Tender Shls Gc (1)

TENDER DOCUMENT

for

Supply, Installation & Commissioning and free Maintenance ofSolar Home Lighting Systems

to be installed under General Category Programme in Jammu & Kashmir State

NIT NO: ST/EDA/41/GC/2011

DUE ON : 26.05.2011

at

H.No: 181, Jawahar Nagar, Srinagar

JAMMU AND KASHMIR ENERGY DEV. AGENCY

DEPARTMENT OF SCIENCE AND TECHNOLOGY


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Tender Details

S.No

Description Details

1 Notice Inviting Tender (NIT) No

ST/EDA/41/GC/2011

2 Scope of work Supplying, installation & commissioning, warranty and free Maintenance (including preventive maintenance) for 5 years of Solar Home Lighting Systems (HLSs) under General category Programme for Jammu and Kashmir Energy Development Agency (JAKEDA) during 2011-12. The quantity required is 20,000 ± 10% Nos.

3 Place of issue &submission of tenderdocuments and addressfor communication

Jammu and Kashmir Energy Development Agency (JAKEDA)1. H.No: 181, Jawahar Nagar, Near Matador stand,

Srinagar, Kashmir. Phone No. : 0194-2311985;

2. 12- BC Road Rehari, Jammu 0191-2586015 ; 2546495

Place of submission of tenderdocuments


4 Period of sale of biddocument

Time : 25th April to 26th May. 2011.From 10:30 A.M. to 4:00 P.M. (Sgr. Office)From 9:00 A.M. to 1:30 P.M. (Jmu. Office) on all working days

5 Last date & time ofsubmission of bids

26th May. 2011.till 5:00 PM

6 Date & time of opening of Part – I (Techno- commercial Bids)

27th May. 2011 at 11.00 A.M.Techno-commercially qualified bidders will be communicated the date & time of opening of price bids.

7 Cost of bid document(Non-refundable)

For General Category : Rupees Twenty Thousand

For SSI units registered in J&K State : As applicableBidders can also download the tender document from JAKEDA website (www.jakeda.nic.in) and submit the cost of the bid document of requisite value as applicable along with tender document.

Bid application without the cost of bid document shall be rejected.

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http://www.jakeda.nic.in/

8 Earnest Money (Refundable)

For General Category : Bids shall be accompanied with earnest money equal to 12.00 lakhs (Rupees twelve lakhs only) for the minimum quantity quoted (5,000 nos) and 2.40 lakhs (Rupees two lakhs forty thousand only) for every additional 1000 HLs quoted for supply in the form of CDR/FDR/TDR/TDA pledged to the Chief Executive Officer, J&K Energy Development Agency, H.No: 181, Jawahar Nagar, Srinagar. No Bank Guarantee shall be entertained.

For SSI units registered in J&K State : As applicable in the form and value as per the directives of the State Govt.

9 Estimated cost Rs. 23 Crores for 20,000 Solar home systems as per MNRE sanction.

10 Minimum lot size The minimum quantity quoted should be 5,000 Nos

Tenderers may also submit their offer for additional quantity in multiples of 1000 Nos.

The bidder should have a production capacity (in Kw) in respect of PV module more than the what is required for the quoted quantity to be supplied within duration of 04 months.

11 Time of completion Within 04 (four ) months from the placement of order.

12 Validity of offer The offer shall remain valid for one year from the last date of submission of offer.

13 Validity of earnest money

The earnest money shall be submitted by the bidder in the form of CDR/FDR/TDR/TDA pledged to the Chief Executive Officer, J&K Energy Development Agency, Srinagar. This shall remain valid for 12 months from the last date of submission of bids. No Bank Guarantee shall be entertained.

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www.jakeda.nic.in

NIT NO: ST/EDA/RVE/17/2010/P-II DUE ON : 26.05.2011

For and on behalf of the Governor of J&K State, sealed bids affixed with Rs. 5.00 (Rupees five only) revenue stamps are invited from the Solar Photovoltaic (SPV) module manufacturers for supply, installation & commissioning, warranty and free Maintenance (including preventive maintenance) for 5 years of around 20,000 nos. of Solar Home Systems (SHSs) Model-2 conforming to the latest MNRE, GoI specifications (the quantity is likely to increase/decrease by 10%). The bids should be addressed to the Chief Executive Officer, JAKEDA and should reach JAKEDA Office, H.No: 181, Jawahar Nagar, Srinagar (J&K) by or before 26.05.2011 (5.00 P.M.) as per the following terms & conditions:-

A. TECHNICAL SPECIFICTIONS FOR SOLAR HOME SYSTEMS

A Solar Home System comprises two compact fluorescent lamps (CFL) as light source, a tubular rechargeable lead acid battery for storage, a SPV module for charging of battery, suitable electronics, inter connecting wires/cables and mechanical hardware. Both the lamps are to operate on an average for 3-4 hours per day, assuming an average daily solar insolation of 5.5kWh/Sq. mtr. on a horizontal surface. Technical specifications shall be as per latest MNRE guidelines.

I. LAMPS

(i) The lamps will be of compact fluorescent (CFL) type, 4 - Pin type, with ratings of9W or 11W with a suitable pre-heating circuit .

(ii) The light output from the lamps should be minimum 580 lumens (for 9 W CFL) and

880 lumens (for 11 W CFL). (iii) No blackening or reduction in the lumen output by more than 10% should be

observed after 1000 ON/Off cycles (two minutes ON followed by four minutes OFF is one cycle).

(iv) The lamps should be housed in an assembly suitable for indoor use, with a reflectoron its back. While fixing the assembly, the lamp should be held in a base upconfiguration.

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Tele-fax 0191-2586015 (J) 0194-2311985 (S)

Email : [email protected]

JAMMU & KASHMIR ENERGY DEV. AGENCYSCIENCE AND TECHNOLOGY DEPARTMENT

12 B.C Road, Rehari, Jammu ******************************

http://www.jakeda.nic.in/

II. BATTERY

(i) The batteries supplied as a part of the PV system should qualify the following tests, as specified in the relevant standards ( IEC 61427, IS 1651, IS 13369, IS 15549 or equivalent standards).

capacity as per C/10 or C/20 rate, as applicable for the specific battery Watt-Hour and Amp-Hour efficiency, and charge retention/ Shelf Life test.

The concerned manufacturers are advised to provide a copy of the test report for the above tests, issued by any of the authorized test centres.

(ii) The battery will have a minimum rating of 12V, 40AH at C/10 discharge rate.

III. ELECTRONICS

(i) The inverter should be of quasi sine wave/sine wave type, with frequency in therange of 20 - 30 KHz. Half-wave operation is not acceptable.

(ii) The total electronic efficiency should be not less than 80 %.

(iii) The idle current consumption should not be more than 10 mA

IV. PV MODULE

(a) Use of PV modules conforming to latest IEC 61215, or IS 14286, standards is essential. However, in case of PV modules used in the solar home lights systems, while the IEC/BIS certification for the specific models may not be essential but the concerned manufacturer must have obtained IEC/BIS certification for any of the modules manufactured by them to be eligible, provided they give an undertaking that the smaller modules are also manufactured using the same materials and processes, as used in the certified PV module. It is mandatory to provide a copy of the IEC/BIS PV module qualification certificate/report issued by an authorized laboratory to be eligible.

(b) The power output of the module(s) under STC should be a minimum of 37 W.

(c) The operating voltage corresponding to the power output mentioned above should be 16.4 V for crystalline silicon modules. In case of thin film modules, the power of the module should be at a voltage suitable for charging of a 12 V battery.

(d) The open circuit voltage of the PV modules under STC should be at least 21.0Volts.

(e) The terminal box on the module should have a provision for opening for replacing the cable, if required.

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(f) The PV module used in the SHLSs shall use a RF Identification Tag (RFID) which must contain the following information and has to be inside of the module lamination so that it can withheld harsh environmental conditions.(i) Name of the manufacturer of PV Module(ii) Name of the Manufacturer of Solar cells(iii) Month and year of the manufacture (separately for solar cells and module)(iv) Country of origin (separately for solar cells and module)(v) Unique Serial No (district wise identification mark) and Model No of the

module

Use of Chinese solar cells shall not be allowed and for every module the following information shall be pasted/ laminated outside the back side of the module so that the I-V curve indicated on the module can anywhere be cross verified using sun simulator and the module of the year 2011 only shall be considered. (i) I-V curve for the module(ii) Peak Wattage, Im, Vm and FF for the module(iii) Date and year of obtaining IEC PV module qualification certificate(iv) Name of the test lab issuing IEC certificate(v) Other relevant information on traceability of solar cells and module as per

ISO 9000 series.

V. ELECTRONIC PROTECTIONS

(i) Adequate protection is to be incorporated under no load conditions (e.g when the lamps are removed and the system is switched ON).

(ii) The system should have protection against battery overcharge & deep discharge conditions.

(iii) Fuses should be provided to protect against short circuit conditions.

(iv) A blocking diode, should be provided as part of the electronics, to prevent reverse flow of current through the PV module(s), in case such a diode is not provided with the PV module(s).

(v) Full protection against open circuit, accidental short circuit and reverse polarity should be provided.

(vi) Electronics should operate at 12 V and should have temperature compensationfor proper charging of the battery throughout the year

VI. MECHANICAL COMPONENTS

(i) Metallic frame structure (with corrosion resistance paint) to be fixed on the roof of the house to hold the SPV module(s). The frame structure should have provision to adjust its angle of inclination to the horizontal between 00 and 450, so that it can be installed at the specified tilt angle.

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(ii) A vented metallic / plastic box with acid proof corrosion resistance paint forhousing the storage battery indoors should be provided.

VII. OTHER FEATURES

(i) The system should be provided with 2 LED indicators, a green light to indicate charging in progress and a red LED to indicate deep discharge condition of the battery. The green LED should glow only when the battery is actually being charged.

(ii) There will be a Name Plate on the system which will give:(a) Name of the manufacturer or Distinctive Logo(b) Serial Number.

(iii) PV module(s) will be warranted for a minimum period of 20 years from the date of supply and the Solar Home System (including the battery) will be warranted for a period of five years from the date of supply. The warranty card to be supplied with the system must contain the details of the system supplied, as given in the Proforma-2. The manufacturers can also provide additional information about the system and conditions of warranty as necessary.

(iv) Necessary lengths of wires / cables, switches suitable for DC use and fuses shouldbe provided

(v) An Operation, Instruction and Maintenance Manual, in English and the local language, should be provided with the Solar home systems.The following minimum details must be provided in the Manual:-

(a) About Photovoltaics(b) About Solar Home System – its components and expected

performance(c) About PV module(d) About CFL(e) About battery(f) Clear instructions about mounting of PV module(s) (g) About electronics.(h) About charging and significance of indicators(i) DO’s and DONT’s.(j) Clear instructions on regular maintenance and trouble shooting of the SHS.(k) Name and address of the person or service centre to be contacted in case

of failure or complaint.

VIII HOUSING: The Housing containing the electronics, lamp and battery should qualify requirements of IP 21 standards.

Notes :i) A small white LED may be provided as an optional feature, with an

independent switch.

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B. ELIGIBILITY CONDITIONS:

1. Technical Criteria: Only those bidders who are original manufacturers of SPV modules shall be eligible to quote which. It is to be supported with documentary evidence / valid test report as per the MNRE specifications for the SHLS (Model-II) from any of the following MNRE authorized Test Centres.

Solar Energy Centre Gwalpahari – Gurgaon, Haryana (SEC)• Electronics Regional Test Laboratory (East) Bidhan Nagar, Kolkata (ERTL)• Central Power Research Institute, Bangalore (CPRI)

Validity of test report is thirty six months from the date of issue. The test report of battery as per clause II shall be provided separately in case the same make of battery is not indicated in the test report.

2. Work Experience: The bids of only such bidders will be entertained who have at least supplied 5000 SHLs to the different State Nodal Agencies/ Govt. or public sector undertakings/ Important organizations & Institutions within the country w.e.f 1st April 2008 till 31-03-2011 and the details of the same shall be given separately as per the following format.

S.No

Name of Agency/ Organisation/ PSU/ Institution to whom material has been supplied

Purchase order No., date

Quantity allotted

Quantity supplied

Date of supply

Copies of supply orders shall be appended as supporting document.

3. Financial Criteria: The bids of only such bidders will be entertained who have the aggregate turnover in the past three years ( 2008-09, 2009-10 & 2010-11) not less than Rs 50 crores (fifty crores) in respect of Solar components and not less than Rs 30 crores (thirty crores) in respect of PV products and the details of the same shall be given on a separate page authenticated by the Charted Accountant as per following format.

Year Thermal component Photovoltaic component Aggregate turn over

2008-092009-102010-11

Note: The suppliers shall submit audited statement in respect of the turnover as indicated above and also submit details in Proforma- 3.

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C. INSTRUCTIONS TO THE BIDDERS;-

SUBMISSION OF BIDS:

1. Bidders are advised to submit their bids strictly based on the specifications, terms and conditions contained in the bid document and subsequent revisions/amendments, if any.

2. The bid shall be prepared and submitted by typing or printing in English with indelible black ink on white paper in consecutively numbered pages duly signed by the authorized signatory with company seal affixed on each page. Any part of the bid which is not specifically signed by the authorized signatory and not affixed with company seal, shall not be considered for the purpose of evaluation.

3. Original copy of bid document, amendments/revisions to bid document, issued by JAKEDA, if any, shall be signed and submitted along with the bid.

4. All the Proformae must be on the bidder’s official letterhead. Any change in wording of the Proforma will lead to rejection of the bid application.

5. The offer shall contain no erasures or overwriting except as necessary to correct errors made by bidder. Such corrections, if any, shall be initialed by the person signing the offer.

6. The bid should be in two parts viz part I & part II as described in the clause 7 below and each part should be in a separate sealed envelope duly superscribed as part I and part II with name of the bidder, NIT No. and due date. Sealed envelopes containing part I and part II should then be placed in one cover which should be duly sealed and superscribed giving NIT No., due date and name of the bidder.

7. The offer/bid should be submitted in two parts as under:-

I. Part I of the bid should be superscribed “Part I” Techno-commercial bid for NIT No. ST/EDA/41/GC/2011 Due on 26.05.2011and shall contain / indicate :-

Guaranteed techno-commercial particulars.(a) Authenticated Photostat copies of test certificates from authorized

test centres of MNRE, GoI as per the MNRE, GoI guidelines with special reference to indicate the following:-

i. The company being original manufacturer of SPV modules.

ii. Date/year of issue of the test certificate(b) Makes of various parts/components used(c) Supply orders for 5000 Solar HLs.(d) All the relevant certificates of IEC/BIS as applicable. (e) Catalogues and drawings.(f) Proof of Registration with DGS&D/NSIC/Department of

Industries of any state Govt, whatever applicable.(g) Proof of earnest money.

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(h) Total Capital turnover of the bidder, turn over in respect of Solar components & turn over in respect of PV products for the last three years shall be given separately.

(i) Confirmation that the prices quoted are inclusive of all central/ state/local taxes, duties etc as applicable and also freight, insurance, carriage etc. FOR sites of Supply, installation & commissioning, warranty and free maintenance (including preventive maintenance) for 5 years and are quoted in Indian currency alone excluding J&K VAT which is presently not applicable.

(j) Certificate of utilizing IEC standard material in the PV modules in case the 37 watt module is not IEC tested as per clause IV (a).

II. The part II of the bid shall be superscribed “Part II” price bid for NIT No. ST/EDA/41/GC/2011 Due on 26.05.2011 and shall contain price bid as per the specifications. The prices quoted should be inclusive of all central/state/local taxes, duties etc as applicable and also freight, insurance, carriage etc FOR sites including installation & Commissioning, warranty and free maintenance (preventive maintenance for 5 years) etc. (The Destination Points for delivery of the material shall be given separately. The material is intended to be distributed amongst the prospective beneficiaries from the Destination Points, which shall be followed by its installation at the residences of the identified beneficiaries) and should be inclusive of all central/state/local taxes & duties etc. as applicable and other charges like freight, carriage, insurance etc. The J&K VAT is presently not applicable. The price shall be quoted as per Proforma 4.

NOTE:- The offer of the firms which do not quote prices as advised at (I) and (II) above shall not be entertained and the certificates shall also be got attested by Gazetted officers/ notary. The Agency can also ask for the original certificates in case of any clarification.

8. In case of any contradictions between the prices mentioned in figures and words, the prices mentioned in words shall be considered final. Also, in case of any arithmetical error in regard to the total amount and individual rates, the individual rates shall be taken as final and the total amount shall be adjusted accordingly.

9. The offer/bid should be addressed to the Chief Executive Officer, J&K Energy Dev. Agency, H.No: 181, Near Matador Stand, Jawahar Nagar, Srinagar, J&K, India both inner and outer cover duly sealed and superscribed with NIT No., Part No., Due Date and name of bidder etc. and sent either under registered cover or cast in the bid box kept in the office of Chief Executive Officer, JAKEDA.

10. The bidder shall furnish the check list as per the Proforma -5.

11. The bidder shall ensure timely receipt of bid in the office of the Chief Executive Officer, JAKEDA prescribed above. The bids received by hand or by post after due date of receipt of bid shall not be entertained even if the bid has been posted/dispatched before the due date of receipt.

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12. The bid must be complete in all respects, all the terms and conditions of bid including technical specifications should be carefully studied for the sake of submitting complete and comprehensive quotation. Failure to comply with any of the terms and conditions or instructions of the offer with insufficient particulars which is likely to render fair comparison of bid as a whole impossible may lead to rejection even if otherwise it is a competitive offer/bid.

13. Bank charges, if any shall be debited to the account of the bidder.

14. No bidder unless otherwise specified in these specifications, terms and conditions shall be exempted from depositing earnest money.

15. Every bidder is required to quote for a minimum quantity of 5,000 Solar Home Systems failing which the offer shall be summarily rejected and price bid (Part II) shall not be opened. JAKEDA reserve absolute rights to distribute the total number of HLSs required to be supplied under the NIT amongst any number of bidders, in the way it deems fit. However, JAKEDA reserves the right to allot a quantity to the vendor less than 5,000nos.

16. No claim shall be raised against the department either in respect of interest or depreciation in value for the amount of security deposit and / or earnest money. In the case of bank deposits the department shall not be responsible for any loss on account of failure of the bank.

OPENING OF BIDS:

17. On the date of opening of bids only the techno-commercial (Part I of the bid) shall be opened first in presence of the bidders who may be present. The price bid (Part II) shall be opened only in case of such bidders who on scrutiny of part I of their offers are found to have qualified for opening of price bid on a later day at JAKEDA office. In case the due date of opening of bids falls on holiday or the holiday being declared subsequently, the bids will be opened on the next working day following such holiday or any other date convenient to the CEO, JAKEDA.

18. The authorized representative will be allowed to attend the price bid opening on production of authorization letter as per the given proforma-6. The representative who does not produce such authorization will not be allowed to attend the bid opening meeting.

19. JAKEDA, if required, may at its discretion obtain clarifications on offers by requesting clarifications from any or all the bidders at any time prior to Part – 2 (Price Bid) opening. Such request for clarification and the response shall be in writing.

20. JAKEDA shall examine whether the bid is complete in all respects and conforms to the stipulated requirement of the technical specifications and tests reports. The bid having material deviation shall be rejected as being non-responsive.

21. The Part – 2 (Price Bid) of only those bidders, whose Part – I (Techno-commercial Bid) is found acceptable after evaluation, will be opened and evaluated. In case of change in the

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date and time of opening of the Part – 2 (Price Bid) from what is given, the date & time for opening of the Part – 2 (Price Bid) will be uploaded in JAKEDA website. Bidders are requested to visit the website (www.jakeda.nic.in) regularly and keep themselves informed.

22. The Part – 2 (Price Bid) will be opened in the office of CEO, JAKEDA in the presence of eligible bidders or their authorized representative. The authorized representative will be allowed to attend the price bid opening on production of authorization letter.

23. JAKEDA, if required, may at its discretion extend the scheduled date of opening of Part –2 (Price Bid).

EARNEST MONEY

24. The bid of local industrial units if any, registered with Deptt. of Industries, Government of Jammu & Kashmir, shall be accompanied with the earnest money in the form and value as per the directives of the State Govt. as applicable at the time of submission of bids.

25. Bids other than those indicated at clause 24 above shall be accompanied with earnest money equal to 12.00 lakhs (Rupees twelve lakhs only) for the minimum quantity quoted (5000 nos) and 2.40 lakhs (Rupees two lakh forty thousand only) for every additional 1000 HLs quoted for supply in the form of CDR/FDR/TDR/TDA pledged to the Chief Executive Officer, J&K Energy Development Agency, Srinagar. No Bank Guarantee shall be entertained.

26. Bids not accompanied with required amount of earnest money will be rejected and their price bid shall not be opened.

27. The earnest money of the bidders shall be forfeited if they withdraw their bid or raise the price of their offer within the validity period. The earnest money shall also be forfeited in case the bidders fails to furnish his acceptance of the order within fifteen days of placement of LOI by JAKEDA or fails to successfully complete the work within the stipulated time frame. Delay in completion due to extreme and unavoidable situation will have to be got approved by CEO, JAKEDA. This approval will also have a cut-off date by which the entire work will have to be completed.

28. Earnest money deposited shall be released in favour of the unsuccessful bidder(s) with in one month from the date of placement of the supply orders to the successful bidder (s).

29. The request for adjustment of earlier dues in place of earnest money will not be entertained.

INCOME TAX

30. Without prejudice to the obligation of the supplier under law, any Income Tax, which JAKEDA may be required to deduct by law/ statute, shall be deducted at source and shall be paid to the Income Tax authorities on account of the supplier. JAKEDA shall provide the Supplier a certificate for such deduction of Tax.

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PRICE

31. The total price & rates of HLSs and 5 years free maintenance (warranty) in full and complete set including SPV module, control electronics, battery, mechanical components, etc. should be quoted as per the Proforma 4.

32. The price shall be for the total scope as defined in this document for supply of items in full & good condition at FOR Site/Stores to various consignees across the State of Jammu & Kashmir, preferably including transit insurance. The Price also includes all charges towards packing & forwarding, inspection, insurance, freight charges all central/ state/ local taxes & duties etc. as applicable for the supplies.

33. The price & unit rates includes and covers the cost of all royalty & fees for all articles & processes, protected by letters, patent or otherwise incorporated in or used in connection with the work, also all royalties, rents and other payments in connection with obtaining all the materials for the work and the Bidder shall indemnify and keep indemnified JAKEDA, which indemnity, the Bidder hereby gives against all actions, proceedings, claims, damages, costs and expenses arising from the incorporation in or use of work of any such articles, processes or supplies. All applicable charges for taking statutory clearances, wherever necessary, are included in the contract price.

34. During the period of the contract, JAKEDA may order addition/deletion in quantities which the Bidder shall comply. The adjustment in Contract Price shall be made at the same unit rate as per Price Schedule.

SECURITY DEPOSIT

35. The successful bidders(s) shall furnish security deposit equivalent to 10% (Ten percent) of the value of the contract in the form of CDR/FDR/Bank Guarantee from Nationalized/ Scheduled Bank pledged to the Chief Executive Officer, JAKEDA for a period of five (05) years from the date of completion of installation. Such security deposit shall be furnished within one month from the date of placement of supply order. Failure to do so within the stipulated period will make the contract liable for cancellation together with forfeiture of the E.M.D at the discretion of Chief Executive Officer, JAKEDA. The EMD of the successful bidder of the contract could also be adjusted as security deposit subject to its validity & EMD shall be released only after submission of Security deposit.

36. The security deposit will be released within one month from the date of completion of 5years free maintenance of the equipment after installation & commissioning and no interest will be paid on it.

PLACE OF MANUFACTURE AND INSPECTION

37. The bidder shall state in his bid the place of manufacture and inspection of the equipment offered in the bid. The purchaser or his duly authorized representative/Agency (preferably DGS&D, GoI) shall have access to the supplier’s work place at any time during working hours for the purpose of inspecting the manufacture of the equipment and the supplier shall provide all necessary facilities for such inspection. No supplies shall be dispatched

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without prior inspection and approval by the purchaser and the charges on account of inspection shall be borne by the supplier. Whenever the Agency feels it necessary a few systems shall be drawn for testing at the MNRE approved test labs for which the charges are to be borne by the supplier.

WARRANTY

38. The Bidder must provide guarantee which include servicing & replacement guarantee for parts and components (such as battery & electronics) of Solar Home Lighting Systems for 5 (five) years. For PV modules, the replacement guarantee is for 20 (twenty) years from the date of commissioning the HLSs at site & demonstration of performance to the consignee/JAKEDA.

39. The guarantee card to be supplied with the system must contain the details of the system supplied as given in the Proforma 2. The bidders can also provide additional information about the system and condition of guarantee as necessary.

40. Bidder shall without prejudice to any other clauses of the order repair/replace the defective parts and restore the system to satisfactory working/performance within 7 days of intimation of fault without any additional cost to JAKEDA within the period of warranty.

41. The agreement will be valid for five years from the date of installation & commissioning of the supplies.

42. In case the supplier fails to rectify / replace the defective / damage equipment including transit damages, shortage within 7 days from the date of intimation of such shortage / damages, they shall have to pay penalty to the J&K Energy Dev. Agency/ beneficiary as per clause 45 below.

43. The maintenance service provided shall ensure proper functioning of the system as a whole. All preventive/routine maintenance and breakdown/corrective maintenance required for ensuring maximum uptime shall have to be provided by the Bidder. Accordingly, this shall have two distinct components as described below.

Preventive/Routine Maintenance44. This shall be done by the company at least once in every three months and shall

include activities such as, cleaning and checking the health of the SPV system, cleaning of module surface, topping up of batteries, tightening of all electrical connections, changing of tilt angle of module mounting structure, cleaning & greasing of battery terminals and any other activity that may be required for proper functioning of the SPV system as a whole.

Breakdown/Corrective Maintenance45. Whenever a complaint is lodged by the user, the bidder shall attend to the same within a

reasonable period of time (7 days) and in any case the breakdown shall be corrected within a period not exceeding ten days from the date of complaint. If more than 10 days are taken after registering of complaint, then Bidder has to pay Rs. 20/- for each system for each day till the problem is rectified subject to a maximum of the cost of the SHS . This money shall be deposited to the account of JAKEDA.

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46. For carrying out the maintenance effectively, the Bidder shall establish at least one Service Center for every 1000 Solar PV Systems and at least one in a particular district if the quantity supplied is less than 1000nos in that particular district. In addition to this the Bidder shall have to establish at least one Office cum Service Centre in the name of the firm in the state wherein 2-4 local employees are to be appointed by the firm depending upon the quantum of work order, in case the firm is having no established office in the state. The office is to be run by the firms and not by the local dealers whose services could be used for district wise service centres. In case of Public sector undertakings necessary arrangements are to be put in place for providing proper service network. The services of already established service centres could be used with adequate manpower and spare parts.

47. The bidder shall maintain the following facilities at the local Service Centre for ensuring highest level of services to the end user :i) Adequately trained manpower, specifically trained by the bidder for carrying out

the service activities.

ii) Adequate provisions for record keeping, which shall inter-alia, include the following :

a) Details of system supplied within the command area of the service stationincluding full name and address of end user, system and sub-system serial numbers and records of routine maintenance carried out (duly signed by the end user). These records shall include voltage, current, specific gravity, indicator charge, CFL full glow, charge controller operation, electronics, etc.

b) History record sheets of maintenance done.

iii) Adequate spares for ensuring least down time of an individual system.

iv) The Service Centre shall send summary service reports to State NodalAgency on quarterly basis. These reports shall include the followinginformation :

(a) Number of systems covered by the Service Centre(b) Number of systems working satisfactorily on the reporting date(c) Number of complaints received during the period of reporting(d) Number of complaints attended during the period of reporting(e) Major cause of failure, as observed(f) Major replacement made during the reporting period

Separate report shall be submitted for each type of systems manufacturer wise in case the service centre caters to the requirement of more than one manufacturer.

48. The records maintained at the Service Centre shall be available for scrutiny of authorized representatives of the JAKEDA or MNRE.

49. The date of maintenance period shall begin on the date of actual commissioning of the Solar home systems.

50. Bidder shall furnish details of infrastructure that are presently available for establishing of Service Centres.

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TRAINING PROGRAM, AFTER SALES SERVICE AND AVAILABILITY OF SPARE PARTS

51. The responsibility of organizing training program will rest on the successful bidder. The training program will be organized in consultation with JAKEDA/Consignee. The training program will focus on operation and maintenance of HLSs. Printed leaflet/literature should be made available in Urdu / Hindi/ English (as required by JAKEDA) by the Bidder regarding the operation and maintenance of their HLSs.

52. The Bidder shall depute authorized Service Engineer within 7 days from the date of the intimation of fault, and establish sufficient inventory of spares in the District/State in consultation with JAKEDA to provide satisfactory and uninterrupted services during the warranty period.

ASSIGNMENT/SUB LETTING/PRE BIDDING TIE UP

53. The Bidder shall not assign or sub let, manufacture/assembly, shop testing, packing & forwarding, transportation, transit insurance, supply, in whole or part, its obligations to any third party to perform under the order/contract.

54. In the event the Bidder contravenes this condition, JAKEDA reserves the right to reject the equipment/work sub-contracted and procure the same from elsewhere at Bidder’s risk and cost. The Bidder shall be solely liable for any loss or damage which JAKEDA may sustain in consequence or arising out of such replacing of the contract work.

55. In case, the installation & commissioning and warranty is planned to be carried out in collaboration with other party, the bidder has to sign MoU with the party on a Non-judicial stamp paper of value not less than Rs. 80/- and submit a copy of the MoU after finalization of the bid. The MoU shall clearly indicate division of scope of work between the prime bidder and his sub-vendor. However, the total responsibility of work will remain with the prime bidder.

LIQUIDATED DAMAGES FOR DELAY IN COMPLETION

56. The completion period for the assignment has been worked out and all resource & work planning is to be done accordingly with flexibility for adjustments.

57. If the Bidder fails in the due performance of the contract to deliver and commission any part of the equipment or complete the work within the scheduled date for any reason other than due to Force Majeure conditions or any extension thereof granted to him by JAKEDA, he shall be liable to pay to JAKEDA as pre-agreed liquidated damages on account of delayed successful commissioning, a sum equal to ½% of total contract value per week of such delay, or part thereof, subject to maximum of 5% of the Total Contract Value.

58. The liquidated damages for delayed completion shall be recovered from the Bidder’s Bill/Bank Guarantee.

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59. Deductions/payment of liquidated damages shall in no way relieve the Bidder from his contractual responsibility to complete the works.

CANCELLATION OF ORDER

60. JAKEDA will be at liberty to terminate in part or full the awarded contract without prejudicing its rights and affecting the obligations of the Contractor by giving seven (7) days notice in writing in the following events :(a) If the Bidder is found defaulter for delayed supply or failure to deliver satisfactory

performance or supply of substandard materials pursuant to NIT conditions.(b) If the Bidder/Vendor fails to comply with the provision (s) of the contract including

the responsibilities to fulfil the 5 years warranty as per the provisions mentioned in this bid document.

(c) If the Bidder/Vendor is involved in any action of moral turpitude.

AGREEMENT

61. The successful bidders shall be required to execute an agreement on a valid stamped paper for strict compliance of the terms and conditions of the contract, vis-à-vis the NIT and supply order within a period of one month after the placement of order. The supplier shall bear the legal expenses, which shall be incurred on the execution of the agreement and shall also have to execute a separate agreement with the Agency for operationalising the warranty clause immediately after the installation & commissioning of the supplied material.

DELIVERY

62. Delivery and installation & commissioning of the equipment should commence simultaneously within two month from the date of placement of order and at least 30% of the ordered quantity should be completed within two & half month and balance in another one & half month.

63. In case of failure to deliver in full the required supplies on order, the purchaser shall have the right to make a risk purchase at the cost of supplier or/and cancel the contract and claim reasonable compensation/ damages. The contract of the supply shall be repudiated if the supplies are not made within the prescribed period and to the satisfaction of the purchasing officer.

VALIDITY

64. The bid should be unconditionally valid for a period of one year from the last date of submission of bid. The rates approved as per the NIT would be valid for further purchase of systems during the validity period in case additional funds are provided by the State/Central Govt. under various schemes, to the Agency. Any bidder revising the offer within the validity period, with out prejudice to other remedies available with department, is likely to be black-listed.

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PAYMENT SCHEDULE

65. Subject to any deductions which JAKEDA may be authorized to make under the terms of the order, the payment shall be payable as given below:

a) Payment to the extent of 60% shall be released on pro-rata basis after receipt of each consignment at the designated Destination Points/stores subject to the condition that the material has been inspected by the third party preferably DGS&D and after submission of performance Bank Guarantee to the tune of 10%.

b) Payment to the extent of 20% shall be released after completion of installation & commissioning of the material on pro-rata basis. However, no such payment shall be released unless installation & commissioning of at least 25% of the quantities allotted to the supplier is completed.

c) 15% payment shall be released after setting up of service centre with adequate spare parts available.

d) The balance 5% shall be paid @1% annually of the 5 year maintenance (warranty) period after obtaining satisfactory performance certificate(s) of the installed Solar Home Systems from the concerned Technical Officers of JAKEDA/designated authority(ies), for the purpose.

EVALUATION

66. The qualified bidder who has quoted the lowest on landed price shall be ranked L-1 . The other bidders shall be ranked L-2, L-3 …. as per their respective prices. The purchase committee of JAKEDA will have discretion to divide the quantity to be supplied among any number of technically qualified bidders district wise at L-1 rate (rate of the lowest bidder) subject to the acceptance of the bidders to supply at L-1 rate.

The distribution of quantity shall be made as under :-

(i) The bidder at rank L-1 will be given the option to supply the quantity as quoted by him subject to a maximum of 50% of total quantity being procured.

(ii) For the balance quantity the bidder ranked at L-2 will have an option of supplying the quoted quantity at L-1 rate subject to a maximum of 30% of total quantity being procured. In case the bidder ranked at L-2 does not agree to supply at L-1 rate the bidders ranked at L-3, L-4 ….. will have the option in serial order.

(iii) For the balance quantity similarly procedure will be followed by providing option to bidders ranked at L-3, L-4…. in serial order to supply the quoted quantity at L-1 rate subject to a maximum of 20% of total quantity being procured till the whole quantity is distributed.

No bidder shall be given work more than his production capacity. This is in order to ensure timely implementation of the project since the quantities involved are large and the area of operation is throughout the state.

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CHANGES67. No variation or modification, or waiver of any of terms and provisions of these

specifications shall be deemed valid unless mutually agreed upon in writing by both the purchaser and supplier.

PACKING68. All material shall be suitably packed and should conform to the relevant ISS/Railway Rules

for transportation direct to destination viz. JAKEDA Store, Srinagar/Jammu /District headquarter/ Tehsil & Block headquarter as the case may be and the supplier shall be responsible for all the damages/losses due to improper packing. All crates shall be marked with proper signs indicating up and down sides of the packing and also unpacking instructions considered necessary by the suppliers. The quoted price shall be deemed to include the cost of packing.

AUTHORITY OF PERSON SIGNING THE DOCUMENTS69. Authorization letter as per Proforma with the seal of the company for the person signing

the bid document or attending the bid opening meeting should be furnished.

70. A person signing the bid document or any document forming part of the bid document shall be deemed to warrant that he has authority to bind such offer/ document and if on enquiry it appears that the person signing had no authority to do so, JAKEDA may, without prejudice to other civil and criminal remedies, cancel the bid/contract and hold the signatory liable for all costs and damages.

NO CLAIM OR COMPENSATION FOR SUBMISSION OF TENDER71. The bidder whose bid is not accepted shall not be entitled to claim any costs, charges,

expenses of and incidental to incurred by him through or in connection with his submission of bid, even though JAKEDA may elect to withdraw the notice inviting bid.

CLIMATIC CONDITIONS72. The equipment offered shall be suitable for continuous operation at their full rated capacity

under the below conditions.S.No Item Jammu Province Kashmir Province1 Minimum temperature of Air in shade -6 0C -20 0C2 Maximum temperature of Air in shade 46 0C 30.6 0C3 Maximum temperature of Air in sun 60 0C 45 0C4 Maximum Relative humidity 82% 90%5 Minimum Relative humidity 10% 15%6 No of rainy days per year 85 approx 1067 Average rainfall per year 118mm 80 cm8 Average No of thunderstorm days/year 30 days 15 days9 No of months tropical monsoon 3 (July-Sept)10 Maximum wind pressure 130 Kg/m2 100 Kg/m2

11 Height above sea level 300-2200m 1500-2500m

THIRD PARTY INSPECTION73. The third party inspection shall be got conducted by JAKEDA. In case of default regarding

functioning of SHS, the provision of clause 45 shall apply. In case during the warranty period of five years it has ever been observed that the service centre set up by the vendor is not functioning properly CEO JAKEDA without issuing any notice could encash the performance bank guarantee of the firm.

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C SPECIAL INSTRUCTIONS 1. Bids not submitted on the lines indicated above are liable to be rejected without

correspondence (Proforma-7).2. Request for extension in last date of receipt of bid is likely to be ignored.3. The purchaser reserves the right to order additional quantity or reduce the quantity of the

material advertised at the time of placement of order for which the quoted rates shall be valid. 4. All legal proceeding in connection with the order/bid will be subject to the jurisdiction of local

courts of Jammu and Kashmir State alone.5. In case of any doubt, dispute or differences arising out of the contract, the same shall be

referred to the Arbitrator for arbitration to be appointed under J&K Arbitration & Conciliation Act, 1997 whose decision shall be final.

6. The purchaser shall not be bound to accept the lowest or any bid and reserves to itself the right of accepting the whole or a portion of any of the bid, as it may deem fit, without assigning any reason thereof.

7. Any form of canvassing by the bidder to influence the consideration of their bid shall render the bid liable to summary rejection.

8. In order to avoid delay caused by postal correspondence and to expedite the process, the purchaser may require the successful bidder to hold technical & commercial negotiations and convey the decision/acceptance on behalf of the bidder with the purchase committee.

9. The conditions hereinafter deals with system details and supplementary conditions of the contract in addition to those stipulated in foregoing clauses which along-with schedules and proformae, shall be deemed to form part of detailed specification for equipment. The bidders are advised to study and familiarize themselves with the terms and conditions of the bid.

10. All materials shall be of the MNRE, GoI approved quality, new and unused and be capable of satisfactory operation when exposed to the local atmospheric conditions.

11. The bidder is required to submit a statement of facts in details as to their previous experience in performing a similar or comparable work and business and technical organization, financial resources and manufacturing facilities available and to be used in performing the contract.

12. If at any time any of the documents/information submitted by the bidder is found to be incorrect, false or untruthful, the bid and/or the resultant order may be summarily rejected/cancelled at the risk of the bidder.

13. All bids will be received in duly sealed cover within the due date and time. Bids received after the due date and time is liable for outright rejection.

14. JAKEDA reserves the right to postpone the date of receipt and opening of the bids or cancel the bid without bearing any liability, whatsoever, consequent upon such decision.

15. Bid documents are not transferable.16. Force Majeur clause shall apply.17. No other conditions except those mentioned above shall be acceptable.

Sd/- Chief Executive Officer,

JAKEDA

Issued to M/s _____________________________against Demand Draft for an amount of Rs.______________ drawn vide No.______________ dated___________.

Asstt. Chief Executive Officer, JAKEDA

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Proforma – 1

Forwarding Letter

NIT No. : ST/EDA/41/GC/2011 Date :

The Chief Executive OfficerJammu & Kashmir Energy Development Agency (JAKEDA)H.No: 181, Jawahar Nagar, Srinagar.

Sub : Offer In Response to Notice Inviting Tender No. ST/EDA/41/GC/2011 for Manufacturing, Supply, Installation & Commissioning and free Maintenance for 5 years of HLSs Under General category Program.

Sir,With reference to the above we are submitting this offer after having fully read and

understood the nature of the work and having carefully noted all the specifications, terms & conditions laid down in the bid document. This offer is hereby submitted in three different envelopes sealed inside a fourth envelope duly marked and sealed as indicated below :

Part – I (Techno-commercial Proposal) Part – II (Price Proposal)

We also confirm that :1. We are an Indian company/firm.2. The components of Solar home systems shall be indigenously manufactured.3. We have never been debarred from executing similar type of work by any Central/

State/Public Sector Undertaking/Department/Nodal Agency.4. The Bid Document is purchased from JAKEDA office/downloaded from JAKEDA website

(strike whichever is not applicable) and necessary document in support is enclosed.5. We shall execute the offer/work order as per specifications, terms & conditions of the Bid

Documents on award of work.6. Our offer shall remain valid for placement of purchase orders up to one year from the due

date of submission of offer.7. If at any time, any of the declarations submitted by us is found to be false, our offer or

order is liable to rejection.

Yours faithfully,

(Signature of Authorized Signatory)Name :

Designation : Company Seal :

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Proforma-2

FORMAT FOR WARRANTY CARD TO BE SUPPLIED WITH EACH SOLAR HOME SYSTEM

1. Name and Address of the manufacturer/supplier of the Solar Some System __________________________

2. Name and Address of the Purchasing Agency __________________________

3. Date of supply of the Solar Home System __________________________

4. Details of PV module(s) supplied in the Solar Home System Make (Name of the manufacturer) __________________________Model Serial No(s). __________________________Wattage of the PV module(s) under STC __________________________Warranty valid up to __________________________

5. Details of BatteryMake (Name of the manufacturer) __________________________Model Batch/Serial No(s). __________________________Rated V & AH capacity at C/20 or C/10 rate at 200C__________________________Warranty valid up to __________________________

6. Details of Electronics and other BOS itemsMake (Name of the manufacturer) __________________________Model __________________________Serial No(s). __________________________Warranty valid up to __________________________

7. Designation & Address of the person to be contacted for claiming warranty obligations __________________________

(Signature) Name & Designation

Name & Address of the manufacturer/supplier (SEAL)

Place & Date:

(During the warranty period, MNRE/State Agencies/Users reserves the right to cross check the performance of the systems with the minimum performance levels specified in the MNRE specifications)

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Proforma – 3

Information about the Bidding Firm

S.No Particulars

1 Name of the Bidder2 Address of Bidder

3 Telephone No4 Fax No.

5 E-mail Address6 GPS Co-ordinate of Registered Office7 GPS Co-ordinate of Factory Campus

8 Name & Designation of AuthorizedSignatory for Correspondence

9 Nature of Firm (Proprietorship/Partnership/Pvt. Ltd./Public Ltd. Co./Public Sector)

10 Permanent Account Number (PAN/TAN)

11 Firm’s Registration Number/ ROC

12 EPF Registration No. (if applicable)

13 Sales Tax/Value Added Tax Registration Number/TIN

14 Telephone/ Fax no of the Bank from where EMD is prepared

15 Specify the Item Originally Manufactured

16 International Certification Awarded (if any)

17 Year of Starting of Manufacturing/Assembling of PV Component(s)

18 Production Capacity per month/ Quarter/ annum of PV components

19 Installed Capacity for Solar Products/Components

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20 Aggregate turn over in the last three years (in Rupees)

Year Solar component PV component2008-09

2009-10

2010-1121 Name of Material and Model Type

Offered22 Name of Bidder of SHLS with Full Address

SPV SHLS

PV ModuleControl Electronics/Charge ControllerBattery

23 Particulars of Earnest Money24 Quantity Quoted for this Bid

1. Solar Home Light Systems (HLSs)25 Whether bidder is permanently

registered as an SSI Unit of J&K and/or with NSIC Unit for SPV system

26 Place where Materials will beManufactured

27 Place where Materials will be Available for Inspection

28 Whether the Bidder has submitted details with regard to supplies made to important organizations.

29 Details of any existing service network in J&K (Name & address of servicecentre, year of opening)

30 Other details and remarks, if any

Yours faithfully,

(Signature of Authorized Signatory)

Name :Designation :

Company seal :

(Separate sheet may be used for giving detailed information in seriatim duly signed. Thisbid proforma must be submitted duly signed in case separate sheet is submitted).

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Proforma-4

Format for Submitting the Price Schedule



Item Total Bid

Quantity

(nos)

Unit Price inclusive of all central/state/local taxes & duties etc as applicable and also for the entire scope of work as per bid document.

Total Cost( in Rs)

Supply, installation & commissioning, warranty and free Maintenance (including preventive maintenance) for 5 years of Solar Home Lighting Systems (HLSs) as per the bid document.

Note : 1. Above quoted price for SHLS are inclusive of all Central/State/Local taxes & duties etc. as

applicable and also packing, forwarding, transit insurance, loading & unloading, transportation & other charges etc but exclusive of J&K Service tax/J&K VAT, FOR destination at any site in J&K.

2. Certified that rates are quoted for SHLS as per specifications, terms & conditions mentioned in the bid document.

3. The above rates are exclusive of J&K Service tax /J&K VAT.

Yours faithfully,


Name :

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Designation :Company seal :

Proforma-5Check List

(TO BE COMPLETED / FILLED IN DULY SIGNED BY THE BIDDER AND ENCLOSED WITH THE OFFER)

I. COMMERCIAL

1. Quantity offered by the bidder (Nos.)_______________________________

2. Amount of earnest money (Rs.) _______________________________

3. CDR/FDR (with No. & Date and name of the bank) _______________________________

4. Whether registered with Industries Department J&K Govt. as small scale Yes / Noindustrial unit for item quoted

5. Registration certificate NSIC/DGS&D or any Yes / No other relevant certificate as per bid document

6. Turn over as desired at B-3 (enclosed) Yes / No

7. Proforma 6 & 7 (enclosed) Yes / No

II. TECHNICAL

1. Whether relevant drawings/catalog enclosed Yes / No

2. Whether the material fully corresponds to the NIT specifications Yes / No

3. If no, have the deviations been pointed out Yes / No

4. Test certificate issued by MNRE (enclosed) Yes / No

5. IEC/BIS and all other certificates as applicable Yes / No

6. Proforma 1, 2 & 3 (enclosed) Yes / No

7. Certificate of utilizing IEC standard material in the PV modules (attested copies). Yes / No

8. Copies of Supply orders Yes / No

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Signature of the bidder

Proforma – 6

Authority Letter for Signing Bid Document & Attending Bid Opening Meeting



Sub : Authority Letter for Signing Bid Document & Attending Bid Opening Meeting

I hereby authorize …………………………………………………………………………………(Name & Designation) to sign the Bid Document and attend the Bid Opening Meeting to be held on ……………………….. at JAKEDA on behalf of our company.

He is also authorized to provide clarifications/confirmations, if any, and such clarifications/ confirmations shall be binding on the company. The specimen signature of ……………………………………………….. is attested below.

……………………………………………….. …………………………………………(Specimen Signature) (Signature of Authorized Signatory)

Name : ........................................... Name : .........................................

Designation : ……………………………… Designation : ………………....................

Company Seal :

Yours faithfully,

(Signature of Authorized Signatory)Name :Designation :

Note :1. To be submitted by bidders on official letter head of the company.

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2. Authorization can be for more than one persons

Proforma – 7

No Deviation Certificate



Sir,

We understand that any deviation/exception in any form from our bid against the above mentioned reference number may result in rejection of our bid. We, therefore, certify that we have not taken any exceptions/deviations anywhere in the bid and we agree that if any deviation is mentioned or noticed, our bid may be rejected.

Yours faithfully,


Name :

Designation :

Company seal :

Note : This “No Deviation Certificate” should be written on the letter head of the bidder indicating BID No. duly signed and stamped with date by a person competent and having the power of attorney to bind the bidder.

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Proforma – 8

District-wise targets proposed to be provided under RVE Programme.

S.No Name of the village Tentative quantity to be distributed(Nos.)

1 Kathua 1,000

2 Poonch 1,000

3 Reasi 1,000

4 Ramban 1,000

5 Doda 1,000

6 Kishtwar 1,000

7 Jammu 1,000

8 Samba 1,000

9 Rajouri 1,000

10 Udhampur 1,000

11 Anantnag 1,000

12 Budgam 1,000

13 Baramulla 1,000

14 Bandipora 1,000

15 Kupwara 1,000

16 Kulgam 1,000

17 Shopian 1,000

18 Pulwama 1,000

19 Ganderbal 1,000

20 Srinagar 1,000

TOTAL 20,000

* The quantity may vary and depends on finalization of beneficiary lists by the district administrations.

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