1

BIDDINGDOCUMENT
BIDDING DOCUMENT
FOR
FOR
Construction of 33kV line for connectivity to 33kV Gunjung
“Supply
feeder of 132kV
bay at Spare Halflong
Equipment at 132kV
GSS AIIMSXPLE
using 33kV GSS,Cable
AEGCL,
laid in
Changsari,
cable trench Guwahati”
alongwith associated works
under
“Deposit Works”

(E-Tender)
VOLUME -1

https://assamtenders.gov.in

BID IDENTIFICATION NO:

AEGCL/MD/TECH-765/AIIMS/2018/Additional Works/Bid

ASSAM ELECTRICITY GRID CORPORATION

LIMITED

Rs.2000

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

 2

Section MAIN CONTENTS Page No.

Section -1 Instructions to Bidders 3

Section - 2 BIDDING FORMS 18

Section - 3 Employer’s Requirements 32

Section - 4 General Conditions of Supply and Erection of AEGCL 39

Section - 5 Special Conditions of Contract 40

Section - 6 Contract Forms 47

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 3

Section -1
Instructions to Bidders
This section specifies the procedures to be followed by Bidders in the preparation and submission of their
Bids. Information is also provided on the submission, opening, and evaluation of bids and on the award of
contract.
Table of Clauses
1.1.0 General .............................................................................................................................................................. 4
1.1.1 Scope of Bid 4
1.1.2 Eligible Bidders 4
1.2.0 Contents of Bidding Document ....................................................................................................................... 4
1.2.1 Sections of Bidding Document 4
1.2.2 Clarification of Bidding Document, Site Visit, Pre-Bid Meeting 4
1.2.3 Amendment of Bidding Document 5
1.3.0 Preparation of Bids ........................................................................................................................................... 5
1.3.1 Cost of Bidding 5
1.3.2 Language of Bid 5
1.3.3 Documents Comprising the Bid 5
1.3.4 Letter of Bid and Schedules 6
1.3.5 Documents Establishing the Eligibility and Qualifications of the Bidder 6
1.3.6 Documents Establishing Conformity of the Goods and Services 6
1.3.7 Bid Prices 6
1.3.8 Period of Validity of Bids 7
1.3.9 Bid Security 7
1.3.10 Format and Signing of Bid 7
1.4.0 Submission and Opening of Bids ...................................................................................................................... 7
1.4.1 On-line submission of Bids 7
1.4.2 Deadline for Submission of Bids 7
1.4.3 Late Bids 8
1.4.4 Withdrawal, Substitution, and Modification of Bids 8
1.4.5 Bid Opening 8
1.5.0 Evaluation and Comparison of Bids ............................................................................................................... 9
1.5.1 Confidentiality 9
1.5.2 Clarification of Bids 9
1.5.3 Deviations, Reservations, and Omissions 9
1.5.4 Preliminary Examination of Technical Bids 9
1.5.5 Responsive of Technical Bids 9
1.5.6 Non material Nonconformity 10
1.5.7 Detailed Evaluation of Technical Bids 10
1.5.8 Eligibility and Qualification of the Bidder 10
1.5.9 Correction of Arithmetical Errors 10
1.5.10 Evaluation of Price Bids 11
1.5.11 Comparison of Bids 11
1.5.12 Purchaser’s Right to Accept Any Bid, and to Reject Any or All Bids 11
1.6.0 Award of Contract ........................................................................................................................................... 11
1.6.1 Award Criteria 11
1.6.2 Notification of Award 11
1.6.3 Signing of Contract 11
1.6.4 Performance Security 11

APPENDIX TO ITB – 1 Bid Data Sheet (BDS) ............................................................................................. 12

Error! Reference source not found.Error! Reference source not found. ......... Evaluation and Qualification Criteria
(ECQ) 13

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 4

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 5

Section 1 – Instructions to Bidders

1.1.0 General
1.1.1. Scope of Bid
1.1.1.1. In support of the Invitation for Bids indicated in the Bid Data Sheet (BDS), the Chief General Manager
(PP&D) on behalf of Assam Electricity Grid Corporation Limited (AEGCL) (hereinafter referred to as
"the Purchaser" or “AEGCL”), issues this Bidding Document for the supply of Goods and Related Services
incidental thereto as specified in Section 3 (Employer’s Requirements). The name and identification nos.
of this Competitive Bidding are provided in the Bid Data Sheet (BDS) attached as Appendix to ITB-1 of
this Section.
1.1.1.2. Unless otherwise stated, throughout this Bidding Document definitions of terms shall be as prescribed in
Section 4 (Special Conditions of Contract).
1.1.2. Eligible Bidders
1.1.2.1. Subject to meeting the Qualifying Requirements, a Bidder may be a firm or company. When the bidder is
a firm, the names and address of the partners should be indicated and a copy of the certificate of
registration with the concerned Registrar of firms should be enclosed with the Bid.
1.1.2.2. When the bidder is a Company, the company registration document along with Memorandum of
Association should be submitted.
1.1.2.3. When the bidder is an individual carrying on business in a firm’s name, the tender should be submitted by
the owner of the firm, who may describe himself as carrying on business in the firm’s name.
1.1.2.4. When the bidder is a Joint Venture (JV) of two or more firms as partners, all partners shall be jointly and
severally liable. The JV shall legally authorize one of the partners as the lead partner for the purpose of
submitting the bid, incur liabilities; receive payments and instructions on behalf of the others. A copy of the
registered JV agreement, executed on non-Judicial stamp paper, shall be submitted with the bid.
However, in case of successful bid, the agreement shall be signed by all the partners, so as to be legally
binding on all the partners.

1.2.0 Contents of Bidding Document

1.2.1. Sections of Bidding Document
1.2.1.1. The Bidding Document consists of following six Sections, and should be read in conjunction with any
Addenda issued in accordance with ITB Clause 1.2.3.
Section 1 - Instructions to Bidders (ITB) with Appendix-1 and Appendix-2
Section 2 - Bidding Forms (BDF)
Section 3 - Purchaser’s Requirements (PRQ)
Section 4 - “General Conditions of Supply and Erection of AEGCL”
(This section is supplied separately)
Section 5- Special Conditions of Contract (SCC)
Section 6 - Contract Forms (COF)
1.2.1.2. The completed Section 6 shall constitute “the Contract”.
1.2.1.3. The Invitation for Bids issued by the Purchaser is not part of the Bidding Document.
1.2.1.4. The Purchaser is not responsible for the completeness of the Bidding Document and its addenda, if they
were not obtained directly from the source stated by the Purchaser in the Invitation for Bids.
1.2.1.5. The Bidder is expected to examine all instructions, forms, terms, and specifications in the Bidding
Document. Failure to furnish all information or documentation required by the Bidding Document may
result in the rejection of the bid.
1.2.2. Clarification of Bidding Document, Site Visit, Pre-Bid Meeting
1.2.2.1. A prospective Bidder requiring any clarification of the Bidding Document shall contact the Purchaser in
writing at the Purchaser’s address indicated in the BDS or raise his enquirers during the pre-bid meeting if
provided for in accordance with ITB Clause 1.2.2.4. The Purchaser will respond to any request for
clarification, provided that such request is received no later than seven (7) days prior to the deadline for
submission of bids. The Purchaser’s response shall be in writing with copies to all Bidders who have
acquired the Bidding Document in accordance with ITB Clause 1.2.1.4, including a description of the
inquiry but without identifying its source. Should the Purchaser deem it necessary to amend the Bidding
Document as a result of a request for clarification, it shall do so following the procedure under ITB Clause
1.2.3 and ITB Clause 1.4.2.2.
Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati
Section 1 – Instructions to Bidders 6

1.2.2.2. The Bidder is advised to visit and examine the sites and its surroundings where the works are to be
carried out and obtain for itself on its own responsibility all information that may be necessary for
preparing the bid and entering into a contract for the provision of plant and services. The costs of visiting
the sites shall be at the Bidder’s own expense.
1.2.2.3. The Bidder and any of its personnel or agents will be granted permission by the Purchaser to enter upon
its premises and lands for the purpose of such visit, but only upon the express condition that the Bidder,
its personnel, and agents will release and indemnify the Purchaser and its personnel and agents from and
against all liability in respect thereof, and will be responsible for death or personal injury, loss of or
damage to property, and any other loss, damage, costs, and expenses incurred as a result of the
inspection.
1.2.2.4. The Bidder’s designated representative is invited to attend a pre-bid meeting, if provided for in the BDS.
The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be
raised at that stage.
1.2.2.5. The Bidder is requested, as far as possible, to submit any questions in writing, to reach the Purchaser not
later than one week before the pre-bid meeting.
1.2.2.6. Minutes of the pre-bid meeting, including the text of the questions raised, without identifying the source,
and the responses given, together with any responses prepared after the meeting, will be transmitted
promptly to all Bidders who have acquired the Bidding Document in accordance with ITB Clause 1.2.1.4.
Any modification to the Bidding Document that may become necessary as a result of the pre-bid meeting
shall be made by the Purchaser exclusively through the issue of an Addendum pursuant to ITB Clause
1.2.3 and not through the minutes of the pre-bid meeting.
1.2.2.7. Nonattendance at the pre-bid meeting will not be a cause for disqualification of a Bidder.
1.2.3. Amendment of Bidding Document
1.2.3.1. At any time prior to the deadline for submission of bids, the Purchaser may amend the Bidding Document
by issuing addenda.
1.2.3.2. Any addendum issued shall be part of the Bidding Document and shall be communicated in writing to all
who have obtained the Bidding Document from the Purchaser in accordance with ITB Clause 1.2.1.4.
1.2.3.3. To give prospective Bidders reasonable time in which to take an addendum into account in preparing their
bids, the Purchaser may, at its discretion, extend the deadline for the submission of bids, pursuant to ITB
Clause 1.4.2.2.

1.3.0 Preparation of Bids

1.3.1. Cost of Bidding
1.3.1.1. The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the
Purchaser shall not be responsible or liable for those costs, regardless of the conduct or outcome of the
bidding process.
1.3.2. Language of Bid
1.3.2.1. The Bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and
the Purchaser, shall be written in the English language. Supporting documents and printed literature that
are part of the Bid may be in another language provided they are accompanied by an accurate translation
of the relevant passages into the English language, in which case, for purposes of interpretation of the
Bid, such translation shall govern.
1.3.3. Documents Comprising the Bid
1.3.3.1. The Bid shall comprise two envelopes submitted simultaneously, one called the ‘Technical Bid’
containing the documents listed in ITB Clause 1.3.3.2 and the other the Price Bid containing the
documents listed in ITB Clause 1.3.3.3, both envelopes must be submitted online through e-tendering
portal http://assamtenders.gov.in.
1.3.3.2. The Technical Bid submitted by the Bidder shall comprise the following:
(a) Letter of Technical Bid;
(b) Bid Security, in accordance with ITB Clause 1.3.9;
(c) Written confirmation authorizing the signatory of the Bid to commit the Bidder, in accordance with
ITB Clause 1.3.10.12;
(d) Registered JV Agreement, if bidder is a JV in accordance with ITB Clause 1.1.2.4
(e) Documentary evidence in accordance with ITB Clause 1.3.5 establishing the Bidder’s eligibility and
qualifications to perform the contract if its Bid is accepted;

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 7

(f) Documentary evidence establishing in accordance with ITB Clause 1.3.6 that the plant and
services offered by the Bidder conform to the Bidding Document;
(g) Documents as called for in ITB Clauses 1.1.2.1, 1.1.2.2, and 1.1.2.3;
(h) Any other document required in the BDS.
1.3.3.3. The Price Bid submitted by the Bidder shall comprise the following:
(a) Letter of Price Bid (if applicable);
(i) completed schedules as required, including Price Schedules, in accordance with ITB Clauses 1.3.4
and 1.3.7; and
(j) any other document required in the BDS
1.3.4. Letter of Bid and Schedules
1.3.4.1. The Letters of Technical Bid and Price Bid, and the Schedules, and all documents listed under ITB
Clause 1.3.3, shall be prepared using the relevant forms furnished in Section 2 (Bidding Forms). The
forms must be completed without any alterations to the text, and no substitutes shall be accepted. All
blank spaces shall be filled in with the information requested.
1.3.5. Documents Establishing the Eligibility and Qualifications of the Bidder
1.3.5.1. To establish its eligibility and qualifications to perform the Contract in accordance with Appendix 2 of ITB
(Evaluation and Qualification Criteria), the Bidder shall provide the information requested in the
corresponding information sheets included in Section 2 (Bidding Forms).
1.3.6. Documents Establishing Conformity of the Goods and Services
1.3.6.1. The documentary evidence of the conformity of the goods and services to the Bidding Document may be
in the form of literature, drawings and data, and shall furnish:
(a) A detailed description of the essential technical and performance characteristics of the goods and
services, including the functional guarantees of the Goods, in response to the Specification;
(b) A commentary on the Purchaser’s Specification and adequate evidence demonstrating the
substantial responsiveness of the plant and services to those specifications. Bidders shall note that
standards for workmanship, materials and equipment designated by the Purchaser in the Bidding
Document are intended to be descriptive (establishing standards of quality and performance) only
and not restrictive. The Bidder may substitute alternative standards, brand names and/or catalog
numbers in its bid, provided that it demonstrates to the Purchaser’s satisfaction that the substitutions
are substantially equivalent or superior to the standards designated in the Specification.
1.3.7. Bid Prices
1.3.7.1. Unless otherwise specified in the BDS and/or Section 3 (Purchaser’s Requirements), bidders shall quote
for the entire scope of supply and services on a “single responsibility” basis such that the total bid price
covers all the Supplier’s obligations mentioned in or to be reasonably inferred from the bidding document
in respect of the design, manufacture, including procurement, delivery, and completion of the entire scope.
1.3.7.2. Bidders are required to quote the price for the commercial, contractual and technical obligations outlined
in the bidding document. No deviation in this regard normally, shall be accepted.
1.3.7.3. Bidders shall give a breakdown of the prices in the manner and detail called for in the Price Schedules.
Separate numbered Schedules shall be used for each of the following elements. The total amount from
each Schedule shall be summarized in a Grand Summary giving the total bid price(s). In case of e-tender,
the bidder shall fill up the Price schedules as provided in the online tender.
Schedule No 1: Supply of Goods
Schedule No 2: F&I against Supply
1.3.7.4. In the Schedules, bidders shall give the required details and a breakdown of their prices as called for in
these Schedules.
1.3.7.5. The prices shall be either fixed or adjustable as specified in the BDS.
(a) In the case of Fixed Price, prices quoted by the Bidder shall be fixed during the Bidder’s performance
of the contract and not subject to variation on any account. A bid submitted with an adjustable price
quotation will be treated as non-responsive and rejected.
(b) In the case of Adjustable Price, prices quoted by the Bidder shall be subject to adjustment during
performance of the contract to reflect changes in the cost elements such as labor, material, transport
and contractor’s equipment in accordance with the procedures specified in the corresponding
Appendix to the Contract Agreement. A bid submitted with a fixed price quotation will not be rejected,
but the price adjustment will be treated as zero. Bidders are required to indicate the source of labor
and material indices in the corresponding Form in Section 2 (Bidding Forms).

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 8

1.3.8. Period of Validity of Bids

1.3.8.1. Bids shall remain valid for the period specified in the BDS after the bid submission deadline date
prescribed by the Purchaser. A bid valid for a shorter period shall be rejected by the Purchaser as non-
responsive.
1.3.8.2. In exceptional circumstances, prior to the expiration of the bid validity period, the Purchaser may request
Bidders to extend the period of validity of their bids. The request and the responses shall be made in writing. If a
bid security is requested in accordance with ITB Clause 1.3.9, it shall also be extended for a corresponding
period. A Bidder may refuse the request without forfeiting its bid security. A Bidder granting the request shall not
be required or permitted to modify its bid.
1.3.9. Bid Security
1.3.9.1. The Bidder shall furnish as part of its bid, in original form, a Bid Security as specified in the BDS. The
amount of Bid Security shall be as specified in the BDS.
1.3.9.2. The bid security amounting to Rs. 2,00,000.00 shall either be paid via online mode in the Assam e-tender
portal- https://assamtenders.gov.in or shall be a demand guarantee, in the forms of an unconditional bank
guarantee from a Scheduled or Nationalized Bank. The bid security shall be submitted using the ‘Bid
Security Form’ included in Section 3 (Bidding Forms). The form must include the complete name of the
Bidder. The bid security shall be valid for thirty days (30) beyond the original validity period of the bid, or
beyond any period of extension if requested under ITB Clause 1.3.8.2.
1.3.9.3. Bids not complying with ITB Clause 1.3.9.1 and ITB Clause 1.3.9.2, shall be rejected by the Purchaser
as non-responsive.
1.3.9.4. The bid security of the successful Bidder shall be returned as promptly as possible once the successful
Bidder has signed the Contract and furnished the required performance security.
1.3.9.5. The bid security of unsuccessful Bidders shall be returned as promptly as possible upon the successful
Bidder’s furnishing of the performance security pursuant to ITB Clause 1.6.4.
1.3.9.6. The bid security may be forfeited:
(a) if a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Letter of
Bid Form, except as provided in ITB Clause 1.3.8.2 or
(b) if the successful Bidder fails to:
(i) Sign the Contract in accordance with ITB Clause 1.6.1; or
(ii) Furnish a performance security in accordance with ITB Clause 1.6.2.
1.3.10. Format and Signing of Bid
1.3.10.1. The Bidder shall prepare one original of the Technical Bid and one original of the Price Bid comprising the
Bid as described in ITB Clause1.3.3
1.3.10.2. The original and all copies of the Bid shall be typed or written in indelible ink and shall be signed by a person
duly authorized to sign on behalf of the Bidder. This authorization shall consist of a written confirmation as
specified in the BDS and shall be attached to the bid. The name and position held by each person signing the
authorization must be typed or printed below the signature. All pages of the bid where entries or amendments
have been made shall be signed or initialised by the person signing the bid.
1.3.10.3. A bid submitted by a JV shall be signed so as to be legally binding on all partners.
1.3.10.4. Any interrelations, erasures, or overwriting shall be valid only if they are signed or initialised by the person
signing the bid.

1.4.0 Submission and Opening of Bids

1.4.1. On-line submission of Bids
1.4.1.1. The Technical as well as Price Bid should be submitted through online portal only.
1.4.1.2. For Technical bid, all forms and supporting documents as required by ITB Clause 1.3.2 and duly signed and
stamped as per ITB Clause 1.3.10 are to be uploaded to the e-tendering portal. The documents are to be
uploaded in pdf format and each file should not exceed 5 MB is size. In case a document is more than 5 MB in
size, the same may be split to make the size below 5 MB
1.4.1.3. The Price Bid must be submitted in the Price Schedule provided on the e-tendering portal as per the
online format.
1.4.2. Deadline for Submission of Bids
1.4.2.1. Bids shall be received ONLINE only on or before the date and time indicated in the BDS.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 9

1.4.2.2. The Purchaser may, at its discretion, extend the deadline for the submission of bids by amending the Bidding
Document in accordance with ITB Clause 1.2.3, in which case all rights and obligations of the Purchaser and
Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.
1.4.3. Late Bids
1.4.3.1. The e-tendering portal shall allow the bidders to submit bids up to the date and time specified in ITB Clause
1.4.2 as per Server Clock. Bidders are advised to submit their bids well in advance of the deadline for
submission of bids to avoid any last-minute difficulties.
1.4.4. Withdrawal, Substitution, and Modification of Bids
1.4.4.1. E-tendering portal shall allow modification of bids any time before the deadline for Bid Submission. A bidder
may withdraw its bid, by sending a written notice duly signed by an authorized representative, and shall include
a copy of the authorization in accordance with ITB Clause 1.3.10.12, Notices must be received by the
purchaser prior to the deadline prescribed for submission of bids, in accordance with ITB Clause 1.4.2.
1.4.4.2. No bid may be withdrawn, substituted, or modified in the interval between the deadline for submission of
bids and the expiration of the period of bid validity specified by the Bidder on the Letter of Technical Bid or
any extension thereof.
1.4.5. Bid Opening
1.4.5.1. The Purchaser shall conduct the opening of Technical Bids through online process at the address, date and
time specified in the BDS. The Bid Opening Committee shall open the bids received online in the presence of
Bidders` designated representatives who choose to attend. The Price Bids will remain unopened until the
specified time of their opening.
1.4.5.2. First, physical envelopes marked “WITHDRAWAL” shall be opened and read out and the corresponding
bid shall not be considered/ rejected with comments. No bid withdrawal shall be permitted unless the
corresponding withdrawal notice contains a valid authorization to request the withdrawal duly signed by an
authorized representative and is read out at bid opening.
1.4.5.3. All the Technical Bids shall be opened one at a time, and the following read out and recorded
a. the name of the Bidder;
b. the presence of a Bid Security, and
c. any other details as the Purchaser may consider appropriate.
Only Technical Bids and alternative Technical Bids read out and recorded at bid opening shall be
considered for evaluation. No bid shall be rejected at the opening of Technical Bids except for withdrawn
bids.
1.4.5.4. The Purchaser shall prepare a record of the opening of Technical Bids that shall include, as a minimum:
the name of the Bidder and whether there is a withdrawal and alternate proposals and the presence or
absence of a bid security or a bid securing declaration, if one was required. The Bidders’ representatives
who are present shall be requested to sign the record. The omission of a Bidder’s signature on the record
shall not invalidate the contents and effect of the record
1.4.5.5. At the end of the evaluation of the Technical Bids, the Purchaser will invite bidders who have submitted
substantially responsive Technical Bids and who have been determined as being qualified for award to
attend the opening of the Price Bids. The date, time, and location of the opening of Price Bids will be
advised in writing by the Purchaser. Bidders shall be given reasonable notice of the opening of Price Bids.
1.4.5.6. The Purchaser shall conduct the opening of Price Bids through e-tender portal of all Bidders who
submitted substantially responsive Technical Bids, in the presence of Bidders` representatives who
choose to attend at the address, date and time specified by the Purchaser. The Bidder’s representatives
who are present shall be requested to sign a register evidencing their attendance.
1.4.5.7. All the Price Bids shall be opened one at a time and the following read out and recorded:
a) the name of the Bidder;
b) the Bid Prices, including any discounts and alternative offers; and
c) any other details as the Purchaser may consider appropriate.
Only Bid Prices and discounts read out and recorded during the opening of Price Bids shall be considered
for evaluation. No Bid shall be rejected at the opening of Price Bids.
1.4.5.8. The Purchaser shall prepare a record of the opening of Price Bids that shall include, as a minimum: the
name of the Bidder, the Bid Price (per lot if applicable), any discounts. The Bidders’ representatives who
are present shall be requested to sign the record. The omission of a Bidder’s signature on the record
shall not invalidate the contents and effect of the record.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 10

1.5.0 Evaluation and Comparison of Bids

1.5.1. Confidentiality
Information relating to the evaluation of bids and recommendation of contract award shall not be
disclosed to Bidders or any other persons not officially concerned with such process.
1.5.1.1. Any attempt by a Bidder to influence the Purchaser in the evaluation of the bids or Contract award decisions
may result in the rejection of its bid.
1.5.1.2. Notwithstanding ITB Clause 1.5.1.1, from the time of bid opening to the time of Contract award, if any Bidder
wishes to contact the Purchaser on any matter related to the bidding process, it should do so in writing duly
signed by an authorized representative.
1.5.2. Clarification of Bids
1.5.2.1. To assist in the examination, evaluation, and comparison of the Technical and Price Bids, and qualification of
the Bidders, the Purchaser may, at its discretion, ask any Bidder for clarification of its bid or to resubmit any
shortfall documents. However, the following may be noted in this regard.
• Any clarification submitted by a Bidder that is not in response to a request by the Purchaser shall not be
considered.
• All clarifications or shortfall documents shall be submitted through the e-tendering portal only. No
other means of communication shall be considered unless specified otherwise.
• No change in the substance of the Price Bid shall be sought, offered, or permitted, except to confirm the
correction of arithmetic errors discovered by the Purchaser in the evaluation of the bids, in accordance with
ITB Clause 1.5.9.
1.5.2.2. If a Bidder does not provide clarifications of its bid by the date and time set in the Purchaser’s request for
clarification, its bid may be rejected.
1.5.3. Deviations, Reservations, and Omissions
1.5.3.1. During the evaluation of bids, the following definitions apply:
a) “Deviation” is a departure from the requirements specified in the Bidding Document;
b) “Reservation” is the setting of limiting conditions or withholding from complete acceptance of the
requirements specified in the Bidding Document; and
c) “Omission” is the failure to submit part or all of the information or documentation required in the
Bidding Document.
1.5.4. Preliminary Examination of Technical Bids
1.5.4.1. The Purchaser shall examine the Technical Bid to confirm that all documents and technical documentation
requested in ITB Sub-Clause 1.3.3.2 have been provided, and to determine the completeness of each
document submitted. If any of these documents or information is missing, the Bid may be rejected.
1.5.4.2. The Purchaser shall confirm that the following documents and information have been provided as
hard copies along with Technical Bid in the e-tendering portal. If hard copies of any of these
documents or information are not submitted by the bidder within the specified time, the offer shall
be rejected.
a) Letter of Technical Bid
b) written confirmation of authorization to commit the Bidder (i.e., Notarized Power of Attorney)
c) Bid Security
d) Tender Fee
e) Registered JV agreement, if applicable
1.5.4.3. Preliminary Requirement of Opening of Technical BIDS
The bidder should submit hard copies of documents mentioned in clause 1.5.4.2 (a), (b), (c), (d) & (e) in
separate physical envelope 2 (two) hours prior to bid submission deadline.
1.5.5. Responsiveness of Technical Bid
1.5.5.1. The Purchaser’s determination of a bid’s responsiveness is to be based on the contents of the bid itself, as
defined in ITB Clause 1.3.3.
1.5.5.2. A substantially responsive Technical Bid is one that meets the requirements of the Bidding Document without
material deviation, reservation, or omission. A material deviation, reservation, or omission is one that,
a) if accepted, would:
(i). affect in any substantial way the scope, quality, or performance of the plant and services
specified in the Contract; or
(ii). limit in any substantial way, inconsistent with the Bidding Document, the Purchaser’s rights or
the Bidder’s obligations under the proposed Contract; or

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 11

b) if rectified, would unfairly affect the competitive position of other Bidders presenting substantially
responsive bids.
1.5.5.3. The Purchaser shall examine the technical aspects of the Bid submitted in accordance with ITB Clause
1.3.6, Technical Proposal, in particular to confirm that all requirements of Section 3 (Purchaser’s
Requirements) have been met without any material deviation or reservation.
1.5.5.4. If a bid is not substantially responsive to the requirements of the Bidding Document, it shall be rejected by the
Purchaser and may not subsequently be made responsive by correction of the material deviation, reservation,
or omission.
1.5.6. Non material Nonconformity
1.5.6.1. Provided that a Bid is substantially responsive, the Purchaser may waive any nonconformity in the bid that does
not constitute a material deviation, reservation or omission.
1.5.6.2. Provided that a Bid is substantially responsive, the Purchaser may request that the Bidder submit the
necessary information or documentation, within a reasonable period of time, to rectify nonmaterial non
conformity in the Bid related to documentation requirements. Requesting information or documentation on
such non conformity shall not be related to any aspect of the Price Bid. Failure of the Bidder to comply
with the request may result in the rejection of its Bid.
1.5.6.3. Provided that a Bid is substantially responsive, the Purchaser shall rectify nonmaterial nonconformities
related to the Bid Price. To this effect, the Bid Price shall be adjusted, for comparison purposes only, to
reflect the price of a missing or non-conforming item or component. The adjustment shall be made using
the method indicated in Appendix-2 of ITB (Evaluation and Qualification Criteria).
1.5.7. Detailed Evaluation of Technical Bids
1.5.7.1. The Purchaser will carry out a detailed technical evaluation of the bids not previously rejected as being
substantially non-responsive, in order to determine whether the technical aspects are in compliance with
the Bidding Document. In order to reach such a determination, the Purchaser will examine and compare
the technical aspects of the bids on the basis of the information supplied by the bidders, taking into
account the following:
a) overall completeness and compliance with the Purchaser’s Requirements; deviations from the
Purchaser’s Requirements; conformity of the goods and services offered with specified performance
criteria; suitability of the goods and services offered in relation to the environmental and climatic
conditions prevailing at the site; and quality, function and operation of any process control concept
included in the bid. The bid that does not meet minimum acceptable standards of completeness,
consistency and detail will be rejected for non-responsiveness;
b) type, quantity and long-term availability of mandatory and recommended spare parts and
maintenance services; and
c) other relevant factors, if any, listed in Appendix to ITB-2 (Evaluation and Qualification Criteria).
1.5.8. Eligibility and Qualification of the Bidder
1.5.8.1. The Purchaser shall determine to its satisfaction during the evaluation of Technical Bids whether a Bidder
meets the eligibility and qualifying criteria specified in Appendix to ITB-2 (Evaluation and Qualification
Criteria).
1.5.8.2. The determination shall be based upon an examination of the documentary evidence of the Bidder’s
qualifications submitted by the Bidder, pursuant to relevant ITB Clause.
1.5.8.3. An affirmative determination shall be a prerequisite for the opening and evaluation of a Bidder’s
Price Bid. A negative determination shall result into the disqualification of the Bid, in which event
the Purchaser shall not open the Price Bid of the Bidder.
1.5.9. Correction of Arithmetical Errors
1.5.9.1. During the evaluation of Price Bids, the Purchaser shall correct arithmetical errors on the following basis:
a) where there are errors between the total of the amounts given under the column for the price
breakdown and the amount given under the Total Price, the former shall prevail and the latter will be
corrected accordingly;
b) where there are errors between the total of the amounts of Schedule Nos. 1, & 2 and the amount
given in Schedule No. 3 (Grand Summary), the former shall prevail and the latter will be corrected
accordingly; and
c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the
amount expressed in words is related to an arithmetical error, in which case the amount in figures
shall prevail subject to (a) and (b) above.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 12

1.5.9.2. If the Bidder that submitted the lowest evaluated bid does not accept the correction of errors, its bid shall be
disqualified and its bid security may be forfeited.
1.5.10. Evaluation of Price Bids
1.5.10.1. The Purchaser shall use the criteria and methodologies listed in this Clause. No other evaluation criteria
or methodologies shall be used.
1.5.10.2. To evaluate a Price Bid, the Purchaser shall consider the following:
a) the bid price, as quoted in the Price Schedules;
b) price adjustment for correction of arithmetical errors in accordance with ITB Clause1.5.9.1; and
c) the evaluation factors if any indicated in Appendix 2 (Evaluation and Qualification Criteria).
1.5.10.3. If price adjustment is allowed in accordance with ITB Clause 1.3.7.5, the estimated effect of the price
adjustment provisions of the Conditions of Contract, applied over the period of execution of the Contract, shall
not be taken into account in bid evaluation.
1.5.11. Comparison of Bids
1.5.11.1. The Purchaser shall compare all substantially responsive Bids to determine the lowest evaluated bid, in
accordance with ITB Clause 1.5.10.2.
1.5.12. Purchaser’s Right to Accept Any Bid, and to Reject Any or All Bids
1.5.12.1. The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids
at any time prior to contract award, without thereby incurring any liability to Bidders. In case of annulment, all
bids submitted and specifically, bid securities, shall be promptly returned to the Bidders.

1.6.0 Award of Contract

1.6.1. Award Criteria
1.6.1.1. The Purchaser shall award the Contract to the Bidder whose offer has been determined to be the lowest
evaluated bid and is substantially responsive to the Bidding Document, provided further that the Bidder is
determined to be eligible and qualified to perform the Contract satisfactorily.
1.6.2. Notification of Award
1.6.2.1. Prior to the expiration of the period of bid validity, the Purchaser shall notify the successful Bidder, in writing,
that its bid has been accepted. The notification letter (hereinafter and in the Conditions of Contract and Contract
Forms called the “Letter of Acceptance”) shall specify the sum that the Purchaser will pay the Contractor in
consideration of the execution and completion of the plant and services (hereinafter and in the Conditions of
Contract and Contract Forms called “the Contract Price”).
1.6.2.2. Until a formal contract is prepared and executed, the notification of award shall constitute a binding Contract.
1.6.3. Signing of Contract
1.6.3.1. Within fifteen (15) days of receipt of the Letter of Acceptance, the successful Bidder shall be required to sign
the Contract Agreement.
1.6.3.2. The contract signing shall take place at the premises of the Purchaser.
1.6.4. Performance Security
1.6.4.1. Within fifteen (15) days of the receipt of letter of award from the Purchaser, the successful Bidder shall furnish
the performance security in accordance with the conditions of contract, using for that purpose the Performance
Security Form included in Appendix – 3, Section 6 (Contract Forms), or another form acceptable to the
Purchaser.
1.6.4.2. Failure of the successful Bidder to submit the above-mentioned Performance Security or sign the Contract
shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security. In that
event the Purchaser may award the Contract to the next lowest evaluated Bidder whose offer is
substantially responsive and is determined by the Purchaser to be qualified to perform the Contract
satisfactorily.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 13

APPENDIX TO ITB – 1
Bid Data Sheet (BDS)
A. Introduction
The number of the IFB is: AEGCL/MD/TECH-765 /AIIMS/2018/ADDITIONAL WORKS/4 dated
27.12.2023
The Purchaser is: Assam Electricity Grid Corporation Limited.

ITB 1.1.1.1 The name of the Bid is: “Supply of Spare equipment for 132kV AIIMS GSS, AEGCL at
Changsari, Guwahati”

The Identification Number of the Bid is: AEGCL/MD/TECH-765/AIIMS/ADDITIONAL

WORKS/SPARE EQUIPMENTS/BID

For clarification purposes only, the Purchaser’s address is:

Attention: AGM-VI (NEAP, PP&D), O/o The Managing Director, AEGCL
Street Address: Bijulee Bhawan, Paltanbazar, Floor/Room number: First Floor
City: Guwahati, PIN Code: 781001, Country: India
ITB 1.2.2.1
Telephone: +91 361 2739520, Facsimile number: +91 361 2739513
Electronic mail address: [email protected] (Subject:) “Supply of Spare equipment for
132kV AIIMS GSS, AEGCL at Changsari, Guwahati”

Purchaser may invite intending Bidders to a pre-bid meeting, if Purchaser feels it is necessary. The
ITB 1.2.2.4 date and time of such pre-bid meeting shall be intimated to intending bidders in due course of time.

The Bidder shall submit with its Technical Bid the following additional documents:
ITB 1. Guaranteed and other Technical Particulars
1.3.3.2(h) 2. Type Test Certificates
3. Notarized Manufacturer’s Authorization
Unless otherwise specifically indicated in the Section 3 (Purchaser’s Requirements), bidders shall
ITB 1.3.7.1
quote for the entire plant and services on ‘single responsibility basis’
ITB 1.3.7.5 The prices quoted by the Bidder shall be FIXED for entire period of the Contract.
ITB 1.3.8.1 The bid validity period shall be 180 (one hundred eighty) days.
ITB 1.3.9.1 The Bidder shall furnish a bid security amounting to Rs. 2,00,000.00 (through BG or Online).
The bidding is through e-tendering portal and received online. However, a bidder has to submit any
ITB 1.3.10.1
document in hard copy if asked by the Purchaser.
The written confirmation of authorization to sign on behalf of the Bidder shall consist of Notarized
ITB 1.3.10.1
Power of Attorney.

For bid submission purposes only,

(E-tenders shall be accepted through online portal http://assamtenders.gov.in only)
The purchaser’s address is:
Attention: The Chief General Manager (PP&D), O/o The Managing Director, AEGCL
ITB 1.4.2.1 Street Address: Bijulee Bhawan, Paltanbazar, Floor/Room number: First Floor
City: Guwahati, PIN Code: 781001
The deadline for bid submission is
Date: 17.01.2024, Time: -12.00 Hours

The bid opening of Technical Bids shall take place at: O/o The Chief General Manager (PP&D),
ITB 1.4.5.1 AEGCL, 1st Floor, Bijulee Bhawan, Paltanbazar, Guwahati-01
Date: 19.01.2024, Time: -15.00 Hours

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 14

APPENDIX TO ITB - 2

Evaluation and Qualification Criteria (ECQ)

This Appendix contains all the criteria that the Purchaser shall use to evaluate bids and qualify
Bidders. In accordance with ITB 1.5.7 and ITB 1.5.8, no other methods, criteria and factors shall be
used. The Bidder shall provide all the information requested in the forms included in Section 2
(Bidding Forms).

Table of Criteria

1. Evaluation ....................................................................................................................................... 14
1.1 Technical Evaluation 14
1.2 Economic Evaluation 14
1.3 Time Schedule 14
1.4 Specific additional criteria 14

2. Qualification………………………………………………………………………………………………….14
2.1 General 14
2.2 Pending Litigation 14
2.3 Financial Situation 14
2.4 Experience 15
2.5 Subcontractors/Manufacturers 16

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 15

1. Evaluation
1.1 Technical Evaluation
In addition to the criteria listed in ITB 1.5.7.1 (a) – (c), no other factor shall apply.
1.2 Economic Evaluation
Any adjustments in price that result from the procedures outlined below shall be added, for purposes of
comparative evaluation only, to arrive at an “Evaluated Bid Price.” Bid prices quoted by bidders shall remain
unaltered.
1.2.1 Quantifiable Deviations and Omissions
Quantifiable Deviations and Omissions from the contractual obligations: No financial assessment shall be
made by the Purchaser for deviations and omissions from the requirements of the Bidding Document. All
such deviations, omissions or reservations s[hall be dealt with in accordance with ITB Clauses 1.5.5.2,
1.5.5.3, 1.5.5.4, 1.5.6.1, 1.5.6.2,1.5.6.3,1.5.7.1(a) and 1.5.9.
1.3 Time Schedule
Time to complete Works from the Commencement Date specified in Article 3 of the Contract Agreement for
determining time for completion of the works is 6 Months. Bids not meeting the above time schedule shall
be rejected. However, no credit will be given for earlier completion.
1.4 Specific additional criteria
In addition to the above, no additional criteria shall be considered for evaluation of Bids.
2.0 Qualification
Qualification of bidder will be based on meeting the minimum pass / fail criteria specified below
2.1 General
The Bidder must satisfy the requirement of ITB Sub-Clause 1.1.2 and shall submit necessary document as
per the said Clause.
2.1.1 The Bidder who is not a manufacturer of equipment(s) as required for in this bid for execution of the works
shall submit a certificate of being an authorised dealer/distributor/agent of the manufacturer. In case, the
Bidder is an authorised dealer/distributor/agent, the bidder must submit with the bid, an undertaking
using ‘Form-MA’ (Manufacturer’s Authorisation), Section-2 (Bidding Form).
2.2 Pending Litigation:
Using the ‘Form LIT– 1’ (Section 4, Bidding Form), bidder shall list all Pending Litigation.
All pending litigation shall be treated as resolved against the Bidder and so shall in total not represent more
than 50% percent of the Bidder’s net worth.
2.3 Financial Situation
Criteria Compliance Requirements Documents
Requirement Single Entity Joint Venture

All Partners One Submission

Each partner
Combined partner Requirements

2.3.1 Historical Financial Performance

Submission of audited balance Must Meet Not Must Meet Not Form ‘FIN-1’
sheets or other financial statements Requirement Applicable Requirement Applicable With
acceptable to the Purchaser, for the attachments
last 3 (three) years to demonstrate
the current soundness of the
Bidders financial position and its
prospective long-term profitability.
As a minimum, a Bidder’s net worth
calculated as the difference
between total assets and total
liabilities should be positive.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 16

2.3.2 Average Annual Turnover.

Minimum average annual turnover Must Meet Must Meet 25% Must meet Form ‘FIN-2’
of Rs. 29,73,917.00 calculated as Requirement Requirement Minimum 40% of the
total certified payments received for requirement
contracts in progress or completed, (Lead partner)
within the last 3 years.
2.3.3 Financial Resources/Cash Flow
Using Forms FIN–3 and FIN-4, Must Meet Must Meet 25% Must meet Form ‘FIN-3’
Section 4 (Bidding Forms), the Requirement Requirement Minimum 40% of the &
bidder (Single Entity/JV) must requirement Form ‘FIN-4’
demonstrate that the financial (Lead partner)
resources of bidder (Single
Entity/JV), defined in FIN-3, less
the bidder’s (Single Entity/JV)
financial obligations for its own
current contract commitments
defined in FIN-4, meet or exceed
the total requirement of
Rs.24,78,264.00.

The Bidder (Single Entity/JV) must

demonstrate access to, or
availability of, financial resources
such as liquid assets,
unencumbered real assets, lines of
credit, and other financial means,
other than any contractual advance
payments to meet the cash-flow
requirement, in the prescribed
format of ICAI.
2.4 Experience
Criteria Compliance Requirements Documents
Requirement Single Entity Joint Venture
All Partners One Submission
Each partner
Combined partner Requirements
2.4.1 General Experience
Experience as a Must meet Not Must meet Not Form
contractor/Partner in a JV/ requirement applicable requirement applicable EXP- 1
sub-contractor for work(s)/
contract(s) in last 5 (five)
years as on bid submission
deadline.
2.4.2 Specific Experience
(a) Contracts of Similar Nature
Participation as contractor Must meet Must meet Not Not Form
(sole or partner in a JV or as requirement requirement Applicable Applicable EXP – 2
subcontractor) in contract of
similar nature within last 5
(five) years from the date of
floating the tender, that has
been successfully
completed.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 17

Similar nature of work

refers to:
Supply of 132kV and 33kV
voltage rating spare
equipment
2.5 Subcontractors/Manufacturers
(If Bidder is a manufacturer or proposes to appoint subcontractor for supply of equipment required to be supplied
as per this bid, he or his subcontractor must also meet the requirements of the clause 2.5).

2.5.1 Subcontractors/manufacturers for the following major items of supply must meet the following minimum criteria,
herein listed for that item. Failure to comply with this requirement will result in rejection of the
subcontractor/manufacturer.

Item
Description of Item Minimum Criteria to be met
No.
1 Manufacture of Circuit Breakers of 132kV and 33 kV class. The Bidder or if the Bidder is not a
manufacturer of listed items his
2 Manufacture of Instrument Transformers of 132 kV and 33 kV class.
supplier must have designed,
3. Manufacture of Numeric Protective Relays manufactured, type tested,
supplied listed equipment, which
4 Manufacture of BCU and Substation Automation System equipment are in successful operation for
Manufacture of relay & control panel and integration & configuration at least three (3) years as on the
5
of Protection & Substation Automation System equipment date of bid opening.
6 Manufacture of Isolators of 132 kV and 33 kV class
The bidder/manufacturer should
7 Manufacture of Lightning Arresters of 132 kV and 33 kV class. list such works executed to
8 Manufacture of Capacitive Voltage Transformers of 132 kV class. substantiate the requirement of
this Clause using Form EXP-2.
9 HV, Neutral and LV Bushings
Note: The equipment to be supplied must comply with the existing system at 132 KV AIIMS, GSS

NOTE: The bidder complying above requirements must submit with his bid the following documents to substantiate
the requirements of this clause:
(i) Manufacturer must have production facility in India.
(ii) Notarised Manufacturer’s authorization, using the form provided in Section 2 (Bidding Forms). The Bidder
is responsible for ensuring that the manufacturer or producer complies with the requirements of bidding
document and meets the minimum criteria listed above for that item.
(iii) Full type test certificate.
(iv) Manufacturer’s experience list.
(v) GTP of the equipment to be supplied.
(vi) Recent performance certificate from past clients along with supporting documents (e.g., copy of
WO’s/contracts & recent completion certificate). Performance certificates should not be older than
three (03) years as on the date of opening of the technical bid.

2.5.2 Bidders are free to list more than one Manufacturer/Subcontractor against each item of the plant and services.
However, necessary documents as mentioned in clause 2.5.1 must be furnished with the bid against each such
manufacturer/ subcontractor. Quoted rates and prices will be deemed to apply to whichever Subcontractor is
appointed, and no adjustment of the rates and prices will be permitted.

2.5.2 The Bidder may offer following listed equipment from manufacturers mentioned against each item:

Item
Description of Item Name of Manufacturers
No.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 1 – Instructions to Bidders 18

1 Manufacture of Circuit Breakers of 132kV and 33 kV class ABB/CGL/BHEL/AREVA/SIEMENS

Manufacture of Instrument Transformers of 132 kV and 33 kV

2 ABB/CGL/BHEL/AREVA
class.
Siemens/ABB/ALSTOM/
3. Manufacture of Numeric Protective Relays.
GE MULTILIN/SEL
Manufacture of BCU and Substation Automation System Siemens/ABB/ALSTOM/
4
equipment GE MULTILIN/SEL
Manufacture of relay & control panel and integration &
Names mentioned against Sl. 4 plus
5 configuration of Protection& Substation Automation System
Vension
equipment
6 Manufacture of Isolators of 132 kV and33 kV class ABB S&S/AREVA/SIEMENS/CGL
7 Manufacture of Lightning Arresters of 132 kV and 33 kV class. CGL/OBLUM/LAMCO/SIEMENS,
8 Capacitive Voltage Transformers of 132kV and 33 kV class. CGL/ABB/AREVA
9 HV, Neutral and LV Bushings ABB/YASH/CGL/BHEL

NOTE: The bidder complying above requirements must submit with his bid only the Manufacturer’s
authorization (MA) and GTP, using the form provided in Section 2 (Bidding Forms), showing that the
Bidder has been duly authorized by the manufacturer or producer of the related plant and equipment or
component to supply and install that item in the Employer’s establishment. The Bidder is
responsible for ensuring that the manufacturer or producer complies with the requirements of
bidding document and meets the minimum criteria listed above for that item.
MAs submitted with bid will comprise as part of contract.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 19

Section - 2

BIDDING FORMS
This Section contains the forms that are to be completed by the Bidder and submitted as part
of his Bid.

1 Letter of Technical Bid…………………….…………………………………………...……………………. 19

2 Price Schedules ................................................................................................................................ 20
3 Contract Execution Schedule ............................................................................................................... 21
4 Bidders Qualification ......................................................................................................................... 22
4.1 Form ELI - 1: Bidder’s Information Sheet ............................................................................................ 22
4.2 Form LIT - Pending Litigation ............................................................................................................ 23
4.3 Form FIN - 1: Financial Situation ............................................................................................................ 24
4.4 Form FIN - 2: Average Annual Turnover ............................................................................................. 25
4.5 Form FIN – 3: Financial Resources .................................................................................................. 26
4.6 Form FIN-4: Current Contract Commitments..................................................................................... 27
4.7 Form EXP – 1: General Experience .................................................................................................. 28
4.8 Form EXP – 2: Specific Experience ................................................................................................... 29
5 Manufacturer's Authorization .............................................................................................................. 30
6 Form of Bid Security………………………………………………………………………………………… 31

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 20

1 Letter of Technical Bid

[Bidder’s Letterhead]

Date: .......................................................
Bid Identification No (s): .......................................................
: .......................................................
: .......................................................
: .......................................................
Invitation for Bid No.: .......................................................

To:.............................................................................................................................................................................

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents, including Addenda issued in
accordance with Instructions to Bidders (ITB) 1.2.3;
(b) We offer to design, manufacture, test and deliver, in conformity with the Bidding Document the
following Goods and Related Services: . . . . . . . . . . . . . . .
(c) Our Bid consisting of the Technical Bid and the Price Bid shall be valid for a period of . . ..180. days
from the date fixed for the bid submission deadline in accordance with the Bidding Documents, and it
shall remain binding upon us and may be accepted at any time before the expiration of that period

Name ................................................................................................................................................................
In the capacity of ...............................................................................................................................................
Signed ...............................................................................................................................................................
...........................................................................................................................................................................
Duly authorized to sign the Bid for and on behalf of .........................................................................................
Date ...................................................................................................................................................................
...........................................................................................................................................................................

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 21

2 Price Schedules

PREAMBLE
General
1. The Price Schedule is divided into separate Schedules as follows:
Schedule No 1: Supply of Goods
Schedule No 2: F&I

2. The entered rates and prices shall be deemed to cover the full scope as specified in the bidding document,
including overheads and profit.

3. If bidders are unclear or uncertain as to the scope of any item, they shall seek clarification in accordance with
ITB 1.2.2 prior to submitting their bid.

Pricing

1. Bid prices shall be quoted on-line in the manner indicated in Schedules.

As specified in the Bid Data Sheet and Special Conditions of Contract, prices shall be fixed and firm for the
duration of the Contract, or prices shall be subject to adjustment in accordance with the corresponding
Appendix (Price Adjustment) to the Contract Agreement.
Prices given in the Schedules against each item shall be for the scope covered by that item as detailed in
Section 3 (Purchaser’s Requirements) or elsewhere in the Bidding Document.

NOTE: All prices to be filled in the price schedule provided in the e-tendering portal only.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 22

3 Contract Execution Schedule

The Bidder shall indicate here his proposed Contract Execution Schedule if the contract is awarded to
him. The Schedule shall match with the time for completion specified.

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 23

4 Bidders Qualification

To establish its qualifications to perform the contract in accordance with Appendix 2 of ITB (Evaluation and
Qualification Criteria) the Bidder shall provide the information requested in the corresponding Information
Sheets included hereunder.
4.1 Form ELI - 1: Bidder’s Information Sheet
Bidder’s Information

Bidder’s legal name

Bidder’s country of
constitution

Bidder’s year of
constitution

Bidder’s legal address

Bidder’s authorized
representative
(Name, address,
telephone numbers, fax
numbers, e-mail address)
Attached are copies of the following original documents.
❑ 1. In case of single entity/firm, documents, in accordance with ITB 1.1.2.1.
❑ 2. In case of single Company, documents, in accordance with ITB 1.1.2.2.

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 24

4.2 Form LIT - Pending Litigation

Each Bidder must fill in this form

Pending Litigation

❑ No pending litigation in accordance with Criteria 2.2 of Appendix 2 of ITB (Evaluation and
Qualification Criteria)

❑ Pending litigation in accordance with Criteria 2.2 of Appendix 2 of ITB (Evaluation and Qualification
Criteria)

Value of Pending Value of Pending Claim as

Year Matter in Dispute
Claim in Rupees a Percentage of Net Worth

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 25

4.3 Form FIN - 1: Financial Situation

Each Bidder must fill in this form

Financial Data for Previous 3 Years [Rupees]

Year 1: Year 2: Year 3:

Information from Balance Sheet

Total Assets

Total Liabilities

Net Worth

Current Assets

Current Liabilities

Information from Income Statement

Total Revenues

Profits Before Taxes

Profits After Taxes

❑ Attached are copies of financial statements (balance sheets including all related notes, and income statements)
for the last three years, as indicated above, complying with the following conditions.
• All such documents reflect the financial situation of the Bidder or partner to a JV, and not sister or parent
companies.
• Historic financial statements must be audited by a certified accountant.
• Historic financial statements must be complete, including all notes to the financial statements.
• Historic financial statements must correspond to accounting periods already completed and audited (no
statements for partial periods shall be requested or accepted).

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 26

4.4 Form FIN - 2: Average Annual Turnover

Each Bidder must fill in this form

Annual Turnover Data for the Last 3 Years
Amount
Year
(Rupees)

Average Annual Turnover

The information supplied should be the Annual Turnover of the Bidder in terms of the amounts billed to clients for
each year for contracts in progress or completed.

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:…………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 27

4.5 Form FIN – 3: Financial Resources

Specify proposed sources of financing, such as liquid assets, unencumbered real assets, lines of credit, and other
financial means, net of current commitments, available to meet the total cash flow demands of the subject contract
or contracts as indicated in Appendix 2 of ITB (Evaluation and Qualification Criteria) with necessary supporting
documents.

Financial Resources
No. Source of financing Amount (Rupees)

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 28

4.6 Form FIN- 4: Current Contract Commitments

Bidders should provide information on their current commitments on all contracts that have been awarded, or for
which a letter of intent or acceptance has been received, or for contracts approaching completion, but for which an
unqualified, full completion certificate has yet to be issued.

Current Contract Commitments

Value of Average Monthly
Purchaser’s Estimated
Outstanding Invoicing Over Last
No. Name of Contract Contact Address, Tel, Completion
Work Six Months
Fax Date
[Rupees] [(Rs/month)]
1
2
3
4
5

Common seal and signature of the authorized person: ...................................................................................

Name: ...............................................................................................................................................................
Designation: ……………………………………………………………………………………………………………….
Date: …………………………………………………………………………………………………………………...

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 29

4.7 Form EXP – 1: General Experience

Each Bidder must fill in this form

General Experience
Starting Ending Contract Identification and Name
Role of
Month Month Years Name and Address of Purchaser
Bidder
Year Year Brief Description of the Works Executed by the Bidder

Note: Order/contract copies/recent performance/completion certificates are to be submitted as supporting

document.

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 30

4.8 Form EXP – 2: Specific Experience

Fill up one (1) form per contract.

Contract of Similar Size and Nature

Contract
Contract No. . . . . .of. . . . . .
Identification

Award Date Completion Date

Role in Contract ❑ Contractor ❑ Subcontractor

Total Contract Amount (Rupees)

Purchaser’s Name
Address
Telephone/Fax Number
E-mail

Description of the similarity in accordance with Criteria 2.4.2 /2.5 of Section 3

1. Brief Specification of Goods

supplied/Works Completed
2. Date of
commissioning/completion

Attached are copies of the following original documents.

❑ 1. Type Test Certificates & GTP
❑ 2. Recent performance certificates (Not older than three years on the date of Technical Bid opening)
❑ 3. Order/Contract copies
❑ 4. Completion Certificates

Common seal and signature of the authorized person:

Name:
Designation: ……………………………………………………………………………………………………………….
Date:……………………………………………………………………………………………………………............

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 31

5 Manufacturer's Authorization

(To be submitted in Manufacturer’s Letterhead)

[The Bidder shall submit MA, in pursuant to ECQ Clause 2.1.1 & 2.5 and in accordance with the
instructions indicated].

Date: [insert date (as day, month and year) of Bid Submission]
Bid No.: [insert number of bidding process]
To: [Insert: full name of Purchaser]

WE [insert: complete name of Manufacturer], who are established and reputable manufacturers of [insert:
name and/or description of the Goods manufactured] having production facilities at [insert: full address of
manufacturer’s factory] do hereby authorize [insert: complete name & address of Bidder] (hereinafter, the
“Bidder”) to submit a bid the purpose of which is to provide the following goods, manufactured by us, and to
subsequently negotiate and sign the Contract:
1. ---------------------------------------
2. ---------------------------------------
We hereby extend our full guarantee and warranty in accordance with Clause 5.10.1 of the Special Conditions
of Contract, for the above specified Goods supporting the Supply of specified Goods and fulfilling the Related
Services by the Bidder against this Bidding Documents, and duly authorize said Bidder to act on our behalf in
fulfilling these guarantee and warranty obligations.

We also hereby declare that; we will furnish the Performance Guarantee in accordance with SCC Clause in
bid.

Further, we also hereby declare that we and ……………, [insert: name of the Bidder] have entered into a
formal relationship in which, during the duration of the Contract (including related services and warranty /
defects liability) we, the Manufacturer or Producer, will make our technical and engineering staff fully available
to the technical and engineering staff of the successful Bidder to assist that Bidder, on a reasonable and best
effort basis, in the performance of all its obligations to the Purchaser under the Contract.

In the capacity of [insert: title of position or other appropriate designation] (and this should be signed by
a person having the power of attorney to legally bind the manufacturer).

Signed: [insert: signature(s) of authorized representative(s) of the manufacturer]

Name & Title: [insert: complete name(s) of authorized representative(s) of the manufacturer]
(Common Seal).…………..........…...…..........................................

Duly authorized to sign this Authorization on behalf of [insert: complete name of the manufacturer]
Dated on ____________ day of __________________, _______ [insert: date of signing]

Notes:
1. The letter of Undertaking should be on the letterhead of the Manufacturer and should be signed by a
person competent and having Power of Attorney to sign on behalf of the Manufacturer (to be
attached with this MA) to legally bind the Manufacturer. It shall be included by the bidder in its bid.
2. Above undertaking shall be registered or notarized so as to be legally enforceable.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 2 – Bidding Forms 32

2. Form of Bid Security

Bank Guarantee
(To be stamped in accordance with Stamp Act)
(The non-Judicial Stamp Paper should be in the name of issuing Bank)

Bank’s Name:
Address of Issuing Branch or Office:
Email id and phone no for correspondence:

Beneficiary: Managing Director, AEGCL

Name and Address of Purchaser
Bid Security No.:

We have been informed that . . . . . name of the Bidder. . . . . (Hereinafter called "the Bidder") intends to submit
to you its bid against Identification No of Bid . . . . . . . under Invitation for Bids No. . . . . . . . . . (“the IFB no”) for
the following work:
Furthermore, we understand that, according to your conditions, bids must be supported by a bid guarantee.
At the request of the Bidder, we . . . . . name of Bank. . . . . hereby irrevocably undertake to pay you any sum
or sums not exceeding in total an amount of . . . . . . . . . .amount in figures . . . . . . . . . (. . . . . . .amount in
words . . . . . . . )upon receipt by us of your first demand in writing accompanied by a written statement stating
that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in the Form of Bid; or
(b) does not accept the correction of errors in accordance with the Instructions to Bidders (hereinafter “the
ITB”); or
(c) having been notified of the acceptance of its Bid by the Purchaser during the period of bid validity, (i) fails or
refuses to execute the Contract Agreement, or (ii) fails or refuses to furnish the Performance Security, in
accordance with the ITB.
This guarantee will expire: (a) if the Bidder is the successful Bidder, upon our receipt of copies of the Contract
Agreement signed by the Bidder and the performance security issued to you upon the instruction of the Bidder;
and (b) if the Bidder is not the successful Bidder, upon the earlier of (i) our receipt of a copy your notification to
the Bidder of the name of the successful Bidder; or (ii) twenty-eight days after the expiration of the Bidder’s bid.
Consequently, any demand for payment under this guarantee must be received by us at the office on or before
that date.
BG expiry date:
BG clam date:

Bank’s seal and authorized signature(s)

NOTE
1. All italicized text is for use in preparing this form and shall be deleted from the final document. An amount is to be
inserted by the Guarantor, representing EMD value.
2. This guarantee shall be valid up to 30 days beyond the bid validity.
3. For BG amount equal to or more than 50,000.00, BG should be signed by two bank officers to be valid.
4. Address of the banker with email and phone number for correspondence with banker should be clearly mentioned. Any
correspondence related to the BG with the banker shall be made to the address mentioned in the BG.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 33

Section - 3
Employer’s Requirements
(This Section contains the Technical Requirements and supplementary information that describe the
Goods and Related Services)

3.1.0 Scope of Works

3.1.1. The scope of supply of plant and services in details are covered in Volume-2 (Technical Specification) of
this Bidding Document.
3.1.2. The Bill of Quantities (BOQ) is as per Schedules attached in the online e-tender document.
3.1.3. The quantities in the BOQ are provisional in nature and for bidding and for bid comparison purpose only.
Quantities may vary to the extent of (+) 20 % to (-) 20% in terms of Contract Price.
3.1.4. It is also responsibility of the Contractor to obtain any road permits and any other permits or
licenses to execute the works.
3.1.5. The items mentioned in these Annexures shall only be used while quoting the bid prices. If any item
which is not specifically mentioned in these Annexures but required to complete the works as per
Scope and Specification shall deem to be included in any of the items of these Annexures. No
modifications/additions/ deletions shall be made by the bidder to the items and quantities given in
these schedules.
3.2.0 Contractor to Inform Himself Fully
3.2.1. The contractor should ensure that he has examined the Specifications and Schedules as brought out in this
Section as well as other Sections of The Bidding document and has satisfied himself as to all the conditions
and circumstances affecting the contract price and fixed his price according to his own views on these
matters and acknowledge that no additional allowances except as otherwise provided therein will be levied.
3.2.2. The Employer shall not be responsible for any misunderstanding or incorrect information obtained by the
contractor other than information given to the contractor in writing by the Employer.
3.3.0 Service Conditions
3.3.1. The plant and materials supplied shall be suitable for operation under the following climatic and other
conditions:
a) Peak ambient day temperature in still air : 45C
b) Minimum night temperatures : 0C
c) Reference ambient day temperature : 45C
d) Relative Humidity a) Maximum : 100 %
e) Minimum : 10 %
f) Altitude : Below1000 M above MSL
g) Maximum wind pressure : As per IS: 802 latest codes.
h) Seismic Intensity : ZONE-V as per IS 1893.
3.4.0 Conformity with Indian Electricity Rules & Other Local Regulations
3.4.1. The Contractor shall note that all substation works shall comply with the latest provisions of Indian Electricity
Rules and with any other regulations. Local authorities concerned in the administration of the rules and
regulation relating to such works shall be consulted, if necessary, about the rules and regulations that may be
applicable.
3.4.2. The Contractor shall also comply with the Minimum Wages Act 1948 and the payment of Wages Act (both. of
the Government of India and State of Assam) and the rules made there under in respect of any employee or
workman employed or engaged by him or his Sub-Contractor.
3.4.3. All registration and statutory inspection fees, if any, in respect of his work pursuant to this Contract shall be to
the account of the Contractor.
3.5.0 Contractor’s Requirement
3.5.1. The Contractor should be in possession of a up to-date valid Trade/Labour License, ESIC registration, EPFO
certificate, Electrical Contractor Licence and Electrical Supervisory Licence issued by the Chief Electrical
Inspector, Govt. of Assam, as per the provision of Law. Attested copy of each of the aforementioned Licence
must be handed over to the Owner for his record prior to handing/taking over of sites.
3.5.2. All the works shall also be inspected by the Chief Electrical Inspector, Govt. of Assam or his authorize
representatives. It is the responsibility of the Contractor to obtain pre-requisite commissioning clearance of

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 34

any equipment from the said Inspectorate. The Contractor will pay necessary fees to the Inspectorate, which
may levy.
3.6.0 Standards
3.6.1. The equipment covered under this bidding document shall, unless otherwise stated be designed, constructed
and tested in accordance with the latest revisions of relevant Indian Standards and shall conform to the
regulations of local statutory authorities.
3.6.2. In case of any conflict between the standards and this specification, this specification shall govern.
3.6.3. Equipment conforming to other international or authoritative Standards which ensure equivalent or better
performance than that specified under Clause 3.6.0 above shall also be accepted. In that case relevant
extracts of the same shall be forwarded with the bid.
3.7.0 Engineering Data
3.7.1. The furnishing of engineering data by the Contractor shall be in. accordance with the Bidding Document. The
review of these data by the Employer will cover only general conformance of the data to the specifications
and not a thorough review of all dimensions, quantities and details of the materials, or items indicated or the
accuracy of the information submitted. This review by the Employer shall not be considered by the Contractor,
as limiting any of his responsibilities and liabilities for mistakes and deviations from the requirements,
specified under these specifications.
3.7.2. All engineering data submitted by the Contractor after review by the Employer shall or part of the contract
document.
3.8.0 Drawings and Documents for Approval
3.8.1. All necessary drawings and documents required for completion of the project is to be submitted by the
contractor for approval. The drawings provided with bid (if any) are for indicative purpose only and fresh
drawings are to be prepared by the contractor as per actual site condition after survey. The drawings and
documents are to be approved by AEGCL before procurement or commencement of work.
3.8.2. All drawings submitted by the Contractor including those submitted at the time of Bid shall be with sufficient
detail to indicate the type, size, arrangement, dimensions, material description, Bill of Materials, weight of
each component break-up for packing and shipment, fixing arrangement required, the dimensions required for
installation and any other information specifically requested in these specifications.
3.8.3. Each drawing submitted by the Contractor shall be clearly marked with the name of the Employer, the
specification title, the specification number and the name of the Project. All titles, noting, markings and
writings on the drawing shall be in English. All the dimensions should be to the scale and in S.I. units.
3.8.4. The drawings submitted for approval to the Employer shall be in quadruplicate. One print of such drawings
shall be returned to the Contractor by the Employer marked "approved/approved with corrections". The
contractor shall there upon furnish the Employer additional prints as may be required along with one
reproducible in original of the drawings after incorporating all corrections.
3.8.5. The Contractor shall perform the work strictly in accordance with these drawings and no deviation shall be
permitted without the written approval of the Employer, if so required.
3.8.6. All manufacturing, fabrication and erection work under the scope of Contractor prior to the approval of the
drawings shall be at the Contractor's risk. The contractor may make any changes in the design which are
necessary to conform to the provisions and intent of the contractor and such changes will again be subject
to approval by the Employer.
3.8.7. The approval of the documents and drawings by the Employer shall mean that the Employer is satisfied that:
a) The Contractor has completed the part of the Works covered by the subject document (i.e., confirmation of
progress of work)
b) The Works appear to comply with requirements of Specifications.
In no case the approval by the Employer of any document does imply compliance with neither all technical
requirements nor the absence of errors in such documents. If errors are discovered any time during the
validity of the contract, then the Contractor shall be responsible of their consequences.
3.8.8. All drawings shall be prepared using AutoCAD software version 2000 or later only. Drawings, which are not
compatible to AutoCAD software version 2000 or later, shall not be acceptable. After final approval all the
drawings shall be submitted to the Employer in readable CD’s.
3.8.9. The following is the general list of the documents and drawings that are to be approved by the Employer:
a) Work Schedule (Master Network) Plan with linkages prepared on latest version of Microsoft Projects.
b) General Layout of Switchyard: Plan and Sections.
c) Detail design calculations and drawings for Control Room including elevation, sections etc.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 35

d) Earthing layout and details.

e) Cable Trench Layout and details.
f) Foundation layouts and details of main and auxiliary structures
g) Detail design calculations and drawings for structures, equipment supports and foundations
including transformer pad.
h) Cable Schedule, as applicable
i) For equipment and items in the scope of supply:
(i) General arrangement drawing with full dimensions.
(ii) Electrical schematic diagram, where applicable.
(iii) Wiring diagram, where applicable.
3.8.10. All Designs/Drawings/Calculations/Data submitted by the contractor, from time to time shall become the
property of the Employer and Employer has the right to use or replicate such designs for future contracts /
works without the permission of the Contractor. The Employer has all rights to use/ offer above
designs/drawings/data sheets to any other authority without prior Permission of the Contractor.
3.9.0 Final Drawings and Documents
3.9.1. The successful Contractor shall require to provide following drawings and documents for each bay
constructed in printed form:
(a) All approved drawings (AS BUILD) of equipment and works related to a particular bay in three (3) copies.
(b) Instruction manuals of all equipment related to a particular bay in three (3) copies.
These instruction manuals shall generally consist of-
(i) Operation Manuals,
(ii) Maintenance Manuals and
(iii) Spare Parts Bulletins.
(c) Copies of routine test reports (in triplicate) of relevant equipment.
(d) Final Guaranteed and Other technical particulars of relevant equipment.
3.9.2. In addition to the above the Contractor shall provide five (5) sets of all the drawings and documents to
Employer in printed form for his reference and record.
3.10.0 Application System Software
3.10.1. Contractor shall provide copies of licensed copies of application software / configuration & system software in
the form of CD (in duplicate) for all IEDs, meters, SAS etc.
3.11.0 Quality Assurance, Inspection & Testing
3.11.1. To ensure that the supply and services under the scope of this Contract whether manufactured or performed
within the Contractor's works or at his Sub Contractor's premises or at site or at any other place of work are
in, accordance with the specifications, the Contractor shall adopt suitable quality assurance programme to
control such activities at all points necessary. Such programme shall be outlined by the Contractor and shall
be finally accepted by the Employer after discussions before the award of Contract. A quality assurance
programme of the Contractor shall generally cover but not limited to the following:
a) His organization structure for the management and implementation of the proposed quality
assurance programme
b) Documentation control System.
c) Qualification data for Contractor’s key personnel.
d) The procedure for purchases of materials, parts components and selection of sub-Contractors
services including vendor analysis, source inspection, incoming raw material inspection, verification
of material purchases etc.
e) System for shop manufacturing including process controls and fabrication and assembly controls.
f) Control of non-conforming items and system for corrective action.
g) Control of calibration and testing of measuring and testing equipment.
h) Inspection and test procedure for manufacture.
i) System for indication and appraisal of inspection status.
j) System for quality audits.
k) System for authorizing release of manufactured product to the Employer.
l) System for maintenance of records.
m) System for handling storage and delivery and
n) A quality plan detailing out the specific quality control procedure adopted for controlling the quality
characteristics relevant to each item of supply.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 36

The Quality plan shall be mutually discussed and approved by the Employer after incorporating necessary
corrections by the Contractor as may be required.
3.11.2. Quality Assurance Documents
The Contractor shall be required to submit all the Quality Assurance Documents as stipulated in the Quality
Plan at the time of Employers inspection of equipment/material.
The Employer or his duly authorized representatives reserves the right to carry out Quality Audit and quality
surveillance of the systems and procedures of the Contractors/his vendors Quality Management and Control
Activities.
3.12.0 Employer’s Supervision
3.12.1. To eliminate delays and avoid disputes and litigation it is agreed between the parties to the Contract that all
matters and questions shall be resolved in accordance with the provisions of this document.
3.12.2. The manufacturing of the product shall be carried out in accordance with the specifications. The scope of the
duties of the Employer, pursuant to the contract, will include but not be limited to the following.
a. Interpretation of all the terms and conditions of these Documents and Specifications.
b. Review and interpretation of all the Contractors drawings, engineering data etc.
c. Witness or authorize his representative to witness tests at the manufacturer’s works or at site, or at any
place where work is performed under the contract.
d. Inspect, accept or reject any equipment, material and work under the Contract, in accordance with the
Specifications.
e. Issue certificate of acceptance and/or progressive payment and final payment certificate.
f. Review and suggest modification and improvement in completion schedules from time to time, and
g. Supervise the Quality Assurance Programme implementation at all stages of the works.
3.12.3. Inspection and Inspection Certificate
3.12.4. The Employer, his duly authorized representative and/or outside inspection agency acting on behalf of the
Employer shall have, at all reasonable times, access to the premises and works of the Contractor and their
sub-contractor(s)/sub-vendors and shall have the right, at the reasonable times, to inspect and examine the
materials and workmanship of the product during its manufacture.
3.12.5. All routine and acceptance tests whether at the premises or works of, the Contractor or of any Sub
Contractor, the Contractor except where otherwise specified shall carry out such tests free of charge. Items
such as labour, materials, electricity, fuel, water, stores apparatus and instruments as may be reasonably
demanded by the Employer/inspector or his authorized representative to carry out effectively such tests in
accordance with the Contract shall be provided by the Contractor free of charge.
3.12.6. If desired by the Employer, the Contractor shall also carry out type tests as per applicable Standards for
which Employer shall bear the expenses except in cases where such tests have to be carried out in
pursuance to Clause 3.13.3. The Contractor is required to quote unit rates of type test charges in a separate
Schedule (if such schedule is provided in the Bidding Document) in pursuance to this Clause. However, these
type test charges shall not be taken into account in comparing Price Bid.
3.12.7. The inspection by Employer and issue of Inspection Certificate thereon shall in no way limit the liabilities and
responsibilities of the Contractor in respect of the agreed Quality Assurance Programme forming a part of the
Contract.
3.12.8. Tests
The type, acceptance and routine tests and tests during manufacture to be carried-out on the material and
equipment shall mean as follows:
i) Type Tests shall mean those tests, which are to be carried out to prove the process of manufacture
and general conformity of the material to this Specification. These tests shall be carried out on
samples prior to commencement of commercial production against the order. The Bidder shall
indicate his schedule for carrying out these tests.
ii) Acceptance Tests shall mean those tests, which are to be carried out on samples taken from each
lot offered for pre-dispatch inspection, for the purposes of acceptance of that lot.
iii) Routine Tests shall mean those tests, which are to be carried out on the material to check
requirements, which are likely to vary during production.
iv) Tests during Manufacture shall mean those tests, which are to be carried out during the process of
manufacture and end inspection by the Contractor to ensure the desired quality of the end product to
be supplied by him.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 37

v) The norms and procedure of sampling for these tests will be as per the Quality Assurance
Programme to be mutually agreed to by the Contractor and the Employer.
3.12.9. The standards and norms to which these tests will be carried out are specified in subsequent Sections of this
Specification. Where a particular test is a specific requirement of this Specification, the norms and procedure
of the test shall be as specified or as mutually agreed to between the Contractor and the Employer in the
Quality Assurance Programme.
3.12.10. For all type and acceptance tests, the acceptance values shall be the values specified in this Specification
or guaranteed by the Bidder or applicable Standards, as applicable.
3.13.0 Type Test Reports
3.13.1. Materials, which have never been tested for critical performance, shall not be accepted. In such
cases, a promise or agreement by a bidder to have the equipment tested after award of a contract is
not acceptable.
3.13.2. All Bids must be accompanied by the Type Test Certificates of materials offered (refer Clause 3.13.5
below). Such type test certificates shall be acceptable only if: -
(a) Tests are conducted in an independent testing laboratory having NABL accreditation, or
(b) Tests are conducted in manufacturer’s own laboratory.
In this case (i) the laboratory must have NABL accreditation; and
(ii) tests have been witnessed by technically qualified representatives of earlier clients
or purchaser.
3.13.3. Test reports to be acceptable must be related directly to the equipment offered i.e., it is fully identical
in design, rating and construction with the equipment for which the type test certificates have been
submitted. Test reports for higher class (by capacity/voltage etc.) of equipment are acceptable with
commitment to perform the type tests free of any charge on the particular equipment after the award
of contract.
3.13.4. The Validity of type test report shall be as per CEA’s Guideline.

3.13.5. Full Type Test Reports of at least the following equipment must be submitted along with the Bid: -
1. Current & Potential Transformers 2. Circuit Breakers 3. Numeric protective Relays 4. BCU and
SAS equipment 5. Control and Relay Panels 6. Isolators 7. Lightening arrestors 8. Capacitive
Voltage Transformers. 9. Bushings
3.13.6. This clause has reference to bid document Clause 1.1, Appedix-2 of ITB, Section-1, ‘Evaluation and
Qualification Criteria’.
3.14.0 Guaranteed Technical Particulars
3.14.1. The Guaranteed Technical Particulars of the various items shall be furnished by the Bidders with the
Technical Bid in the prescribed Schedules attached in Volume-2 of the bidding document. The Bidder shall
also furnish any other information's as in their opinion is needed to give full description and details to judge
the item(s) offered by them.
3.14.2. The data furnished in Guaranteed Technical Particulars should be the minimum or maximum value (as per
the requirement of the specification) required. A Bidder may guarantee a value more stringent than the
specification requirement. However, for testing purpose or from performance point of view, the material shall
be considered performed successfully if it achieves the minimum/maximum value required as per the
technical specification. No preference what so ever shall be given to the bidder offering better/more stringent
values than those required as per specification except where stated otherwise.
3.15.0 Construction Tools, Equipment Etc.
3.15.1. The Contractor shall provide all the construction equipment, tools, tackle and scaffoldings required for
construction, erection, testing and commissioning of the works covered under the Contract. He shall submit a
list of all such materials to the Employer before the commencement of work at site. These tools and tackle
shall not be removed from the site without the written permission of the Employer.
3.16.0 Materials Handling and Storage
3.16.1. All the supplies under the Contract as well as Employer supplied items (if any) arriving at site shall be
promptly received, unloaded and transported and stored in the stores by the Contractor.
3.16.2. Contractor shall be responsible for examining all the shipment and notify the Employer immediately of any
damage, shortage, discrepancy etc. for the purpose of Employer's information only. The Contractor shall
submit to the Employer every week a report detailing all the receipts during the week. However, the
Contractor shall be solely responsible for any shortages or damages in transit, handling and/or in storage

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 38

and erection at site. Any demurrage, and other such charges claimed by the transporters, railways etc., shall
be to the account of the Contractor.
3.16.3. The Contractor shall maintain an accurate and exhaustive record-detailing out the list of all items received by
him for the purpose of erection and keep such record open for the inspection of the Employer.
3.16.4. All items shall be handled very carefully to prevent any damage or loss. The materials stored shall be
properly protected to prevent damage. The materials from the store shall be moved to the actual location at
the appropriate time so as to avoid damage of such materials at Site.
3.16.5. All the materials stored in the open or dusty location must be covered with suitable weather-proof and
flameproof covering material wherever applicable.
3.16.6. The Contractor shall be responsible for making suitable indoor storage facilities, to store all items/materials,
which require indoor storage.
3.16.7. The Contractor shall have total responsibility for all equipment and materials in his custody, stored, loose,
semi-assembled and/or erected by him at site. The contractor shall make suitable security arrangements
including employment of security personnel to ensure the protection of all materials, equipment and works
from theft, fire, pilferage and any other damages and loss.
3.17.0 Contractor’s Materials brought on to Site
3.17.1. The Contractor shall bring to Site all equipment, components, parts, materials, including construction
equipment, tools and tackles for the purpose of the work under intimation to the Engineer. All such goods
shall, from the time of their being brought vest in the Employer, but may be used for the purpose of the
Works only and shall not on any account be removed or taken away by the Contractor without the written
permission of the Engineer. The Contractor shall nevertheless be solely liable and responsible for any loss
or destruction thereof and damage thereto.
3.17.2. The Employers shall have a lien on such goods for any sum or sums, which may at any time, be due or
owing to him by the Contractor, under in respect of or by reasons of the Contract. After giving a fifteen
(15) days’ notice in writing of his intention to do so, the Employer shall be at liberty to sell and dispose of
any such goods, in such manner, as he shall think fit including public auction or private treaty.
3.17.3. After the completion of the Works, the Contractor shall remove from the Site under the direction of the
Employer’s site representative, the materials such as construction equipment, erection tools and tackles,
scaffolding etc. with the written permission of the Employer’s site representative. If the Contractor fails to
remove such materials within fifteen (15) days of issue of a notice by the Employer’s site representative,
the Employer’s site representative shall have the liberty to dispose of such materials as detailed under
clause 3.17.2 above and credit the proceeds thereto to the account of the Contractor.
3.18.0 Commissioning Spares
3.18.1. It will be the responsibility of the Contractor to provide all commissioning spares required for initial operation
till the Employer declares the equipment as ready for commissioning. All commissioning spares shall be
deemed to be included in the scope of the Contract at no extra cost to the Employer.
3.18.2. These spares shall be received and stored by the Contractor at least 1month prior to the schedule date of
commencement of commissioning of the respective equipment and utilized as and when required. The
unutilized spares and replaced parts, if any, at the end of successful completion of performance and
guarantee test shall be the property of the Contractor and he will be allowed to take these parts back at his
own cost with the permission of Employer’s Representative.
3.19.0 Specification
3.19.1. The technical specifications for plant and services are covered in a separate volume (Volume-2, Technical
Specification) of this Bidding Document.
3.19.2. The following Sections are included in the Technical Specification:
(i) Scope and General Technical Conditions
(ii) Technical Specification for Construction Works in Substations (Not Included)
(iii) Specification for Design and Fabrication of Substation Steel Structures (Not Included)
(iv) Technical Specification of Power Transformers (Not Included)
(v) Technical Specification of 132 and 33 kV Outdoor SF6 Circuit Breakers
(vi) Technical Specification of Outdoor Current and Potential Transformers
(vii) Technical Specification of Control and Relay Panels (with Automation)
(viii) Technical Specification for Substation Automation System
(ix) Technical Specification of Control and Relay Panels (without Automation)(Not Included)
(x) Technical Specification of Isolators

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 3 – Purchaser’s Requirements 39

(xi) Technical Specification for Surge Arresters

(xii) Technical Specification of Power and Control Cable.(Not included)
(xiii) Technical Specification of Power Line Carrier Communication Equipment (Not Included)
(xiv) Technical Specification of Remote Terminal Unit (RTU) (Not Included)
(xv) Drawings
(xvi) Schedules: Guaranteed Technical Particulars

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 4–General Conditions of Supply and Erection of AEGCL 40

Section - 4

General Conditions of Supply and Erection of AEGCL

This Section ‘General Conditions of Supply and Erection of AEGCL’ is supplied separately and
supplementary to Section -5 ‘Special Conditions of Contract’ of this document.

Whenever there is a conflict, the provisions in SCC or the other Sections of this document shall
prevail over those in the ‘General Conditions of Supply and Erection of AEGCL’.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 41

Section - 5
Special Conditions of Contract
This Section ‘SCC’ is supplementary to Section -4 ‘General Conditions of Supply and Erection
of AEGCL’.
Whenever there is a conflict, the provisions in this Section shall prevail over those in the
‘General Conditions of Supply and Erection of AEGCL’.
Table of Clauses

5.1.0 DEFINITION OF TERMS ............................................................................................................................... 41

5.2.0 CONTRACT DOCUMENTS ........................................................................................................................... 41
5.3.0 LEGAL JURISDITCTION ............................................................................................................................... 41
5.4.0 LANGUAGE ................................................................................................................................................... 41
5.5.0 SCOPE OF WORKS ...................................................................................................................................... 41
5.6.0 COMPLETION SCHEDULE ........................................................................................................................... 41
5.7.0 CONTRACT PRICE ....................................................................................................................................... 42
5.8.0 TERMS OF PAYMENT .................................................................................................................................. 42
5.9.0 PERFORMANCE SECURITY DEPOSIT ....................................................................................................... 43
5.12.0 WARRANTY……………………………………………………………………………………………………………43
5.11.0 COPYRIGHT……………………………………………………………………………………………………………44
5.12.0 QUANTITY VARIATION................................................................................................................................. 44
5.13.0 INSPECTION AND TESTING ........................................................................................................................ 44
5.14.0 INSURANCE .................................................................................................................................................. 44
5.15.0 FORCE MAJEURE ........................................................................................................................................ 45
5.16.0 EXTENSION OF TIME FOR COMPLETION ................................................................................................. 45
5.17.0 LIQUIDATED DAMAGE ................................................................................................................................. 46
5.18.0 CONTRACTUAL FAILURE ............................................................................................................................ 46
5.19.0 ARBITRATION ............................................................................................................................................... 46

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 42

Section - 5
Special Conditions of Contract
5.1.0 DEFINITION OF TERMS
“Contract” means the Contract Agreement entered into between the Purchaser and the Supplier, together
with the Contract Documents referred to therein; they shall constitute the Contract, and the term “the
Contract” shall in all such documents be construed accordingly.
“Contract Documents” means the documents listed in Article 1.1 (Contract Document) of the Contract
Agreement (including any amendments thereto).
“Contract Price” means the price payable to the Supplier as specified in the Agreement, subject to such
additions and adjustments thereto or deductions there from, as may be made pursuant to the Contract.
“Day” means calendar day
“Year” means 365 days.
“Month” means calendar month.
“Party” means the “Purchaser” or the “Supplier”, as the context requires.
“Purchaser” means the Assam Electricity Grid Corporation Limited (in short AEGCL) and its assignees.
The “Supplier” shall mean the bidder whose tender/ bid has been accepted by the “Purchaser” and shall
include the bidder’s legal representatives, successors and assignees.
“Goods” means all of the commodities, raw material, machinery and equipment, and/or other materials that
the Supplier is required to supply to the Purchaser under the Contract.
“Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the terms
and conditions set forth in the Contract.
“Completion” means the fulfilment of the Related Services by the Supplier in accordance with the terms and
conditions set forth in the Contract.
“Related Services” means the services incidental to the supply of the goods, such as insurance, installation,
training and initial maintenance and other similar obligations of the Supplier under the Contract.
The “Specification” shall mean the “Purchaser’s Requirements”.
“Supplier” means the natural person, a company/firm, or a combination of these, whose bid to perform the
Contract has been accepted by the Purchaser and is named as such in the Agreement, and includes the
legal successors or permitted assigns of the Supplier.
5.2.0 CONTRACT DOCUMENTS
5.2.1 Subject to Article 1.2 (Order of Precedence) of the Contract Agreement, all documents forming part of the
Contract (and all parts thereof) are intended to be correlative, complementary and mutually explanatory.
The Contract shall be read as a whole.
5.3.0 LEGAL JURISDITCTION
5.3.1 For any litigation arising out of the contract which cannot be resolve through mutual agreement or through
Arbitration the honorable Guwahati High Court will have sole jurisdiction of all settlement.
5.4.0 LANGUAGE
5.4.1 The ruling language of the Contract shall be English.
5.5.0 SCOPE OF WORKS
5.5.1 The Goods and Related Services to be supplied shall be as specified in Price Schedules, BOQ.
5.5.2 Unless otherwise stipulated in expressly limited in the Purchaser’s Requirements, the Scope of Works
shall include all such items not specifically mentioned in the Contract but that can be reasonably inferred
from the Contract as being required for attaining Delivery and Completion of the Goods and Related
Services as if such items were expressly mentioned in the Contract.
5.6.0 COMPLETION SCHEDULE
5.6.1 For the purpose of determining the completion time of the Contract, either the date of signing of the
contract document or 15 days from the date of issue of the LoA/NoA (Whichever is earlier) shall be
taken as Commencement Date of the contract.
5.6.2 The Delivery of the Goods and Completion of the Related Services shall be in accordance with the Delivery
and Completion Schedule specified in the Article 3 of the Contract Agreement (Contract Forms) or
within such extended time to which the Supplier shall be entitled under SCC Clause 5.16.0 hereof.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 43

5.7.0 CONTRACT PRICE

5.7.1 The Contract Price shall be as specified in Article 2 (Contract Price) of the Contract Agreement.
5.7.2 Unless an escalation clause is provided for in the Article 2 (Contract Price), the Contract Price shall be a
firm shall not subject to any alteration, except in the event of a Change in the Works or as otherwise
provided in the Contract.
5.8.0 TERMS OF PAYMENT
5.8.1 The Contract Price shall be paid as specified in subsequent sub-clauses, if not provided in Contract Forms,
Section-6.
5.8.2 Payment shall be made as follows: -
For payment against Supply and F&I:
A. Progressive Payments for supply items within the country:
1. Within 60 (sixty) days from the date of submission of the supply invoice, not more than 80% (eighty
percent) payment of the total supply invoice would be made along with 100% GST on receipt and
acceptance of materials in full and good condition.
2. In total 5 (five) Nos. of progressive supply invoices/ bills would be entertained.
3. For payment up to 80% (eighty percent) of the total supply amount, maximum 4 (four) Nos. of
progressive invoices/ bills would be entertained.
4. Balance 20% of the supply value would be entertained on completion of total supply in full and
good condition.
5.8.3 Documents to be submitted with the invoice (for separate supply and erection work)–
(a) Unconditional acceptance of the Letter of Award and signed Contract Agreement, by the contractor
for supply
(b) Detailed Supply Plan /Project Execution Plan/ PERT chart approved by AEGCL
(c) Documentary evidence of dispatch (R/R or receipt of L/R)-(for Supply only)
(d) Contractor’s detailed invoice & packing list identifying contents of each shipment/supply-(for
Supply only)
(e) Copy of certificate in respect of payments of State/ Central taxes, duties, levies, etc. have been
made against supply of equipment/ materials through contractors/ sub-vendors under the contract,
if applicable
(f) Certified copy of Insurance Policy/ Insurance Certificate
(g) Manufacturer’s/ Contractor’s Guarantee Certificate of Quality
(h) Material Dispatch Clearance Certificate (MDCC)/ Dispatch Instructions (DI) for dispatch of
materials from the manufacturer’s works. MDCC/DI shall be issued by authorized Officer of the
AEGCL - (for Supply only)
(i) Manufacturer’s/ Supplier’s copy of challan- (for Supply only)
(j) Copy of testing/ inspection of equipment/ material clearance certificate issued by AEGCL- (for
Supply only)
(k) Copy of Goods Receipt Sheet (GRS)/ Materials Received Voucher (MRV)/ Materials Handing Over
Voucher (MHOV). - (for Supply only)
(l) Joint Measurement Sheet. - (for erection only)
(m) Labour Licence, Insurance, etc. - (for erection only.)
(n) Payments would be made subject to fulfillment of the following conditions –
i. Advance copy of invoices in duplicate with documents/ information as stated under clause (a) to
(m), whichever is applicable, are to be furnished sufficiently in advance.
ii. Any demurrage charges on account of late intimation and/or delivery of documents by the Bank is
to be borne by the supplier.
iii. The supplier should intimate the dispatch of each and every consignment to the Purchaser and the
Consignee.
iv. All Bank charges are to be borne by the supplier.
v. Payment through Bank for supply of equipment/ materials, dispatched by Rail would be allowed if
required, however the equipment/ materials have to reach at destination/ project site in full and
good condition and additional expenditure in any form for this is to be borne by the supplier. A prior
approval from appropriate authority of the AEGCL is to be taken in this respect.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 44

vi. Payment through Bank for supply of equipment/ materials, dispatched by road transport would be
allowed if required, provided that, the transport agency is approved by the Banking Association and
prior approval thereof is given by the AEGCL’s appropriate Authority.

Checklist, at the Time of Bill Checking/Passing (For Supply and Erection Bills)
(As per Office Circular no. AEGCL/MD/Tech-856/DGM(PP&D)/Corr / Part File/6 Dtd: 26. 07.2022)
a) Administrative Approval of the Work (wherever applicable)
b) Financial Clearance for the work (wherever applicable)
c) TPC/ZPC resolution/Board Approval (where necessary)
d) Copy of Work order/ LoA / signed Contract Agreement
e) Copy of Performance Bank Guarantee (if PBG has to be submitted as per agreement)
f) Measurement Books* & Joint Measurement Sheet (in case of erection work and civil work)
g) Copy of Challans in original (Duly verified and signed by both parties)
h) Invoices in details (Three Copies under GST)
i) Good Receipts Sheets (In case of Capital and O&M goods)
j) Materials Received Vouchers (MRV) & Materials Handing over Vouchers (MHOV) (in case of
supply invoices, wherever necessary, with specific date in case of Turnkey projects/contracts)
k) Statement of bill of Contractor/ Suppliers for payment
l) Work-in-progress certificate in case of running bill
m) Completion Certificate in case of Final Bill
n) Handing over and taking over certificate and successful testing/operational acceptance certificate
from the project authority for final bill
o) Journal Entries (whether it has been made or not) (in AEGCL’s scope)
p) Lorry Receipt (in case of F&I bill)/ E-way bill
q) Certificate of insurance as per contract (Where necessary)
r) Original copy of Challans for reimbursement of any taxes/Duties
s) Verified copies of photographs, duly signed by contractor and concerned AGM and countersigned
by DGM
t) Dispatch Clearance/Instruction to be attached along with supply invoices.
u) Physical Verification of site by concerned site officers is to be endorsed by AGM and
countersigned by DGM
5.8.4 ADVANCE PAYMENT
No advance payment is applicable for this contract.
5.9.0 PERFORMANCE SECURITY DEPOSIT
5.9.1 The Supplier shall have to deposit to the extent of 10% (ten percent) of the total value of the order (or to the
extent of 20% of the total value of order, in case of acceptance of Abnormally Low Bid as per Office Order
MD/AEGCL/Board Agenda/2019/32 dated 18.04.2021) as performance security (Bank Guarantee), within
fifteen (15) days of receipt of LoA/issue of NoA, duly pledged in favor of the Purchaser and such security
deposits shall be valid up to 30 days beyond the warranty period.
5.9.2 If required, the supplier on his own has to renew the BG at least 1(one) month before the date of expiry of
the BG; failing which the BG shall be revoked by AEGCL within the claim period without any prior intimation
to the contractor
5.9.3 If the Supplier fails or neglects to observe, perform any of his obligations under the contract, it will be lawful
for the “Purchaser” to forfeit either in full or in part at his absolute discretion, the security deposit furnished
by the supplier.
5.9.4 No interest shall be payable on such deposits.
5.10.0 WARRANTY
5.10.1 The Supplier/Manufacturer warrants that all the Goods are new, unused, and of the most recent or current
models, and that they incorporate all recent improvements in design and materials, unless provided
otherwise in the Contract
5.10.2 The Supplier/Manufacturer further warrants that the Goods shall be free from defects arising from any act or
omission of the Supplier or arising from design, materials, and workmanship, under normal use in the
conditions prevailing in the country of final destination
5.10.3 The warranty shall remain valid for a period of sixty (60) months from the date of supply (the Goods
having been delivered to and accepted at the final destination as indicated in the Purchaser’s Requirement).

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 45

5.10.4 If during the Period Warranty any defect should be found, the Purchaser shall give Notice to the
Supplier/Manufacture stating the nature of any such defects together with all available evidence thereof,
promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the
Supplier/Manufacturer to inspect such defects.
5.10.5 If having been notified, the Supplier/Manufacturer fails to remedy the defect within a period of 15 (fifteen)
days, the Purchaser may, following notice to the Supplier/Manufacturer, proceed to do such work, and the
reasonable costs incurred by the Purchaser in connection therewith shall be paid to the Purchaser by the
Supplier or may be deducted by the Purchaser from any monies due the Supplier or claimed under the
Performance Security.
5.11.0 COPY RIGHT ETC
5.11.1 The Supplier shall indemnify the purchaser against all claims actions, suits and proceedings for the
infringement or alleged infringement of any patent, design or copyright protected either in the country of
origin or in India by the use of any equipment supplied by the Supplier but such indemnity shall not cost any
use of the equipment other than for the purposes indicated by or reasonably to be inferred from the
specification.
5.12.0 QUANTITY VARIATION
5.12.1 “Purchaser” shall have the right to increase the ordered quantity by 20% within 50 days of the period of
completion and the same shall be carried out at the same rates /prices and terms and conditions stipulated
in the order except in regard to completion schedule, which shall be mutually agreed upon in case of
enhancement of the ordered quantity.
5.13.0 INSPECTION AND TESTING
5.13.1 The Supplier shall at its own expense and at no cost to the Purchaser carry out all such tests and/or
inspections of the Goods and Related Services as are specified in Sections 3, Purchaser’s Requirements.
5.13.2 The inspections and tests may generally be conducted on the premises of the Supplier/Manufacture, at
point of delivery. Subject to Sub-Clause 5.13.3, The Supplier shall furnish all reasonable facilities and
assistance, including access to drawings and production data to the inspectors at no charge to the
Purchaser.
5.13.3 The Purchaser or its designated representative shall be entitled to attend the tests and/or inspections
referred to in SCC Sub-Clause 5.13.2, provided that the Purchaser bear all of its own costs and expenses
incurred in connection with such attendance including, but not limited to, all travelling and board and lodging
expenses.
5.13.4 Whenever the Supplier is ready to carry out any such test and/or inspection, the Supplier shall give a
reasonable advance notice (not less than 30 days) of such test and/or inspection and of the place and time
thereof to the Purchaser. The Supplier shall obtain from any relevant third party or manufacturer any
necessary permission or consent to enable the Purchaser or its designated representative to attend the test
and/or inspection.
5.13.5 The Supplier/manufacture shall provide the Purchaser with a certified report of the results of any such test
and/or inspection.
5.13.6 The Purchaser may reject any Goods or any part thereof that fail to pass any test and/or inspection or do
not conform to the specifications. The Supplier shall either rectify or replace such rejected Goods or parts
thereof or make alterations necessary to meet the specifications at no cost to the Purchaser, and shall
repeat the test and/or inspection, at no cost to the Purchaser, upon giving a notice pursuant to SCC Sub-
Clause 5.13.4
5.13.7 If it is agreed between the Purchaser and the Supplier that the Purchaser shall not attend the test and/or
inspection, then the Supplier may proceed with the test and/or inspection, and should provide the Purchaser
with a certified report of the results thereof.
5.13.8 The Supplier agrees that neither the execution of a test and/or inspection of the Goods or any part thereof,
nor the attendance by the Purchaser or its representative, nor the issue of any report pursuant to SCC Sub-
Clause 5.13.5 & 5.13.7, shall release the Supplier from any warranties or other obligations under the
Contract.
5.14.0 INSURANCE
5.14.1 The “Supplier” shall, have, unless, otherwise specified by the Purchaser, insure the materials through their
underwrites at their cost and shall keep it insured against any loss/ damaged/ pilferage in transit,
destruction or damage by fire/ flood, without exposure to vagaries of weather or through riot, civil

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 46

commotion, war or rebellion, for the full value of the materials until the materials are received at the
purchaser’s destination store.
5.14.2 The “Supplier” shall be responsible for safe arrival at destination, unloading and receipt of the materials by
the consignee. The Purchaser will discharge consignee’s responsibilities only and shall not be responsible
for any damage/ loss/ pilferage/ non-delivery by the carriers.
5.14.3 In case of any loss/ damage/ pilferage/ non-delivery/ short delivery by carriers etc.; the Supplier shall
replace free of cost missing / damaged / lost materials within 30(thirty) days from the receipt of report
thereof from the consignee(s) without waiting for settlement of their claims with their carriers / under-writers.
Normally, such reports from the consignee(s) to the supplier shall be initiated within a period of 30(thirty)
days from the date of receipt of each consignment by him /them.
5.14.4 If it is considered necessary that the damage equipment either in part or in full to be sent back to the
manufacturer’s works for repair, the manufacturers/ suppliers will furnish the Bank Guarantee for the full
value of equipment needing repairs and such Bank Guarantee shall remain valid till such time, the
equipment are repaired and returned to the consignee in good condition. The to and fro freight, handling
and insurance charges in such cases will be borne by the Supplier.
5.14.5 Unless, otherwise mutually agreed upon, in case of failure by the Supplier to replenish /make good of the
loss /damage /short supplied quantities, within the stipulated period, the Purchaser reserves the right to
forfeit the security deposit and/ or adjust any outstanding payment to the “Supplier” with the Purchaser or
take any other appropriate action.
5.15.0 FORCE MAJEURE
5.15.1 “Force Majeure” shall mean any event beyond the reasonable control of the Purchaser or of the Supplier, as
the case may be, and which is unavoidable notwithstanding the reasonable care of the party affected, and
shall include, without limitation, the following:
(a) war, hostilities or warlike operations whether a state of war be declared or not, invasion, act of foreign
enemy and civil war
(b) rebellion, revolution, insurrection, mutiny, usurpation of civil or military government, conspiracy, riot, civil
commotion and terrorist acts
(c) confiscation, nationalization, mobilization, commandeering or requisition by or under the order of any
government or de jure or de facto authority or ruler or any other act or failure to act of any local state or
national government authority
(d) strike, sabotage, lockout, embargo, import restriction, port congestion, lack of usual means of public
transportation and communication, industrial dispute, shipwreck, shortage or restriction of power supply,
epidemics, quarantine and plague
(e) earthquake, landslide, volcanic activity, fire, flood or inundation, tidal wave, typhoon or cyclone,
hurricane, storm, lightning, or other inclement weather condition, nuclear and pressure waves or other
natural or physical disaster
(f) shortage of labor, materials or utilities were caused by circumstances that are themselves Force
Majeure.
5.15.2 If either party is prevented, hindered or delayed from or in performing any of its obligations under the
Contract by an event of Force Majeure, then it shall notify the other in writing of the occurrence of such
event and the circumstances thereof within fourteen (14) days after the occurrence of such event.
5.15.3 The party who has given such notice shall be excused from the performance or punctual performance of its
obligations under the Contract for so long as the relevant event of Force Majeure continues and to the
extent that such party’s performance is prevented, hindered or delayed. The Time for Completion shall be
extended in accordance with SCC Clause 5.16.0.
5.16.0 EXTENSION OF TIME FOR COMPLETION
5.16.1 The Time(s) for Completion specified in the Article 3 of the Contract Agreement (Contract Forms) shall be
extended if the Supplier is delayed or impeded in the performance of any of its obligations under the
Contract by reason of any of the following:
(a) any Change in the scope of works by the Purchaser; which justifies extension of completion time as
provided in SCC Clause 5.12.0; and
(b) any occurrence of Force Majeure as provided in SCC Clause 5.15.0.
5.16.2 Except where otherwise specifically provided in the Contract, the Supplier shall submit to the Purchaser’s
Representative a notice of a claim for an extension of the Time for Completion, together with particulars of
the event or circumstance justifying such extension as soon as reasonably practicable after the

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 5–Special Conditions of Supply and Erection of AEGCL 47

commencement of such event or circumstance. As soon as reasonably practicable after receipt of such
notice and supporting particulars of the claim, the Purchaser and the Supplier shall agree upon the period of
such extension. In the event that the Supplier does not accept the Purchaser’s estimate of a fair and
reasonable time extension, the Supplier shall be entitled to refer the matter to a Dispute Board, pursuant to
SCC Sub-Clause 5.19.0.
5.16.3 Without valid Time Extension by the Managing Director, AEGCL, no bills are to be passed where application
of time extension is required.
5.17.0 LIQUIDATED DAMAGE
5.17.1 The Supplier guarantees that it shall attain Completion of the Works within the Time for Completion
specified in the Contract Agreement pursuant to SCC Sub-Clause 5.6.2, or within such extended time to
which the Supplier shall be entitled under SCC Clause 5.16.0 hereof.
5.17.2 If the Supplier fails to attain Completion of the Works within the Time for Completion or any extension
thereof under SCC Clause 5.16.0, the Supplier shall pay to the Purchaser liquidated damages at the rate of
0.5 % (half percent) of the total Contract Price per week or part thereof delay. The aggregate amount of
such liquidated damages shall in no event exceed 10% (ten percent) of the total contract price.
However, the payment of liquidated damages shall not in any way relieve the Supplier from any of its
obligations to complete the Works or from any other obligations and liabilities of the Supplier under the
Contract.
5.17.3 Once the aggregated “Liquidated damage” reaches 10% of the total contract price, the Purchaser may
consider following actions:
(a) Procure the undelivered material/ equipment and/or complete the balance works from elsewhere
giving notice to the supplier and to recover any extra expenditure incurred thereby for having to
procure these materials and works at higher price, at the risk and responsibility of the Supplier; or
(b) Cancel the contract wholly or in part and to complete the works at the full risk and cost of the Supplier
and forfeit the security deposit.
(c) Declare it as a “Contractual Failure” and act in accordance with SCC Clause 5.18.0.
5.18.0 CONTRACTUAL FAILURE
5.18.1 In the event of contractual failure of any respect on the part of the Supplier, the Purchaser shall be entitled
to operate security deposit or any deposit or any payment due to supplier irrespective of whether his default
relates to the particular orders or not towards the Purchaser’s claim for damages arising out of the failure. In
addition, the Purchaser may black-list or bans the “Supplier” or pending enquiry, suspend him or take any
other steps considered suitable.
5.19.0 ARBITRATION
5.19.1 If at any time, any question, disputes or differences whatsoever shall rise between the Purchaser and the
Supplier, upon or in relation to or in connection with the contract, either party may forthwith give notice to
the other in writing of the existence of such question of dispute or difference and the same shall be referred
to the adjudication of three Arbitrators, one to be nominated by the Purchaser the other by the Supplier and
the third by the President of the Institution of Engineers, India/ Retired or Sitting Judge not below the status
of a retired Judge of High Court of India. If either of the parties fail to appoint its arbitrators within 60(sixty)
days after receipt of notice of the appointment of arbitrators then the President of the Institution of
Engineers /retired or sitting Judge of India, as the case may be, shall have the power at request of either of
the parties, to appoint an Arbitrator. A certified copy of the “President” making such an appointment shall be
furnished to both parties
5.19.2 The arbitration shall be conducted as per provisions of the Indian Arbitration Act, shall be held at Guwahati
or any other place as may be decided by the Purchaser. The decision of the majority of Arbitrators shall be
final & binding upon the parties and the expenses of the arbitration shall be paid as may be determined by
the Arbitrator. However, any dispute arising out of this contract will first be discussed and settled bilaterally
between Purchaser and the Supplier.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 48

Section - 6

Contract Forms

(This Section contains the Letter of Acceptance, the Contract Agreement and Appendices to the
Contract Agreement which, once completed, will form the Contract along with the Section 4 and
Section 5. The Bidder should note that this Section shall be completed fully at the time of Contract
signing)

Table of Forms

Notification of Award..................................................................................................................................48
Contract Agreement ..................................................................................................................................49
APPENDICES .............................................................................................................................................51

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 49

Notification of Award

[AEGCL’s letter head]

Letter of Acceptance

Supply of Spare Equipment for 132/33kV AIIMS GSS, AEGCL at Changsari, Guwahati

[date]

To: [Name and address of the Supplier]

This is to notify you that your Bid dated [date] for execution of the [name of the work] against [bid
identification number], for the Contract Price in the aggregate of Rupees [amounts in numbers and words]
(as per Price Schedule), as corrected and modified in accordance with the Instructions to Bidders is hereby
accepted, and it is decided to award on you the ‘Name of Work’ covering inter-alia Ex-works Supply and
Delivery of all Goods including Related Services.

You are requested to furnish the Performance Security within fifteen (15) days in accordance with the
Conditions of Contract, using for that purpose one of the Performance Security Forms included in Section 6
(Contract Forms) of the Bidding Document

[Authorized Signature]
[Name and Title of Signatory]
Assam Electricity Grid Corporation Limited

Attachment: 1) Price Schedule

2) Draft Contract Agreement

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 50

1. Contract Agreement

THIS AGREEMENT made the ________ day of ________________________, _____,

BETWEEN
Assam Electricity Grid Corporation Limited (herein after referred to as AEGCL), a corporation incorporated
under the laws of Company Act, 1956 and having its registered office at First Floor, Bijulee Bhawan, Paltanbazar,
Guwahati-781001, Assam and [name of Contractor], a firm/company incorporated under the laws of Company Act,
1956 and having its principal place of business at [address of Contractor] (hereinafter called “the Contractor”). [in
case of JV insert name and address of the Lead Partner as well as other Partners]

WHEREAS AEGCL desires to engage the Contractor to the ‘Supply and Related Service Contract’ covering inter-
alia supply of all equipment and materials with related services for the complete execution of ‘Name of Work’ as
detailed in the Contract Document, and the Contractor has agreed to such engagement upon and subject to the
terms and conditions hereinafter appearing.

NOW IT IS HEREBY AGREED as follows:

Article 1 1.1 Contract Documents (Reference SCC Clause 5.2.0)

Contract Documents The following documents shall constitute the Contract between the Purchaser and
the Contractor, and each shall be read and construed as an integral part of the
Contract:
(a) This Contract Agreement and the Appendices hereto
(b) Letter of Price Bid and Price Schedules submitted by the Contractor
(c) Letter of Technical Bid and Technical Proposal submitted by the Contractor
(d) Special Conditions of Contract
(e) General Conditions of Supply and Erection.
(f) Specification (Purchaser’s Requirements)
(g) Drawings (Purchaser’s Requirements)
(h) Other completed Bidding Forms submitted with the Letters of Technical
and Price Bids
(i) Guaranteed and other Technical Particulars (as submitted with the Bid).
(j) Any other documents (if necessary) shall be added here
1.2 Order of Precedence (Reference SCC Clause 5.2.0)
In the event of any ambiguity or conflict between the Contract Documents listed
above, the order of precedence shall be the order in which the Contract
Documents are listed in Article 1.1 (Contract Documents) above.
1.3 Definitions (Reference SCC Clause 5.1.0)
Capitalized words and phrases used herein shall have the same meanings as are
ascribed to them in the SCC.

Article 2 2.1 Contract Price (Reference SCC Clause 5.7.0)

Contract Price and The Purchaser hereby agrees to pay to the Supplier/Contractor the Contract Price
Terms of Payment in consideration of the performance by the Supplier of its obligations hereunder.
The Contract Price shall [. . . amounts in rupees in words . . . ], [. . . amounts
in figures. . . ] as specified in Price Schedule (Grand Summary).
The Contract Price is FIXED for entire period of the Contract.
2.2 Terms of Payment (Reference SCC Clause 5.8.0)
The terms and procedures of payment according to which the Purchaser will pay
the Supplier are given in the Appendix (Terms and Procedures of Payment)
hereto.

Article 3 3.1 Commencement Date (Reference SCC Clause 5.6.1)

Commencement Date The Commencement Date upon which the period until the Time for Completion of
and Completion Time the total scope under the Contract shall be counted from is either the date of

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 51

signing of the contract document or 15 days from the date of issue of the
NoA/LoA. (Whichever is earlier).
3.2 Completion Time (Reference SCC Clause 5.6.2)
The whole scope under this Contract shall be completed within 06 months from
Contract Commencement Date.

Article 4. Appendices 4.1 The Appendices listed in the attached List of Appendices shall be deemed to form
an integral part of this Contract Agreement.
4.2 Reference in the Contract to any Appendix shall mean the Appendices attached
hereto, and the Contract shall be read and construed accordingly.

IN WITNESS WHEREOF the Purchaser and the Supplier have caused this Agreement to be duly executed
by their duly authorized representatives the day and year first above written.

Signed by, for and on behalf of the Purchaser Signed by, for and on behalf of the Supplier

[Signature]
[Signature ]
[Title] [ Title ]

in the presence of in the presence of

[Signature] [ Signature ]

[Title] [ Title ]

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 52

APPENDICES

Appendix 1 - Terms and Procedures of Payment

Appendix 2 - Time Schedule
Appendix 3 - Performance Security.
Appendix 4– Price Schedules.
Appendix 5– Guaranteed and Other Technical Particulars.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 53

Appendix 1 – Terms and Procedure of Payment

In accordance with the provisions of SCC Clause 5.8.0 (Terms of Payment), the Purchaser shall pay the Supplier in
the following manner and at the following times, on the basis of the Price Breakdown given in the section on Price
Schedules.

Appendix 2 - Time Schedule

(Bidders shall furnish with bids a construction schedule in form of bar chart. The time schedule should match with the
completion time mentioned elsewhere in the Bidding Document)

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati

Section 6 - Contract Forms 54

Appendix 3 - Form of Performance Security

Bank Guarantee
(To be stamped in accordance with Stamp Act)
To: _______________________________________________________ [name of Purchaser]

_______________________________________________________ [address of Purchaser]

WHEREAS____________________________________ [name and address of Supplier/Manufacturer] has

undertaken, in pursuance of Contract No. ____________ dated ______ to execute
__________________________________________ [name of Supplier/Manufacturer and brief description of Scope]
(hereinafter called "the Contract");

AND WHEREAS it has been stipulated by you in the said Contract that the Supplier/Manufacturer shall furnish you
with a Bank Guarantee by a recognized/scheduled bank for the sum specified therein as security for compliance with
its obligations in accordance with the Contract;

AND WHEREAS we have agreed to give the Supplier/Manufacturer such a Bank Guarantee;

NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the
Supplier/Manufacturer, up to a total of __________________________________ [amount of Guarantee]1
_______________________________________ [in words], such sum being payable in the currencies in which the
Contract Price is payable, and we undertake to pay you, upon your first written demand and without cavil or
argument, any sum or sums within the limits of ______________________________________ [amount of
Guarantee] as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum
specified therein.

We hereby waive the necessity of your demanding the said debt from the Supplier/Manufacturer before presenting
us with the demand.

We further agree that no change or addition to or other modification of the terms of the Contract or of the scope to be
performed thereunder or of any of the Contract documents which may be made between you and the Contractor
shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change,
addition or modification.
This guarantee shall be valid until the date, 30 days beyond the Warranty Period as per the Contract.

Signature and Seal of the Guarantor ______________________________

Name of Bank ______________________________

Address ______________________________

Date ______________________________

An amount is to be inserted by the Guarantor, representing the percentage of the Contract Price specified in the Contract.

Supply of Spare equipment at 132kV AIIMS GSS, AEGCL, Changsari, Guwahati