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| 1 | Comprehensive (all inclusive) Scheduled Preventive & breakdown: On-Site Maintenance Service Scheme for following type & capcity Air Conditioning Machines incl. detailed systemtic record keeping with regular submission of status report of the AC machines to competent authority by providing 2 No experienced AC Technician (Semi- Skillled) with requisite qualification, for routine preventive maintenance of entire Air Conditioning System including attending emergency breakdown beyond office hours including holidays at Entire Rampurhat Govt. Medical College & Hospital incl PWD office, CMOH Office as per following Shift Timings: Shift Timings: 9 AM to 5 Pm No. of Ac Technician to be Present: 2 Charges for Annual Comprehensive maintenance of 2.2/2.0/1.5/1.01/4.0/7.5 Ton Capacity split /Tower/Concealed Split Air conditoning machine installed at Rampurhat Govt medical college & hospital in the dist of Birbhum for 365 days. |
| 2 | Split Ac 1.0 Ton17x12 =204 |
| 3 | Split Ac 1.5 Tons20X12=240 |
| 4 | Split AC 2.0 Tons 63 x12 = 756 |
| 5 | Split AC 2.2 Tons51 x12 = 612 |
| 6 | Tower AC 4.0 Tons 9 x12 = 108 |
| 7 | Ceiling suspended Concealed Split AC 7.5 Tons3 x12 = 36 |
| 8 | TERMS & CONDITIONS :-1.Objective : The guiding philosophy of this contract shall be “Public Interest”, and all activities shall be carried outaccordingly. The objective of Comprehensive preventive and corrective maintenance is: To prevent fire hazards arising from RAC installations To ensure safety of occupants and the general public To minimize breakdowns and associated downtime and to ensure performance at desired efficiency.Any incident due to poor maintenance, especially fire hazards, shall be viewed seriously and the contractorshall be held fully responsible. |
| 9 | A. Scope of Work:The scope includes routine, preventive, corrective and Breakdown maintenance of the all Window, Split,Concealed Split, cassette, ductable, Tower & Package type AC machines, starting from Power supply point(Timer/Starter) to complete AC unit, within the premises, including but not limited to Supply, repair, andreplacement of all spare parts and components. |
| 10 | A.1. General Requirements.1.1 Spare Parts & Components and activities CoveredThe contract includes repair/replacement of: Compressor Blower motor / fan motor Condenser & evaporator coils P.C.B. and Power Supply Card, wherever applicable. Copper tubing and piping Capacitors (mandatory P2/S2 type, IEC 60252-1 compliant) Relays, thermostats, contactors Remotes Air filters Electrical wiring and controls related to A.C. machines Sheet metal body parts Nitrile Rubber Insulation of different sizes Minor Duct repair including G.I. Sheet, Thermal and Acoustic Insulation, mason covering foroutside ducts etc. Refrigerant gas Drain PumpAll replaced materials must be: New and OEM approved quality Approved by Engineer-in-Charge (EIC) prior to installation |
| 11 | The agency shall:1.2 Materials & ConsumablesProvide all consumables required for maintenance, including: Cotton waste, insulation tape, Ferrules and lugs, Lubricants &grease, cleaning agents, Soapsetc. Fasteners, nuts& bolts, Drain pipe fittings, Copper pipe insulation, Contact cleaner spray Belts for AHU / ductable blowers, Refrigerant All Logbooks and/ or Register as mentioned in this document |
| 12 | 1.3 Tools & InstrumentsProvide and maintain calibrated tools and instruments, including: Digital multimeter, Digital Clamp-on ammeter Insulation resistance tester, Thermal Imaging Scanner Pressure gauges, Infrared thermometer and Digital Psychrometers Decibel Meter or SPL (Sound Pressure Level) Meter Air velocity meter / anemometer Coil cleaning chemical sprayer Fin comb for condenser/evaporator fins Vacuum cleaner / blower for cleaning indoor and outdoor units High-pressure Water jet pump for condenser coil cleaning Vacuum pump and Refrigerant charging hose set Nitrogen cylinder with regulator for pressure testing Brazing set with gas cylinder Drain line flushing pump Complete set of screwdrivers, Line Tester, Pliers & Stripper, spanners, Allen keys, adjustablewrenches, Hackshaw & Hammer, Electric Drill machine. Insulated ladder Chain pulley block (for heavy equipment where required)etc |
| 13 | 1.4 Uniform and Safety Gear (Applicable only when dedicated manpower is included in BOQ)Ensure all staff use proper uniforms. Provide at least two sets of uniforms and safety gear (helmet,Umbrella, raincoat, gumboots, etc.) to each staff member. The color end embossing should be as perdirection of EIC.1.5 Attendance & Monitoring (Applicable only when dedicated manpower is included in BOQ) Provide biometric attendance system for agency deployed staff if dedicated manpower isconsidered in BOQ. Maintain and monitor attendance records Maintain Registers and logbooks1.6 SecurityEnsure watch and ward of all installations |
| 14 | A.2 Preventive Maintenance The agency shall carry out the following preventive maintenance activities with minimum frequency indicatedagainst each activity:A.2.1 Monthly Activities Checking of Grill Temperature and Room Temperature Measuring Supply Voltage and current drawn by the machine Checking of Blower and Swing Motor, wherever applicable. Checking of Thermostat for proper functioning Cleaning of filters, coils, blowers Checking refrigerant levels/ pressures and leakage of gas Checking of all power and signal terminations Checking wiring between indoor and outdoor units Cleaning of cooling and condensing coils Checking condition of Capacitor Checking of Sound Level Performance testing Checking of any unwanted leakage current at the Indoor and outdoor units Checking the set point of Air-condition machines and if any abnormal temperature setting isnoticed, that should be reset and specifically be noted in the log book. |
| 15 | A.2.2Half yearly Activities Tightening electrical connectionsA.2.3Annual Activities Thorough overhauling Painting of sheet metal/ support/ wooden frame of RAC/SRC at siteA service report shall be submitted after each above activities, duly signed by the maintenance personnel andcountersigned by the Agency/ Supervisor of the agency. Each and every activity and measurement value mustalso be entered in Log book in detail mentioning machine number, location, date & time. |
| 16 | A.3 Corrective / Breakdown MaintenanceThe agency shall: Attend and rectify all faults within the scope of work with absolute promptness. Rectification of any abnormality noticed during Preventive maintenance. Refrigerant gas charging as and when required Insulation of refrigerant lines in case of damaged insulation Repairing and replacement of air filter, cabinet knob cover, blower motor, condenser housing, coolingcoil thermostat switch, running and or starting capacitors, overload relay, selector switch, base-tray,internal wiring of Air-condition units etc., which may be necessary as a result of wear & tear. Replacement of the inter-connection wire between IDU & ODU to ensure that it should have no joint. Respond promptly to all complaints and instructions from EIC / AE / JE |
| 17 | A.4. Asset Identification, Tagging & RegisterA.4.1 Asset Tagging/ NumberingThe agency shall ensure that all AC machines covered under the contract are uniquely identified. Each AC unit shall be assigned a unique, meaningful identification number (Asset ID) if notalready available. The Asset ID shall be:o Physically marked on the unit using durable, non-fading labels/plateso Clearly visible and permanently affixed Existing numbering system (if any) shall be verified, standardized, and continued with approvalof the Engineer-in-Charge (EIC)A.4.2 Preparation of Asset RegisterThe agency shall prepare and maintain a comprehensive Asset Register covering all RAC machinesunder AMC. |
| 18 | The register shall include, but not be limited to, the following details: Asset ID / Machine Number Type of AC (e.g. Window / Split / Cassette / Ductable) Capacity (TR / BTU) Make & Model Year of Manufacturing / Approximate Age Serial No Location (Building / Floor / Room) Date of Installation (if available) Condition of Machine History of Major Repairs (if applicable)The register should be verified by the concerned JE, under his signature and available at site forinspection. A soft copy of register in Excel format shall also be prepared and submitted to concernedJ.E.A.4.3 Updating of Asset RecordsIf an equipment register already exists, the agency shall : Verify, correct, and update the register Fill in missing details Ensure consistency with actual site conditions |
| 19 | A.4.4Inclusion of New MachinesUpon expiry of Defect Liability period of a newly installed A.C. Machine, the said machine shallautomatically come under scope of this contract without any extra cost (maximum 10% of A.C.machines under AMC at the time of commencement). In that case, such machine(s) should be: Assigned a new unique Asset ID Entered into the Asset Register (both Hard and Soft Copies) |
| 20 | B. Manpower RequirementsB.1.1 General Conditions for Manpower A.C. Technicians should be skilled enough to handle all types of Machines under contractpreferably having Workman permit in requisite part, issued by Licensing Board, Directorate ofElectricity and having minimum 3 years of Experience in this field. Personnel should preferably be residents of India with valid ID (Aadhar Card). Staff shall carry Photo identity cards at all times, issued by the agency. One copy of said cardshould be submitted to JE for record. Suitable manpower, should be deputed at the Call center provided by the agency, during the entireperiod under scope of maintenance, who will be responsible for recording maintenance/ breakdowncalls from authorities as well as departmental officers in call register manually He should also beresponsible for maintaining liaison among Supervisor of the agency/ Agency & maintenance staffsand departmental officers as well [Applicable only when dedicated manpower is included inBOQ]. |
| 21 | B.1.2 Personnel CategoriesThe agency shall deploy manpower as per following chartCategory of Maintenance and Mandatory Requirement : Personnel Mandatory Requirement1. Supervisor : Preferably ITI / Equivalent Certificate Holder.2. A.C. Technician : Having sufficient knowledge, Skill and experience in AirConditioning system3. Un-skilled Personnel/ Helper : Basic knowledge of AC works. |
| 22 | B.1.3 SupervisionThe Supervisor shall: Oversee all maintenance activities Maintain, verify and authenticate logbooks by signing Monitor staff attendance and performance |
| 23 | C. Workforce Management :C.1 If dedicated manpower is not provisioned in BOQThe agency shallC.1.i. Submit mandatorily the list of staffs mentioning their Name, contact Mobile No.,category, along with photo copy of proper identity and address proof, valid AadhaarCard. etc, attested by him, in writing to the concerned JE &AE before commencing thework.C.1.ii. Provide Mobile Nos. of authorized Supervisor and all the Technicians deputed at worksiteand such numbers should be intimated to the A.E. &J.E concerned, in writing. Thetelephone call should be responded without delay. |
| 24 | C.2 If dedicated manpower is provisioned in BOQ :The agency shallThe agency shallC.2.i. Submit all documents as mentioned in C.1 aboveC.2.ii. Submit documents as mentioned in C.1.i in case of mid-term replacement.C.2.iii. Not be permitted for frequent changing of Maintenance personnel, deputed at site. Ifchanging of manpower is inevitable, such replacement should be informed to the A.E wellin advance after depositing the I.Card of the outgoing Person.C.2.iv. Prepare a Duty Roster of the Maintenance Staffs at the end of preceding month or prior tocommencement of work, as the case may be, or as directed from time to time. A copy ofthe said Duty Roster, duly signed by all staffs, should be submitted to the concerned JEand one copy should be available at the call center. |
| 25 | C.2.v. maintain shift wise attendance register at call center/ any other location as decided by TheA.E, to record the attendance of the staffs on duty, besides digitally in BiometricAttendance system.C.2.vi. not depute any maintenance staff in more than one consecutive shifts.C.2.vii. Provide suitable replacement staff within one hour in case of absence of any MaintenanceStaffs failing which, the charges for that day will be deducted from the bill of the agencyon pro-rata basis. |
| 26 | C.2.viii. arrange adequate relief staff for weekly rest days and holidays at no extra cost.C.2.ix. provide one dedicated GPS activated smart phone to the call center during entire time ofday of Maintenance for attending phone calls by attending call center attendant, on duty.The cost of the handset and running cost i.e. phone bills have to be borne by the agency |
| 27 | D. Material Management : The agency shall have to maintain sufficient stock of spares and consumables, as mentioned inA.1.1 and A.1.2. The site should never hamper for the want of spares/ consumables under scope ofsupply of the agency. No materials should be taken out of the maintenance site without the permission and necessarychallan of the site-in-charge/JE. Sufficient frequently used Tools & Tackles must be available at site. |
| 28 | E. Operations & Coordination :The agency shall Maintain A.C. machines in such a manner that Grill temperature is maintained within 13℃ - 16℃(wherever applicable).Page 6 of 8 Shall not leave any A.C. machine unattended and/ or unmaintained on the pretext of old age and/orpresent condition. Maintain communication with EIC / AE / JE at all times Cooperate with other agencies working at site. |
| 29 | F. Safety & ComplianceThe agency shall Follow all electrical safety regulations and take required safety precautions while doing work on theequipments. observe Local security rules including his staffs. Maintain vigilance for faults or hazards Comply with labor laws Minimum wages as per existing Labor Act should be paid to the Technician(s) and Helper(s) anddocumentary evidence for the same should be submitted to the concerned JE/ AE. [Applicable onlywhen dedicated manpower is included in BOQ] |
| 30 | G. Liability & ResponsibilityThe agency shall be responsible for: any loss or damage to any of the A.C. machines or it’s components due to negligence, mishandling ormal-operation by its staffs and shall be liable for rectification / replacement, as the case may be, of thedamaged installation/ equipment within time frame to be fixed by concerned A.E. and at own cost,failing which the said rectification/ replacement of affected equipment/ installation would be executedby external agency and the cost thereof would be recovered from the bill/Security Deposit. conduct and behavior of the Staff engaged / appointed by him. In case any report or complaint ofirregularities and/ or misbehaviors against any staff(s), he/ they should be withdrawn. The Departmentshall be within its right to forbid the entry of such staffs at the site. However, in normal cases, frequentchange of Maintenance Staffs will not be allowed. |
| 31 | In case of any Accident and or physical illness of the staffs of the agency, while on duty, no claim willbe entertained by this department and all responsibilities thereof should be shouldered by the agencyonly. any loss due to theft / pilferage and/or damage to the Govt. property and when such incidence is, in theopinion of the EIC, caused due to negligence, carelessness or any fault on the part of the Contractor orhis Workmen / employees engaged for the services. The contractor shall ensure that the character andantecedents of the personnel engaged by him are duly verified before such engagement. In case of any accident during the operation and/or maintenance of the Electrical Installations, leadingto injuries / damages to human beings / equipment, the agency will settle all claims and indemnify thedepartment against any claims arising out of such accident consequent damages to other system willhowever be not recoverable from the agency. The liability of the agency, if any, under various laws is emphasized, in case the Department suffers inany manner due to non-compliance of any law on the part of the agency, the agency shall indemnifythe Department in all respects. |
| 32 | H. Documentation & Reporting Building wise registers / log books are to be maintained separately for Preventive maintenance andCorrective Maintenance. Format of Logbooks/ Registers shall be provided by the Department. all records in the Logbooks/ Registers must be entered in real time and signed by respective A.C.Technician (each record) authenticated by Supervisor/ Engineer and verified by JE / AE (periodically).The records should contain all activities performed in respect of Preventive Maintenance, DailyBreakdown records, Call entry records, Breakdown & Restoration details (date and time of breakdown, date and time of attending breakdown, date and time of restoration, probable cause ofbreakdown, details of spares repaired and/or replaced),Date and Time of Overhauling and Painting,Details of spares repaired and/or replace due to normal wear & tear etc., as per prescribe proforma. Footage of Surveillance Camera should be submitted to concerned JE and AE monthly, who willcheck the footage and acknowledgement of receipt should be obtained. All data-filled Log-books shall be property of the Government. As such all the Logbooks should behanded over to concerned A.E. on the expiry of the contract. |
| 33 | I. Payment Terms : Cost towards providing and/or execution of all items, mentioned above shall be borne by the Bidder athis own cost and responsibilities. No additional claim whatsoever shall be entertained in this regard. Bills should be submitted quarterly with the certification of satisfactory performance of the concernedJE and AE. Photocopy of Logbook/ Service Challans and Attendance Register should also accompanythe Bill, if asked for by the EIC. Bills should accompany Payment aquittance of staffs, along with system generated EPF and ESIContribution statement of staffs, working at site, up to date of last accounting month and suchContribution amount must be at par with the prevailing Wages[Applicable only when dedicatedmanpower is included in BOQ]. No claim of payment against any telephone bill (Voice and/or Data) towards usage of agency staff,Call Center Mobile, will be entertained by this department and shall be borne by the Agency. Final Bill shall be drawn subject toCompletion of annual activities eg. Annual Tests and submission ofreport |
| 34 | J. Penalties & Deductions In case of breakdown of Air-condition machines the restoration will have to be done within 24 hoursfrom the time of breakdown. If the machines is required to be removed/shifted to workshop andretained for more than 24 hours, ‘Loan machine’ have to be provided as replacement free of cost(applicable only for WAC & SAC). If ‘Loan machine’ is not provided timely by the agency a penalamount @ Rs 500/- (Rupees Five Hundred) only per day will be deducted from the Contractor’s billtill re-installation of Air-condition machine or as per the discretion of E.I.C. Every effort should betaken to stop Fire hazard. frequent absence and subsequent failure to provide reliever may attract penalty, the amount to be fixedup by EIC |
| 35 | If any kind of incapability & negligence are noticed in observing all the aforesaid terms &conditions causing inconveniences to public service, is subject to unilateral penalty, be it detectedon the spot or thereafter (even after payment). This Department also reserves the right to deductthe cost from the bills of the contractor on pro-rate basis as determined by the Engineer –InCharge for any shortfall in observing above T&C. In that case, the above-said contract may beterminated without issuing any notice and Stringent & punishable action may be taken againstthe contractor. The TIA reserves the right to terminate the contract in case of repeated failure to abide by theTerms and conditions and to comply scope of Work, without showing further reason. |
| 36 | K. General Conditions Agency shall ensure minimum 98% Uptime per AC unit per quarter. Agency shall indemnify the department against legal liabilities Himself/ his Engineer visit the site / office once in a week and also as and when required. No residential accommodation shall be provided by the Department. However, The space for sittingaccommodation for the staffs of the agency inside worksite premises shall be provided.Page 8 of 8 Site inspection by Agency and/or his engineer weekly during summer and monthly during winter andis mandatory. New or ongoing projects completed during contract period shall be included in scope Transportation charges for carrying Air-condition machines spares from the site to workshop/workshop to site or as required will not paid extra. The contract may be terminated with One month prior notice. Please Enable Macros to View BoQ information |
