appointment of consultant for detailed engineering and … · 2016-06-06 · innovations in india...

Appointment of Consultant for Detailed Engineering and Execution of Heliostats

Appointment of Consultant

for Detailed Engineering and Execution of

Heliostat Reflector Development with Tracking

and Flux Measurement

Tender Number: 201600033

INDIAN INSTITUTE OF TECHNOLOGY BOMBAY

MMD, IIT Bombay Page No.1 o f 47


Table of Contents

SECTION 1 – INVITATION OF THE BIDS

SECTION 2 – PREQUALIFICATION CRITERIA

SECTION 3 SELECTION CRITERIA

SECTION 4 – INSTRUCTIONS TO BIDDERS

SECTION 5 TERMS AND CONDITIONS

SECTION 6 TECHNICAL BID

SECTION 7 – PRICE BID

SECTION 8– ANNEXURES

ANNEXURE 1: INTEGRITY PACT

ANNEXURE 2: EARNEST MONEY DEPOSIT

ANNEXURE 3: PERFORMANCE GUARANTEE BOND

SECTION 9 – CHECKLIST



SECTION 1 – INVITATION OF THE BIDS

Tender Details

Tender Number: 201600033

Tender Type: Open

No. of Covers: 2

Tender Date: 9May2016

Form of Contract: Buy

Payment Instruments

Payment Mode Offline Instrument Type: As per Tender Document

Covers Information

Cover No. Cover Type Description Document Type

1 Technical Tender Document,

Tender Fee, EMD,

Integrity Pact and

Technical Specification

.pdf

2 Financial Financial bid .pdf

Bidder must submit their offer in separate sealed envelopes as – Technical Bid and Commercial Bid. Separate technical bid and commercial bid envelopes should be clearly marked as "Envelope No. 1 Technical Bid" and "Envelope No. 2 Commercial Bid". Both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date and to be submitted to the concern department/section mentioned in tender document.

Tender Fee Details

Tender Fee(INR):

500.00

Payable to: The Registrar, IIT Bombay Payable at: Mumbai

Earnest Money Deposit Details

EMD Fee

(INR):4,00,000.00

In favour of : The Registrar, IIT Bombay

EMD Fee Type: Fixed Payable at: Mumbai

Item Details

Item Name Item Description

Detailed Engineering

and Execution of

Heliostats

Detailed Engineering and Execution of Heliostats

Pre Qualification:

Period of Work/

As per Tender

Document

Bid Validity (Days) 180



Delivery Period (Days)

Product Category

Contract Type

Location

Pincode

730

Others

Tender

IIT Bombay Campus &

Greater Noida

400076

Product Sub Category

Pre Bid Meeting Date &

Time

Pre Bid Meeting

Address & Place

N/A

30MAY2016 04:00 PM

Materials Management

Division, IIT Bombay

Critical Dates

Bid Submission End

Date/

Date & Time of

Submission

Place of Submission

15June2016 01:00

PM

Materials

Management Division,

IIT Bombay

Bid Opening Date &

Time

Bid Opening Place

15June2016 03:00

PM

Materials Management

Division, IIT Bombay

Warranty as per mentioned in technical specifications.

Technical Clarification

Name:

Dept:

Email:

Contact No.

Prof. Shireesh B. Kedare

Dept. Of Energy Science & Engg.

[email protected]

25767835

Tender Inviting Authority

Name:

Address:

Deputy Registrar

Materials Management Division, IIT Bombay,

Powai, Mumbai 400076

Signing Authority:



Date: 9May2016 Deputy Registrar (MM)

SECTION 2 – PREQUALIFICATION CRITERIA

• The bidder on its own or through its affiliates or subsidiaries (with relations of not less than 5

years clarified adequately with appropriate legal / registered document/s) should have

executed solar thermal R and D projects with government agencies, educational institutes

and/or industry in India. The tabulated information to this effect should be submitted by the

bidder along with the tender.

• The bidder on its own or through its affiliates or subsidiaries (with relations of not less

than 5 years clarified adequately with appropriate legal / registered document/s) should

have experience of handling large solar projects of value more than Rs. 50 Lakhs (Rs. 5

Million) with cumulative value of more than Rs. 2 Crore (Rs. 20 Million) over the last 7

years. The audited annual financial statements to this effect should be submitted by the

bidder along with the tender.



SECTION 3 SELECTION CRITERIA

Selection criteria and process along with details and format of data to be submitted for selection:

Twobid system will be followed wherein the technical bids will be opened first and evaluated. Bidders whose technical bids are acceptable as per the selection criteria (elaborated below), will be considered for opening of the respective commercial bids. Detailed format for the data to be submitted for the technical bid is given under different headings. Approach for calculating the marks under different headings is specified here.

Selection criteria for technical bid: Maximum marks for the technical bid are 130. Minimum 80 (eighty) marks are needed for selection of the bidder in technical bid. However, the approved purchase committee can modify the minimum limit, if required.

For heading A: 20 (twenty) marks will be allotted to the bidder on heading A if minimum criterion is satisfied. 0.5 (half) mark will be allotted for each additional job (over and above the minimum specified) subject to maximum of 30 (thirty) marks. No marks will be allotted if minimum criterion is not satisfied.

For heading B: 30 (thirty) marks will be allotted to the bidder on heading B if minimum criterion is satisfied. 10 (ten) marks will be allotted for each additional major innovation or development (over and above the minimum specified) subject to maximum of 50 (fifty) marks. No marks will be allotted if minimum criterion is not satisfied.

For headings C and D: 10 (ten) marks will be allotted to the bidder on each of the headings C and D if minimum criterion is satisfied. 0.5 (half) mark will be allotted for each additional job (over and above the minimum specified) subject to maximum of 15 (fifteen) marks under each of the headings C and D. No marks will be allotted if minimum criterion is not satisfied.

For headings E and F: 10 (ten) marks will be allotted to the bidder for headings E and F each if appropriate manpower is available. Otherwise no marks will be allotted.

Heading A: Detailed engineering design experience (nonsolar assignments):The bidder should have extensive experience of undertaking and completing engineering design and detailing of multidisciplinary industrial engineering assignments with Indian industry in India including civil industrial structure designing and detailing, piping, thermal system designing, electrical, controls design and development, etc. excluding solar system design and development in a single or multiple assignments. The bidder is required to submit a list of such assignments undertaken over the last 12 years (maximum) giving details of the nature of job with appropriate documentary proof. Any of these may be verified by IIT Bombay by contacting the corresponding client. The list should mention the following details (minimum 3 (three) required):

1) Name of the client with corporate address, site address

2) Name of contact person/s and phone/email of the contact person



3) Category of job as civil industrial structure designing and detailing, piping, thermal system designing, electrical, controls design and development or solar system design and installation

4) Nature of job whether, R and D, engineering development, engineering designing, detailing, engineering supervision, etc.

5) Order value in Indian Rupees

6) Year of start and job completion

7) Nature of documentary evidence provided, like copy of POs, reports, appreciation letters, etc.

Heading B: Solar technology development experience: The bidder on its own or through its affiliates or subsidiaries (with relations of not less than 5 years clarified adequately with appropriate legal / registered document/s) should have experience in developing new technology or major innovations in India like heliostatcentral tower system or automatic 2axes tracking solar thermal concentrating dish technology or Fresnel dish systems with aperture area of 50 sq.m or more over the last 12 years (maximum). Bidder shall give details of the nature of innovation or development with appropriate documentary proof. These may be verified by IIT Bombay by contacting the corresponding client. The bidder shall report minimum of 2 (two) such assignments. The list should mention the following details:

1) Under self or affiliates / subsidiary



4) Short description of the project clearly specifying the major innovation or new development.

5) Nature of innovation or development whether, R and D, technology development or innovation for inhouse research, technology development or innovation for industrial client, etc.

6) Order value / expenditure in Indian Rupees

7) Year of start and completion of project

8) Nature of documentary evidence provided, like copy of sanction letters, POs, reports, appreciation letters, etc.

Heading C: Development and implementation of solar technology integration in industry or other users and / or its commissioning / testing: The bidder on its own or through its affiliates or subsidiaries (with relations of not less than 5 years clarified adequately with appropriate legal / registered document/s) should have experience in developing technology for integration of solar system with industrial or other process heat systems, its designing and detailing, fabrication, commissioning, testing and operation with or without storage in India (to be mentioned clearly) using pressurized water or steam (IBR or non IBR to be mentioned clearly) or hot oil at temperatures above 150°C over the last 12 years (maximum). The bidder is required to submit a list of such assignments giving details of the nature of job and the details of the work undertaken by the bidder with appropriate documentary proof. These may be verified by IIT Bombay by contacting the corresponding client. The list should mention the following details (minimum 3 (three) required):






4) Brief description of the solar industrial process heat system technology developed, designed and detailed, fabricated, commissioned, tested and operated in India mentioning the working fluid and operating temperature, use of storage or otherwise

5) Nature of job whether, R and D, engineering development, engineering designing, detailing, engineering supervision, etc.



8) Nature of documentary evidence attached, like copy of POs, reports, appreciation letters, etc.

Heading D: Operation and maintenance of solar technology in industry or other users: The bidder on its own or through its affiliates or subsidiaries (with relations of not less than 5 years clarified adequately with appropriate legal / registered document/s) have experience in operation and maintenance of solar industrial or other process heat systems with or without storage in India at temperatures above 150°Cover the last 5 years. The bidder is required to submit a list of such assignments undertaken giving details of the nature of job and the details of the work undertaken by the bidder with appropriate documentary proof. These may be verified by IIT Bombay by contacting the corresponding client. The list should mention the following details (minimum 1 (one) required):




4) Brief description of the solar industrial process heat system operated and maintained in India mentioning the working fluid and operating temperature, use of storage or otherwise

5) Nature of job whether, operation only, maintenance only or O and M, etc. Comprehensive or manpower basis or otherwise



8) Nature of documentary evidence attached, like copy of POs, reports, appreciation letters, etc.

Heading E: Inhouse manpower available: The bidder should have sufficient inhouse manpower dedicated for design and detailing activities of the level of draftsman, lead draftsman, design engineers, lead engineers and coordinator. The bidder is required to submit the list of such manpower with their qualifications. Short CVs of the design engineers, lead engineers and coordinators may be attached as documentary evidence.

Heading F: Availability of senior technical personnel for the present project: The bidder should be able to involve in the present project, a senior engineering personnel with not less than 10 years’ experience in technology development, designing, detailing, fabrication, installation, commissioning, testing, operation and maintenance, etc. The bidder is required to submit the list of such manpower with their qualification along with short CVs as documentary evidence.

For ease of processing, the bidder is required to present this data in tabular form separately for each heading under the columns as mentioned.



The details provided by the bidder will be analysed by the approved purchase committee to check the fulfillment of the above prequalification and selection requirements.

Calculation of marks for commercial bid:

The lowest bid for the technically qualified bidder will be allotted 30 (thirty) marks, the second lowest will be allotted 20 (twenty) marks, the third lowest will be allotted 10 (ten) marks. No marks will be allotted to other bidders.

Final selection criteria including technical and commercial bid:

Maximum marks for the technical bid + commercial bid are 160. Bidder with highest total marks (technical bid marks + commercial bid marks) will be awarded the contract.



SECTION 4 – INSTRUCTIONS TO BIDDERS

Preparation and Submission of offers : • The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due

date & should reach the undersigned on or before due date mentioned in the tender notice. If the quotation cover is not sealed, it will be rejected.

• Tender should be dropped in the tender box kept in the office of concerned Department / Section or to Indenter. No tender is to be handed over to our staff personally unless otherwise specified. All communications are to be addressed to the undersigned only. In case due date happens to be holiday the tender will be accepted and opened on the next working day.

• The bid can be submitted in person or through post/ courier (IIT Bombay shall not be responsible for any postal delays or any other reason for not submitting the bid in the specified time and resulting in disqualification / rejection of any bid) so as to reach on or before the due date and time.

• The leaflets catalogue, etc. should be sent invariably so that a proper evaluation of the equipment offered is possible.

Cost of Bidding :• 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.

Validity of the Bid : • 180 Days from the last date of submission of bid.

Amendment of Bidding Documents :• At any time prior to the deadline for submission of bids, IIT Bombay may, for any reason,

whether on its own initiative or in response to the clarification request by a prospective BIDDER may modify the bid document.

• All prospective BIDDERs who have downloaded the bidding document may visit IIT Bombay, website for amendments / modifications which will be binding on them.

Deadline for Submission of Bids• Bids must be received by IIT Bombay before the due date and time at the address specified in

the tender document. In the event of the specified date for the submission of bids being declared as a holiday for IIT Bombay the bidclosing deadline will stand extended to the next working day up to the same time.

Late Bids :• IIT Bombay will not be responsible:

i) For delayed / late quotations submitted / sent by post / courier etc. ii) For submission / delivery of quotations at wrong places other than the mentioned in the tender.iii) Fax / Email / Telegraphic / Telex tenders will not be considered. iv) Any bid inadvertently received by IIT Bombay after the deadline i.e. due date &



time for submission of bids, will not be accepted and returned unopened to the BIDDER.

Supplementary offer /Modification of Original Bid: • Tender submitted against Notice Inviting Tender (NIT) shall not be returned in case the tender

opening date is extended/postponed. BIDDER desirous to modify their offer/terms may submit their revised/ supplementary offer (s) within the extended Tender Opening Date (TOD) by clearly stating to the extent of updation done to the original offer. The purchaser reserves the right to open the original offer along with the revised offer.

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 until information on Contract award is communicated to all Bidders.

• 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.

• Notwithstanding, 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 shall do so in writing.

Deviation, Reservations and Omissions:

• During the evaluation of Bids, the following definitions apply:(a) “Deviation” is a departure from the requirements specified in the Bidding Documents;(b) “Reservation” is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the Bidding Documents; and

(c)“Omission” is the failure to submit part or all of the information or documentation required in the Bidding Documents.

Correction of Arithmetical Errors :

Provided that the Bid is substantially responsive, the Purchaser shall correct arithmetical errors on the following basis:

(a) if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the Purchaser there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected;(b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; 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 arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

Bidders shall be requested to accept correction of arithmetical errors. Failure to accept the correction in accordance with the same, shall result in the rejection of the Bid.

Evaluation of Bid :• IIT Bombay evaluate technical and commercial acceptable offers on landed net Price basis.• In case any BIDDER is silent on any clauses mentioned in this tender documents, IIT Bombay

shall construe that the BIDDER had accepted the clauses as per the invitation to tender no further claim will be entertained.

• No revision in the terms and conditions quoted in the offer will be entertained after the last



date and time fixed for receipt of tenders.

Corrupt & Fraudulent Practices:• IIT Bombay requires that bidders, suppliers, contractors and consultants, if any, observe the

highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy, (a) The terms set forth below are defined as follows:

• (i) “Corrupt practice”means the offering, giving, receiving, or soliciting, directly or in directly, of anything of value to influence the action of a public official in the procurement process or in contract execution;

• (ii)“Fraudulent practice”means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract;

• (iii) “Collusive practice”means a scheme or arrangement between two or more bidders, designed to establish bid prices at artificial, noncompetitive levels; and

• (iv)“Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract;

• (b) IIT Bombay will reject a proposal for award if it determines that the Bidder recommended for award has,directly or through an agent, engaged in corrupt,

• fraudulent, collusive or coercive practices in competing for the Contract in question.

Communication for Nonparticipation of Tenders :• For registered vendors with IIT Bombay, in case you choose not to participate in the tender a

regret letter by way of fax/letter/email may be submitted before the due date duly superscribing “Regret” and tender No. If no communication received by the due date and time, it shall be inferred that you are not interested in participation and your name is liable to be removed from the vendor's list.

Cancellation of Tender : • Not withstanding anything specified in this tender document, Purchaser / IIT Bombay in his

sole discretion, unconditionally and without having to assigned any reasons, reserves the rights:a) To accept OR reject lowest tender or any other tender or all the tenders.b) To accept any tender in full or in part.c) To reject the tender offer not confirming to the tenders terms.

• To give purchase preference to Public Sector undertakings when applicable as per Govt. Policy/ Guidelines.

• Offer which deviates from the vital conditions (as illustrates below) of the tender shall be rejected:a) Nonsubmission of complete offers.b) Receipt of offers after due date and time and or by email / fax (unless specified otherwise).c) Receipt of offers in open conditions.

Price Bid:• Bid Prices MUST BE SUBMITTED IN ENCLOSED PRICE BID FORM ONLY.• If the price is not quoted in Price Bid Form provided in tender document then, IIT

Bombay will reject bid. If supplier wish to give pricing details may be attached in separate sheet.

• Any new taxes and duties liable on the subject contract due to change in legislation during the



contract period shall be reimbursed subject to the applicability of the said act to the satisfaction of the purchaser and the production of documentary evidence after availing of statutory concession, benefits etc.

• The supplier shall pay and bear all other liabilities, taxes and duties not specifically agreed by the Purchaser in the contract.

• VAT/Other Govt. Taxes : Excise Duty (ED), other taxes, levies, like Service Tax (ST), Education Cess, etc., are to be indicated separately. BIDDER should mention Central and State Sales Tax/VAT Registration, PAN Number are to be necessarily indicated in the offer.

• We are not authorised to issue any Sales Tax forms like form “C” & “D”.

Legal Matter :• All Domestic and International disputes are subject to Mumbai Jurisdiction Only.

Transfer and Subletting :• The seller shall not sublet, transfer, assign or otherwise part with the acceptance to the tender

or any part thereof, either directly or indirectly, without the prior written permission of the Purchaser.

Force majeure : • Force Majeure will be accepted on adequate proof thereof.

Penalty/ Liquidated Damages : • Timely delivery is essence of the contract and hence if any consignment be delayed, liquidated

damages at the rate 0.5% of the price of the delayed consignment, for each week or part whereof shall be levied and recovered subject to maximum of 5% of total purchase order value.

• IIT Bombay reserves the right to cancel the order in case the delay is more than 10 weeks . Penalties if any will be recovered by forfeiting PBG.



SECTION 5 – TERMS AND CONDITIONS

1. Innovations, Patents, design calculations, engineering calculations and detailed drawings related to all components, subsystems and systems as well as package items and boughtouts generated during this work will be owned by IIT Bombay.

2. The bidder shall also deliver all documentation in editable soft copies to the client.

3. The selected bidder will be required to sign a NonDisclosureAgreement (NDA) binding for the project duration and 5 years thereafter.

4. Basic documentation and deliverables will be communicated by IIT Bombay in the beginning of the detailed engineering activity. Further details may evolve based on the progress of detailed engineering.

5. It is bidder’s responsibility to provide adequate documentation as required for engineering, procurement, erection, installation, commissioning, testing of performance and O&M so as the client can implement successful solutions demonstrated without any trouble. The bidder is expected to extend necessary support as required for the same both onsite and offsite.

6. The bidder is required to provide details of the cost for travel, boarding & lodging and local transportation during review meetings (assuming 4 meetings will be held at IIT Bombay) and site (at Greater NOIDA, UP) related activities (to be estimated by the bidder). These shall be separately shown in separate sheet.

Detailed phased payment schedule linked to the deliverables along with expected timeline is mentioned below.

Delivery linked payment schedule :

Sr. No. Key DeliverablesTimeline

(months)Payment (%)

1. Overall Design Document submission by the present bidder 01 10%

2. Completion of Design Document of Heliostat structure and

tracking mechanism, optical configuration & optical profile

testing procedure details, Tower and Dummy Receiver,

Cleaning Mechanism and controls by the present bidder

23 25%

3. Placement of Purchase Orders by IIT Bombay for goods and

services

46 10%

4. Completion of civil work and fabrication work by other

vendors

79 15%

5. Installation, commissioning and successful testing of

Heliostats with tracking mechanism, optical configuration,

Tower and Dummy Receiver, Cleaning Mechanism and

controls by the present bidder

1011 25%

6. Commissioning and testing of Heliostat system with actual

receiver by the present bidder

12 3%



7. Continuous operation of the heliostats (1st quarter) by the

present bidder

1315 3%

8. Continuous operation of the heliostats (2nd quarter) by the

present bidder

1618 3%

9. Continuous operation of the heliostats (3rd quarter) by the

present bidder

1921 3%

10. Continuous operation of the heliostats (4thquarter) by the

present bidder

2224 3%

TOTAL 100%

Payment will be made within 30 days of submission of invoice for every successful completion of timeline.



SECTION – 6 TECHNICAL BID

1. Background

This project is targeted towards development and setup of indigenous 3.5 MWe x 24 hour/day Solar Thermal Power Plant. The research and development component of the targeted initiative was divided into several projects over the last 2 to 3 years. Each of these projects was formulated in tune with the overall perspective and handled independent of each other involving various faculty members across the departments at IIT Bombay.

Setting up of the above mentioned indigenous Solar Thermal Power Plant would now require development and testing of prototypes of various CSP components conceptualized till now and experimented with. This prototype development and testing is being taken up as three R&D projects mentioned below;

1. Linear Fresnel Reflector (LFR) based collector development with receiver and steam storage.2. Molten salt loop with central receiver, salt storage and heat exchanger. 3. Heliostat reflector development with tracking and flux measurement.

These R&D projects are being taken up in parallel.

This Design Specification document is for the Heliostat project i.e ‘Heliostat reflector development with tracking and with flux measurement’ which includes Development of indigenous heliostat reflector and method for its optical testing. This project will be implemented at Greater NOIDA, Uttar Pradesh for testing and performance evaluation. After testing the setup online, the system is to be integrated to existing VAM of 50TR capacity.

1.1 Present Status of Technology

Heliostat with central tower is a promising technology for concentrating solar radiation. It can reach very high temperatures of the order of 500 to 800°C or more. This is important as high temperatures at source imply that the steam to turbine can be at higher temperatures thereby achieving higher efficiencies. Also multiple heliostats can reflect the solar radiation on to a single receiver. Thus thermal energy evacuation loop can be at one place reducing a lot of piping.

However, tracking controls of the heliostats are more complicated than any other concentrator. Achieving an acceptable accuracy for optics of the heliostat reflectors typical of the order of 0.5 mrad, testing of its optics and quality control is a challenge. Finally, the flux available at the receiver should be within limits of physical endurance of the material of the receiver, and ideally, it should be fairly uniformly distributed on the receiver surface, continuously over the required sunshine hours.

1. Size & Heliostat structure Typically a rectangular or square shape of heliostat is preferred as it is easy to manufacture. The size of the most of the heliostats used is about 100 sq.m. The structure is designed to take wind pressure load prevalent at the site location. It is designed to operate at comparatively low wind speeds prevalent in sunny periods (nonmonsoon months in India). The structure is designed to survive higher but less frequent winds (monsoon winds in India) in nonoperating or parked mode

In the present project, 8 numbers of heliostats each of about 100 sq.m. area with flat surface for mounting mirrors in Fresnel arrangement are planned. The heliostat structure has to be constructed within an accuracy of a fraction of a millimeter over a length of a meter. The surface of the heliostat is flat to facilitate Fresnel arrangement of mirrors. These mirrors are curved with a very large radius of curvature suitable for the respective focal distance. The heliostat structure is mounted on twoaxes tracking system with suitable range of freedom. The axes are oriented verticalhorizontal with



alignment of axes in milliradians.

2. Optics, testing and optical efficiency The optics of heliostat is very crucial for achieving the performance. The reflectors with white glass with second side reflection with protective coating on the back and sides for long life are to be used. The mirrors are to be of the size between1m x 1m and 2m x 2m with appropriate radius of curvature of about 100 to 1000 m. They are mounted on the heliostat such as to achieve a required size of the focus as 2m x 2m on the receiver mouth plane. The mounting has to be accurate within a fraction of a millimeter to achieve the pointing accuracy of the order of less than amilli radians at focus. Testing of the mirror curvature and heliostat curvature is done at the fabrication workshop as well as at site using optical testing methods. Assembly at the site needs to be tested for pointing accuracy and focus size. The optical efficiency of about 0.8 without considering cosine effect is expected.

Cleaning the mirrors is very crucial for long term performance. Automatic or semiautomatic methods need to be developed, designed, detailed, fabricated, installed, commissioned and operated.

3. TrackingHeliostat tracking is typically based on predictive calculations of solar position. The axes alignment errors (though kept at minimum) and mechanical errors are taken care of by periodically calibrating the heliostat tracking for the focus on a dummy screen to achieve final optical alignment errors of less than 0.5 mrad. Camera and imageprocessing software to be employed for the purpose.In addition a camera based direct feedback system is conceptualized and is being tested at IIT Bombay. This also should be incorporated and tested as an alternate tracking strategy.The tracking also needs to take care of fairly uniform distribution of flux on the receiver surface. Further this is achieved for continuously changing solar position.

The data communication system and power transmission strategy for the tracking is to be designed for minimum or no cabling.

4. Cost of Heliostat Cost of solar field is in the range of 12,000 – 14,000 Rs./m2. The cost of the power plant can be significantly reduced by reducing the cost of the solar field per reflector area and by increasing the energy output per reflector area.Heliostat target cost of Rs. 10,000 per sq.mreflector area is planned in the long run. This should be achieved for the large scale projects based on the learnings from the present project.

5. Field layoutThe heliostats are typically aligned with along the bisector of the angle subtended by the sun and the receiver at the heliostat center, say 2 . Value of 2 depends on the solar angle as well as position ofθ θ the heliostat with respect to the receiver. Thus the heliostats are always oriented at an angle, withθ the sun and its effective area is cos . This affects the optical efficiency of heliostats significantly andθ can be controlled by proper orientation of the field layout. The packing density of the heliostats in the layout controls shading and blocking factors as well as the aggregate annual average value of cos

.The field layout suitable for Indian conditions is to be designed such that the aggregate annualθ average value of cos for all the heliostats is of the order of 0.85. The field layout for the presentθ prototype development project should be such as to facilitate data collection sufficient for designing a desirable field layout eventually.

1.2 GoalsDevelopment of Indigenous Efficient and Economical Heliostat with following attributes:1. Aggregate annual average value of cos of 0.85 θ2. Optical efficiency of 80% 3. Cost: Rs 10,000/sq.m reflector area



4. Reduced power and data cabling

1.3 Objectives:1. To structurally design the heliostat including mechanism for tracking considering wind loads with

or without wind barriers. The heliostat assembly should be simple for execution at site.2. To design mirror configuration to achieve focus of required size on the receiver mounted on

central tower and to develop optical testing and quality control methods3. To facilitate measurement of flux distribution at the dummy receiver 4. To evaluate ways of manipulating flux distribution on the receiver surface5. To develop tracking logic and hardware, data transfer protocols and power transmission approach

for tracking. 6. To develop automated reflector cleaning mechanism. 7. To study and optimize solar field layout corresponding to tower height for minimum shading and

blocking and maximum cos values leading to maximum optical energy at the receiver θ8. To test the system for a sunny season and then hook it on to the receiver for generation of thermal

energy to molten salt for running VAM. 9. The heliostat units, controls and tower will be designed for a life of 25 year.

2. Design Concepts

This project involves the development of the HeliostatCentral tower system with capacity of about 250 kW optical at DNI of 600 W/m2 and going to about 400 kW optical at DNI of 800 W/m2. Since the actual distances between the heliostat and the receiver in the MW scale project will be quite large, the accuracy involved is of the order of fraction of about 0.5 mrad. Achieving the required accuracy in tracking to get a focus on the dummy receiver plate is main aim of developing this system. The subsystems involved are described in the following sections and basic technical design concepts, considerations and approach for components and / or subsystems are given below.

2.1 Heliostat structure

ConceptEach Heliostat is proposed to have reflector area of about 100 sq.m. The supporting structure of the reflectors has to sustain the weight of the reflectors and the wind load. Alternate approaches for reducing the wind loads will be developed in the present project.Material of Construction: Mild steel shall be used (as per IS 2062) for the reflectors supporting structure. A proper corrosion resistant coating shall be specified. All connection bolts shall be of Stainless steel.Foundations shall be of reinforced concrete using M25 concrete mix and reinforcement for the same shall be FE500 conforming to IS 1786.Specifications:It shall be a flat structure supported on a central column. It shall be configured in such a way to facilitate the trouble free rotation about horizontal as well as vertical axis. The range of rotation about horizontal and vertical axis shall be 85° and 200°respectively. The design shall be such that, it supports the reflector frames effectively and the deflections of the structure shall be within 0.5 mrad.Loads:The structure shall sustain the load of reflector frames considering the operating wind loads corresponding to 20 m/s wind and stowed wind loads corresponding to 50 m/s wind (or lower as per the site conditions) considering a life of 25 years. The loading shall be generally conforming to IS 875with basic wind applicable to Greater Noida.Design features : The structure will be a steel skeleton with flat top with suitable fixing arrangement for supporting Mirror frames. It will be supported on the Drive mechanism rotatable about horizontal and vertical



axes.Fabrication:The components will be shop fabricated in such a manner to facilitate easy, cost effective and speedy transport and erection at site. All steel components will be suitably coated for long life.Commissioning:The whole assembly will be tested for trouble free movements before placing the mirror frames on it.

2.2 Heliostat Tracking Mechanism

ConceptThe mechanism shall be supporting the reflector structure and it shall move the structure under the control of the sun tracking software. It shall be able to do so with an accuracy of + 0.5 mrad.Specifications:The mechanism shall sustain the forces and moments required to support the heliostat reflector structure weight and wind load. The mechanism in turn will be supported on a column in such a way that it is able to rotate about its vertical axis. The range of rotation about vertical axis shall be total 200°. The rotation about horizontal axis shall be from being horizontal to about 80° to 85° from the horizontal position. The speed of movement shall be to achieve effective tracking of the Sun under the control of the Tracking software. For reducing power cabling, individual heliostat motors to be powered through PV and battery power pack.Loads:The Mechanism shall sustain the operating wind loads corresponding to 20 m/s wind and stowed wind loads corresponding to 50 m/s wind (or lower as per the site conditions) considering a life of 25 years. Design features : The mechanism will be an appropriate combination of gears, wheel, sprockets and chains to achieve the required capacity of torque and mechanical ratio. It will be supported on the foundation tower.Fabrication:The support frame will be shop fabricated, the bought out components will be placed on the same. The whole drive assembly will be tested in the shop, for smooth movement.Erection and commissioning:The whole assembly will be erected, commissioned and tested for trouble free movements before placing the heliostat structure on it.

2.3 Tracking & controls and electrical power

ConceptA hardware architecture shall be developed, embedded with a software to track the Sun accurately (Accuracy of +0.5mrad) by driving the two motors of vertical / horizontal axes. It may be a closed loop logic with a feedback mechanism. Design considerationsCableless data transfer may be employed for master to slave communication that will oversee the performance of individual heliostat and apply the corrections when required. Controls to be designed for managing the flux at the receiver surface to achieve nearly uniform flux distribution on the receiver mouth. For reducing power cabling, individual heliostat controls to be powered through PV and battery power pack. The tracking software shall be embedded into the suitable electronic hardware architecture.Development issues:To begin with, the controls will be designed based on the solar position calculations,To improve the tracking accuracy, focus position feedback will be needed. The control strategy will be developed to steer the heliostat to have its focus on a dummy screen. The image analysis approach will be developed to generate calibration feedback. Eventually, alternative feedback loops as conceptualized



at IIT Bombay will be developed and employed as an alternative strategy and tested.Testing:The hardware / software will be tested on a test kit developed for the purpose for all possible field conditions before dispatch to site. The pointing capacity of the heliostat will be tested on a dummy screen on site.Commissioning:The hardware / software will be again tested on field after hooking up to the actual drive mechanism at site for the smooth operation.

2.4 Optics:

ConceptReflectors shall be housed in a MS frame to support it. The reflectors will form nearly continuous surface with small gaps (maximum of about 25 mm) and with minimum level difference at the edge. The frame shall be supported to facilitate the reflection of the Sun rays at the focus mounted on the central tower. The frames shall have suitable mounting arrangement to be placed on the Heliostat supporting structure.Material of Construction for reflectors: 1. Reflectors : Good quality, low iron glass2. Mirroring : Should have a specular reflectivity of 0.9 to 0.953. Coating : Reflector shall have a weather proof coating on its backing and edges.4. Mirror Frame : Mild steel with protective coating for long lifeLoadsMirror fixing and the supporting system shall be designed to sustain the operating wind loads corresponding to 20 m/s wind and stowed wind loads corresponding to 50 m/s wind (or lower as per the site conditions) considering a life of 25 years.Design features : The solar grade mirrors will be placed in the steel frame and pasted with it by a suitable adhesive. The support frame will have the fixing arrangements with it so that it can be tilted to the required angle to achieve perfect focus on erection.Development Issues:Method for achieving and examining mirror alignment and curvature will be developed such that it can be implemented at site.Fabrication, erection and commissioning:The mirror frames will be shop fabricated, and painted for a proper corrosion protection.The Mirror frames will be placed on the dish structure appropriately.Testing:The optical arrangement will be tested for mirror alignment and curvature at site leading to the desired focus size with uniform flux distribution at the receiver mouth plane.

2.5 Dummy Receiver:

Concepti) Dummy receiver is intended to be used to check the quality, quantity and distribution of the optical energy of the individual heliostat located at different angle with respect to the receiver as well as the combined focus of all the heliostats by measuring the flux. It shall be a MS plate conforming to IS 2062 mounted on the tower at the location of Focus. It will have multiple temperature sensors (Ktype thermocouple) to measure the stagnant temperature of various points in the planned focal area. ii) A method shall be developed and detailed to check the focal distance of each reflector assembly.Additionally a method to check the focal distance of all the reflectors mounted on a heliostat together also shall be developed.



2.6 Automatic or semiautomatic reflector cleaning:

ConceptCleaning the reflectors is an essential activity to be performed at a periodic interval. Hence a system of cleaning shall be developed to achieve maximum automation. Due to possibility of bird droppings and dust sticking to the reflectors, the cleaning device shall be capable of washing and wiping the surface.Design CriteriaThe automatic /semiautomatic cleaning system shall be such that it cleans the reflectors properly, takes care of removal of any sticky material from the surface of the reflectors, it shall use least amount of water and shall be suitable to convert into an automatic system, in future for the bigger project.Development Issues:Method for cleaning mirrors will be developed such that it can be implemented for large number of heliostats at site.Testing:The cleaning arrangement will be tested at site for quality of cleaning reachieving desired reflectivity of mirrors and for time required for cleaning.

2.7 Solar Field Layout:

ConceptIn the present prototype development project, 8 numbers of heliostats are planned. These shall be placed in the field in such a manner that, it represents all the extreme positions as well as the central zone required for the future project of 3.5 MWe typically consisting of 250 heliostat reflectors.Design CriteriaThe central tower shall be placed at the extreme South of the solar field. The heliostats shall be placed in a sector comprising of minimum radius as about 45 m, maximum of about 350 m and the Receiver view angle of less than 100 degrees. Development Issues:Method for designing field layout for heliostat field will be developed suitable for Indian latitude range in general and for the Greater NOIDA site in particular.

2.8 Central Tower:

ConceptThe central tower of about 30 to 35 m height supports the receiver on top of it. It shall be placed on the South of the Solar field. The molten salt storage and the central Control Room shall be located at the base of this tower.Material of Construction: Up to the level of Control Room, as well as the superstructure above this level the structure can be of either Reinforced Cement Concrete (Grade M25) or of mild steel (as per IS 2062) taking into consideration the cost and construction time required for the same. A proper corrosion resistant coating shall be specified for all the steel work. Foundations shall be of reinforced concrete using M25 concrete mix and reinforcement for the same shall be FE500 conforming to IS 1786.All concrete work shall be painted with a painting system so as to protect the same for its 25 years of life.Specifications:

1. It shall be a structure supported on columns, adequately tied with the beams, at periodic intervals. The height of the tower will be around 30 to 35 m with a platform on top to support the receiver and the focus monitoring arrangement on the North side.

2. Appropriate arrangement shall be provided above the receiver area to facilitate lifting and lowering of various components of the thermal systems during erection as well as for maintenance



purpose.3. A staircase and a goods lift shall be located on the back (south) side of the tower to reach to the

top.4. The control room should be located at height such that it has a view of all the heliostats in the

solar field, but it shall be adequately away from the path of concentrated reflected rays.Loads:The structure shall sustain the load of Thermal systems, all the equipment housed in it and control room. The wind load shall be for a life of 25 years. The loading shall be generally conforming to IS 875with basic wind applicable to Greater Noida. The structure also be designed for resisting the seismic forces as per IS 1893 and other relevant codes.

3. Measurement & Testing

Overall, the heliostat system will be tested for the following. The detailed engineering (hardware and software) for the same need to be developed, documented and employed suitably.

3.1 Measurement &Testing of Goals:

1. The optical tests will include checking of the radius curvature of the individual reflectors (in workshop) and checking the radius curvature of the individual heliostats with multiple reflectors (in situ)

2. The dummy receiver (an MS plate with thermocouples) will be used to test the flux at the receiver reflected by the individual heliostats as well as multiple heliostats. The total flux quantity, local flux density and flux distribution will be calculated. Optical efficiency and cos value can beθ estimated from these measurements knowing DNI and other parameters.

3. This will also allow estimation of tracking accuracy by individually operating the heliostats and observing the movement of the focus on the dummy receiver.

3.2 Quality Tests during Erection and Commissioning : Quality tests for Heliostat and subsystems during erection and commissioning are given in Table 1.

Table 1: Quality Tests for Heliostat and subsystems

Sr. No. Equipment/ Sub System

Quality Stages Remarks

1 Heliostat structure 1. Material Test Certificate2. Dimensional checks for components as

per drawing3. Welding Proccedure approval4. Visual Inspection of welds5. Assembly dimension check

Vendor to provide internal quality inspection reports. Third party inspection stages to be decided and finalised by the owner appointed third party inspection agency

2 Heliostat mechanism 1. Material Test Certificate2. Dimensional checks for components as

per drawing3. Welding Procedure approval4. Manufacturer's test certificate for

bought outs

As above in Sr. No.1



5. Assembly dimension check

3 Tracking and controls 1. Material Test Certificate2. Dimensional checks for components as

per drawing3. Preparation of a test kit4. Checking all the movement controls on

test kit5. Simulate and test all the safety

controls


4. Optics 1. Material Test Certificate2. Vendor certificate for Mirrors3. Dimentional checks for components as

per drawing4. Welding Procedure approval5. Check for the flatness of the mirrors6. Assembly dimension check


5. Tower 1. Material Test Certificate2. Dimentional checks for components as

per drawing3. Welding Procedure approval4. Visual Inspection of welds5. Assembly dimension check

6. Cleaning Mechanism 1. Material Test Certificate2. Vendor certificates for bought items

like pump, valves, instruments etc.3. Dimensionalchecks for components as

per drawing4. Assembly dimension check


3.3 Functional Tests :

The following functional tests will be carried out.

1. Directional accuracy of focus with respect to the receiver centre and effect of wind on accuracy:Each heliostat will be individually pointed to the receiver centre using the designed controls and the alignment of the centre of the reflected focus will be checked with respect to the receiver mouth centre. Further, this will also be tested in normal operating wind at site.\

2. Geometric size of focus with on the plane of receiver mouth and effect of wind on size:Individual heliostats as well as all heliostats will be sequentially pointed to the receiver centre using the designed controls and the size of the reflected focus will be checked on the dummy receiver. Further, this will also be tested in normal operating wind at site.

3. Collector optical efficiency with respect to direct normal insolation:The optical efficiency of the individual heliostats as well as all heliostats will be sequentially tested by measuring total flux incident on the dummy receiver.

4. Scope of the work under this tender document 1. Assist IIT Bombay team to develop details of concept of the prototype as explained in the basic

design document and eventual reconfiguration of the system to longterm VAM operation mode



2. Prepare detailed project plan and monitor execution progress

3. Carryout and document the engineering design calculations for all components, subsystems, package items and boughtout items

4. Workout detailed wind load analysis and stressstrain analysis for different orientations in details for the relevant components and submit the same.

5. Carryout detailed engineering design of components and subsystems

6. Prepare detailed constructible drawings as well as documents for all components and subsystems in knockeddown form suitable for easy fabrication, transportation, assembly at site, erection and commissioning and provide the same in soft form. Hard copies for checking may also be provided if required.

7. Prepare datasheets and specifications of all package items and boughtout items

8. Prepare and carry out QA and QC plan for all fabricated components and subassemblies

9. Prepare and carry out delivery acceptance tests for package items and boughtout items

10. Provide engineering support for preparing and floating the enquiries for supply of all components, subsystems, package items and boughtout items

11. Provide engineering support for vendor development and technical evaluation of bids received for supply of all components, subsystems, package items and boughtout items

12. Monitor QA and QC plan for all fabricated components and subassemblies

13. Monitor delivery acceptance tests for package items and boughtout items

14. Expedite and supervise fabrication of components, subassemblies

15. Supervise assembly of components and subsystems at site

16. Supervise erection and commissioning of all components, subsystems and assembled systems at site at Greater NOIDA

17. Supervise installation and commissioning of package items and boughtout items at site with support from the suppliers

18. Carryout system commissioning and performance testing of all the prototype components and units with the support from the equipment vendor if necessary

19. Provide support for suitable reconfiguration of the system to longterm VAM operation mode after testing

20. Operating the system for one year after commissioning

21. Help in benchmarking and comparing the performance and costs of the components and systems and enable assessment of viability

22. The schedule for design and detailed engineering component as well as other engineering services provided covered under this tender is mentioned in the attached tables.

23. The project duration is 2 years

24. The bidder will have to attend review meetings as and when required by IIT Bombay and on site (Greater Noida, UP), cost to be included in the price.

List of documents and drawing to be submitted by the bidder are as follows:Documents:

1) Specifications for all the components2) Data sheets for the bought out / out sourced items3) Enquiry documents for all the bought out / out sourced items



4) Bill of material for all the items5) Line List and Equipment List6) Electrical Load List7) Instrument List8) Inspection Reports for all the outsourced items9) Testing procedures for the items to be tested10) Operating Manual for the system

Drawings:1) Overall plot plan2) P&I D3) Layouts and G.A. Drawings4) Piping Layouts and Isometrics5) Interlock Diagrams6) Electrical SLDs7) Fabrication / Construction Drawings



SECTION 7 PRICE BID

Reference No: 201600033 Due date: 15th June,2016 at 01.00 pm

Sr.

No.

Description of Item &

Specification

Qty in

Units

Lump sum

Price

Service tax & other

taxes/charges if any

please specify details

(%/in Rs.)

Total Price

in Rs.

1. Appointment of consultant for Detailed Engineering and Execution of HeliostatsDesigning, Detailed Engineering, Supervision, Testing, Commissioning andOperation of Solar Thermal Power Prototype Development.This Basic Technical Design Specification document is for the Heliostat project i.eHeliostat reflector development with tracking and with flux measurement which includesDevelopment of indigenous heliostat reflector and method for its optical testing. This project will be implemented at NETRA at Greater NOIDA, Uttar Pradesh for testing andperformance evaluation. After testing the setup online, the system is to be integrated toexisting VAM of 50TR capacity. Details mentioned in technical bid.

1 No.

1. The bidder should quote the price on the lumpsum basis for the scope mentioned in scope of work, manpower, travel, boarding & lodging & any local transportation during meetings at IIT Bombay & on site etc.)

2. The bidder is needed to provide details of the estimated manpower required and the rate thereof with supporting documents justifying the manpower rate in separate sheet.

Validity 180 days from the date of submission of quotation/tender.

Delivery period .......................... days

PAN No:.....................................................

VAT/TIN Registration No:..........................

Signature: .................................................

Place: Name:........................................................



Date: Business Address:......................................

Affix Rubber Stamp:..................................

Note: Price bid should be submitted in given format only. For additional information/extra items above format may be typed and used.



SECTION 8 ANNEXURES

INTEGRITY PACT

(to be printed on Supplier's letterhead)

INTEGRITY PACT

General

This prebid precontract Agreement hereinafter called the Integrity Pact is made

on ............................ day of the month of .................................. , between, on one hand, the

President of India acting through Deputy Registrar, Materials Management Division of Indian Institute

of Technology, Bombay hereinafter called the “BUYER” of the First Part and

M/s.............................................................. represented by

Shri ...............................................................,Director /Chief Executive Officer/ General Manager

hereinafter called the “BIDDER/Seller” of the Second Part.

WHEREAS the BUYER proposes to

procure ................................................................................................... (Name of the

Stores/Equipment/Item) and the BIDDER/Seller is willing to offer/has offered the stores and

WHEREAS the BIDDER is a private company/public company/Government

undertaking/partnership/registered export agency, constituted in accordance with the relevant law in

the matter and the BUYER is a Autonomous Body/Department of the Government of India performing

its functions on behalf of the President of India.

NOW, THEREFORE, to avoid all forms of corruption by following a system that is fair,

transparent and free from any influence/prejudiced dealings prior to, during and subsequent to the

currency of the contract to be entered into with a view to :Enabling the BUYER to obtain the desired

said stores / equipment at a competitive price in conformity with the defined specifications by

avoiding the high cost and the distortionary impact of corruption on public procurement, and

Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to secure the

contract by providing assurance to them that their competitors will also abstain from bribing and

other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its officials

by following transparent procedures. The parties hereto hereby agree to enter into this Integrity Pact

and agree as follows:

1. Commitments of the BUYER

Sr. No. Commitments of the BUYER Complied Remarks



(Y/N)

1.1 The BUYER undertakes that no official of the

BUYER, connected directly or indirectly with

the contract,will demand, take a promise for

or accept, directly or through intermediaries,

any bribe, consideration, gift, reward, favour

or any material or immaterial benefit or any

other advantage from the BIDDER, either for

themselves or for any person, organization or

third party related to the contract in exchange

for an advantage in the bidding process, bid

evaluation, contracting or implementation

process related to the Contract.

1.2 The BUYER will, during the precontract

stage, treat all BIDDERs alike, and will

provide to all BIDDERs the same

information and will not provide any such

information to any particular BIDDER

which could afford an advantage to that

particular BIDDER in comparison to other

BIDDERs.

1.3 All the officials of the Buyer will report to

the appropriate Government office any

attempted or completed breaches of the

above commitments as well as any

substantial suspicion of such a breach.

Sr. No. Commitments of the BUYER Complied

(Y/N)

Remarks

2. In case any such preceding misconduct on

the part of such official (s) is reported by

the BIDDER to the BUYER, with full and

verifiable facts and the same is prima

facie found to be correct by the BUYER,

necessary disciplinary proceedings, or any



other action as deemed fit, including

criminal proceedings may be initiated by

the BUYER and such a person shall be

debarred from further dealings related to

the contract process. In such a case while

an enquiry is being conducted by the

BUYER the proceedings under the

contract would not be stalled..

3. Commitments of BIDDERs :

The BIDDER commits itself to take all measures necessary to prevent corrupt practices, unfair

means and illegal activities during any stage of its bid or during any precontract or postcontract

stage in order to secure the contract or in furtherance to secure it and in particular commit itself to

the following:

Sr. No. Commitments of the BUYER Complied

(Y/N)

Remarks

3.1 The BIDDER will not offer, directly or through

intermediaries, any bribe, consideration, gift,

reward, favour, any material or immaterial

benefit or other advantage, commission, fees,

brokerage or inducement to any official of the

BUYER, connected directly or indirectly with

the bidding process, or to any person,

organization or third party related to the

contract in exchange for any advantage in the

bidding, evaluation, contracting and

implementation of the Contract.

3.2 The BIDDER further undertakes that it has not

given, offered or promised to give, directly or

indirectly any bribe, gift, consideration, reward,

favour, any material or immaterial benefit or



other advantage, commission, fees, brokerage

or inducement to any official of the BUYER or

otherwise in procuring the Contract or

forbearing to do or having done any act in

relation to the obtaining or execution of the

Contract or any other Contract with the

Government for showing or forbearing to show

favour or disfavour to any person in relation to

the Contract or any other Contract with the

Government.

3.3 BIDDERs shall disclose the name and address of

agents and representatives and Indian BIDDERs

shall disclose their foreign principals or

associates.

3.4 BIDDERs shall disclose the payments to be

made by them to agents / brokers or any other

intermediary, in connection with this

bid/contract.

3.5 The BIDDER further confirms and declares to

the BUYER that the BIDDER is the original

manufacturer/ integrator/ authorized

government sponsored export entity of the

defence stores and has not engaged any

individual or firm or company whether Indian

or foreign to intercede, facilitate or in any way

to recommend to the BUYER, or any of its

functionaries, whether officially or unofficially

to the award of the contract to the BIDDER, nor

has any amount been paid, promised or

intended to be paid to any such individual, firm

or company in respect of any such

intercession,facilitation or recommendation.

3.6 The BIDDER, either while presenting the bid or

during precontract negotiations or before

signing the contract, shall disclose any



payments he has made, is committed to or

intends to make to officials of the BUYER or

their family members, agents, brokers or any

other intermediaries in connection with the

contract and the details of services agreed upon

for such payments.

3.7 The BIDDER will not collude with other parties

interested in the contract to impair the

transparency , fairness and progress of the

bidding process, bid evaluation, contracting

and implementation of the contract.

3.8 The BIDDER will not accept any advantage in

exchange for any corrupt practice, unfair means

and illegal activities.

3.9 The BIDDER shall not use improperly, for

purposes of competition or personal gain, or

pass on to others, any information provided by

the BUYER as part of the business relationship,

regarding plans, technical proposals and

business details, including information

contained in any electronic data carrier. The

BIDDER also undertakes to exercise due and

adequate care lest any such information is

divulged.

3.10 The BIDDER commits to refrain from giving any

complaint directly or through any other

manner without supporting it with full and

verifiable facts.

3.11 The BIDDER shall not instigate or cause to

instigate any third person to commit any of the

actions mentioned above.

3.12 If the BIDDER or any employee of the BIDDER

or any person acting on behalf of the BIDDER,

either directly or indirectly, is a relative of any

of the officers of the BUYER, or alternatively, if



any relative of an officer of the BUYER has

financial interest/stake in the BIDDER's firm

,the same shall be disclosed by the BIDDER at

the time of filing of tender.

The term relative for this purpose would be as

defined in Section 6 of the Companies Act

1956.

3.13 The BIDDER shall not lend to or borrow any

money from or enter into any monetary

dealings or transactions, directly or indirectly,

with any employee of the BUYER.

4. Previous Transgression

Sr. No. Previous Transgression Complied

(Y/N)

Remarks

4.1 The BIDDER declares that no previous

transgression occurred in the last three years

immediately before signing of this Integrity Pact,

with any other company in any country in

respect of any corrupt practices envisaged

hereunder or with any Public Sector Enterprise

in India or any Government Department in

India, that could justify BIDDER's exclusion from

the tender process.

4.2 The BIDDER agrees that if it makes incorrect

statement on this subject, BIDDER can be

disqualified from the tender process or the

contract, if already awarded, can be terminated

for such reason.

5. Earnest Money Deposit:

Earnest Money Deposit is mandatory to be enclosed in the tender. While submitting bid, the BIDDER

shall deposit an amount mentioned in tender document as Earnest Money, with the IIT Bombay



through the following instruments:

Sr.

No.

Terms & conditions of EMD Complied

(Y/N)

Remarks

5.1 A confirmed Bank Guarantee by an Indian

Nationalized Bank promising payment of the

guaranteed sum to the BUYER on demand within

three working days without any demur

whatsoever and without seeking any reasons

whatsoever.

The demand for payment by the IIT Bombay

shall be treated as conclusive proof of payment.

5.2 The Earnest Money shall be valid upto a period

of 180 days or the complete conclusion of the

contractual obligations to the complete

satisfaction of both the

BIDDER and the BUYER whichever is later.

5.3 No interest shall be payable by the BUYER to the

BIDDER on Earnest Money for the period of its

currency.

5.4 If successful bidder fails to submit the

Performance Guarantee Bond within 30 days

form the date of placing of Purchase Order then

purchase order will be canceled and EMD will be

forfeited.

5.5 If there is any difficulty in submitting Bank

Guarantee then Demand draft can be submitted

in the favour of 'The Registrar, IIT Bombay'

payable at Mumbai.

5.6 Return of EMD: In case of successful BIDDER,

EMD in the form of Bank guarantee will be

returned within 30 days from the date of

submission of Performance

Guarantee Bond.

5.7 For unsuccessful bidder, Bank Guarantee will be

returned within 30 days from the date of placing



the Purchase Order.

5.8 In case of Demand Draft, amount of EMD will be

returned within 60 days from the date of placing

the purchase order.

6. SECURITY DEPOSIT /PERFORMANCE GUARANTEE :

Performance Guarantee Bond is mandatory.

Sr.

No.

Terms & conditions of Performance Bank

Guarantee Bond

Complied

(Y/N)

Remarks

6.1 Successful tenderer/ bidder should submit

performance guarantee as prescribed above to be

sent to Dy. Registrar, Materials management

Division, IIT Bombay on or before 15 days from

the due date of issue of order acknowledgment.

The PGB to be furnished in the form of bank

guarantee as per proforma or annexure of the

tender documents, for an amount covering 5 % of

the purchase order value.

6.2 The Performance Guarantee should be

established in favour of “Registrar, IIT Bombay”.

6.3 PBG to be established through any of the

National Banks (whether situated at Mumbai or

outstation) with a clause to enforced the same on

their local branch of Mumbai or any scheduled

bank (other than national bank) situated at

Mumbai. Bonds issued by cooperative banks will

not be accepted.

6.4 Performance Guarantee Bond shall be for the due

and faithfully performance of the contract and

shall remain binding, notwithstanding such

variations, alterations for extensions of time as

may be made, given, conceded or agreed to

between the successful tenderer and the

purchaser under the terms & conditions of

acceptance to the tender.



6.5 The successful tenderer is entirely responsible for

due performance of the contract in letter and

spirit and all other documents referred to in the

acceptance of tenders.

6.6 The PBG shall be kept valid during the period of

contract and shall continue to be enforceable for

a period of one year or upto warranty period

whichever

is later from the date of order acknowledge. In

case PBG needs extensions upto warranty period

then supplier shall initiate extensions to PBG one

month prior to expiry of PBG.

6.7 For successful suppliers, if PBG is not submitted

within 15 days from the date of Order

Acknowledgment, then the Purchase Order will

be cancelled with forfeiting of EMD.

6.8 No interest shall be payable by the buyer to the

Bidder on PBG.

7. Sanctions for Violations

Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting on its

behalf (whether with or without the knowledge of the BIDDER) shall entitle the BUYER to take all or

any one of the following actions, wherever required:

Sr.

No.

Sanctions for Voilations Complied

(Y/N)

Remarks

7.1 To immediately call off the precontract

negotiations without assigning any reason or

giving any compensation to the BIDDER.

However, the proceedings with the other

BIDDER(s) would continue.

7.2 The Earnest Money Deposit (in precontract

stage) and/or Security Deposit/Performance

Bond (after the contract is signed) shall stand

forfeited either fully or partially, as decided by

the BUYER and the BUYER shall not be required



to assign any reason therefore.

7.3 To immediately cancel the contract, if already

signed without giving any compensation

to the BIDDER.

7.4 To recover all sums already paid by the

BUYER, and in case of an Indian BIDDER with

interest thereon at 2% higher than the prevailing

Prime Lending Rate of State Bank of India, while

in case of a BIDDER from a country other than

India with interest thereon at 2% higher than

the LIBOR. If any outstanding payment is due to

the BIDDER from the BUYER in connection with

any other contract for any other stores, such

outstanding payment could also be utilized to

recover the aforesaid sum and interest.

7.5 To encash the advance bank guarantee and

performance bond/warranty bond, if furnished

by the BIDDER, in order to recover the payments,

already made by the BUYER, along with interest.

7.6 To cancel all or any other Contracts with the

BIDDER. The BIDDER shall be liable to pay

compensation for any loss or damage to the

BUYER resulting from such

cancellation/rescission and the BUYER shall be

entitled to deduct the amount so payable from

the money(s) due to the BIDDER.

7.7 To debar the BIDDER from participating in

future bidding processes of the Government of

India for a minimum period of two years, which

may be further extended at the discretion of the

BUYER.

7.8 To recover all sums paid in violation of this

pact by the BIDDER(s) to any middleman or

agent or broker with a view to securing the

contract.



7.9 In cases where irrevocable Letters of Credit

have been received in respect of any contract

signed by the BUYER with the

BIDDER, the same shall not be opened.

7.10 Forfeiture of Performance Bond in case of a

decision by the BUYER to forfeit the same

without assigning any reason for imposing

sanction for violation of this Pact.

7.11 The BUYER will be entitled to take all or any of

the actions mentioned at para 7.1(i) to (x) of this

Pact also on the Commission by the BIDDER or

any one employed by it or acting on its behalf

(whether with or without the knowledge of the

BIDDER), of an offence as defined in Chapter IX

of the Indian Penal code, 1860 or Prevention of

Corruption Act 1988 or any other statute enacted

for prevention of corruption.

7.12 The decision of the BUYER to the effect that a

breach of the provisions of this Pact has been

committed by the BIDDER shall be final and

conclusive on the BIDDER. However, the BIDDER

can approach the independent Monitor(s)

appointed for the purposes of this Pact.

8. Fall Clause

Sr.

No.

Fall Clause Complied

(Y/N)

Remarks

8.1 The BIDDER undertakes that it has not

supplied/is not supplying similar

product/systems or subsystems at a price lower

than that offered in the present bid in respect of

any other Ministry/ Department of the

Government of India or PSU and if it is found at

any stage that similar product/system or sub

system was supplied by the BIDDER to any other



Ministry/Department of the Government of India

or PSU at a lower price, then that very price, with

due allowance for elapsed time, will be

applicable to the present case and the difference

in the cost would be refunded by the BIDDER to

the BUYER, if the contract has already been

concluded.

9. Independent monitors

Sr.

No.

Independent monitors Complied

(Y/N)

Remarks

9.1 The BUYER has appointed Independent Monitors

(hereinafter referred to as Monitors) for this Pact

in consultation with the Central Vigilance

Commission ( Chief Vigilance Officer ,Indian

Institute of Technology, Bombay).

9.2 The task of the Monitor shall be to review

independently and objectively, whether and to

what extent the parties comply with the

obligations under this Pact.

9.3 The Monitor shall not be subject to instructions

by the representatives of the parties and performs

their functions neutrally and independently.

9.4 Both the parties accept that the Monitor have the

right to access all the documents relating to the

project/procurement, including minutes of the

meetings.

9.5 As soon as the Monitor notices, or believes to

notice, a violation of this Pact, he will so inform

the Authority designated by the BUYER.

9.6 he BIDDER(s) accepts that the Monitor has the

right to access without restriction to all Project

documentation of the BUYER including that

provided by the BIDDER. The BIDDER will also

grant the Monitor, upon his request and



demonstration of a valid interest, unrestricted

and unconditional access to his project

documentation. The same is applicable to

Subcontractors. The Monitor shall be under

contractual obligation to treat the information

and documents of the BIDDER/Subcontractor(s)

with confidentiality.

9.7 The BUYER will provide to the Monitor sufficient

information about all meetings among the parties

related to the Project provided such meetings

could have an impact on the contractual relations

between the parties. The parties will offer to the

Monitor the option to participate in such

meetings.

9.8 The Monitor will submit a written report to the

designated Authority of BUYER/ Secretary in the

Department/within 8 to 10 weeks from the date

of reference or intimation to him by the BUYER /

BIDDER and, should the occasion arise, submit

proposals for correcting problematic situations.

10. Facilitation of Investigation

Sr.

No.

Facilitation of Investigation Complied

(Y/N)

Remarks

10.1 In case of any allegation of violation of any

provisions of this Pact or payment of commission,

the BUYER or its agencies shall be entitled to

examine all the documents including the Books of

Accounts of the BIDDER and the BIDDER shall

provide necessary information & documents in

English and shall extend all possible help for the

purpose of such examination.

11. Law and Place of Jurisdiction



Sr.

No.

Law and Place of Jurisdiction Complied

(Y/N)

Remarks

11.1 This Pact is subject to Indian Law. The place of

performance and Jurisdiction is the Seat of the

BUYER.

12. Other Legal Actions

Sr.

No.

Other Legal Actions Complied

(Y/N)

Remarks

12.1 The actions stipulated in this Integrity Pact are

without prejudice to any other legal action that

may follow in accordance with the provisions of

the extant law in force relating to any civil or

criminal proceedings.

13. Validity :

Sr.

No.

Validity Complied

(Y/N)

Remarks

13.1 The validity of this Integrity Pact shall be from

date of its signing and extend upto 5 years or the

complete execution of the contract to the

satisfaction of both the BUYER and the BIDDER/

Seller, including warranty period, whichever is

later. In case BIDDER is unsuccessful, this

Integrity Pact shall expire after six months from

the date of the signing of the contract.

13.2 Should one or several provisions of this Pact turn

out to be invalid, the remainder of this Pact

remains valid. In this case, the parties will strive

to come to an agreement to their original

intentions.

14. The Parties hereby sign this Integrity Pact.



BUYER BIDDER

Dy. Registrar (MMD), IIT Bombay Signature with seal

Date & Place: Date & Place:

Witness Witness

1. ___________________________ 1. ________________________________

(Indenter)

2. ___________________________ 2. ________________________________

___________________________ __________________________________



ANNEXURE 1: FORMAT FOR EARNEST MONEY DEPOSIT / BID BOND

(To be typed on Nonjudicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED THROUGH ANY OF THE NATIONALED BANKS (WHETHER SITUATED AT MUMBAI OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT MUMBAI OR ANY SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT MUMBAI. BONDS ISSUED BY COOPERATIVE BANKS ARE NOT ACCEPTED)

LETTER OF GUARANTEE

To,Registrar,Indian Institute of Technology,Powai, Mumbai – 400 076

IN ACCORDANCE WITH YOUR TENDER No:................... dated.................. for supply of

….............................., M/s. ............................. (hereinafter called the “Bidder”) having its Registered

Office at …........................, wish to participate in the said bid for the supply

….................................................... as an irrevocable Bank Guarantee against Earnest Money Deposit

for an amount of Rs. …................... (Rupees...............................) valid up to …............ (180 days

from the date of issue of Bank Guarantee), is required to be submitted by the bidder as a condition

precedent for participating in the said bid, which amount is liable to be forfeited by the Purchaser on

(1) the withdrawal or revision of the offer by the bidder within the validity period, (2) Non

acceptance of the Letter of Indent / Purchase order by the Bidder when issued within the validity

period, (3) failure to execute the contract as per contractual terms and condition with in the

contractual delivery period and (4) on the happening of any contingencies mentioned in the bid

documents.

During the validity of this Bank Guarantee :

We, ….......................(Bank name) having its registered Office at ….......................guarantee

and undertake to pay immediately on first demand by …................................... the amount of

Rs................... (Rupees..............................) without any reservation, protest, demur and recourse.

Any such demand made by the IIT Bombay shall be conclusive and recourse. Any such demand made

by the purchaser shall be binding on the Bank irrespective of any dispute or difference raised by the

Bidder.

The Guarantee shall be irrevocable and shall remain valid up to …............(180 days from the

date of issue of Bank Guarantee) If any further extension is required, the same shall be extended to

such required period on receiving instruction form the Bidder, on whose behalf the is Guarantee is



issued.

Notwithstanding anything contained herein :

⁎ Our liability under this Bank Guarantee shall not exceed Rs....................

(Rupees....................) .

⁎ This Bank Guarantee shall be valid up to ….........................................................(date).

⁎ We are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee

Only and only if you serve upon us a written claim or before …............ (date).

This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at

our branch office at ........................................ situated at .............................. (Address of local

branch).

Yours truly,

Signature and seal of the guarantor:

Name of Bank:

Address:

Date:

Instruction to Bank: Bank should note that on expiry of Bond Period, the Original Bond will not be returned to the Bank. Bank is requested to take appropriate necessary action on or after expiry of bond period.



ANNEXURE 2: FORMAT FOR PERFORMANCE GUARANTEE BOND

(To be typed on Nonjudicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT MUMBAI OR OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT MUMBAI OR ANY SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT MUMBAI. BONDS ISSUED BY COOPERATIVE BANKS ARE NOT ACCEPTED.)

To,Registrar, Indian Institute of Technology,Powai, Mumbai – 400 076.

LETTER OF GUARANTEE

WHEREAS Indian Institute of Technology, Bombay (Buyer) have invited Tenders vide Tender

No............................... dated ............................. for purchase of ........................................................

AND WHEREAS the said tender document requires that any eligible successful tenderer (seller)

wishing to supply the equipment / machinery,etc. in response thereto shall establish an irrevocable

Performance Guarantee Bond in favour of “Registrar, Indian Institute of Technology, Bombay” in the

form of Bank Guarantee for Rs ................................ (5% (five percent) of the order value) and

valid till two year from the date of issue of Performance Guarantee Bond may be submitted within

30 (Thirty) days from the date of Acceptance as a successful bidder.

NOW THIS BANK HEREBY GUARANTEES that in the event of the said tenderer (seller) failing

to abide by any of the conditions referred in tender document / purchase order / performance of the

equipment / machinery, etc. this Bank shall pay to Indian Institute of Technology, Bombay on demand

and without protest or demur Rs ........................ (Rupees......................................)

This Bank further agrees that the decision of Indian Institute of Technology, Bombay (Buyer)

as to whether the said Tenderer (Seller) has committed a breach of any of the conditions referred in

tender document / purchase order shall be final and binding.

We, .................................................. (name of the Bank & branch) hereby further agree that

the Guarantee herein contained shall not be affected by any change in the constitution of the

Tenderer (Seller) and/ or Indian Institute of Technology, Bombay(Buyer).

Notwithstanding anything contained herein:



1. Our liability under this Bank Guarantee shall not exceed Rs. .........................

(Indian Rupees ..................................... only).

2. This Bank Guarantee shall be valid up to ..........................(date) and

3. We are liable to pay the guaranteed amount or any part thereof under this bank guarantee

only and only if IIT Bombay serve upon us a written claim or demand on or

before ..........................(date).

This Bank further agrees that the claims if any, against this Bank Guarantee shall be

enforceable at our branch office at ........................................ situated at .............................. (Address

of local branch).

Yours truly,

Signature and seal of the guarantor:

Name of Bank:

Address:

Date:

Instruction to Bank: Bank should note that on expiry of Bond Period, the Original Bond will not be returned to the Bank. Bank is requested to take appropriate necessary action on or after expiry of bond period.

Submitted Earnest Money Deposit will be treated as null and void after acceptance of Performance

Bank Guarantee by IIT Bombay.



SECTION 9 CHECKLIST

The following items must be checked before the Bid is submitted:

1. Envelope “1” Technical Bid

a) Demand Draft of Rs. 500/ (Rs. Five Hundred only) towards cost of Bid

document,

b) Bank Guarantee for Rs. 4,00,000/ (Rs. Four Lac only) towards Earnest Money

Deposit,

c) INTEGRITY PACT as per format,

d) Eligibility Criteria & Selection Criteria Responses (each pages duly sealed and

signed by the authorized signatory),

e) Copy of this tender document duly sealed and signed by the authorized

signatory on every pages.

f) Technical Bid responses

2. Envelope “2”

a) Price Bid :

Your quotation must be submitted in two envelopes Technical Bid (Envelope 1) and

Commercial Bid (Envelope 2) superscribing on both the envelopes the Tender no. and the

due date and both these sealed covers are to be put in a bigger cover which should also be

sealed and duly superscribed with our Tender No. & Due Date.
