Tender For Annual Electrical Maintenance Of Sdm Office, Durgapur.. Annual Maintenance Of Electrical Installations And Fire Detection System.- 1 Charges for day to day Maintenance of E.I works and Fire Detection system at Durgapur SDM office Building under the Electrical maintenance of Durgapur Electrical Sub-Division, under Asansol Electrical Division ,PWDte Asansol in the dist. of Paschim Bardhaman.One Shift(10AM to 6PM) Office Hour schedule incl. saturday,Sunday and Holidays(if required) ..Reliever staffs must be arranged by the Agency if required.(i) Skilled Electrician (Having atleast I(b), II & III. Electrical workmans permit from licencing board): 01 Man for 12 month. 2 (ii)Un- Skilled Helper (Basic Knowledge of Electrical works with sufficient experience): 01 Man for 12 month. (Rate As per Min wages vide order no-24/stat/14/RW/24/2023/LCS/JLC, dt:17/06/2025 (per day),of Additional Labour Commissioner,West Bengal ). 3 A. SCOPE OF WORK FOR ANNUAL MAINTENANCE OF ELECTRICAL INSTALLATION WORKS.1. The motto of the preventive and corrective maintenance is to minimize Electrical Breakdown/ Fault, to prevent Fire hazard due to Electrical Short circuit/ Fault and to minimize downtime. Any incidence of fire hazard due to short circuit/ fault, falling of ceiling fan, luminaries etc. due to lack of maintenance would be viewed seriously and the agency would be held responsible.2.Routine, preventive & corrective maintenance of all Electrical installations of this premises includes LT Switchgear, LT Cable, Transformer if any, Main distribution panel, sub panel, entire wirings, distribution cables, Power outlet of all sorts of Air-conditioning Systems, Operation, configuration & repair / replacement of Timers for AC / Compound light, all glow sign and metal sign boards if any, Electrical Installations / distribution up to Switch Board / Panel of Lift Machine Room & Pump Room and / or Kiosk of Pump for Water Supply system, compound light, Earthing Attachment fittings & fixture of the entire campus.3. The agency will have to depute man power as per General terms and condition sl no 1. All staff should be provided with self explanatory photo identity cards issued by the concerned agency. All the staff will have to wear uniform provided with Logo of PWD (Nevy blue trouser and sky blue shirt) during duty hours on all working days and on holidays.4. Cleaning & checking of all the fittings & fixtures, Panels, TPN & SPN DBs, SFUs & other Electrical Installations, as well as the Compound Light installations in a regular interval or as per direction of EIC to keep them in a tip-top condition at the cost of the agency and the same must be recorded in log book register. 4 5.The checking repairing & cleaning of the different types of light fittings, ceiling fans, exhaust fans etc. has to be done by the agency at his own cost (except rewinding of ceiling fans and exhaust fans) including dismantling and re-fixing of the same. (Major materials to be supplied by department). Especially, all the ceiling fans of entire worksite are to be inspected, at least once in 3 (three) Months, in respect of Split Pin, Jam nut etc. to prevent unwanted falling of Ceiling Fans, failing of Ceiling Fan responsibility will be fixed up upon the agency. Split Pin, once taken out from the installation should not be re-used under any circumstances. Required number of Split Pin and Jam nut should be provided by the agency at their own cost. Building Fan register should be maintained as per Performa provided by the department, where in each and every details of checking, replacement of spares, repairing etc. should be recorded against individual fan and every record should be signed by the attending Electrician / responsible person of the agency, duly countersigned by the concerned J.E. and A.E.6. Measuring of various electrical parameters e.g. Current, Voltage, Temperature of different L.T. panel board, BDBs, Main switches etc., test of Insulation Resistance, Earth Resistance etc. are to be carried out every month and test results are to be recorded in Log book (preventive maintenance). Thermal Imaging Camera / Scanner should be used for measuring temperature of electrical equipment regularly to find out any abnormalities and printout of thermal image with date and time stamp should be provided to the concerned J.E. and A.E. In case, any abnormal reading is noticed, the same should be rectified / set right immediately by taking prompt, appropriate & effective measures / actions in consultation with concerned AE & JE. Thermal image should also be taken after rectification. The engaged agency will supervision overall maintenance works and examine Logbooks for any abnormality and sign the Logbook accordingly. 5 7. Cleaning of Sub-station rooms, LT panel rooms, LT panels, other LT switches, distribution boards , operation of HT switch gear & resetting the protective relays in case of any fault occurred will be the responsibility of the agency.8. In case of any Accident and or physical illness of the staffs of the agency, while on duty, no claim will be entertained by this department and all responsibilities thereof should be shouldered by the agency only. Minimum wages as per existing Labour Act should be paid to the Electrician(s) and Helper(s).9.The agency shall have to provide 500V Megger, Digital Multimeter, (at least 1 nos.), Earth tester and all other requisite tools and tackles sufficient for checking, testing and recording of health of all electrical installations. Other tools & tackles e.g. Crimping Machine, Line Tester, Screw Driver, Pliers, Stripper, Sockets of some common sizes etc. should also be available at site, in sufficient quantities, free of cost, under disposal of their maintenance staff. Deployed employee by the agency should have sufficient knowledge to operate The Thermal imaging Scanner or to be used by the direction of Assistant Engineer / Junior Engineer.10. All the maintenance staff of the contractor should have proper & constant vigilance and check that, there is no sign of heating-up, burning smell, discoloration or sparking at any of BDBs, panel boards, rising main etc. due to overloading or loose termination. Care should be taken to check any highly unbalance in loading at any point.11. In case of power failure or development of any unfavourable situation the agency will have to communicate with WBSEDCL authority and extend help or cooperation to said authority in restoration of power supply. Meanwhile the agency will have to operate the switching mechanisms of interconnections among available sources at suitable locations to maintain power supplies at important locations by monitoring and / or restricting electrical loads in consultation with the concerned Junior Engineers & Assistant Engineer. 6 12.Routine checking and preventive maintenance of the electrical installations has to be carried out by the agency maintaining a register under signature of respective Junior Engineer and Assistant Engineer with a view to ensure uninterrupted power supply within worksite campus.13. Materials required as replacement during maintenance of electrical installations e.g. Lamps, SFUs, SPNDB, TPNDB, Cables etc. will be supplied by the Department for which requisition of Materials, signed by the authorized representative of the agency, should be submitted to the concerned JE (Electrical) well in advance. A separate material stock register should be maintained by the agency where entries related to Issue, Consumption & present stock position of Materials should be made. However auxiliary items like fuse wires, screws, nuts, bolts, washers, insulating tape, Split pins of Ceiling Fans, dusters etc. will have to be supplied by the agency at his / their own expense.14. The agency shall have to deposit all dismantled unserviceable materials such as fused lamps, defective condensers, starters, and timers, MCBs etc. to the concerned Section Office or any other locations within worksite premises by the agency by its own labourers / arrangements / tools and tackles as per the direction of the Assistant Engineer/ JE concerned. Fresh materials will be issued against respective defective materials. No materials should be taken out of the maintenance site without the permission and necessary challan of the site-in-charge/JE.15. Any fault of electrical installations starting from LT supply end (except the installations of WBSEDCL) to light, fan, call bell, plug points etc. i.e. LT cables and all sub-panels, distribution boards, main switches, earthing attachments, compound lights etc. has to be detected, attended and restored by the agency by its own man power with the help of the materials (cables, main switches, DBs, wires, HRC fuses etc.) available from this department or as per the terms & conditions of this contract. 7 16. Any major shut down or fault should be brought to the notice of JE / AE immediately in writing and over telephone for further course of action. The agency will also have to attend emergency calls immediately at the site with staff, tools etc. on demand.17. The agency will have to attend the break down / fault of any nature involving electrical installations within the scope of contract and restore the same with its own manpower, tools and tackles keeping entries in log books (corrective maintenance) mentioning type of faults, nature of work done, fault clearance time etc.18. In case of any breakdown caused by cable fault etc., if situation demands the agency will have to restore the power supply temporarily either with the materials available with this department or arranging the same temporarily and safely at his own cost till completion of original restoration work.19 .Log book is to be maintained for Preventive Maintenance & Cleaning and Corrective Maintenance of Electrical equipment except Fan as per direction of E.I.C. Separate Building wise Register is to be maintained for Ceiling Fans. The daily record of the Log book is to be signed by the responsible person and verified & signed by concerned JE & AE and photocopy of the same should be sent to the Executive Engineer concerned through proper channel at the time of submission of bills. The Logbooks should be available at Call center and should be produced on demand.20. The agency should be responsible for any damage in the installation due to mishandling or mal-operation by its staff and shall be liable for rectification / replacement, as the case may be, of the damaged installation / equipment within time frame to be fixed by concerned A.E., failing which the said rectification/ replacement of affected equipment / installation would be executed by external agency and the cost thereof would be recovered from the bill and the accused staff should be replaced immediately. 8 21. Bills should be submitted quarterly with the certification of satisfactory performance of the concerned JE and AE. Photocopy of Logbook and Attendance Register, ESI EPF challan should also accompany the Bill.22. All the log-books should be available at the call center and to be produced to the Office of the AE /JE on demand.23. If any kind of incapability & negligence are noticed in observing all the above-said terms & conditions causing inconveniences to public service, is subject to unilateral penalty, be it detected on the spot or thereafter (even after payment). This Department also reserves the right to deduct the cost from the bills of the contractor on pro-rate basis as determined by the Engineer–In-Charge for any shortfall in observing above T&C. In that case, the above said contract may be terminated without issuing any notice and Stringent & punishable action may be taken against the contractor.24. The contract may be terminated with one (01) month notice on either side.25. Any upcoming /Ongoing project if arises at the aforesaid campus which will be completing within stipulated period of Maintenance contract, automatically will come under maintenance contract under the jurisdiction of Assistant Engineer concerned.26. EIC has power to make addition & alteration of terms & condition as per situation or site condition.27. Minimum change of terms and conditions may be done by the EIC in consultation with the agency for the interest of better public service. If required the agency will have to operate electrical machineries like DG set within the scope of the contract without any additional cost. 9 28. Bills should be placed quarterly as per direction of EIC, keeping at least one spare log book at site. Payment will be made as per norms against placement of bills supported by log book duly verified by the Jr. Engineer / Assistant Engineer.29. BILLING & PAYMENT PROCEDURE: Contractor will submit monthly Pre Receipted (affixing the Revenue Stamp) bills, separately for Electrical maintenance and Service Charges, duly supported with necessary check list, log sheets along with the challan for deposit of ESI, EPF and Professional Tax and returns .30.In case of emergency the authorized supervisor must attend the site without ay delay and report the incident to the EIC.31. Bills should be placed quarterly as per direction of EIC, keeping at least one spare log book at site. Payment will be made as per norms against placement of bills supported by log book duly verified by the Jr. Engineer / Assistant Engineer.32. BILLING & PAYMENT PROCEDURE : Contractor will submit monthly Pre Receipted (affixing the Revenue Stamp) bills, separately for Electrical maintenance and Service Charges, duly supported with necessary check list, log sheets along with the challan for deposit of ESI, EPF and Professional Tax and returns .33. In case of emergency the authorized Agency must attend the site without ay delay and report the incident to the EIC34. Deployed staffs should be capable of dousing fire in case of occurrence of fire hazards and forthwith intimate the matter to the EIC35. Uniform, safety shoes, helmet, rain coat, umbrella, gumboot, torch/ emergency light etc and all types of tools and tackles are to be provided by the agency to its staffs.36. All the issues related to the safety of the staffs should be taken care by the Agency itself. 10 37. for any unethical/ unruly attitude or activity of Agency or any of his deputed staff should be taken seriously and legal action would be accordingly by this end.38. The Agency will not be responsible for any loss or damage of the plants or equipment’s due to the fire, earthquake, flood and any other natural calamity beyond control of the agency and thereby not due to the laps on the part of agency for making good to the damages.39. All maintenance service agencies for high alertness during puja vacation. Every service provider should be available on mobile phone.B. SCOPE OF WORK TERMS & CONDITIONS FOR FIRE DETECTION SYSTEM:FORTNIGHTLY CHECK-1. Check the control panel to ascertain that it shows normal operation. Otherwise log the failure & ensure that any fault reported the previous day received attention2. Ensure that the system is capable of operating under fire emergency conditions by operating at least one detector point on one circuit (zone or loop) visually inspect backup batteries.3. Checking of Battery charger of Fire Alarm Panel & set right for any abnormalities4. Checking of Manual Text of Hooter & set right for any abnormalities5. Checking of Acid level & gravity of Battery of Fire Alarm Panel & set right for any abnormalities.6. Checking of individual zone by activation of Detector & set right for any abnormalities.7. Conducting Mock Drill is presence of the concerned AE, JE & the concerned authority.8. Checking the loop wiring of Fire Alarm System & set it right for any abnormalities. 11 9. Check each detector for correct operation in accordance to manufacturers recommendation Visually check all cable fittings & equipment are secure, undamaged and adequately protected Record any defects in a logbook & upon completion, a certificate of testing is issued to the Engineer in Charge.10. The whole fire detection system should be checked by the authorized Engineer/Technical Personnel of the OEM & certificate in respect to the Health of the system and its performance.11. Vendor should visit for all the above mentioned system for physically inspect the health of the system minimum twice in monthly.12. Vendor should clean all the detectors monthly once.13. Vendor should attend any call from Concerned AE/JE of any authority within 24 hrs time & resolve the issue within 72 hours time. If there is any hardware related fault then the same will be provided by authority.TERMS & CONDITIONS-1. The agency will have depute technically qualified & experienced personnel in fire detection system who must be capable of maintaining log book in English & noting down the signal at the Fire Panel room.2. The contractor shall do the preventive maintenance as per schedule of OEM & accordance No extra labour payment will be made for such works. The agency will also be responsible for cover all inspection, mock fire drill of the system by a Supervisor or himself, who will sign & comment on the log book to be maintained by the Agency.3. Periodical testing of all electrical connection of all smoke/heat detectors through the Main Fire Control Panel & to take corrective action immediately in order to keep the system working satisfactorily are within the purview of this contract else functional criterion of main fire panel as per existing OEM could be changed e.g. location/detector number etc. 12 4. Agency has to arrange for full operational test/mock fire drill of the entire system once is every month in presence of AE/JE the authority concerned.5. Any major shut down or fault should be brought to the notice of EIC immediately in writing & over telephone for further course of action they will have to stand immediately call at the site with staff, tools etc. On demand.6. Cost of any spares if required will be supplied by the Department for which requisition of Materials, signed by the supervisor/ authorized representative of the agency, should be submitted to the concerned JE (Electrical) well in advance except, other auxiliary Items of negligible amount like fuse wires screws, nuts, bolts, washers Insulating tape dusters etc which will have to be supplied by the agency on its own expense.7. Separate log books are to be maintained for fortnightly Check, for Preventive maintenance & service as per direction of EIC this logbook will remain the properly of the Department & may be removed from the master control station under any circumstances. The periodical records of the log books are to be signed by the contractor & verified and signed by concerned Junior Engineer, PWD (Electrical) & Assistant Engineer, PWD (Electrical) and photocopy of the same should be sent to the executive Engineer concerned through proper channel at the time of submission of bills. The Logbook should be available at site & should be produced on demand.8. The Staffs should he polite to all and should be withdrawn for any complain of irregularities against him. However, in normal cases frequent change of maintenance staff will not be allowed. Contactor shall be solely responsible for the credential/acts of his staff/workers. 13 9. The agency will issue the Staff a photo Identity Card, duly signed by the agency & countersigned by the concerned Assistant Engineer. They should always carry the said photo Identity Card while on duty. The agency should also submit one copy of the said Identity Card to the JE.10. The agency should be responsible for any damages to the fire detection system due to mishandling/mal-operation and the cost of thereof will be recovered from the Bill as per direction of the Engineering-in-charge & immediately by replaced.11. The agency will maintain one attendance register at site to record the attendance of the staff on duty which will be authenticated / verified by the concerned Junior Engineer/ Officer in charge.12. The agency should have a close watch on the attendance of the Stuffs, in care to arrange for suitable alternative within an hour, failing which the charges for that day on of absence of any will be agency. The Executive Engineer, Asansol Electrical Division, PWD reserves the right to terminate the contract in case of absence of staff for more than consecutive two fortnights without showing further reason.13. Bill should be submitted quarterly with the certification of satisfactory performance of the concerned Departmental JE/AE Photocopy of logbook & attendance register should also accompany the Bill if asked for by the ElC.14. The agency must have their office & Telephone contact with Mobile No and the same should be intimated to the Department in writing. The telephone call should be responded without deity. The agency must have separate Mobile nos for his office and all staffs deputed at worksite so that agency may be communicated in case of any urgency and the same should be intimated to the EIC, AE/JE concerned in writing.15. Technically qualified & experienced personnels should attain the above said sites as & when required (On Call) 14 16. The agency shall have to deposit all dismantled unserviceable materials to the concerned Section Officer or any other locations within worksite preemies by its own labour /arrangements/tools & tackles as per the direction of the AE/JE concerned Fresh materials will be issued against respective defective materials. No materials should be taken out of the maintenance site without the permission & necessary challans of the site in charge Agency is required to submit a copy of challan for permission of the JE before taking any materials out of the premises.17. The Contract may be terminated with two months notice on either side.18. The case of any Accident and/or physical illness of the staffs of the agency, while on duty, no claim will be entertained by this department and all responsibilities thereof should be shouldered by the agency only.19. If any king of incapability & negligence are noticed in observing all the above said terms & conditions causing inconveniences to public service is subject to unilateral penalty, be it detected on the spot or thereafter (even after payment, This Department also reserves the right to deduct the cost from the bills of the contractor on pro rate basis as determined by the Engineer in Charge for any shortfall in observing above T&C in that case the above said contract may be terminated without issuing any notice & stringent and punishable action may be taken against contractor.20. The philosophy of Public Interest would be the MOTTO of this maintenance contract. Any deviation may be viewed otherwise.
