Jadavpur, Kolkata - 700032
Tender No. IACS/40KVS UPS/TP/PM/2011-2012/001          Date: 04.04.2012 

Pre-Bid  Minutes  (Updated on April 18, 2012)

Revised Meeting time  ( 2nd May 2012 at 02.00 PM )

Sub: Supply and Installation of two 40 KVA Online UPS

Detailed Technical Specifications


Pre-Bid  Minutes



Quotations are invited from Nationally/Internationally established manufacturers having marketing and servicing establishment all over India including Kolkata or from their authorized distributors/dealers for the purchase of two 40 KVA Online UPSs. The vendor should have similar or higher rating installations in at least 5 reputed Education & Research Institutions in Eastern Region of India. Vendor should provide such a list along with the load details & user’s name/telephone numbers. 

The bids are to be submitted in Two-Bid pattern i.e. Technical Bid and Price Bid in two separate sealed covers distinctly marked accordingly and both to be put inside another envelope, which should be sealed and super-scribed with tender reference no., due date and time of opening. Two bids i.e. Technical Bid and Price Bid should be identical in all respect except that the Technical Bid should have blank space at the places where prices have been stated in the Price Bid. 

The technical bids will be opened first to evaluate technical specifications of the equipment and there after the price bids of only the technically qualified companies will be opened.   

Important Dates: 

Submission of Tender: Quotations may be submitted to Dr. PushanMajumdar, Department of Theoretical Physics, IACS, Jadavpur, Kolkata-700032

Last date for submission: of the tender is 02.00 PM on 25th April, 2012 in the office of the Department of Theoretical Physics, Indian Association for the Cultivation of Science, Jadavpur, Kolkata – 700032   

Pre-bid meeting: will be held on 16th April, 2012 at 3.00PM at A. K. Raychaudhuri Meeting Hall.  

Technical Bids will be opened: on 25th April, 2012 at 03.00PM at A. K. Raychaudhuri Meeting Hall in the presence of intending bidders or their representatives.  

Evaluation of Technical Bids: will be held on 27th April 2012 at 03.00 PM  2nd May 2012 at 02.00 PM at A. K. RaychaudhuriMeeting Hall. The bidders may send their representatives who will be able to clarify technical aspects of their bids, if any, required by the Technical Evaluation Team. Please note that IACS will not provide any accommodation or expenses to any of the bidders for attending pre-bid meeting, opening of technical bid or for attending meeting during technical bid evaluation.  

Opening of price-bid: The Price Bids of the bidders qualifying the technical bid will only be opened, the date of which will be intimated to the short-listed bidders at their email addresses. The rest of the bids will be rejected.  

If a holiday is declared on the scheduled date of opening, the quotation will be opened on the next working day at 3.00 P.M.    

Instructions & Conditions: 

1. The quotation should be valid for minimum 45 days for acceptance from the last date of submission of quotations. The quoted rate should be inclusive of all taxes, delivery charges etc. but exclusive of central excise duty for which exemption to be obtained from your end against our relevant documents issued by the Government for exemption to be forwarded to you on demand. Nothing extra will be paid except to the accepted rate. However, Post Warranty Comprehensive Annual Maintenance Contract (AMC) rate should be mentioned with this offer for the next 3 years duration in order to provide coverage of AMC (if required) after the expiry of  warranty period. 

2.  Delivery at site on your cost and risk within 21 (Twenty One) days from the date of issue of Purchase Order, failing which penalty will be imposed @ 1% per week or part thereof but not exceeding 5% of the order value of work. However, any further delay beyond this limit may prompt IACS to cancel out the order forfeiting the EMD. 

3.  Payment is likely to be cleared within 30 (thirty) days against successful delivery, testing & trial run. 

4.  An Earnest Money Deposit (EMD) of Rs. 10,000/- (Rupees ten thousand only) to be enclosed with the quotation favouring “Indian Association for the Cultivation of Science” through pay order/ demand draft/ banker’s cheque on local Bank which will be released to the unsuccessful bidders on demand after 15 days of the quotation opening and EMD for successful bidder it will be adjusted with the security deposit. 

5.     i) 90% payment of the work order value will be made against successful delivery, testing & trial run.  ii) 10% of the Purchase Order value duly adjusted with the EMD shall be retained with IACS as Security Deposit, which will be released after 6 (six) months on satisfactory performance of the equipments. 

(Note: Security Deposit may also be given in the form of Bank Guarantee where, 100% payment will be released against successful supply, testing & trial run of the equipment.) 

6.    The UPS to be supplied should have warranty of not less than 12 months from the date of successful trial run or 18 months from the date of successful delivery whichever is earlier. However, the Warranty of Battery should not be less than 2 years from the date of successful supply of the Battery. 

7.     The quotation should be enclosed with printed technical literature of the product along with a list of credentials and other relevant documents fit to be essential to establish your position. 

8.     The bid must carry the signature (with their company seal) of authorized signatory of the company/firm on each page of this purchase enquiry document along with other documents as asked for to be submitted with their bid.  

9.     The sealed Offer should contain the offerproduct details / product literature, VAT registration certificate, PAN, Dealership /Distributorship Certificate issued by the manufacturer, client list, warranty provision, etc. The sealed envelop should bear the name of the equipment, Tender no. and due date of opening on the top of the envelop and should reach Dr. PushanMajumdar, Department of Theoretical Physics, IACS, Jadavpur, Kolkata-700032 on or before 25.04.2012. (up to 2 p.m.). 

10.    Complete Purchase Enquiry Document will also be available at and can be downloaded for submission. Conditional offer including conditional rebates shall be summarily rejected. The quoted rate shall be inclusive of all taxes i/c transportation, loading & unloading charges up to the site at I.A.C.S., Jadvapur, etc. complete. In case of any discrepancies, the office copy will be referred and shall be binding to the bidders. 

11.    The compliance list as provided with this purchase enquiry document must be filled in all respect and to be submitted with the offer.  

General Instructions: 

Incomplete tenders will be summarily rejected without assigning any reasons thereof.

Tenders received after the due date will be rejected. 

At any time prior to the bid due date, IACS may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder during pre-bid meeting, modify the bidding documents.  The amendment(s) will be notified on the Institute website.  Prospective bidders are advised to occasionally visit the website for any amendment. 

For any clarification regarding technical specifications etc. please send your queries to “Dr. PushanMajumdar”


The IACS authority reserves the right to reject any or all tenders received without assigning any reason thereof.



2A & 2B Raja S. C. Mullick Road,
Jadavpur, Kolkata -700032
Phone : 2473-4971 Fax : 2473 2805
E-mail : registrar [AT]

Put on Web on April 04, 2012  Last update on April 26, 2012