10% of contract amount. This shall be computed on per day basis.


  1. Defects liability period shall be 365 days from date of practical completion of work. Contractor shall be bound to remove/ rectify / replace any defects / defective work which is noticed during defects liability period at his own risk and cost.


  1. The tenderer shall guarantee among other things, the following:- (a) Quality, strength and performance of the materials used; (b) Follow up service, if required.; (c) Good workmanship.


  1. Performance Bank Guarantee (PBG):- Performance guarantee@10% of contract amount in the form of Bank guarantee shall be deposited within 15 days of issue of Letter of intent. Letter of award of work shall be issued on receipt of performance guarantee. The performance guarantee shall be released on record of satisfactory practical completion of work.


  1. Commencement date of work shall be counted from the next day of Issue of letter of award or from the date of handing over of site whichever is later.


  1. Retention money:- Retention money @ 5 % of contract amount from each bill for payment shall be deducted. 50% of retention money shall be released on record of practical completion of the work. The entire balance retention money shall be released at the end of defects liability period after satisfactory performance of work / workmanship of the work during defects liability period. The retention money can be converted in Bank Guarantee of equivalent amount.


  1. Contractor's all risk policy:- A suitable Contractor's all risk policy shall be obtained by contractor at his own expense as per the prevailing local practice/local law before commencement of work. Consulate shall be indemnified from any mishaps/accident at site.


  1. Workmen Compensation policy:- A suitable Workmen Compensation policy as per prevailing local practice/local law shall be obtained by contractor at his own expense before commencement of work. Mission shall be indemnified from any mishaps/accident at site.


  1. No mobilization advance shall be paid.


  1. No escalation on rates due to delay in works shall be admissible.


  1. Payment:- Payment may be released through Running Account Bills duly certified by the Consulate General of India, Edinburgh  and strictly linked with pre-determined stages of progress of work. (a) Advance of 10-30% of accepted tender cost on placement of Work Order against Bank Guarantee of equivalent amount drawn in favour of Consulate General of India, Edinburgh; (b). RA Bills for x% of accepted tender cost in stages as per payment schedule; (c) 10% of accepted tender cost after completion of work in all respects; and (d) 5% of accepted tender cost after handing over to the Consulate General of India, Edinburgh for beneficial use to be released after 12 months of completion of work, subject to satisfaction of the employer about the work done. The detailed work schedule and the payment schedule would be furnished by the Contractor to the Consulate General of India, Edinburgh who will approve it before it forms the part of the agreement. All permissible deductions shall be effected during the settlement of Running Account Bills.


  1. Specification: The item of work / material used in the work shall be complying with the standard of quality like British standard/ American standard/ Indian Standard or equivalent. The material used /or workmanship should be of equivalent or higher standard than the existing items. Sound engineering practice should be adopted in all items of work execution.


  1. Contractor is bound to complete the work once they deposit the performance bank guarantee and signs the contract agreement. In case of non-completion of work or showing no intention to complete the work within stipulated time of completion of work or within approved extended time of completion of work, the mission shall be at liberty to forfeit retention money, performance guarantee and any other dues of contractor available with department.


  1. Contractor is also bound to rectify/ replace the defective item of work or workmanship which may come to notice during defects liability period or within the the guarantee period of water proofing work at his own risk and cost. In case of non-compliance of removal / rectification/ replacement of defective item of work or workmanship, the employer shall be at liberty to forfeit full or part of his retention money and/or performance guarantee and/or any other money or guarantee of the contractor available with the Employer.


  1. On completion of work, contractor shall submit all equipment manuals, guarantee cards, specifications etc. The final bill of work shall be paid only of completion of work and depositing all documents as above.


******

Tender for work:- Replacement of NVR/CCTV and its infrastructures at 

Consulate General of India, Edinburgh

Section -IV: Scope of work


Introduction:- Scope of work given below is tentative. The bidder may inspect the site and understand the full scope of work. They may add any other item required to complete the work. Their quote on form of tender should include the cost of complete work which includes the scope of work mentioned below and also the additional item of work which they feel necessary for completion of the work. The bids shall be compared based on final amount mentioned on Form of tender.

Scope of Work


CCTVs and NVR system with proper cabling is required to be installed at Consulate General of India, Edinburgh located at 17, Rutland Square, Edinburgh EH1 2BB. The premises require full coverage of security footage within and outside the premises.


The following facilities need to be installed:

  1. Supply/Installation of CCTVs which can give full coverage of security footage  within and outside the premises with a minimum back up capacity of 30 days.