HVAC System at AF Stn Gorakhpur

Tender issue / publication date

Tender documents issued/forwarded on 07 Aug 2026 under reference 958834/E8.

• Forwarding letter and IAFW-2159 covering page both dated 07 Aug 2026.
• Digitally signed on Tendernotice_1.pdf on 27 Jul 2026 (signature block); the printed issue date on tender papers is 07 Aug 2026.

Bid submission and Cover-I opening

Exact bid submission start/end and Cover-I opening calendar times are not printed as fixed dates in the NIT; bidders must follow the critical dates shown on www.defproc.gov.in.

• Appendix 'A' item 7 states bid submission start, bid submission end and Cover-I opening: 'Refer critical dates on the website.'
• IAFW-2159 page leaves the day blank: upload before 1800 hours on Sep 2026 (day not filled in the PDF).
• Cover-2 (finance) opening date is decided after Cover-1 technical evaluation and intimated on the portal.
• Physical original DD/EMD instruments must reach within 05 days of bid submission end date.

Pre-bid / clarification window

Queries/clarifications to be raised before one week of bid submission start date; a pre-bid meeting may be held on the date given in the tender (no separate fixed pre-bid calendar date is printed in the PDFs).

• Bidders may email consolidated points and/or depute a technical representative prior one week of bid submission start date.
• Pre-bid meeting referenced as 'on the date given in the tender' without a printed calendar date in the extracted tender pack.

Bid validity

Tender remains open for acceptance for 60 days from the next day subsequent to the bid submission end date.

Completion period and site handover

Entire work to be completed in 12 (Twelve) Months i.e. 365 days from handing over of site / commencement as indicated in Work Order No. 1; site handover is on or about two weeks after acceptance of Performance Security.

• Defect liability period: 24 (twenty four) calendar months after handing over / from date of completion of the entire work.

Post-award security and cure timelines

Performance Security must be lodged within 28 days of receipt of acceptance notification; Cover-1 document deficiencies can be cured within 07 days of communication.

• Successful L1 who submitted EMD may convert the EMD instrument into part of Performance Security within the same 28-day window.

Estimated cost / tender value

Estimated cost Rs. 568.63 Lakhs (At par Market).

• Estimate is stated as a rough guide only; no claim if actual cost is more or less.
• BOQ pre-priced lump sums: Sch 'A' Part-I Internal Electrification Rs 6,58,970.9; Part-II External Electrification Rs 16,81,519.6; Part-III Misc B/R and E/M items are to be rate-quoted by the bidder.

Cost of tender documents

Rs. 3000.00 as DD / Bankers cheque from any Nationalized/scheduled Bank in favour of GE (AF) GORAKHPUR, payable at GORAKHPUR.

• Scanned DD must be in Cover-1; original physical DD must reach within 05 days of bid submission end date.
• DD cost and bank charges are borne by the applicant; DD is refundable if the contractor is not considered eligible in Cover-1 technical evaluation.

Earnest Money (EMD)

₹ 6,10,000.00 in favour of GE (AF) GORAKHPUR; Deposit at Call Receipt from a Scheduled Bank (or receipted Treasury Challan to revenue deposit). FDR, cheque and Bank Guarantee not acceptable for EMD.

• Required from MES enlisted contractors who have not executed the Standing Security Bond, and from all un-enlisted contractors.
• Scanned EMD with Cover-1 plus physical original within 05 days of bid submission end date (and hard copy before date/time fixed for opening of BOQ as per instructions notes).
• L1 may convert EMD instrument into part of Performance Security.
• Upward revision/revocation after bid close: EMD forfeited (or equivalent amount via MRO for enlisted contractors with SSB).

Performance Security

5% of Contract Sum/Lump Sum to be lodged with the Accepting Officer within 28 days of receipt of acceptance notification, as Bank Guarantee, FDR or Insurance surety bond.

• Failure to lodge Performance Security is ground for cancellation of contract and forfeiture of EMD (or recovery of EMD-equivalent via MRO for MES enlisted without EMD).
• Non-submission of Performance Security: issue of tenders suspended 6 months (unenlisted) or till EMD deposit or 6 months whichever later (enlisted).
• BG format for Performance Security is printed as Annx D; extension deed as Annx E.

Taxes and quoted rates

Quoted rates are deemed inclusive of all taxes including GST on materials, GST on Works Contracts, labour welfare cess/tax, duties, royalties, octroi and other levies; limited reimbursement only for change in percentage rates of taxes directly related to contract value.

• Construction labour welfare CESS/Tax is to be paid by contractor and is deemed included in rates.
• Income tax is excluded from the 'taxes directly related to Contract value' variation mechanism.

Payment / advances on account

Running payments under GCC Condition 64 (IAFW-2249); special advance-on-account may be paid to full value of specified major materials at site against Bank Guarantee for the retention money otherwise recoverable.

• Materials eligible for full-value advance (with BG for retention): Major E/M equipment after required testing; Cables; Transformer and DG set after required testing; other non-perishable materials at GE discretion.
• Final bill preparation/submission target within 03 months of actual completion (final evaluation meeting).
• No mobilisation advance quantum is separately stated beyond GCC Condition 64 framework and the special material advance clause.

Site utilities charges (if taken from MES)

If contractor buys electricity from MES: Rs 11.70 per unit for light and Rs 11.70 per unit for power; continuity of supply is not guaranteed.

• Water: contractor may install hand pumps/tube wells at approved locations at own cost; testing charges borne by contractor.

Eligible class and categories (MES enlisted)

MES enlisted Class 'A' with categories b (i) & c (i), subject to satisfactory performance remarks in Work Load Return (WLR) or other competent engineer reports.

• One-class-below (two classes below in remote/difficult areas) may be considered under Appendix 'A' Notes 1-2 depending on whether fewer or more than 7 eligible bids are received, subject to residual workload and past experience/financial tests.
• Contractors one/two classes below shall not be considered if residual work in hand exceeds five times their present tendering limit.

Un-enlisted contractors — Class 'A' enlistment-equivalent criteria

Must meet Class 'A' with category b(i) & c(i) enlistment criteria for completed works, annual turnover, bank solvency, working capital and other MES 2020 enlistment requirements.

• Class 'A' fresh enlistment (Annexure-A): two works costing not less than Rs 4.00 crore each OR one work not less than Rs 6.00 crore (upgradation table also shows Rs 6.00 crore one-work path), AND average annual turnover last two consecutive years not less than Rs 6.00 crore; solvent upto Rs 2.00 crore OR financially sound for engagement upto Rs 7.50 crore; working capital not less than Rs 30.00 lakh; minimum reserves Rs 75.00 lakh.
• Note: Annexure-A 'fresh enlistment' table one-work value for Class 'A' appears as 'not less than 7.50 crore' on page 7 text layout while the upgradation table on page 9 states 'One work costing not less than Rs 6.00 crore' — bidders should verify the controlling MES Manual figure; both pages are attached as Annexure-A criteria.
• Must not carry adverse WLR remarks if already working in MES.
• Not suspended/debarred/blacklisted (permanent or temporary) by any Central/State Govt, PSU, autonomous or local body as on bid submission end date.
• Un-enlisted firms that have already secured two MES works must get themselves registered in the appropriate class or they are ineligible.
• If already executing MES works, total value of such works must not exceed twice the tendering limit of the eligible MES class.
• Foreign firms not eligible; Indian firms with foreign national/NRI/foreign-citizen directors need security clearance.

One-bid / related-firm / subletting restrictions

Only one bid per contractor/firm; father-son or close relations with business dealings cannot bid as separate competitors; related firms (common proprietor/partner/director) shall not be issued tenders simultaneously; no subletting or third-party PoA execution (limited family/employee PoA exceptions).

• Two firms deemed to have business dealing if any partner/proprietor/director is common.
• Breach renders both parties' bids liable for rejection.

Nationality of labour / personnel

Contractor shall employ Indian Nationals after verifying antecedents and loyalty (Conditions 24 & 25 of IAFW-2249 and Special Conditions).

Work title, location and contract form

PROVN OF HVAC SYSTEM AT AF STN GORAKHPUR — drawing-and-specification lump-sum works contract (IAFW-2159 with GCC IAFW-2249), Schedule 'A'/BOQ to be priced as specified.

• CA No. CE (AF)/PRZ/GKP/08 of 2026-27; Accepting Officer: Chief Engineer (AF) Prayagraj Zone; Executing agency: GE (AF) GORAKHPUR.
• Contractor quotes lump-sum amounts for pre-priced parts and rates against other Schedule 'A'/BOQ parts.

Schedule 'A' structure

Three parts: Part-I Internal Electrification (pre-priced by MES), Part-II External Electrification (pre-priced by MES), Part-III Misc B/R and E/M works (quoted by tenderer in BOQ).

• Part-I carried-over pre-priced amount Rs 6,58,970.9; Part-II Rs 16,81,519.6.
• Bidder enters % above/below on MES pre-priced lump sums and unit rates on Part-III items in the portal BOQ Excel.
• Schedule 'B' materials and Schedule 'C' T&P issue: NIL.

Core HVAC deliverables (BOQ Part-III)

SITC of air-cooled VRF/VRV outdoor units and cassette indoor units with centralised controller, treated fresh air units, air purification, refrigerant piping/fittings, ducting accessories and related works at AF Station Gorakhpur.

• Outdoor units (HP): 12 HP x1, 14 HP x1, 16 HP x10, 18 HP x7, 20 HP x10 — modular inverter scroll, cooling and heating.
• Cassette indoor units: 1.6 TR x25, 2.01 TR x17, 2.55 TR x19, 3.18 TR x29, 3.64 TR x15, 4.0 TR x5.
• Centralised Intelligent Touch Manager (min 64 groups); VRF-based treated fresh air units (e.g. 400 CFM/1 TR x6 and 1200 CFM/8 TR x2).
• Air purification (plasma/bipolar ionization) for areas with AHU/VRF/FCU/cassette/ductable units; copper refrigerant piping (DHE Grade C12200), factory headers/fittings, motorised dampers, canvas connections, inline/propeller fans, duct insulation.

Associated electrical / power scope

Internal and external electrification supporting the HVAC installation, including LT panels, EMS, transformers/stabilizers, HT SF6 switchgear/cables, earthing, and a silent-type DG set package (BOQ indicates 625 KVA-related accessories).

• Part-I: submains, modular sockets, MCB DBs, isolators, MCBs etc. (pre-priced).
• Part-II: brick/sand cable protection, HT XLPE 185 sqmm 11 kV cable and other XLPE power cables, rubber mats etc. (pre-priced).
• Part-III includes outdoor LT panels (IP65), energy management system (PME), 500 kVA stabilizer and 500 kVA isolation transformer items, 11 kV SF6 switchgear, earthing, and DG set SITC with fuel tank, exhaust and supports.
• Annexure A SLD drawing provided for outdoor units LT panel (TTA type).

Completion, standards and site constraints

Complete within 365 days; works in Restricted Area at AF Stn Gorakhpur; latest IS/BIS codes apply; Particular Specifications override MES SSR where at variance; DLP 24 months with 2-year manufacturer warranty on E/M items.

• Read Sch 'A' with Special Conditions, Particular Specifications, SSR Part-I 2009 and Part-II 2020, and drawings.
• Quantities are approximate guides subject to Condition 7 of IAFW-2249 variation limits.
• Method statement for vital activities due within one month of Work Order.
• No Schedule 'B' free issue materials.

Submission mode and portal

Single-stage two-cover e-tender on www.defproc.gov.in only; physical/email/fax/hand/post bids are non-bona fide.

• Cover-1 Technical Bid and Cover-2 Financial Bid (BOQ Excel).
• Documents scanned in pdf; BOQ in xls as indicated on portal.
• Bid must be digitally signed using authorised DSC.
• Upload sufficiently before last due time considering system failures.

Physical originals — where and when

Hard copies of cost-of-tender DD, EMD (as applicable), Integrity Pact and other required originals must reach HQ Chief Engineer (AF) Prayagraj Zone within 05 days of bid submission end date (and before the date/time fixed for the purpose / BOQ opening as stated for EMD).

• Enlisted MES: missing physical tender-fee DD still allows Cover-2 opening but attracts 6-month bidding ban.
• Un-enlisted: missing physical tender-fee DD → Cover-2 not opened + 6-month circulation ban.
• Missing physical EMD (when applicable) → Cover-2 not opened for both enlisted and un-enlisted.
• Drawings issued in physical form must be returned duly initialled in a separate envelope.

Signing, attestation and deficiency cure

Integrity Pact signed on each page; work-experience papers attested; after Cover-1 opening, deficiencies may be cured within 07 days of e-mail/SMS/Speed Post communication via shortfall option, failing which Cover-2 is not opened.

• Lowest bidder initials every page and drawings after acceptance for original/CTC contract.
• Bids proposing alterations to conditions/specifications are liable to rejection.

No corrigendum / addendum on record in the tender pack

The downloaded tender folder contains no corrigendum or addendum files, and tender metadata lists an empty corrigenda array. Original NIT/tender document values therefore currently apply.

• Documents present: Tendernotice_1.pdf, tender_bldg_HVAC.pdf, BOQ_874909.xls, SLD_AnnxA.pdf only.
• Instructions warn that department may later issue corrigendum/revised BOQ on the portal — bidders must re-check defproc.gov.in before bidding.
• If a revised BOQ is issued and a bidder quotes on the pre-revised BOQ, the bid is treated as non-bona fide (Appendix 'A' Note 12).

Values that finally apply (no amendments)

Estimated cost Rs 568.63 Lakh; EMD ₹6,10,000; tender fee Rs 3000; completion 12 months/365 days; bid validity 60 days from day after bid submission end; Performance Security 5% within 28 days; Class 'A' cat. b(i) & c(i); portal defproc.gov.in critical dates govern submission/opening.

Contract Agreement number variants (08 vs 07; PRZ vs ALD vs PRJ)

Most tender pages use CA No CE (AF)/PRZ/GKP/08 of 2026-27, but some annexure pages print CE (AF)/PRZ/GKP/07 OF 2026-27, the forwarding letter body once says CE(AF)/ALD/GKP/08, and many Special Condition/PS pages print CE (AF)/PRJ/GKP/08.

• Prevailing identity for bidding correspondence should follow the NIT/contents/header majority and IAFW covering page: CA NO CE (AF)/PRZ/GKP/08 of 2026-27 with ref 958834/E8.
• ALD and PRJ appear to be residual place-name/abbreviation typos (Allahabad/Prayagraj) rather than a different tender.
• GKP/07 on some annexure serial pages looks like a copy-paste error from another CA; Integrity Pact and main NIT use /08.

Sch 'A' Notes say Schedule has 'two parts' but lists three parts

Paragraph 1 of Sch 'A' Notes states the schedule 'consist of two parts' while immediately listing Part-I, Part-II and Part-III.

• BOQ and the three listed parts govern: Internal E/I, External E/I, and Misc B/R & E/M.

Class 'A' one-work experience threshold wording in Annexure-A tables

Annexure-A fresh-enlistment narrative/table layout for Class 'A' one-work path is typeset near '7.50 crore' engagement limit text, while the upgradation criteria table clearly states one work not less than Rs 6.00 crore (and two works not less than Rs 4.00 crore each) with turnover Rs 6.00 crore.

• Both tables agree on two works ≥ Rs 4.00 crore each, average turnover ≥ Rs 6.00 crore, solvent ≤ Rs 2.00 crore or financially sound to Rs 7.50 crore, working capital ≥ Rs 30 lakh, reserves Rs 75 lakh.
• Bidders should treat the clearer Class 'A' upgradation row (one work ≥ Rs 6.00 crore) together with MES Manual of Contracts 2020 as the practical benchmark and seek clarification if relying solely on the one-work limb.

Bid submission clock time not fully specified on IAFW page vs portal critical dates

IAFW-2159 says upload before 1800 hours on (blank) Sep 2026, while Appendix 'A' defers all bid timeline fields to portal critical dates — the portal critical dates control.

• Do not rely on the incomplete '1800 hours on Sep 2026' line alone.

Confirm exact critical dates and any pre-bid meeting slot on defproc.gov.in

NIT does not print bid submission start/end or Cover-1 opening; only 'critical dates on the website'. Confirm current portal clock times and whether a formal pre-bid meeting date is notified.

• Also confirm the physical-document receipt cut-off clock time at CE (AF) Prayagraj Zone relative to bid submission end + 5 days.

Clarify MES categories b(i) and c(i) scope vs HVAC + electrical experience

Eligibility requires Class 'A' categories b(i) & c(i). Ask Accepting Officer to confirm which MES work categories these codes map to and whether pure HVAC SITC experience without corresponding electrical category will suffice for un-enlisted firms.

• Material for bid/no-bid: wrong category interpretation is a Cover-1 fail.

Class 'A' single-work minimum value (Rs 6 cr vs typeset 7.5 cr)

Seek written confirmation of the one-completed-work monetary criterion applicable for un-enlisted Class 'A' equivalence before relying on a single large reference project.

VRF/VRV approved makes, heating requirement and outdoor unit platform constraints

BOQ requires modular air-cooled VRF/VRV for cooling and heating with large ODU diversity (12–20 HP). Confirm approved make list for VRF ODUs/IDUs/TFA, any indigenous content preference, and whether heating mode is mandatory year-round for Gorakhpur design conditions.

• Also clarify responsibility for structural supports, outdoor unit platforms, power isolation and any existing services interface not fully priced in BOQ.
• SLD is for outdoor-units LT panel — confirm fault level, incomer capacity and discrimination study deliverables before pricing panels/EMS.

Restricted-area working hours, smart-phone ban and female searcher cost sharing

Work is in Restricted Area with route/hour limits and smart-phone prohibition. Request GE(AF) Gorakhpur guidance on expected daily working window, pass lead times, and how female-searcher costs will be apportioned among concurrent contractors.

• Impacts programme risk on a 365-day HVAC SITC schedule.

Compensation for delay rate under IAFW-2249 Condition (not attached)

GCC IAFW-2249 is not enclosed. Obtain the applicable compensation/LD percentage and maximum cap (Condition relating to delay) that will apply, since progress meetings expressly contemplate compensation leviable from original/extended completion date.

Tight 365-day programme in Restricted Area

12-month completion for full VRF HVAC + HT/LT electrical + DG package inside an Air Force restricted station is execution-critical; working hours/routes and security passes can erode available productivity.

• Site handover only about two weeks after Performance Security acceptance — start is not immediate on LOA.
• CPM network mandatory; inability to use CPM can affect future MES prospects.
• Smart phones banned on worksite — coordination friction.

Compensation for delay and progress governance

Formal progress evaluation meetings can trigger compensation from original or extended completion date if delay is due to contractor deficiencies; GCC delay-compensation clause applies but full IAFW-2249 text is not attached to the pack.

• Conciliation available for levy of compensation disputes (actual amount) among other limited dispute types.

Performance Security 5% and suspension on default

5% Performance Security within 28 days; failure cancels contract and forfeits EMD / recovers EMD-equivalent, with multi-month tendering suspension.

• Revoking offer or revising rates upward after Cover-2 opening / bid close attracts EMD-equivalent penalty and retendering; defaulting firm barred from subsequent calls of this tender.

Physical DD/EMD compliance is pass/fail

Even with correct online scans, late or missing physical tender-fee DD or EMD triggers Cover-2 block and/or six-month ban — a frequent MES bid-failure mode.

All-inclusive rates and limited tax variation

Rates must include GST, cess, duties and all minor extras; only percentage-rate changes in taxes directly related to contract value get reimbursement/refund — input-cost inflation otherwise sits with contractor.

• Accepting Officer's decision is final on whether items are 'minor extras' deemed included in rates.
• No claim for power supply interruptions if MES power is used.

24-month DLP and manufacturer warranties

Defect liability is 24 months after handover — longer than a typical 12-month DLP — and E/M manufacturer warranties must run two years from actual completion regardless of purchase/install date.

• Retention/security release mechanics follow IAFW-2249 (not attached); budget cash-flow for long DLP.

Mandatory site lab, testing recoveries and make approval

Works > Rs 1 crore require contractor site laboratory within 15 days of WO No.1; testing shortfalls can attract penal recovery at double the testing charges from RAR; materials need prior sample/make approval including AC equipment, transformer and DG.

• Approved-make list ends with note that unspecified makes must be BIS-approved as approved by GE.

No subletting; related-firm and single-bid discipline

Subletting or third-party PoA execution is prohibited; related firms cannot bid together; upward revision after opening forces retender and bars the defaulter — commercial inflexibility after bid submission.

60-day bid validity

Offer held for 60 days after bid submission end; price risk if evaluation/Cover-2 opening is prolonged (Cover-2 date is not fixed at tender issue).

Tender issuing and Accepting Officer

Chief Engineer (AF) Prayagraj Zone, Bamrauli, Prayagraj (UP) – 211012; Civ-Tele: 0532-2975213.

• Office of Chief Engineer (AF) Prayagraj Zone is the Accepting Officer.
• Correspondence quoting CA NO: CE (AF)/PRZ/GKP/08 OF 2026-27 / ref 958834/E8.
• Physical bid documents (DD, EMD, IP) to be submitted to this office.
• AAD (Contracts) signs for Accepting Officer on tender papers.

Executing agency / site inspection

GE (AF) GORAKHPUR is the Executing Agency; bidders should visit site by prior appointment with GE/GE(I)/AGE(I)/CCE/Project Manager.

• Samples of materials available for inspection at GE/GE(I)/AGE(I)/Project Manager office during working hours.
• EMD and tender-fee instruments are drawn in favour of GE (AF) GORAKHPUR.

Appeal / email contacts for technical bid non-validation

Next Higher Engineer Authority for Cover-1 rejection appeal: Chief Engineer Central Command Lucknow on email [email protected], with copy to Accepting Officer on email [email protected]; NHEA decides within seven working days.

• Appeal must be before the scheduled date of opening of Cover 2.

E-procurement portal

www.defproc.gov.in (also written defproc.gov.in) — sole platform for download and bid upload.

Jurisdiction

Court of original jurisdiction over the place from where the tender was issued decides bidding disputes; after acceptance, Condition 72 of IAFW-2249 applies.