REQUEST FOR Proposal (RFP) For Operation and Maintenance Contract for Central HVAC Systems at Kempegowda International Airport, Bengaluru

Transcription

1 REQUEST FOR Proposal (RFP) For Operation and Maintenance Contract for Central HVAC Systems at Kempegowda International Airport, Bengaluru Name and address of the entity seeking proposal: Bangalore International Airport Limited. Administration Block, Kempegowda International Airport, Bengaluru Bangalore Web: Person responsible for any additional information and receipt of proposals: DGM Procurement and Contracts, Bangalore International Airport Limited Page 1 of 17

2 INDEX 1. INTRODUCTION 2. OBJECTIVE 3. MINIMUM ELIGIBILITY CRITERIA 4. DESCRIPTION AND TENTATIVE DATES OF THE TENDER ANNEXURES: I. Documents to be furnished Page 2 of 17

3 1. INTRODUCTION Bangalore International Airport Limited ( BIAL ), the owner and operator of the Kempegowda International Airport, Bengaluru (the Airport ), and a company registered and incorporated under the Companies Act, BIAL is committed to establishing this Airport as one of India s leading airports, in terms of quality and efficiency and set a benchmark for the future commercial development of Indian airports. 2. OBJECTIVE BIAL intends to services Operation and Maintenance Contract for Central HVAC Systems. The Services shall be executed in accordance with the list of approved makes, Bill of quantities & specifications. For the successful execution and completion of Services, BIAL is interested in receiving Proposals/Quotes from suitably qualified and experienced company on the terms and conditions contained in this RFQ. The Proposal/Quote shall comply with all the standards listed in the technical specification, drawings, timeline and schedule of quantities mentioned in the RFQ. BIAL has adopted the following schedule for submission of the Proposals, selection and award of tender under this RFQ. 3. MINIMUM ELIGIBILITY CRITERIA: Bidder should have 5 years of minimum work experience in the field of Operation and Maintenance Contract for Central HVAC Systems Services. Bidders are requested to submit certified copies of all the documents mentioned below along with the proposal. 4. DESCRIPTION AND TENTATIVE DATES OF THE TENDER: 4.1 BIAL has adopted the following schedule for submission of the Proposals, selection and award of tender under this RFQ: Sl.No Heading Date 1 Last date to send the request for RFQ Doc 06-Feb Last date for submission of Proposals 09-Feb-2018 Page 3 of 17

4 For all communication, ID: Firm / Company Background Details 1. Firm/Company History 2. All the registration certificates 3. List of similar services handled in the last 3 Years (Attach separate Sheet). 4. List of similar services for which work in progress (Attach separate Sheet & Enclose Purchase Orders as proof). 5. Certified true copy of Experience Certificates or Customer satisfaction certificates or Completion certificate for at least last 3 years and summarize as in table below (Attach separate Sheet). BIAL reserves its right to demand any other additional information that might be relevant for the evaluation of the proposal, at a later stage. Special instructions to Bidders for e-tendering General Electronic tendering (e-tendering) is a new methodology for conducting public procurement in a transparent and secured manner. The Government of India has made e-tendering mandatory. Suppliers/ Vendors bidding for a tender will be the biggest beneficiaries under this new system of procurement. The Special Instructions to Bidders for e-tendering supplement Instruction to Bidders, as given in these Tender Documents. Submission of online Bids is mandatory for this tender. For conducting e-tendering, Bangalore International Airport Limited - Projects has decided to use the portal through TCIL, a Government of India Undertaking. This portal is based on the world s most secure and user friendly software from ElectronicTender. A portal built using ElectronicTender s software is also referred to as ElectronicTender System (ETS). Benefits to suppliers/vendors are outlined on the Home-page of the portal. Page 4 of 17

5 Instructions Tender Bidding Methodology: Sealed Bid System - Single stage two envelope Broad outline of activities from Bidder s perspective: 1. Procure a Digital Signing Certificate (DSC) 2. Register on Electronic Tendering System (ETS) 3. Create Marketing Authorities (MAs), Users and assign roles on ETS. It is mandatory to create at least one MA. 4. View Notice Inviting Tender (NIT) on ETS 5. For this tender - Assign Tender Search Code (TSC) to an MA 6. Download official copy of Tender Documents from ETS. 7. Bid-Submission on ETS. 8. Post Time of Event (TOE) queries & clarifications For participating in this tender online, the following instructions are to be read carefully. These instructions are supplemented with more detailed guidelines on the relevant screens of the ETS. Digital Certificates For integrity of data and authenticity/ non-repudiation of electronic records, and to be compliant with IT Act 2000, it is necessary for each user to have a Digital Certificate (DC), also referred to as Digital Signature Certificate (DSC), of Class 2 or above, issued by a Certifying Authority (CA) licensed by Controller of Certifying Authorities (CCA) [refer Page 5 of 17

6 Registration To use the ElectronicTender portal suppliers/vendors need to register on the portal. Registration of each organization is to be done by one of its senior persons who will be the main person coordinating for the e- tendering activities. In ETS terminology, this person will be referred to as the Super User (SU) of that organization. For further details, please visit the website/portal, and click on the Supplier Organization link under Registration (on the Home Page), and follow further instructions as given on the site. Supplier / vendor shall pay annual registration fee as applicable. Instructions for online/ offline payment of registration fee After successful submission of registration details and payment of annual registration fee, please contact TCIL/ ETS Helpdesk (as given below) to get your registration accepted/activated. Important Note: To minimize teething problems during the use of ETS (including the registration process), it is recommended that the user should peruse the instructions given under ETS User-Guidance Center located on ETS Home Page, including instructions for timely registration on ETS. The instructions relating to Essential Computer Security Settings for Use of ETS and Important Functionality Checks should be especially taken into cognizance. Please note that even after acceptance of your registration by TCIL, to respond to a tender you will also require time to complete activities related to your organization, such as creation of MA, Users, assigning roles to them, etc. Page 6 of 17

7 TCIL/ ETS Helpdesk Telephone/ Mobile Customer Support: (Multiple Lines) Emergency Mobile Numbers: , , ID [Please mark CC: Bangalore International Airport Limited - Projects Contact Person Contracts & Procurement Telephone/ Mobile Phone: [between 8:30 hrs to 17:30 hrs on working days] ID e&mbid4@bialairport.com Page 7 of 17

8 Some bidding related information for this Tender (Sealed Bid) The entire bid-submission would be online on ETS. Broad outline of submissions are as follows: Submission of bid-parts/ envelopes (Bid-Parts) Technical-Part Financial-Part Submission of digitally signed copy of Tender Documents / Addendum Offline Submissions: Kindly refer RFP document / addendum for offline submission. Special note on security and transparency of Bids Security related functionality has been rigorously implemented in ETS in a multi-dimensional manner. Starting with 'Acceptance of Registration by the Service Provider', provision for security has been made at various stages in ElectronicTender's software. Security related aspects for bid submission is outlined below: As part of the ElectronicEncrypter functionality, the contents of both the ElectronicForms and the Bids are securely encrypted using a Pass-Phrase created by the Bidder himself. Unlike a password, a Pass-Phrase to be used can be a multi-word sentence with spaces between words (eg I love this World). A Pass-Phrase is easier to remember, and more difficult to break. It is mandatory that a separate Pass-Phrase be created for each Bid-Part. This method of Bid-encryption does not have the security and dataintegrity related vulnerabilities which are inherent in e-tendering systems which use Public- Key of the specified officer of a Buyer organization for bid-encryption. Bid-encryption in ETS is such that the Bids cannot be decrypted before the public online Tender Opening Event (TOE), even if there is connivance between the concerned tender-opening officers of the Buyer organization and the personnel of e-tendering service provider, in this case TCIL. Page 8 of 17

9 CAUTION: All bidders must fill ElectronicForms for each bid-part sincerely and carefully, and avoid any discrepancy between information given in the ElectronicForms and the corresponding Bid documents uploaded. If variation is noted between the information contained in the ElectronicForms and the Bid documents uploaded, the contents of the ElectronicForms shall prevail. Additionally, the bidder shall make sure that the Pass-Phrase to decrypt the Technical Bid-Part is furnished to below id on 9 Feb e&mbid4@bialairport.com There is an additional protection with SSL Encryption during transit from the client-end computer of a supplier/vendor organization to the e-tendering server/ portal. Page 9 of 17

10 Other Instructions For further instructions, supplier / vendor shall visit the home-page of the portal and go to the User-Guidance Center The help information provided through ETS User-Guidance Center is available in three categories users intending to register / first-time users, logged-in users of Buyer organizations, and logged-in users of supplier / vendor organizations. Various links (including links for User Manuals) are provided under each of the three categories. Important Note: It is strongly recommended that all authorized users of supplier/vendor organizations should thoroughly peruse the information provided under the relevant links, and take appropriate action. This will prevent hiccups, and minimize teething problems during the use of ETS. SEVEN CRITICAL DO S AND DON TS FOR BIDDERS The following 'SEVEN KEY INSTRUCTIONS for BIDDERS' must be assiduously adhered to by supplier / vendor organizations: 1. Obtain individual Digital Signing Certificate (DSC or DC) well in advance of your first tender submission deadline on ETS. 2. Register your organization on ETS well in advance of the important deadlines for your first tender on ETS viz Date and Time of closure of procurement of Tender Documents and Last Date and Time of receipt of Bids. Please note that even after acceptance of your registration by TCIL, to respond to a tender you will also require time to complete activities related to your organization, such as creation of - Marketing Authority (MA) [ie a department within the supplier/ vendor organization responsible for responding to tenders], Users for one or more such MAs, assigning roles to them, etc. It is mandatory to create at least one MA. This unique feature of creating an MA enhances security and accountability within the supplier/ vendor organization. Page 10 of 17

11 3. Get your organization's concerned executives trained on ETS well in advance of your first tender submission deadline on ETS. 4. For responding to any particular tender, the tender (ie its Tender Search Code or TSC) has to be assigned to an MA. Further, an Official Copy of Tender Documents should be procured/ downloaded before the expiry date and time of procurement of Tender Documents. Note: Official copy of Tender Documents is distinct from downloading Free Copy of Tender Documents. Official copy of Tender Documents is the equivalent of procuring physical copy of Tender Documents with official receipt in the paperbased manual tendering system. 5. Submit your bids well in advance of tender submission deadline on ETS (There could be last minute problems due to internet timeout, breakdown, etc.). 6. It is the responsibility of each supplier / vendor to remember and securely store the Pass-Phrase for each Bid-Part submitted by that supplier / vendor while bidding. In the event of supplier / vendor forgetting the Pass-Phrase before the expiry of deadline for bid submission, facility is provided to the supplier / vendor to annul the previous submission from the Bid-Submission Overview page and start afresh with new Pass- Phrase(s). 7. ETS will make your bid available for opening during the online public Tender Opening Event (TOE) ONLY IF your status pertaining to overall bid submission is Complete. For your record, you can generate and save a copy of final submission receipt. This receipt can be generated from 'Bid-Submission Overview Page' only if the status pertaining to overall bid submission is Complete. NOTE: While the first three instructions mentioned above are especially relevant to first-time users of ETS, the fourth, fifth, sixth and seventh instructions are relevant at all times. Minimum Requirements at Bidder s End 1. Computer System having configuration with minimum Windows 7 or above, and Broadband connectivity 2. Microsoft Internet Explorer 7.0 or above 3. Digital Certificate(s) Page 11 of 17

12 Training Program for Suppliers and Vendors One day training (10:00 to 17:00) would be provided by TCIL. Training is optional. Suppliers / Vendors are requested to carry a laptop and wireless connectivity to internet. Scheduled Date Venue Vendors Training Charges (Per Participant) To be filled To be filled Rs. 5,000/- (Plus %) Online Payment: TCIL s e-procurement portal is currently integrated with Indusind (PayU) and ICICI Bank s Online Payment Gateway for receipt of online payments through net banking, Debit Card and Credit Card towards Portal Registration Charges and Per-Tender Bidding Fee as applicable. Special Note: All applicable Taxes and duties are in addition to the above charges. Presently, Goods and Service Tax 18 % is applicable. Page 12 of 17

13 SCOPE OF WORK AND STANDARDS The Contractor shall provide the below mentioned services to Heating ventilation and air-conditioning ( HVAC ) system installed at the Airport. 1 General Scope of Work: - The scope of work consists of following-: (i) (ii) (iii) (iv) Operation & Annual Maintenance Contract of all Central HVAC Mechanical & Electrical Equipment at Passenger Terminal Building (PTB), AC Plant, New Chiller Plant (NCP), Landside & Airside Airlines Building including Water cooled Screw & Centrifugal Chillers, Air Cooled Screw & Scroll Chiller, Primary, Secondary & Condenser Pumping system, Cooling Towers, Air Handling Units, Ventilation Fans, Fan Coil Units, Chemical dosing system, Closed loop Pressurization Units, Automatic Tube Cleaning System (ATCS), VFDs, Electrical Panels/MCCs/DBs and BMS control system by deploying adequate resources in terms manpower, tools/tackles & consumables. Comprehensive Maintenance Contract (CMC) of Water Cooled Screw Chillers, Water Cooled Centrifugal Chillers and Air Cooled Screw Chillers. Comprehensive Maintenance Contract (CMC) of Precision Air Conditioners (PAC). Comprehensive Maintenance Contract (CMC) of Air Cooled Scroll Chiller. 1.1 Periodic & Preventive Maintenance: The scope of work includes carrying out Operation & Preventive Maintenance of Central HVAC system (Mechanical & Electrical) as per Standard Operating Procedure (SOP s) developed by BIAL, by employing adequate skilled employees on round the clock basis including Holidays & Sundays The Contractor will be required to depute sufficient (both technical and nontechnical) skilled employees for routine maintenance of all the installations and record the same in the respective log books. The duty roster shall be shared to BIAL on request Contractor shall be responsible for giving immediate notice to the designated BIAL representative of any condition, which he discovers, that may present a hazard to either the equipment or passengers. Page 13 of 17

14 1.2 Care of Building and Equipment: - Care shall be taken during execution of Operation and Maintenance to avoid damage to building and other installations. On completion of the terms of the contract, the Contractor shall hand over all the installations in good working condition. 1.3 Induction Training & Periodical Refresher Training: - The Contractor shall ensure that initial induction training shall be arranged for the staff engaged by him. BIAL engineers may extend their support for making the workers familiar with the HVAC system installations. However, the Contractor shall be fully responsible for arranging any external trainer, if found necessary and also for all overhead charges, if anything required in this regard. 1.4 Tools & Tackles: - Contractor should supply & maintain all the Tools, Tackles & Measuring Instruments required for Operation and maintenance of HVAC system at site. The vendor must submit the valid calibration certificates for all critical measuring instruments/tools, when called for. The minimum requirement of tools & tackles are listed in specification clause no of this Schedule-I. The contractor may add additional tools that are required for Operation and maintenance of HVAC systems. Non-compliance of the same will lead to recovery of 5% of monthly O&M rate as scheduled under Sl.No:1 of Annexure D (PRICE SCHEDULE) from monthly running bills. 1.5 Printed Maintenance Schedule/ Record: - The templates for maintenance records, check list, logbooks and related documents will be provided by BIAL on award of contract as per Clause no under Schedule-I. It is the contractor s responsibility to get the logbooks & other documents printed & maintain sufficient stock at site to fulfil the BIAL requirement for auditing. 1.6 Consumables: - The Contractor should maintain all the consumables at site, required for the maintenance of HVAC system as specified under Clause no under Schedule-I. The contractor should ensure sufficient quantity of the consumable is stocked as per the specification. The items subjected to wear and tear from regular operation such as belts and bearings will also be a part of the consumables. The Contractor can add more Consumables to the specification if required. The offer from the Contractor shall be deemed to cover this. Noncompliance of the same will lead to recovery of 5% of monthly O&M rate as scheduled under Sl.No:1 of Annexure D (PRICE SCHEDULE) from monthly running bills. 1.7 Spare Parts: For CMC Equipment: - All the spares for the equipment covered under CMC will be explicitly in the scope of the Contractor. The contractor shall ensure availability of sufficient spares that are necessary to ensure the upkeeping of the equipment as per the contract specification. Proof of the procurement from OEM, wherever necessary, to be submitted before fixing the spares to the equipment. Page 14 of 17

15 1.7.2 For AMC Equipment: - BIAL shall procure all the critical spares with minimum inventory for all HVAC equipment covered under AMC. The same spares inventory will be monitored and maintained in SAP by BIAL for cross verification of minimum inventory. However, in case of any emergency & being the authorised service provider, the Contractor shall arrange the required spares on chargeable basis. The contractor shall coordinate with BIAL staff for the issue of such spares and maintain necessary logs/reports. 1.8 Chemical Treatment of Condenser & Chilled Water System: Contractor shall be responsible for Chemical Treatment of Condenser & Chilled Water system to maintain the water chemistry as per the Chiller manufacturer recommendation, to ensure the heat exchanger operates in an efficient manner. The Contractor must carry out monitoring and treatment of both Condenser & Chilled Water system by carrying out tests on fortnight Basis, install & analyse corrosion coupons in racks, doze chemicals as per the requirement. All the Chemicals, Test Kits, and accessories will be in the contractor s scope. The charge towards this covered under line item 5 of price schedule. The contractor s scope also covers the Operation and Maintenance of the automated chemical dosing system installed for T1 & T1A condenser water system. Maintenance of the system must be carried out as per the OEM recommendation. The spares such as sensors, dosing pumps, actuators etc. will be provided by BIAL. 1.9 Cooling Tower PVC Fills cleaning / replacement: Contractor shall arrange necessary additional manpower and not engage staff from O&M contracts to remove all the fills from Cooling Tower (CT), clean it using necessary chemicals and restack all the fills in the CT. The contractor must ensure the desirable efficiency of the CT are maintained and submit the report of the same. This activity will need to be carried out twice a year. If required the contractor will replace the damaged/non-usable fills from the spares supplied by BIAL. The charge towards this covered under line item 6 of price schedule Painting of pipe line and Machinery in HVAC: Contractor shall paint the open loop piping system, HVAC equipment at AC plant & terrace, pipe, equipment, duct and plenum supports at all location, stencilling of electrical panels, trench plates, and catwalks in cooling tower area as per standards. This painting activity must be carried once year as per the requirement and instruction by BIAL. The charge towards this covered under line item 5 of price schedule Daily Reporting: The Contractor must submit daily reports in the BIAL prescribed format. The daily report to capture info about Operation of Major HVAC equipment, Page 15 of 17

16 Energy Consumption of HVAC system, Breakdown details, CT make up water consumption details Chiller Condenser Tubes descaling: The contractor will need to carry out descaling of the condenser tubes of the chillers with approved chemicals so as to maintain the recommended Condenser Approach as per the OEM s. The supply of necessary chemicals and the necessary manpower will be in the scope of the contractor. The MSDS of all such chemicals used must be shared with BIAL prior to commencement of the descaling works. The charges towards this shall be deemed to be part of CMC/AMC charges of Chiller and no separate payment will be done System Serviceability: The Serviceability of all the equipment of central HVAC system should be maintained at 99.9 % in monthly basis and arrangements should be made for attending all the faults on the same day without any further delay as per condition of the contract. If it is found that the monthly serviceability is below 99.9 % due to poor maintenance/service, then the 2% of proportionate service fee under Sl.No:1 of Annexure D (PRICE SCHEDULE) from monthly running bills for that period will be imposed for every 1 % fall in serviceability or part thereof subject to max capping of 10% of service fee. The inability of any equipment/system/parts of the system to deliver the desired results will be accounted for the un-serviceability of the equipment. Percentage of Serviceability shall be calculated as {(Total Available Hours per month) (Downtime in hours per month)}/ (Total Available Hours per month) X 100]. Only, time required for maintenance activities forming part of scheduled preventive maintenance & warranty \ DLP breakdown, any breakdown due to misuse or damages caused by third party, any major overhauling etc. shall be excluded from the downtime calculations Penalty for delay in attending the breakdown complaints/ calls: The breakdown complaints/calls will be categorized as Critical, Urgent or Normal based on the impact on the Operation and Maintenance of HVAC system at BIAL. Categorization of complaints will be at discretion of BIAL. Penalties will be charged against these types of complaints, if there is any delay in attending to it as per the details below. Sl.No Category of Complaint 1 Critical Description of the equipment considered. All the highside equipment i.e. Chillers, Cooling Towers, Type of failure Inability of the equipment /system/part of system to Maximum Time To Repair (MTTR) of Equipment MTTR of highside critical equipment will be 24 hrs. Penalty for delay beyond (MTTR) INR 10000/- for every 2 hrs delay beyond MTTR to a maximum of 50000/- will be imposed. Page 16 of 17

17 2 Urgent 3 Normal Pumps, associated Electrical Panels etc and Precession Air Conditioners. All the lowside equipment i.e. AHUs, Ventilation Fans, FCUs etc. which are not having a standby arrangement. All the lowside equipment i.e. AHUs, Ventilation Fans, FCUs etc. which are having a standby arrangement. deliver the desired performance. Inability of the equipment /system/part of system to deliver the desired performance Inability of the equipment /system part of system to deliver the desired performance MTTR of lowside urgent equipment will be 6 hrs. MTTR of lowside normal equipment will be 24 hrs. INR 5000/- for every 2 hrs delay beyond MTTR, subject to max of INR 25000/- will be imposed. Penalty at the rate of INR 3000/-for every 2 hrs delay beyond MTTR to a maximum of 15000/- will be imposed. Page 17 of 17