DESIGN, ENGINEERING, SUPPLY, INSTALLATION, TESTING, COMMISSIONING, SYNCHRONIZING WITH THE GRID OF GRID CONNECTED SOLAR TREE SOLAR PV SYSTEMS ON CAPEX MODEL NET METERING BASIS ON THE FABRICATED TREE STRUCTURE OF IDENTIFIED LOCATIONS WITH COMPREHENSIVE MAINTENANCE OF SAME FOR 5(FIVE) YEARS INCLUDING DEFECT LIABILITY PERIOD OF 5 YEARS

Bid No: [VMC/FPC/EPC/SOLAR TREE/2025-26]

OFFICE OF THE EXECUTIVE ENGINEER (ELECTRICAL)

STREET LIGHT DEPARTMENT

VADODARA MUNICIPAL CORPORATION

VADODARA MUNICIPAL CORPORATION.

OFFICE: Khanderao Market Building, Rajmahal Road, Vadodara-390001.

E-TENDER NOTICE

Vadodara Municipal Corporation invites tender in two parts Technical Bid & Price bid from

Contractors for the TENDER BID FOR DESIGN, ENGINEERING, SUPPLY, INSTALLATION, TESTING,

COMMISSIONING, SYNCHRONIZING WITH THE GRID OF GRID CONNECTED SOLAR TREE SOLAR PV

SYSTEMS ON CAPEX MODEL NET METERING BASIS ON THE FABRICATED TREE STRUCTURE OF

IDENTIFIED LOCATIONS WITH COMPREHENSIVE MAIN Through on line e-tendering system.

Estimated Completio E.M.D Tender Stamp Downloading Last Date for

cost n Period Rs. fee Rs. Duty Rs. online tender Online

(In Rs.) Documents Submission of

from. Completed

Date/Time Date/Time

Rs. 6 Months Rs.9,97,066/- 10,000/- As per rule 21.01.2026 to 10.02.2026 up

4,98,53,281/- (Excluding 10.02.2026 up to 16:00 hrs

(Inclusive GST) Monsoon) to 11:00 hrs.

(1) The tender bid document will be available and downloaded from www.tender.n procure.com website (2)

Tender document should be accepted only by E-tendering method on www.tender.n procure.com website (3)

Conditional tender shall not be accepted. If any condition in the price bid is found, the tender will liable to be

rejected. (4) Hard copy of Pre-qualification bid along with EMD & tender fee shall be submitted by Registered

A.D. / Speed Post only & should be addressed to Executive Engineer, Futuristic Planning Cell (FPC) Vadodara

Municipal Corporation, Khanderao Market Building, Rajmahal Road, Vadodara–390001 till dt.12.02.2026 up to

16:00 hrs. (5) The Advertisement is also available on Website of Vadodara Municipal Corporation. (6) VMC

reserves the right to accept or reject any or all tenders without assigning any reason thereof. (7) This Tender

notice shall form a part of contract document.

PRO No. / 2025-26 HOD Futuristic Planning Cell

Visit us at :www.vmc.gov.in

Sr No Section Description Page No

1 Invitation for Bid (IFB)

2 Section -1 Instructions to Bidders

3 Section -2 Qualification Information

4 Section -3 Conditions of Contract

5 Section -4 Contract Data

6 Section -5 Technical Specification

7 Section -7 Form of Bid

8 Section -8 Securities and Other Forms

11 Section -9 Documents to be furnished by Bidder

INVITATION FOR BID

NATIONAL COMPETITIVE BIDDING

1. The Executive Engineer, Futuristic Planning Cell (FPC), Vadodara Municipal

Corporation invites bids for the works detailed in the table.

The bidders may submit bids for the following works.

Pac Name of work Approximate Bid Cost of Perio #Class of

kag value of works security docume d of Registration

e (Rs.) (Rs.) nt compl / Category

1.0 TENDER BID FOR Rs. 4,98,53,281/- Rs.9,97,065/- Rs.10,000./ 6 Months Appropriate

DESIGN, (Inclusive GST) - (Excluding class for

ENGINEERING, Monsoon) electrical

SUPPLY, category

WITH THE GRID OF

SOLAR TREE SOLAR

CAPEX MODEL NET

FABRICATED TREE

2. Prospective / Interested bidder may download the Bid Documents from website

https://www.tender.nprocure.com free of cost till the Time and Date as

mentioned on online NIT at website https://www.tender.nprocure.com.

3. However, Bidder who is submitting the Bid Online will have to pay the Bid

Document Fee / Tender Fee through Demand Draft only of any Schedule Bank

payable at Vadodara and in favor of ‘Municipal Commissioner, Municipal

Corporation, Vadodara. Once the Bid is received online, Bid Document / Tender

Fee will not be refundable.

The Demand Draft for Bid Document / Tender fee / Bank Guarantee against Bid

Security / EMD shall be submitted in electronic format through online (by

scanning) while uploading the bid, this submission shall mean that bid document /

tender fee and Bid Security / EMD has been received. Accordingly, the offer of only

those shall be opened whose Bid Document / Tender Fee and Bid Security / EMD

have been received electronically. However, for the purpose of realization of

Demand Draft / Bank Guarantee bidder shall send the same in original through

R.P.A.D. so as to reach to #‘Executive Engineer, Futuristic Planning Cell, 2nd floor,

Vadodara Municipal Corporation, Khanderao Market Building, Rajmahal Road,

Vadodara-390001 on or before 12.02.2026 up to 16.00 Hrs.

Note : If any bidder will fill the online documents & price bid but fail to submit

hard copy before last date & time of submission than a bidder will going to be

restricted to fill any tender for next six(06) months in VMC.

Penetrative action for not submitting Demand Draft / Bank Guarantee in original

to Executive Engineer / Tender Inviting Authority by bidder shall be initiated.

Bidder will be abeyance from filling tender for next six months in VMC.

4. Bids received online, will be opened on the time, date and place as specified in the

online NIT at website https://www.nprocure.com in the presence of the bidders

or their authorized representatives, who wish to remain present.

If the office happens to be closed on the day of opening of the bids as specified,

the bids will be opened on the next working day at the same time and venue.

6. Other Information is as under:

A. Agencies can prepare and edit their offers a number of times before the end of

the tender submission date and time. After the tender submission date and

time, the bidder cannot modify / edit / withdraw their submitted offer in any

case. No written or online request in this regard shall be granted.

B. Offers in physical form will not be accepted in any case.

C. Demand Draft purchased by the other then bidder and issued after the last

date of submission of Bids, will not be considered or accepted.

D. The cost incurred by the contractor for this offer for clarification or attending

discussion, conferences or site visits will not be reimbursed by the Employer

or Engineer-in-Charge.

E. Conditional tender shall not be accepted.

F. Any changes, addition, alternation made in the prescribed form attached with

tender are liable to be rejected.

G. Any change in format or conditional Bank Guarantee will not be accepted and

the bidder will be considered non-responsive.

H. All the bidders are instructed to fill in information strictly in accordance with

the format given in the checklist /qualification document / tender document.

I. It is mandatory for the bidders to supply each and every information as asked

strictly in electronic format at appropriate places only.

J. Blank / insufficient information shall be treated as nil information and shall

result in disqualification.

K. Even if the bidder has been qualified in a similar or larger size of project in the

past, it shall not be deemed to be a ground / reason for not giving required

information for this work / bid.

L. Information supplied for earlier projects shall not be considered while

evaluation of this bid. The Government will not ask for any other information,

unless it is found absolutely necessary by the competent authority.

M. If found necessary, the contractor will be intimated for negotiation,

Works following documents shall be submitted in electronic format only through

online by scanning and the (i) Bid Document Fee / Tender Fee (ii) Bid Security /

EMD should be sent in original to the Tender opening authority through RPAD, so

as to reach the Executive Engineer on or before 12.02.2026 up to 16.00 Hrs.

This is a two bid tendering system and the tender documents consists of –

Part I: Technical Bid

Part II: Price Bid.

The Tenderer shall submit this tender in accordance with the various instructions

included in the tender documents.

PREQUALIFICATION / TECHNICAL BID:-

The Tenderer shall have to submit Prequalification Bid with related documents

“On Line” through (n) procure website and “Hard Copy” through RPAD / Speed

This cover shall contain following:

1. Rs. 10,000/- (Ten Thousand Only) in the form of Demand Draft/Pay Order from

any Nationalized bank or banks approved as per government of Gujarat finance

department GR NO FD/MSM/e-file/04/2023/4020/DMO Date 11/03/2024 and GR No

FD/MSM/e-File/4/023/0057/D.M.O Date 21/04/2023 only and it should be in favour

of “Municipal Commissioner”, Vadodara Municipal Corporation at Vadodara only to be

forwarded towards non-refundable Tender Fee.

2. Rs.9,97,066/- (Rupees Nine Lac Ninty Seven Thousand & Sixty Six Only) in the form of

Demand Draft or Pay Order or Bank Guarantee of any Nationalized Bank or banks

approved as per government of Gujarat finance department GR NO FD/MSM/e-

file/04/2023/4020/DMO Date 11/03/2024 and GR No FD/MSM/e-

File/4/023/0057/D.M.O Date 21/04/2023 only and it should be in in favour of

Municipal Commissioner, Vadodara Municipal Corporation only to be forwarded

towards EMD. Validity period minimum 6 months. Forwarding letter along with

conditions/clarifications, if any and necessary documents as below.

a) Copies of original documents defining the constitution of legal & stable power of

attorney of the signatory of the tender to commit the Tender.

b) Copies of Provident Fund, GST, ESIC Registration certificate shall be submitted along

c) The Tenderer must have registered in appropriate class for electrical category either

with Vadodara Municipal Corporation, Central / State / PWD / M.E.S./Semi Govt.

organizations / MGVCL / UGVCL / DGVCL / PGVCL / DISCOM / GEDA and MSME. If

contractor have not registered with the VMC, then after getting work order he should

get registered with the VMC within 30 days.

d) The Bidder should be original manufacturer /their sole selling agents / authorized

distributers / dealers / channel partner. In case other than the Original manufacturer,

a specific authorization letter of the manufacturer is required to be submitted on

company letter head for PV Module and Invertor (PCU).

e) Valid Solvency Certificate of Rs.150 Lac shall be attached along with tender

f) Bidder shall have financial capability of average annual financial turnover during the

last three years, ending 31st March of the previous financial year, should be at least

30% of the estimated cost (Rs 149.56 Lac).

g) Tenderer should have carried out single similar nature job works during last 7 years

ending last day of month previous to the one in which applications are invited should

be either of the following:-

 Three similar completed works costing not less than the amount equal to 40% of the

estimated cost of SETC Work (Rs. 199.41 lac).

 Two similar completed works costing not less than the amount equal to 50% of the

estimated cost of SETC Work (Rs. 249.27 lac).

 One similar completed works costing not less than the amount equal to 80% of the

estimated cost of SETC Work (Rs.398.83 lac).

Similar work means “Design, Engineering, Supply Installation testing and

commissioning of Solar Trees in Municipal Corporation, Central / State / PWD / M.E.S.

/ Semi Govt.” Copies of work order and completion certificate from the concerned

organization in the name of tenderer shall be submitted. Following enhancement

factors will be use for the cost of work executed and financial figures to common base

for the value of work order.

M.F. as Amount in

mentioned Rupees Multiplying Rs

here under Factor

h) Organization setup.

i) Detailed technical literature/catalogue shall be submitted along with the tender.

j) Audited balance sheet for last three years duly attested by C.A.

k) Last receipt of Provident fund, GST and ESIC

1) The contractor should have not been debarred from any Central/ State Govt.

Department/ Agency. i.e. Contractor should not be under debarment at the time of

submission of bid.

2) The company/ its product of SPV modules must be registered with MNRE (as per

3) The Bidder shall be either a body incorporated in India under the Companies Act,

or2013 & shall be engaged in the business of Solar Power.

4) The Bidder shall have experience in Solar PV Power Project (s) from last five (5) years

from the date of submission of Bid. A copy of Work Order/ LoI and Completion

Certificate shall be furnish along with the bid in support of above.

5) The Bidder shall have DESIGN, ENGINEERING, SUPPLY, INSTALLATION, TESTING,

COMMISSIONING, SYNCHRONIZING WITH THE GRID OF GRID CONNECTED SOLAR

TREE SOLAR PV SYSTEMS as EPC Contractor (Sole Bidder) of cumulative installed

capacity of 300KW or above in India from 1 April 2016 as on the Deadline for

Submission to meet the cumulative capacity.

6) The Bidder shall also submit documentary proof of achievement of targeted performance

generation (CUF) Certificate of at least one solar tree of 10 kW or above installed in India

and have completed minimum two (2) years operation & maintenance and the same shall

be certified by the Developer/Client/Owner of that particular solar PV power plant.

7) Bidder shall submit, in support to the above Point (i), the list of projects commissioned

along with their work order/ LOA and the commissioning certificates/ charging certificate

from DisCom confirming the commissioning of the plant. In case the Bidder wants to meet

the eligibility criterion through its own power plant, then a certificate from Chartered

Accountant to that effect will be required to be submitted.

8) The Bidder shall have qualified manpower with relevant design, engineering,

procurement, supply, project execution expertise and experience for development of Solar

9) Joint venture prohibition: - joint venture (JV) OR Consortium bids shall not be allowed.

10) The bidder should submit the “NEEGG”(Net Electrical Energy Generation Guarantee)

Annexure on Rs 300 Non Judicial stamp paper with Notarized. If this document is not found

enclosed in the Technical bid part-I than the tender will be outright reject.

Tenderer is not allowed to mention rates in Technical Bid. All the Tender pages must

be duly sealed & signed. Original tender documents must be submitted as it is. This

cover must be superscripted as “Prequalification/Tender Bid, Name of Work, and

Date of Opening & PRO No.

1) Price Bid cover (Hard Copy) shall not be accepted by Vadodara Municipal

Corporation by post or personally. The Price Bid shall be submitted through the

website of (n) procure only. The bidder who had completed the formalities of

registration with the agency “(n) procure” are only eligible to quote the price bid of this

tender through the web site https://www.tender.nprocure.com within the stipulated time

limit mentioned in the advertisement.

2) All bidders can submit the price bid only on web site. The prices for offer are to be

quoted by the bidders at specified spaces. No condition will be accepted along with the

IMPORTANT NOTE ::-

1) Technical Bid along with EMD & Tender fee must be sealed & super scribed and shall be

submitted to the Executive Engineer, Futuristic Planning Cell (FPC) Vadodara Municipal

Corporation, Khanderao Market Building, Rajmahal Road, Vadodara–390001 by Speed

Post/Registered Post only on or before up to 16.00 hours of due date . In absence of

physical & On Line Technical bid the tender is liable to be rejected.

2) Tenders received after due date will be rejected. Tender received or due to be received

after the time limit is over will not be accepted and if inadvertently accepted will not be

opened and will be returned unopened. The tenders who may get opened before the due

date with no indication having been given on the outside of the envelope are liable to be

3) On Line Technical Bid and Price Bid shall be submitted on or before 13:00 hr. on the due

4) If EMD & Tender Fee are not found enclosed in part-I, than the tender will be out right

5) Price- Bid will be opened after scrutiny of pre-Qualification Bid. Price bid shall not be

opened if Tenderer is disqualified at pre- qualification stage.

6) Evaluation of Technical Bid (P.Q. Bid) shall be done on the basis of submitted authentic

documents only.

7) Once the pre-qualification bid is opened the Tenderer shall not submit any documents/

clarifications without request/approval of authority. Conditional Tenders shall not be

accepted & shall be rejected.

8) Demand Draft of tender fee should separately attached with prequalification documents

only in case the Tenderer who download tenders from website.

9) The Cost of Bid Document will not be refunded under any circumstance.

10) Tender copy should be reached only by Registered post / Speed post at Executive

Engineer, Futuristic Planning Cell (FPC) Vadodara Municipal Corporation, Khanderao

Market Building, Rajmahal Road, Vadodara–390

11) The Tenderer are advised to read carefully & study all the pages of tender document

which forms part & parcel of the contract Document.

12) Tender shall visit the site before quoting tender to understand site condition to execute

the work and if required get necessary data at their own cost.

13) Municipal Commissioner reserves right to accept any or reject all tenders without

assigning any reason thereof.

14) Original manufacturer / their sole selling agents /authorized distributers /dealers

/channel partner shall not be required to registered in appropriate class for electrical

category in Vadodara Municipal Corporation. If make of the material is not registered in

VMC, vendor registration of material shall be required in VMC after receiving work order.

15) Tenderer shall have to submit checklist with pre-qualification Bid. It should be

properly typed with seal & signature. Checklist should be as per format given in this tender

16) Bidder submit online Tender PQ bid but not submit hardcopy of Tender PQ Bid at

Schedule time period than Bidder have Abeyance 06 month for fill up tender in VMC

HOD Futuristic Planning Cell

Municipal Corporation

INSTRUCTIONS TO BIDDERS

1.1 QUALIFICATION CRITERIA:

Experience of having successfully completed similar works during last 7(Seven) years

ending last day of month previous to the one in which applications are invited should be

either of the following: -

 Three similar completed works costing not less than the amount equal to 40% of the

estimated cost of SETC Work (Rs. 199.41 lac).

 Two similar completed works costing not less than the amount equal to 50% of the

estimated cost of SETC Work (Rs. 249.27 lac).

 One similar completed works costing not less than the amount equal to 80% of the

estimated cost of SETC Work (Rs.398.83 lac).

Similar work means “Design, Engineering, Supply Installation testing and

commissioning of Solar Trees in Municipal Corporation, Central / State / PWD / M.E.S.

/ Semi Govt.” Copies of work order and completion certificate from the concerned

organization in the name of tenderer shall be submitted. Following enhancement

factors will be use for the cost of work executed and financial figures to common base

for the value of work order.

4.5.1 Qualification will be based on Applicant’s meeting all the following minimum pass/

fail criteria regarding the Applicant’s general and particular experience, personnel

and equipment capabilities and financial positions, as demonstrated by the

applicant’s responses in the forms attached to the letter of application ( specified

requirement for joint ventures are given under para 4.6 below ) Subcontractors

experience and resources shall not be taken in to account in determining the

applicants compliance with the qualifying criteria

To qualify for more than one contract, the applicant must demonstrate having

experience and resources sufficient to meet the aggregate of the qualification criteria

for each contract given in paragraphs 4.5.4, 4.5.5 and 4.5.9 below

4.5.2 Base year and Escalation

The base year shall be taken as Current financial year

Following enhancement factors will be used for the costs of works executed and the

financial figure to a common base value for works completed in India.

Year Financial Year Multiplying factor

Base year of inviting tender 2024-2025

 Applicant should indicate actual figures of costs and amount for the works executed by

them without accounting for the above-mentioned factors.

 In case the financial figures and value of completed works are in foreign currency the

above enhanced multiplying factors will not be applied. Instead, the current market

exchange rate (State Bank of India BC Selling rate as on the last date of submission of the

bid) will be applied for the purpose of conversion of the amount in foreign currency into

4.5.3. General Experience.

 The Applicant shall meet with the following minimum criteria:

o Average Annual Financial Turnover during the last 3 years, should be

at least 30% of the estimated cost

4.5.4. Personnel Capabilities.

o Availability for his work of personnel with adequate experience as

required; as per Appendix.

4.5.5. Financial Position

 The Applicant should give undertaking that he has access to, or has available,

liquid assets (aggregate of working capital, cash in hand and uncommitted

bank guarantees) and / or credit facilities up to 25 percent of the value of the

contract / contracts applied.

4.5.6. The audited balance sheets for the last five years should be submitted, which must

demonstrate the soundness of the applicant’s financial position, showing long – term

profitability including an estimated financial projection for the next two years If

necessary, the employer will make inquiries with the applicant’s bankers.

4.5.7. Litigation History

 The Applicant should provide accurate information on any litigation or

arbitration resulting from contracts completed or under execution by him

over the last five years. A consistent history of awards against the Applicant

or any partner of a joint venture may result in failure of the applicant.

4.5.8. Disqualification

 Even though the applicants meet the above criteria, they are subject to be

disqualified if they have:

 Made misleading or false representation in the forms, statements submitted,

and / or Record of poor performance such as abandoning the work,

rescinding of contract for which the reasons are attributable to the non –

performance of the contractor; consistent history of litigation awarded

against the applicant or financial failure due to bankruptcy. The rescinding of

contract of a joint venture on account of reasons other than non –

performance, such as Most Experienced partner of joint venture pulling out,

court directions leading to breaking up of a joint venture before the start of

work, which are not attributable to the poor performance of the contractor

will, however, not affect the qualification of the individual partners.

4.8 Even though the bidders meet the above qualifying criteria, they are subject to

be disqualified if they have:

- Made misleading or false representation in the forms, statements and

Attachments the submitted in proof the qualification requirements; and / or

Record of poor performance such as abandoning the works, not properly

completing the contract, inordinate delay in completion, litigation history, or

financial failures etc.; and/ or

- Participated in the previous bidding for the same work and had quoted

unreasonably high bid prices and could not furnish rational justification to the

2. One bid per bidder

5.1. Each bidder shall submit only one bid for one package. A bidder who submits or

participates in more than one bid (other than as a subcontractor or in cases of

alternatives that have been permitted or requested) will cause all the proposals with

the bidder’s participation to be disqualified.

3. Cost of Bidding

6.1. The bidder shall bear all costs associated with the preparation and submission of his

Bid, and the Employer will in no case be responsible and liable for those costs.

7.1. The Bidder, at the Bidder’s own responsibility and risk is encouraged to visit and

examine the Site of work and its surrounding and obtain all information that may be

necessary for preparing the Bid and entering into a contract for construction of the

The costs of visiting the site shall be at the Bidder’s own expense.

B. BIDDING DOCUMENTS

5. Content of Bidding Documents

5.1 The set of bidding documents comprises the documents listed below and addenda

issued in accordance with Clause 10:

Section Particulars Volume No.

- Invitation for Bids

1 Instructions to Bidders I

2 Qualification Information, and other forms

3 Conditions of Contract

4 Contract Data

5 Technical Specifications II

6 Form of Bid III

7 Bill of Quantities

8 Securities and other forms

10 Documents to be furnished by bidder V

8.2. Volumes I, II, III and IV are available online and documents to be furnished by the

bidder in compliance to section 2 will be prepared by him and furnished as Volume-

V in two parts (refer clause 12).

8.3. The bidder is expected to examine carefully all instructions, conditions of contract,

contract data, forms, terms, and technical specifications, bill of quantities, forms,

Annexes and drawings in the Bid Document. Failure to comply with the requirements

of Bid Documents shall be at the bidder’s own risk. Pursuant to clause 26 hereof,

bids which are not substantially responsive to the requirements of the Bid

Documents shall be rejected.

6. Clarification Bidding Documents

6.1 A prospective bidder requiring any clarification of the bidding documents may

notify the Employer in writing or through E-mail at the Employer’s address

indicated in the invitation to bid. The Employer will respond to any request for

clarification which he received earlier than 15 days prior to the deadline for

submission of bids. Employer’s response will be published on website including a

description of the enquiry but without identifying its source.

7. Amendment of Bidding Documents

7.1 Before the deadline for submission of bids, the Employer may modify the bidding

documents by issuing addenda.

10.2. Any addendum thus issued shall be part of the bidding documents. The Employer

will assume no responsibility for the same.

10.3. To give prospective bidders reasonable time in which to take an addendum into

account in preparing their bids, the Employer may, at his discretion, extend as

necessary the deadline for submission of bids, in accordance with Sub-Clause

PREPARATION OF BIDS

8. Language of the Bid

8.1 All documents relating to the bid shall be in the English language.

9. Documents Comprising the Bid

12.1. The bid be submitted by the bidder as Volume V of the bid document (refer Clause

8.1) shall be in two separate parts:

Part I shall be named “Technical Bid” and shall comprise

(i) Bid Security in the form specified in Section

(ii) Qualification Information and supporting documents as specified in Section

(iii) Certificates, undertakings, affidavits as specified in Section

(iv) Any other information pursuant to Clause 4.5 of these instructions

(v) Undertaking that the bid shall remain valid for the period specified in Clause

Part II shall be named “Financial Bid” and shall comprise

(i) Form of Bid as specified in Section

(ii) Priced Bill of Quantities for items specified in Section

12.2. The Bidder shall submit the details / information pertaining to each part i.e.

technical as well as financial and must be submitted online only.

12.3. Following documents will be deemed to be part of the bid.

Section Particulars Volume No.

Invitation for Bids (IFB)

1 Instruction to Bidders Volume I

3 Conditions of Contract

4 Contract Data

5 Specifications Volume II

9 Drawings Volume IV

10.1 The Contract shall be for the whole works as described in Sub-Clause 1.1, based on

the priced Bill of Quantities submitted by the Bidder.

10.2 The bidder shall fill in rates and prices and line item total (both in figures and words)

for all items of the Works described in the Bill of Quantities along with total bid price

(Both in figures and words). Items for which no rate or price is entered by the bidder will not

be paid for by the Bill of Quantities.

10.3 All duties, taxes, and other levies except GST payable by the contractor under the

contract, or for any other cause shall be included in the rates, prices and total Bid

Price submitted by the Bidder. (GST will be including)

10.5 The rates and prices quoted by the bidder are subject to adjustment during the

performance of the Contract in accordance with the provisions of Clause 47 of the

Condition of Contract (Irrespective of the time limit and Bid Amount)

11. Currencies of Bid and Payment

11.1 The unit rates and the prices quoted by the bidder shall be entirely in Indian Rupees.

All payments shall be made in Indian Rupees.

12. Bid Validity

Tenders submitted by Tenderer shall remain valid for acceptance for a period

of 120 days from the date of opening of the Price-Bid. The Tenderer shall not

be entitled during the said period of 120 days, without the consent of writing of

the owner to revoke or cancel his tender or to vary the tender given or any

terms thereof. In case of tenderer revoking or cancelling his tender or vary any

term in regard to thereof without the consent of owner in writing, the owner

shall forfeit earnest money paid by him along with the tender.

12.1 In exceptional circumstances, prior to expiry of the original time limit, the

Employer may request that the bidders may extend the period of validity for a

specified period. A bidder may refuse the request without forfeiting his bid

security. A bidder agreeing to the request will not be required or permitted to

modify his bid, but will be required to extend the validity of his security for a

period of the extension, and in compliance with Clause 16 in all respects.

#16. Bid Security

 EARNEST MONEY DEPOSIT

The Tenderer must pay earnest money as given in the notice inviting Tenders and

attach with the technical bid of Tender. The earnest money can be paid Nationalized

Bank’s Demand draft/Pay Order/Bank Guarantee (Validity period minimum

months after award the work order BG validity period is 5 Years) in favor of

Municipal Commissioner; Vadodara EMD shall be attached with Technical Bid.

Nationalized Bank or banks approved as per government of Gujarat finance

department GR NO FD/MSM/E-file04/2023/4020/DMO Date 11/03/2024 and GR

No FD/MSM/e-File/4/2023/0057/D.M.O Date 21/04/2023It will be released after

one year from the completion of the O&M work After award the work order

contractor should be submit renew or new BG which validity period is 5 Years

Note: No interest shall be paid on the earnest money deposit. The earnest money of

the unsuccessful Tenderer will be refunded within reasonable period without any

The earnest money deposited by successful Tenderer will be retained towards the

Security Deposit for the fulfillment of the Contract, but shall be forfeited, if the

Tenderer fails to execute the agreement within 15 days after the letter of acceptance

 SECURITY DEPOSIT

The person/persons whose tender is accepted (herein after called the contractor)

shall pay 3% Security Deposit of the order value within 15 days from the date of

receipt of the order in the form of D.D./Bank Guarantee (validity period minimum

Years of any Nationalized Bank in favour of Municipal commissioner, Vadodara

Municipal Corporation. It will be released after completion of the 5 Years of

Maintenance work.

16.1. Any bid not accompanied by an acceptable Bid Security and not secured as

indicated in Sub-Clauses 16.1 and 16.2 above shall be rejected by the Employer as

non-responsive.

16.2. The Bid Security of unsuccessful bidders will be returned within 28 days of the end

of the bid validity period specified in Sub-Clause 15.1 except L2 Agency.

16.5 The Bid Security of the successful bidder will be discharged when the bidder has

signed the Agreement and furnished the required Performance Security.

16.6. The bid Security may be forfeited

(a) If the Bidder withdraws the bid after Bid opening during the period of Bid

(b) If the Bidder does not accept the correction of the Bid Price, if any or

(c) In the case of a successful Bidders, if the Bidder fails the specified time limit to

(i) Sign the Agreement; or

(ii) Furnish the requirement Performance Security.

(iii) #If found necessary, the bidder will be intimated for negotiation, He will be

intimated maximum three times within the validity period for negotiation,

If contractor does not respond in time, his Bid Security (EMD) will be

forfeited and his tender will be rejected. Punitive action will be taken on

such contractors. (As per GoG R&B Dept’s Gr. No. S/22/2017/6369/D,

17. Alternative Proposals by Bidders.

17.1. Bidders shall submit offers that fully comply with the requirements of the bidding

documents, including the conditions of contract (including mobilization advance or

time for completion), basic technical design as indicated in the drawing and

specifications. Conditional offers or alternative offers will not be considered further

in the process of tender evaluation.

18. Format and Signing of Bid

18.1. The Bidder shall prepare documents comprising the bid as described in Clause 12 of

these Instructions to bidder as the “Technical Bid” and “Financial Bid” in separate

parts to be uploaded.

C. SUBMISSION OF BIDS

20. Deadline for Submission of the Bids

20.1. Complete Bids must be received online by the Employer at the tender website

specified above not later than the date indicated in appendix.

20.2. The Employer may extend the deadline for submission of bids by issuing an

amendment in accordance with Clause 10, in which case all right and obligation of

the Employer and the bidders previously subject to the original deadline will then be

subject to the new deadline.

22. Modification and Withdrawal of Bids

22.1. Bidders may modify or withdraw their bids online before the deadline prescribed in

Clause 20 or pursuant to Clause

22.3. No bid shall be modified or withdrawn after the deadline for submission of Bid.

22.4. Withdrawal or modification of a bid between the deadline for submission of bids

and the expiration of the original period of bid validity specified in Clause

above or as extended pursuant to Clause 15.2 may result in the forfeiture of the Bid

security pursuant to Clause

D. BID OPENING AND EVALUATION

23. Bid Opening

23.1 The Employer will open all the Bids received including modifications made pursuant

to Clause 22, in the presence of the Bidders or their representatives who choose to

attend at time, date and the place specified in Appendix in the manner specified in

Clauses 20 and 23.3, In the event of the specified date of Bid opening being declared

a holiday for the Employer, the Bids will be opened at the appointed time and

location on the next working day.

23.3. The “Technical Bid” shall be opened. The amount, form and validity of the bid

security furnished with each bid will be announced. If the bid security furnished does

not conform to the amount and validity period as specified in the invitation for bid

(ref. Column 4 and paragraph 3), and has not been furnished in the form specified in

Clause 16, the technical bid will not be opened.

23.4. (i) Subject to confirmation of the bid security by the issuing Bank, the bids

accompanied with valid bid security will be taken up for evaluation with

respect to the Qualification information and other information furnished in

part I of the bid pursuant to Clause 12.1.

(ii) If required, the bidder will be asked in writing to clarify his Qualification

Documents with respect to any required clarification.

(iii) The bidders will respond in not more than 7 days of issue of the clarification

(iv) Immediately (usually within 3 or 4 days), on receipt of these clarification the

Evaluation Committee will finalize the list of responsive bidders whose

financial bids are eligible for consideration.

23.6 At the time of opening of “Financial Bid”, the names of the bidders were found

responsive in accordance with Clause 23.4(iv) will be announced. The bids of only

these bidders will be opened. The responsive Bidders’ names, the Bid prices, the

total amount of each bid, any discount and such other details as the Employer may

total amount of each bid, any discount and such other details as the Employer may

consider appropriate, will be announced by the Employer at the opening.

23.7 the time of opening of “Financial Bid”, the names of the bidders were found

responsive in accordance with Clause 23.4(iv) will be announced. The bids of only

these bidders will be opened. The responsive Bidders’ names, the Bid prices, the

total amount of each bid, any discount, and such other details as the Employer may

total amount of each bid, any discount, and such other details as the Employer may

consider appropriate, will be announced by the Employer at the opening.

23.8 In case bids are invited for more than one package, the order for opening of the

“Financial Bid” shall be in order of Estimated amount of Bids from highest to lowest.

23.9 The Employer shall prepare minutes of the Bid opening, including the information

disclosed to those present in accordance with Sub-Clause 23.6.

24.1 Information relating to the examination, clarification, evaluation, and comparison of

Bids and recommendations for the award of a contract shall not be disclosed to

Bidders or any other persons not officially concerned with such process until the

award to the successful Bidder has been announced. Any effort by Bidder to

influence the Employer’s processing of Bids or award decisions may result in the

rejection of his Bid.

25. Clarification of Financial Bids

25.1. To assist in the examination, evaluation, and comparison of Bids, the Employer may,

at his discretion, ask any Bidder for clarification of his Bid, including breakdowns of

unit rates. The request for clarification and the response shall be in writing or by e-

mail, but no change in the price or substances of the Bid shall be sought, offered, or

permitted except as required to confirm the correction of arithmetic errors

discovered by the Employer in the evaluation of the Bids.

25.2 Subject to sub-clause 25.1, no Bidder shall contact the Employer on any matter

relating to his Bid opening to the contract is awarded. If the Bidder wishes to bring

additional information to the notice of the Employer, it should do so in writing.

25.3. Any effort by the Bidder to influence the Employer in the Employer's bid evaluation,

bid comparison or contract award decision may result in the rejection of the Bidders’

26. Examinations of Bids and Determination of Responsiveness

26.1 During the detail evaluation of "Technical Bid", the Employer will determine whether

each Bid (a) meets the eligibility criteria defined in Clause 3 and 4; (b) has been

properly signed; (c) is accompanied by the required securities and; (d) is

substantially responsive to the requirements of the Bidding document. During the

detailed evaluation of the “Financial Bid”, the responsiveness of the bids will be

further determined with respect to the remaining bid conditions, i.e., priced bill of

quantities, technical specifications, and drawings.

26.2 A substantially responsive “Financial Bid” is one which confirms all the terms,

conditions and specifications of bidding documents, without material deviation or

reservation. A material deviation or reservation is one (a) which affects in any

substantial way the scope, quality, or performance of the Works; (b) which limits in

any substantial way, inconsistent with the Bidding documents, the Employer’s rights

or the Bidder’s obligations under the Contract; or (c) whose rectification would affect

unfairly the competitive position of other Bidders presenting substantially

responsive Bids.

26.3 If a “Financial Bid” is not substantially responsive, it will be rejected by the

Employer, and may not subsequently be made responsive by correction or

withdrawal of the non-conforming deviation or reservation.

29. Evaluation and Comparison of Financial Bids

29.1. The Employer will evaluate and compare only the Bids determined to be substantially

responsive in accordance with Sub-Clause 26.2.

29.3. The Employer reserves the right to accept or reject any variation or deviation.

Variation and deviations and other factors, which are in excess of the requirements of

the Bidding documents or otherwise result in unsolicited benefits for the Employer,

shall not be taken in to account in Bid evaluation.

29.4. The estimated effect of the price adjustment conditions under Clause 47 of the

Conditions of Contact, during the period of implementation of the Contract, will not

be taken in to account in Bid evaluation.

29.5. If the Bid of the successful Bidder is seriously unbalanced in relation to the Engineer’s

estimate of the cost of work to be performed under the contract the Employer may

require the Bidder to produce detailed consistency of those prices with the

construction methods and schedule proposed. After evaluation of the price analyses,

the Employer may require that the amount of the performance security set forth in

Clause 34 be increased at the expense of the successful /bidder to a level sufficient to

protect the Employer against financial loss in the event of default of the successful

Bidder under the Contract.

29.6. A bid which contains several items in the bill of Quantities which are unrealistically

priced low and which cannot be substantiated satisfactorily by the bidder may be

rejected as non-responsive.

E. AWARD OF CONTRACT

31. Award Criteria

31.1. Subject to Clause 32, the Employer will award the contract to the Bidder whose Bid

has been determined.

(i) to be substantially responsive to the Bidding documents and who has offered

the lowest evaluated Bid Price; and

(ii) to be within the available bid capacity adjusted to account for his bid price

which is the lowest evaluation in any of the packages opened earlier than the

one consideration.

In no case, the contract shall be awarded to any bidder whose available bid

capacity is less than the evaluated bid price, even if the said bid is the lowest

evaluated bid. The contract will in such cases be awarded to the next lowest bidder

at his evaluation bid price.

32. Employer’s Right to Accept any Bid and to Reject any or all Bids

32.1. Notwithstanding Clause 31, the Employer reserves the right to accept or reject any

Bid, and to cancel the Bidding process and reject all Bids, at any time prior to the

award of contract, without thereby incurring any liability to the affected bidder or

Bidder or any obligation to inform the affected Bidder or Bidders of the grounds for

the Employer’s action.

33. Notification of Award and Signing of Agreement

33.1. The Bidder whose Bid has been accepted will be notified of the award by the

Employer prior to expiration of the Bid validity period by cable, telex or facsimile

confirmed by registered letter. This letter (hereinafter and in the condition of

contract called the “Letter of Acceptance”) will state the sum that the Employer will

pay the Contractor in consideration of the execution, completion, and maintenance of

the Works by the Contractor as prescribed by the Contract (hereinafter and in the

Contract called the “Contract Price”).

33.2 The notification of award will constitute the formation of the contract, subject only to

the furnishing of a performance security in accordance with the provisions of Clause.

33.3. The Agreement will incorporate all agreements between the Employer and the

successful Bidder. It will be signed by the Employer and to the successful Bidder,

within 28 days following the notification of award along with the Letter of

Acceptance. Within 21 days of receipt, the successful Bidder will sign the Agreement

and deliver it to the Employer.

33.4. Upon the furnishing by the successful Bidder of the Performance Security, the

Employer will promptly notify the other Bidders that their Bids have been

37. Corrupt of Fraudulent Practices

37.1 The Employer will reject a proposal if it determines that the Bidder recommended

for award has engaged in corrupt or fraudulent practices in completing for the

contract in question and will declare the firm ineligible, either indefinitely or for a

stated period of time, to be awarded a contract with National Highways Authority of

India/ State PWD and any other agencies, if it at any time determines that the firm

has engaged in corrupt or fraudulent practices in completing for the contractor, or

37.2 Furthermore, Bidders shall be aware of the provision stated in Sub- Clause 59.2 of

the Conditions of Contract.

APPENDIX TO ITB

Clause Reference

With respect to

1. The Name of the Employer is ………………………. [ Cl.1.1]

2. The last Seven years.

Base Year 2025-2026

3. This Annual Financial Turnover Amount is Rs……… [Cl.4.5.3 (a)]

4. Value of Work is Rs. 4,98,53,281/-

6. The cost of electrical work is Rs.

7. The cost of water supply / sanitary works is Rs.

8. Liquid assets and / or availability of credit facilities is 25% of [Cl.4.5.6 ]

9. Price level of the financial year 2025-26 [Cl. 4.5.2]

10. The pre-bid meeting will take place at The Executive Engineer on [Cl. 9.2.1]

11. The technical Bid will be intimated later after evaluation.

12. Address of the Employer:

The Executive Engineer , Futuristic Planning Cell (FPC),

2nd floor, Vadodara Municipal Corporation, Khanderao Market

Building, Rajmahal Road, Vadodara-390001

14. The bid should be submitted latest by As stated on online [Cl. 20.1 & 20.2]

15. The bid will be opened at the office of the The Executive Engineer, [Cl. 23.1 ]

Water Works : Ele/Mech., As stated on online NIT

16. The Bank Draft in favor of Municipal Commissioner, Vadodara

Municipal Corporation, Vadodara.

18. Escalation factors (for the cost of works executed and financial [Cl.4.5.2]

figure to a common base value) for works completed

Year Financial Year Multiplying factor

Base year of inviting tender

List of Key Personnel to be deployed on Contract Work

(Reference Cl. 4.5.4)

# Employment of a qualified site Engineer by the Contractor.

The Contractor shall employ full-time technically qualified staff during the execution of this

work as under: -

1. One graduate Electrical Engineers and three diploma Electrical Engineer when cost of

the work to be executed is more than Rs.50 lakhs.

2. One graduate & two Diploma, Electrical Engineers when the cost of the work to be

executed is more than Rs.15 lakhs but less than Rs.50 lakhs.

3. One graduate & one Diploma, Electrical Engineers when the cost of work is less than

Rs.15 lakhs but more than Rs.5 lakhs.

4. Minimum one Diploma Electrical Engineers for the work when the cost of work to be

executed is less than Rs. 5 lakhs. The Engineer so employed for the Government work

must have sufficient experience to handle the work independently. Such an Engineer

shall have to stay at the site of work and he shall not be entrusted with other duty

except this work.

In case the contractor or partner of the contractor firm is a Graduate Engineer in

respective field, Employment of a separate Engineer will not be necessary provided

that the Engineer partner himself attends the execution of the work on the site.

Within 15 days of issue of work-order the Contractor will have to furnish to the Deputy

Executive Engineer-in-charge of the work the Name, Qualifications, copy of mark sheet,

Colour Photograph and the appointment order issued such engineers engaged for this

contract work. If 15 days after issue of work order such designated Site Engineers do

not resume or do not remain present on site of work, the recovery at the rate of

Rs.15000/Month per Engineer will be made from the bills/deposit/dues of the

contractor. Such recovery shall be non-refundable.

QUALIFICATION INFORMATION

QUALIFICATION INFORMATION

The information to be filled in by the Bidder in the following pages will be used for

the purpose of post qualification as provided for in Clause 4 of the Instruction to Bidders.

This information will not be incorporated in the Contract.

1. For Individual Bidders

1.1 Constitution or legal status of Bidder

Place of registration

Principal place of business

Power of attorney of signatory of Bid

1.2 Total value of Electrical engineering 2025-26

Work performed in the last Seven years 2023-24

(in Rs. Lakhs) 2022-23

1.3.1 Work performed as prime contractor, work performed in the past as a nominated

sub-contractor will also be considered the sub-contract involved execution of all

main items of work described in the bid documents, provided further that all other

qualification criteria are satisfied (in the same name) on works of a similar nature

over the last Seven years** and in current year before the submission of the bid.

Project Name of Description Contract Value of Date Stipulated Actual date Remark

Name the of work No. contract of period of of explaining

Employer (Rs. issue completion completion* reasons for

Crore) of delay &

order Completed

*Attach certificate(s) from the Engineer(s)in-charge

** Immediately preceding the financial year in which bids are received.

1.4 Information on Bid Capacity (works for which bids have been submitted and works

which are yet to be completed) as on the date of this bid.

(A) Existing commitments and on-going works:

Descriptio Plac Contrac Name & Value Stipulate Value of Anticipate

n of e& t No. Address Contrac d Period Works* d of

works Stat of t (Rs. of remainin completio

e Employe Cr) Completio g to be n

*Attach certificate (s) from the Engineer(s) in-charge

** Immediately preceding the financial year in which bids are received.

1.5 Availability of key items of Contractors Equipment for carrying out the works (Ref.

Clause 4.5.5). The Bidder should list all the information requested below.

Item of Requirement Availability Proposals Remarks

Equipment NO Capacity Owned/ Nos/. Age/ (from

Leased to be Capacity Conditions whom to

1.6 Qualifications and experience of key personnel required for administration and

execution of the contract. Attach biographical data. Refer also to Sub Clause 9.1 of

the Conditions of Contract.

Position Name Qualification Year of Year of

Experience experience in

(General) the proposed

Project Manager

1.7 Financial reports for the last five years: balance sheets, profit and loss statements,

auditors’ reports (in case of companies/corporations), etc. List them below and

1.8 Evidence of access to financial resources to meet the qualification requirements:

cash in hand, lines of credit, etc. List them below and attach copied documents.

1.9 Name, address, and telephone, telex, and fax numbers of the Bidders bankers who

may provide references if contacted by the Employer.

1.10 Information on Litigation history in which the Bidder is involved.

Other Party Employer Cause of Amount Remarks

(ies) Dispute Involved showing

1.12. Statement of compliance under the requirements of Sub Clause 3.2 of the instruction

to Bidders. (Name of Consultant engaged for project preparations is * ............................. )

1.13 Proposed work method and schedule. The Bidder should attach descriptions,

drawings and charts as necessary to comply with the requirements of the Bidding

documents. (Refer ITB Clause 4.1)

3. Additional Requirements

3.1 Bidders should provide any additional i n fo r ma t i o n required to fulfill the

requirements of Clause 4 of the Instructions to the Bidders, if applicable.

(ii) Undertaking

SAMPLE FORMAT FOR EVIDENCE OF ACCESS TO OR

AVAILABILITY OF CREDIT FACILITIES

(CLAUSE 4.5.6 OF ITB)

BANK CERTIFICATE

This is to certify that M/s. is a reputed company

with a good financial standing.

If the contract for the work, namely is awarded to the

above firm, we shall be able to provide overdraft/credit facilities to the extent of Rs. …………………

to meet their working capital requirements for executing the above during the contract period.

(Signature) Name of Bank

Senior Bank Manager Address of the Bank

1. I, the undersigned, do hereby certify that all the statements made in the required

attachments are true and correct.

2. The undersigned also hereby certifies that neither our firm M/s.

_ have not abandoned any work

of Government of Gujarat/Government of India/any Board or Corporation under

Government of Gujarat/Government of India nor any contract awarded to us for such

works have been rescinded, during last five years prior to the date of this bid.

3. The undersigned hereby authorize(s) and request (s) any bank, person, firm or

corporation to furnish pertinent information deemed necessary and requested by the

Department to verify this statement or regarding any (our) competence and general

4. The Undersigned understands and agrees that further qualifying information may be

requested, and agrees to furnish any such information at the request of the Department/

Project implementing agency.

(Signed by an Authorized Officer of the Firm)

Title of Officer

I, the undersigned do hereby undertake that our firm

up to 25% of the value of the work during implementation of the contract.

(Signed by an Authorized officer of the firm)

Title of officer

CONDITIONS OF CONTRACT

Conditions of Contract

Table of Contents

A General Page D. Cost Control

1 Definitions 39 37 Bill of Quantities

2 Interpretation 40 38 Changes in the Quantities

3 Language and Law 41 39 Variations

4 Engineer’s Decisions 41 40 Payments for Variations

5 Delegations 41 41 Cash Flow Forecasts

6 Communications 41 42 Payment Certificates

7 Sub-Contractors 41 43 Payments

8 Other Contractors 41 44 Compensations Events

9 Personnel 42 45 Tax

10 Employer’s & Contractor Risk 42 46 Currencies

11 Employers Risks 42 47 Price Adjustment

12 Contractor’s Risk 42 48 Retention

13 Insurance 44 49 Liquidated damages

14 Site Investigations Reports 43 50 Bonus

15 Queries about the Contract 43 51 Advance Payment

16 Contractors to Construct the 43 52 Securities

17 The Works to be Completed By 43 53 Deleted

the Intended Completion Date

18 Approval by the Engineer 43 54 Cost of Repair

20 Discoveries 44 E. Finishing the Contract

21 Possession of the Site 44 55 Completion

22 Access to the Site 44 56 Taking Over

23 Instructions 44 57 Final Account

24 Disputes 44 58 Operating and Maintenance

25 Procedure for Disputes 44

26 Deleted 45 59 Terminations

60 Payment upon Terminations

B. Time Control 61 Property

27 Programme 46 62 Release from Performance

28 Extensions of the Intended

completion date

29 Deleted 46 F. Special Conditions of

30 Delays Ordered by The 47 63 Labour

Engineer 64 Compliance with labour

31 Management Meetings 47 65 Arbitration

32 Early Warning

C. Quality Control

33 Identifying Defects

35 Correction of Defects

36 Uncorrected Defects

CONDITIONS OF CONTRACT

1.1 Terms which are defined in the Contract Data are not also defined in the Conditions of

Contract but keep their defined meaning.

Bill of Quantities means the priced and completed Bill of Quantities forming part of

Compensation Events are those defined in Clause 44 hereunder.

The Completion Date is the date of completion of the Works as certified by the

Engineer in accordance with Sub Clause

The Contract is the contract between the Employer and Contractor to execute,

complete and maintain the Works till the completion of Defects Liability Period. It

consists of the documents listed in Clause 2.3 below.

The Contract data defines the documents and other information which comprise the

The Contractor is a person or corporate body whose Bid to carry out the Work has

been accepted by the Employer.

The Contractor’s Bid is the completed Bidding document submitted by the Contractor

to the Employer and includes Technical and Financial Bids.

The Contract Price is the price stated in the Letter of Acceptance and thereafter as

adjusted in accordance with the provisions of the Contract.

Days are calendar days: months are calendar months.

The Defects Liability Period is the period named in the Contract Data and calculated

from the Completion Date.

The Employer is the party who will employ the Contractor to carry out the Works.

The Engineer is the person named in the Contract Data (or any other competent

person appointed and notified to the contractor to act in replacement of the Engineer)

who is responsible for supervising the Contractor, administering the Contract,

certifying payments due to the Contractor, issuing and valuing Variations to the

Contract, awarding extensions of time, and valuing the Compensations Events.

Equipment is Contractor’s machinery and vehicles brought temporarily to the site to

construct the Works.

The Initial Contract Price is the Contract Price listed in the Employer’s Letter of

The Intended Completion Date is the date on which it is intended that the Contractor

shall complete the Works. The Intended Completion Date is specified in the Contract

Data. The Intended Completion Date may be revised only by the Engineer by issuing

an extension of time.

Materials are all supplies, including consumables, used by the contractor for

incorporation in the works.

Plant is any integral part of the work which is to have mechanical, electrical, electronic

or chemical or biological functions.

The Site is the area defined as such in the Contract Data.

Site Investigation Reports are those which were included in the Bidding documents

and are factual interpretive reports about the surface and subsurface conditions at the

Specifications means the Specifications of the works included in the Contract and any

modification or addition made or approved by the Engineer.

The Start Date is given in the Contract Data. It is the date when the Contractor shall

commence execution of the works. It does not necessarily coincide with any of the Site

Possession Dates.

A Subcontractor is a person or corporate body who has a Contract with the Contractor

to carry out a part of the work in the Contract which includes work on the Site.

Temporary Works are works designed, constructed, installed, and removed by the

Contractor which are needed for construction or installation of the Works.

A Variation is an instruction given by the Engineer, which varies the Works. The

Works are what the Contract requires the Contractor to construct, install,

and turn over to the Employer, as defined in the Contract Data.

2. Interpretation

2.1 In interpreting these Conditions of Contract, singular also means plural, male

also means female or neuter and the other way around. Heading have no

significance. Words have their normal meaning under the language of the

Contract unless specifically defined. The Engineer will provide instructions

clarifying queries about Conditions of Contract.

2.2 If sectional completion is specified in the Contract Data, references in the

Conditions of Contract to the Works, the Completion date, and Intended

Completion Date apply to any Section of the Works (other than references to

the Completion Date and Intended Completion date for the whole works)

2.3 The documents forming the Contract shall be interpreted in the following

order of priority

(2) Letter of Acceptance, notice to proceed with works

(3) Contractor’s Bid

(4) Contract Data

(5) Conditions of Contract including Conditions of Contract

(6) Specifications

(8) Bills of quantities and

(9) Any other document listed in the Contract Data as forming part of the

3. Language and Law

3.1 The language of the Contract and the law governing the Contract are stated in

the Contract Data.

4. Engineers Decisions

4.1 Except where otherwise specifically stated, the Engineer will decide

contractual matters between the Employer and the Contractor in the role

representing the Employer.

5.1 The Engineer may delegate any of his duties and responsibilities to other

people after notifying the Contractor and may cancel any delegation after

notifying the Contractor.

6. Communications

6.1 Communications between parties which are referred to in the conditions are

effective only when in writing. A notice shall be effective only when it is

delivered (in terms of Indian Contract Act).

7. Sub-Contracting

7.1 The Contractor may subcontract any portion of work, up to a limit specified in

contract data, with the approval of the engineer but may not assign the

Contract without the approval of the Employer in writing. Subcontracting

shall not alter the Contractor’s obligations. Sub-contracting of supply or

specific items of work is not allowed.

7.2 The sub-contractor must be registered in appropriate class and category for

the part of work to be subcontracted.

8. Other Contractors

8.1 The Contractor shall cooperate and share the site with other contractors,

public authorities, utilities and the Employer between the dates given in the

Schedule of other Contractor. The Contractors shall as refer to in the Contract

Data, also provide facilities and services for them as described in the

Schedule. The employer may modify the schedule of other contractors and

shall notify the contractor of any such modifications.

9.1 The Contractor shall employ the key personnel named in the Schedule of Key

Personnel as referred to in the Contract Data to carry out the functions stated

in the Schedule or other personnel approved by the Engineer. The Engineer

will approve any proposed replacement of key personnel only if their

qualifications, abilities, and relevant experience are substantially equal to or

better than those of the personnel listed in the Schedule.

9.2 If the engineer asks the Contractor to remove a person who is a member of

the Contractor Staff or his work force stating the reasons the Contractor shall

ensure that the person leaves the Site within seven days and has no further

connection with the work in the Contract.

10. Employer’s and Contractors Risks

10.1 The Employer carries the risk which these Contract states are Employer’s risks,

and the Contractor carries the risks which these Contracts states are

Contractors risk.

11. Employer’s Risks

11.1 The employer is responsible for the excepted risks which are (a) in so far as

they directly affect the execution of the Works, the risks of war, hostilities,

invasion, act of foreign enemies, rebellion, revolution, insurrection or military

or usurped power, civil war, riot commotion or disorder (unless restricted to

the Contractor’s employees), and contamination from any nuclear fuel or

nuclear waste or radioactive toxic explosive.

12. Contractor’s Risks

12.1 All risks of loss of or damages to physical property and of personal injury and

death which arise during and in consequence of the performance of the

Contract other than the excepted risks are the responsibility of the

13.1 The Contractor shall provide, in the joint names of the Employer and the

Contractor, insurance cover from the Start date to the end of the Defects

Liability Period, in the amounts and deductibles stated in the Contract data

for the following events which are due to the Contractor’s risks:

(a) Loss of or damage to the works, Plant and materials,

(b) Loss of or damage to Equipment

(c) Loss of or damages of property (expect the Works, Plant, Materials and

Equipment) in connection with the Contract; and

(d) Personal injury or death.

13.2 Policies and certificates for insurance shall be delivered by the Contractor to

the Engineer for the Engineer’s approval before the Start Date. All such

insurance shall provide for compensation to be payable in the types and

proportions of currencies required to rectify the loss or damage incurred.

13.3 If the Contractor does not provide any of the policies and certificates required,

the Employer may affect the insurance which the Contractor should have

provided and recover the premiums the Employer has paid from payments

otherwise due to the Contractor or, if no payment is due, the payment of the

premiums shall be a debt due.

13.4 Alterations to the terms of insurance shall not be made without the approval

of the Engineer.

13.5 Both parties shall comply with any conditions of the insurance policies.

13.6 Contractor has to submit Contractor All Risk policy for the project.

14. Site Investigation Report

14.1 The Contractor in preparing the Bid shall rely on any site Investigation

reports referred to in the Contract Data, supplemented by any information

available to the Bidder.

15. Queries about the Contract data

15.1 The engineer will clarify queries on the Contract Data

16. Contractor to Construct the Works

16.1 The Contractor shall construct and install the works in accordance with the

specification and Drawings.

17. The Works to be completed by the Intended Completion Date

17.1 The Contractor may commence execution of the Works on the Start Date and

shall carry out the Works in accordance with the programme submitted by

the Contractor, as updated with the approval of the Engineer, and complete

them by the Intended Completion date

18. Approval by the Engineer

18.1 The Contractor shall submit Specifications and Drawings showing the

proposed Temporary works to the Engineer, who is to approve them if they

comply with the Specifications and drawings.

18.2 The Contractor shall be responsible for design of temporary works.

18.3 The Engineer’s approval shall not alter the contractor responsibility for

design of the Temporary works.

18.4 The Contractor shall obtain approval of third parties to the design of the

Temporary works where required.

18.5 All Drawings prepared by the Contractors for the execution of the temporary

or permanent work are subject to prior approval by the Engineer before their

19.1 The Contractor shall be responsible for the safety of all activities on the Site.

SAFETY MEASURES

a) The Contractor shall be responsible for the safety of all workmen and other

persons entering or in the Works and shall take all measures necessary to ensure

their safety to the approval of the Engineer’s Representative.

b) Provision of efficient safety helmets for all personnel including the Engineer’s

Representative and each of his staff and any authorised visitors to site;

c) Provision and maintenance of suitable lighting to provide adequate illumination of

Works with appropriate spares and standby equipment;

d) Provision and maintenance of safe, sound mechanical equipment, each item of

having an up-to- date testing certificates;

e) Provision and maintenance of safe, sound ropes, slings, pulleys and other lifting

tackle, each appliance having an up-to-date testing certificate where appropriate;

f) Provision of notices 1.25m x 1.5 m size written in bold letters in English, Gujarati

and Hindi to be erected on existing footpaths and at points of access likely to be

used by the public, which shall warn the public of the existence of the Works.

These notices shall be in addition to any statutory requirements demanded of the

g) Provision of safety rails (wherever instructed by Engineer in charge)

h) The Contractor shall ensure that all his employees are fully conversant with the

regulation, emergency and rescue procedures etc. and the Contractor shall enforce

the rule that any employee committing a serious breach of such a regulations shall

be instantly dismissed and shall not be re-employed.

i) Contractor shall provide and maintain at his own expenses all lights, guards,

fencing and necessary watchmen when and where necessary or as required by

Owner/Engineer for the protection of the works or for the safety and convenience

of those employed on the works and the public.

j) Contract to shall also provide at his cost traffic barricades, men for diverting and

controlling traffic, necessary signboards for diversion of traffic, in night LED

Blinkers LED rope Light near Excavated trench in the event of failure on the part of

Contractor, Owner may with or without notice to Contractor put up a fence or

improve a fence already put up or provide and/or improve the lighting or adopt

such other measures as he may deem necessary, and all the cost of such work and

procedures as may be adopted by Owner/Engineer shall be borne by Contractor.

Maintenance of adequate warning and general lighting at nights at place of work is

k) Contractor shall take the necessary permission and clearance of all the authorities

like department of Roads, Traffic, Water Supply and Drainage; Electricity Board,

Telephone Company, etc. wherever necessary and observe the regulations

regarding the execution of work in congested areas, heavy traffic areas, etc.

20. Discoveries

20.1 Anything of historical or other interest or of significant value unexpectedly

discovered on the site is the property of the Employer. The contractor is to

notify the engineer of such discoveries and carry out the Engineer’s

instructions for dealing with them.

21. Possession of the Site

21.1 The Employer shall give possession of all parts of the site to the Contractor. If

possession of a part is not given by the date stated in the Contract Data the

Employer is deemed to have delayed the start of the relevant activities and

this will be a Compensation Event.

21.2 If within 25% of the time limit of the project, 80% of possession of the site is

not handed over to the Contractor, then contractor/ Employer may fore-close

the contract. Contractor/Employer has to foreclose the work within 30 days

after lapse of 25%-time limit and after 30 days foreclosure option will be

22. Access to the Site

22.1 The Contractor shall allow the Engineer and any person authorized by the

Engineer access to the Site, to any place where work in connection with the

Contract is being carried out or is intended to be carried out and to any place

where materials or plants are being manufactured/ fabricated/ assembled for

23. Instructions

23.1 The Contractor shall carry out all instructions of the Engineer pertaining to

works which comply with the applicable laws where the site is located.

23.2 The Contractor shall permit the Employer to inspect the Contractor’s accounts

and records relating to the performance of the Contractor and to have them

audited by auditors appointed by the Employer, if so required by the

24.1 If the Contractor is of the view that a decision taken by the Engineer was

either outside the authority given to the Engineer by the Contract or that the

decision was wrongly taken, the decision

(A) Should be referred to as Designated and defined officer as

Dy.MC/HOD/CE/ACE of repetitive Department and also as per GAD

circular No.498/98-99/Dt.07.07.98 with revision time to time in future.

(B) In case disputes remains unsolved it shall be refer to Municipal

25. Procedure for Disputers

25.1 The arbitration shall be conducted in accordance with the arbitration

procedure stated in the Special Conditions of Contract.

B. TIME CONTROL

27.1 Within the time stated in the Contract Data the Contractor shall submit to the

Engineer for approval a Programme showing the general methods,

arrangements orders, and timing for all the activities in the works along with

monthly cash flow forecast.

27.2 An update of the Programme shall be a programme showing the actual

progress achieved on each activity and the effect of the progress achieved on

the timing of the remaining work including any changes to the sequence of the

27.3 The Contractor shall submit to the Engineer, for approval an updated

programme at intervals no longer than the period stated in the Contract data.

If the Contractor does not submit an updated programme within this period,

the Engineer may withhold the amount stated in the Contract data from the

next payment after the date on which the overdue programme has been

27.4 The Engineer’s approval of the programme shall not alter the Contractor’s

obligations. The Contractor may revise the programme and submit it to the

Engineer again at any time. A revised programme is to show the effect of

Variations and Compensations events.

28. Extension of the Intended Completion Date

28.1 The Engineer shall extend the Intended Completion Date if a compensation

Event occurs or a Variation is issued which makes it impossible for

completion to be achieved by the Intended Completion Date without the

Contractor taking steps to accelerate the remaining work and which would

cause the Contractor to incur additional cost.

28.2 The Engineer shall decide whether and by how much stoppage to provided/

to extend the Intended Completion Date within 35 days of the Contractor

asking the Engineer for a decision upon the effect of a compensation event or

Variation and submitting full supporting information. If the Contractor has

failed to give early warning of a delay or has failed to cooperate in dealing

with a delay, the delay by this failure shall not be considered in assessing the

new Intended Completion Date.

28.3 The Engineer shall within 14 days of receiving full justification from the

contractor for extension of Intended Completion Date refer to the Employer

his decision. The employer shall in not more than 21 days communicate to the

engineer the acceptance or otherwise of the Engineer’s decision. If the

employer fails to give his acceptance, the Engineer shall not grant the

extension and the contractor may refer the matter under Clause

30. Delays Ordered by the Engineer

30.1 The Engineer may instruct the Contractor to delay the start or progress of any

activity within the works.

31. Management Meetings

31.1 Either the Engineer or the Contractor may require the other to attend a

management meeting. The business of a management meeting shall be to

review the plans for remaining work and to deal with matters raised in

accordance with the early warning procedure.

31.2 The Engineer shall record the business of management meetings and is to

provide copies of his record to those attending the meeting and to the

Employer. The responsibility of the parties for actions to be taken is to be

decided by the Engineer either at the management meeting or after the

management meeting and stated in writing to all who attended the meeting.

32. Early Warning

32.1 The Contractor is to warn the Engineer at the earliest opportunity of specific

likely future events or circumstances that may adversely affect the quality of

the work, increase the Contract price or delay the execution of works. The

Engineer may require the contractor to provide an estimate of the expected

effect of the future event or circumstance on the contract price and

completion date. The estimate is to be provided by the Contractor as soon as

reasonably possible.

32.2 The Contractor shall cooperate with the Engineer in making and considering

proposals for how the effect of such an event or circumstance can be avoided

or reduced by anyone involved in the work and in carrying out any resulting

instruction of the Engineer.

33. TIME SCHEDULE

Work Completion period will be 6 Months (Excluding Monson) from the date

of issue of work order. Required to complete the work immediately.

Contractor shall have to fail the complete of work in stipulated time VMC have

to take first action for penalty for delay of works. After giving notice for

completion of work, if contractor even not complete the work against time

period mention in notice. VMC have to take action against the contractor for

black list in VMC

C. QUALITY CONTROL

# 33. Identifying Defects/ Defect liability period

 PERIOD OF LIABILITY & GUARANTEE

 The Contractor shall be liable for a period of 5(Five) years after the date of issue of

the certificate of completion of work issued by the HOD Futuristic Planning Cell

(FPC) (after Completion of Work). This period shall be deemed as guarantee period

during which, the contractor shall be responsible for rectifying any defects that

may develop in his workmanship & materials (against manufacturing defect)

within the time specified by the Owner. If contractor fails to rectify that defect,

owner reserves the right to complete that job at the risk and cost of the contractor

and such cost will be adjusted against the security deposit, the contractor shall be

liable during guarantee period of one year to rectify any defects that may develop

after erection of supplied materials at the risk and cost of the contractor.

33.1 : Defect liability period:

The contractor shall be responsible to make good and remedy at his own

expense any defect which may develop or may be noticed before the period

mentioned hereunder from the certified date of completion. The Engineer in

charge shall give the contractor a notice in writing about the defects and the

contractor shall make good the same within 15 days of receipt of the notice. In

the case of failure on the part of the contractor, the Engineer- in-charge may

rectify or remove or re-execute the work at the risk & cost of the contractor.

The Engineer-in-charge shall be entitled to appropriate the whole or any part

of the amount of security deposit towards the expenses, if any, Incurred by

him in rectification, removal or re-execution. The Defects Liability period shall

The defect liability period shall of duration mentioned in contract data and

shall start from date of final completion of entire work and acceptance of

work by VMC. During defect liability period, the Contractor shall make good

any defect whatsoever nature observed in different works equipment, or in

part of plant or equipment by modifying/replacing/repairing of such

defective units or parts there at his own cost within a period of ten days on

hearing from Engineer-in-charge/VMC about such defect during liability

period. In case, if Contractor’s fails to do so, it will be got done by VMC and

entire cost shall be recovered from Contractor’s Security

deposit/performance guarantee or other dues as may be possible.

(a) For all works costing up to Rs. 50,000 (amount put to tender), the period shall

be 3 Months from the certified date of completion.

(b) For all works costing more than Rs. 50,000 and up to Rs. 1 crore (amount put

tender), the period shall be 12 (Twelve) months from the certified date of

completion or one monsoon, whichever is later.

(c) For major projects costing more than Rs. 1 crore, the period shall be

Months from the certified date of completion which should include three

(d) For original building works the defect liability period will be 4 years or elapse

of 4 monsoon period following date of possession of building taken over by

user agency following the certified date of completion, whichever is later.

For the purpose of deciding the monsoon period, the 30th September shall be

treated as the last date.

Modified vide R & B D Circular No. PAC-11-102008-2076-N dated 31/8/2009,

PRCH/102013(2976) 2759-N, Dated 27/05/2013 and Circular

No.TNC/10/2016/Clause 17A (Correction/(1)C Dated 12/05/2016]

34.1 If the engineer instructs the Contractor to carry out a test not specified in the

Specification to check whether any work has a Defect and the test shows that

it does, the Contractor shall pay for the test and any samples. If there is no

defect the test shall be a Compensation Event.

34.2 All test and types of tests to be performed as per IS specifications and

instruction of EIC. In case if it is not done or up to the mark by bidder, 1%

deduction form the work done in particular RA bill should be done.

34.3 THIRD PARTY INSPECTION

All the Major Electrical Equipment/Materials /works shall be subjected third

party inspection as stated in technical specifications from approved TPI

Agency by VMC only at manufacturer’s works with their test certificates

satisfying the IS requirements. Third party inspection charges for all above

material shall be borne by the bidder.

If VMC/ PMC/ TPI Engineers intend to witness the testing at manufacturer’s

works Entire expenses of said testing, including to & from traveling by Air,

lodging and boarding etc. of maximum Two VMC/ PMC Engineers and 1 Third

Party Inspector shall be borne by the bidder.

35. Correction of defects

35.1 The engineer shall give notice to the Contractor of any defects before the end

of the defects Liability Period, which begins at Completion and is defined in

the contract data. The Defects Liability Period shall be extended for as long as

Defects remain to be corrected.

35.2 Every time notice of a Defect is given, the Contractor shall correct the notified

defect within the length of time specified by the Engineer’s notice.

36. Uncorrected Defects

36.1 If the Contractor has not corrected a defect within the time specified in the

Engineer’s notice, the Engineer will assess the cost of having the Defect

corrected, and the Contractor will pay this amount.

D. COST CONTROL

37. Bill of Quantities

37.1 The bill of Quantities shall contain items for the constructions, installation,

testing and commissioning work to be done by the Contractor.

37.2 The bill of Quantities is used to calculate the Contract price. The Contractor is

paid for the quantity of the work done at the rate in the Bill of Quantities for

38. Change in the Quantities

38.1 The Engineer shall have power to make any alterations in or addition to the

original specifications , drawings, designs and instructions that may appear to

him to be necessary or advisable during the progress of the work and the

contractor shall be bound to carry out the work in accordance with any

instruction in this connection which may be given to him in writing signed by

the Engineer and such alteration shall not invalidate the contract and any

additional work which the contractor may be directed to do in the manner

above specified as part of the work shall be carried out by the contractor on

the same conditions in all respects on which he agreed to do the main work

and at the same rate as are specified in the tender for the main work.

Except that when the quantity of any item exceeds the quantity as in the

tender by more than 130%, the contractor will be paid for the quantity in

excess of 130%, at the rate entered in the SOR of the year during which the

excess in quantity is first executed.

39.1 All Variations shall be included in updated programmes produced by the

40. Payments for Variations

40.1 If the additional or altered work includes any class of work for which no rate

is specified in this contract, then such class of work shall be carried out as

(i) At the rate derived from the item within the contract which is comparable to

the one involving additional or altered class of work; where there are more

than one comparable items, the item of the contract which is nearest in

comparison with regard to class or classes of the work involved shall be

selected and the decision of the Add. City Engineer as to the nearest

comparable item shall be final and binding on the contractor.

(ii) If the rate cannot be derived in accordance with (i) above, such class of works

shall be carried out at the rate entered in the Schedule of Rates of the division

for the year in which the tender was received, increased or decreased by the

percentage by which the tender amount is more or less as compared to the

amount arrived at the rates in the “Schedule of Rates” of the Division in the

year in which the tender was received. If the Schedule of rates of the Division

does not contain all the items, the percentage increase or decrease of the

tender shall be calculated considering such items which were included in the

“Scheduled Rates” of the division for the year and for materials consumed on

such item the rate to be charged would be the basic rate taken into account

for fixing the rate in S.O.R. referred to above.

(iii) If it is not possible to arrive at the rate from (i) and (ii) above, such class of

work shall be carried out at the rate decided by the competent authorities on

the basis of detailed rate analysis after hearing the contractor as per powers

delegated to VMC officials.

40.2 If the additional or altered work, for which no rate is entered in the “Schedule

of Rates” of the Division is ordered to be carried out before the rate is agreed

upon, then the contractor shall within seven days of the date of receipt by him

of the order to carry out the work, inform the Engineer-in-charge of the rate,

which it is his intention to charge for such class of work and if the Engineer in

charge does not agree to this rates, he shall by notice in writing be at liberty

to cancel his order to carry out such class of work and arrange to carry it out

in such manner as he may consider it advisable, provided always that if the

contractor shall commence work or incur any expenditure in regard thereof

before the rates shall have been determined as lastly herein before

mentioned, then in such cases he shall only be entitled to be paid in respect of

the work carried out or expenditure incurred by him prior to the date of the

determination of the rate as aforesaid according to such rate or rates as shall

be fixed by the Engineer-in-charge. In the event of the dispute, the decision of

the HOD of the Futuristic Planning Cell (FPC) shall be final.

Where, however, the work is to be executed according to the designs,

drawings and specifications recommended by the contractor and accepted by

the competent authority, the alternation above referred to shall be within the

scope of such designs, drawings and specifications appended to the tenders.

The time limit for the completion of the work shall be extended in the

proportion that the increase in the cost occasioned by alterations bears to the

cost of the original work and the certificate of the Engineer-in-charge as to

such proportion shall be final and conclusive.

41. Cash Flow Forecasts

41.1 When the programme is updated, the contractor is to provide the engineer

with an updated cash flow forecast.

43. Compensation events

43.1 The following are compensation Events unless they are caused by the

(a) The Employer does not give access to a part of the Site by the site

Possession date stated in Contract data to the Contractor

43.2 In case of compensation event occurs and it prevents the work being

completed beyond the Intended Completion Date then Authority will

approve EOT (Extension of Time) with eligible contractual price escalation.

44.1 The rates quoted by the Contractor must be inclusive of all taxes. However,

any subsequent changes in the tax structure by Government after due date of

bid submission will be compensated (+/-) on availability or submission of

actual documentation. Contractor will have to intimate Engineer regarding

changes occurred in the tax structure after bid submission. If the contractor

fails to provide such information and if any financial obligation may arise due

to change in tax structure, same will be recovered from the contractor.

44.2 GST will be paid by contractor on the bills. Hence, it is the responsibility of the

contractor to pay the GST to the concerned Authority.

45. Currencies.

45.1 All payment shall be made in Indian Rupees.

46. Price Adjustment

47.1 The Employer shall retain from each payment due to Contractor the

proportion stated in the Contract Data until Completion of the whole of the

47.2 On Completion of the whole of the Works half the total amount retained is

47.2 On Completion of the whole of the Works half the total amount retained is

repaid to the Contractor and half when the Defects Liability Period has passed

and the Engineer has certified that all Defects notified by the Engineer to the

Contractor before the end of this period have been corrected.

47.3 On completion of the whole works, the contractor may substitute retention

money with an “on demand” Bank guarantee.

In case, Contractor requests for refund of the Retention Money

deducted by the Employer under the provision of this clause, Employer shall

consider the said request of the Contractor provided that the refund

hereunder shall be made in tranches of not less than 1% (One Percent) of the

Contract Price and Contractor furnishes an irrevocable and unconditional

Bank guarantee for an equal amount substantially in the format of Bank

Guarantee for Performance Guarantee enclosed with SBD and valid up to

day beyond the scheduled / extended Defects Liability Period. On completion

of the whole works, the contractor has however an option to submit a fresh

irrevocable and unconditional Bank Guarantee for an amount equal to 2.5% of

the total value of work executed substantially in the format of Bank Guarantee

for Performance Guarantee enclosed with SBD and valid up to 60 days beyond

the Defect Liability Period and yet refund the Retention Money Bank

Guarantee submitted for refund of Retention Money.

48. Liquidated Damages

48.1 The Contractor shall pay liquidated damages to the Employer at the rate per

day stated in the Contract Data for each day that the Completion Date is later

than the Intended Completion Date (for the whole works or the milestone as

stated in the contract data). The total amount of liquidated damages shall not

stated in the contract data). The total amount of liquidated damages shall not

exceed the amount defined in the Contract Data. The Employer may deduct

liquidated damages from payment due to the Contractor. Payment of

liquidated damages does not affect the Contractor’s liabilities.

48.2 If the Intended Completion Date is extended after liquidated damages have

been paid, the Engineer shall correct any overpayment of liquidated damages

by the Contractor by adjusting the next payment certificate. The Contractor

shall not be entitled for any interest on the over payment calculated from the

date of payment to the date of repayment.

48.3 If the contractor fails to comply with the time for completion as stipulated in

the tender, then the contractor shall pay to the employer the relevant sum

stated in the Contract Data as Liquidated damages for such default and not as

penalty for everyday or part of day which shall elapse between relevant time

for completion and the date stated in the taking over certificate of the whole

of the works on the relevant section, subject to the limit stated in the contract

The employer may, without prejudice to any other method of recovery

deduct the amount of such damages from any monies due or to become due to

the contractor. The payment or deduction of such damages shall not relieve

the contractor from his obligation to complete the works on from any other of

his obligations and liabilities under the contract.

48.4 If, before the Time for Completion of the whole of the Works or, if applicable

any Section, a Taking Over Certificate has been issued for any part of the

Works or of a Section, the liquidated damages for delay in completion of the

remainder of the Works or of that Section shall, for any period of delay after

the date stated in such Taking-Over-Certificate, and in the absence of

alternative provisions in the Contract, be reduced in the proportion which the

value of the part so certified bears to the value of the whole of the Works or

Section, as applicable. The provisions of this Sub-clause shall only apply to the

rate of liquidated damages and shall not affect the limit thereof.

51. Advance Payment.

54. Cost of Repairs.

 Loss or damage to the Works or Materials to be incorporated in the Works

between the Start date and the end of Defects Correction periods shall be

remedied by the Contractor at the Contractor’s cost if the loss or damages

arises from the Contractor’s acts or omissions.

E. FINISHING THE CONTRACT

 The Contractor shall request the Engineer to issue a Certificate of Completion

of the works and the Engineer will do so upon deciding that the work is

56. Taking Over

 The Employer shall take over the Site and the Works within seven days of the

Engineer issuing a certificate of Completion.

57. Final Account

 The Contractor shall supply to the Engineer a detailed final account of the

total amount that the Contractor considers payable as full and final settlement

total amount that the Contractor considers payable as full and final settlement

of all claims under the Contract for items before the end of the Defects

Liability Period. The Engineer shall issue a Defect Liability Certificate and

certify any final payment that is due to the Contractor within 56 days of

receiving the Contractor's account if it is correct and complete. If it is not, the

Engineer shall issue within 56 days a schedule that states the scope of the

corrections or additions that are necessary. If the Final Account is still

unsatisfactory after it has been resubmitted, the Engineer shall decide on the

amount payable to the Contractor and issue a payment certificate, within

days of receiving the Contractor’s revised account.

 If reversal in characteristic of tender (L1 becoming L2) on account of excesses

and savings in final account is observed, the Engineer/Employer shall be at

liberty to restrict the final payment of BOQ items to the lowest amount

evaluated of the bids considering the final quantities and the rates quoted

including the rebates if any. Payment of variation items shall however be

made at the rates approved by the Employer, within 90 days from the physical

completion of work.

58. Operating and Maintenance Manuals

 If “as built” drawings and/or operating and maintenance manuals are

required, the Contractor shall supply them by the dates stated in the Contract

 If the Contractor does not supply the Drawings and/or manuals by the dates

stated in the Contract data, or they do not receive the Engineer’s approval, the

Engineer shall withhold the amount stated in the Contract Data from

payments due to the Contractor.

59. Termination

 The Employer or the Contractor may terminate the Contract if the other party

causes a fundamental breach of the Contract.

 Fundamental breaches of Contract include, but shall not be limited to the

 The contractor stops work for 28 days when no stoppage of work is

shown on the current programme and the stoppage has not been

authorized by the Engineer

 The Engineer instructs the Contractor to delay the progress of the Works

and the instructions is not withdrawn within 28 days;

 The Employer or the Contractor is made bankrupt or goes into liquidation

other than for a reconstructions or amalgamation

 A payment certified by the Engineer is not paid by the Employer to the

Contractor within 56 days of the date of the Engineer’s certificate

 The Engineer gives Notice that failure to correct a particular Defect is a

fundamental breach of Contract and the Contractor fails to correct it

within a reasonable period of time determined by the Engineer;

 The Contractor does not maintain a security which is required;

 The Contractor has delayed the completion of works by the number of

days for which the maximum amount of liquidated damages can be paid as

defined in the Contract data; and

 If the Contractor, in the judgment of the Employer has engaged in corrupt

or fraudulent practices in competing for or in executing the Contract.

For the purpose of this paragraph: “corrupt practice” means the

offering, giving, receiving or soliciting of anything of value to influence the

action of a public official in the procurement process or in contract execution.

“Fraudulent practice” means a misrepresentation of facts in order to influence

a procurement process or the execution of a contract to the detriment of the

borrower, and includes collusive practice among Bidders (prior to or after bid

submission) designed to establish bid prices at artificial non-competitive

levels and to deprive the Borrower of the benefits of free and open

 When either party to the Contract gives notice of a breach of contract to the

Engineer for a cause other than those listed under Sub Clause 59.2 above, the

Engineer shall decide whether the breach is fundamental or not.

 Notwithstanding the above, the employer may terminate the Contract for

60. Payment upon Termination

 If the Contract is terminated because of a fundamental breach of Contract by

the Contractor, the Engineer shall issue a Certificate for the value of the work

done less advance payments received up to the date of the issue of the

certificate, less other recoveries due in terms of the contract, less taxes due to

deducted at source as per applicable law and less the percentage to apply to

the work not completed as indicated in the Contract data. Additional

Liquidated Damages shall not apply. If the total amount due to the Employer

Liquidated Damages shall not apply. If the total amount due to the Employer

exceeds any payment due to the Contractor the difference shall be a debt

payable to the Employer.

 If the Contract is terminated at the Employer’s convenience or because of a

fundamental breach of Contract by the Employer, the Engineer shall issue a

certificate for the value of the work done, the cost of balance material brought

by the contractor and available at site, the reasonable cost of removal of

equipment, repatriation of the Contractor’s personnel employed solely on the

works, and the Contractor’s cost of protecting and securing the Works and

less advance payment received up to the date of the certificate, less other

recoveries due in terms of the contract and less taxes due to deducted at

source as per applicable law.

 All materials on the Site, Plant Equipments, Temporary Works and Works are

deemed to be property of the Employer, if the Contract is terminated because

of a Contractor’s default.

62. Release from Performance

 If the Contract is frustrated by the outbreak of war of by any other event

entirely outside the control of either the Employer or the Contractor the

Engineer shall certify that the Contract has been frustrated. The Contractor

shall make the Site safe and stop work as quickly as possible after receiving

this certificate and shall be paid for all work carried out before receiving it

and for any work carried out afterwards to which commitment was made.

F. SPECIAL CONDITIONS OF CONTRACT

The Contractor shall, unless otherwise provided in the Contract, make

his own arrangements for the engagement of all staff and labour, local or

other, and for their payment of housing, feeding and transport.

The Contractor shall, if required by the Engineer, deliver to the

Engineer a return in detail, in such form and at such intervals as the Engineer

may prescribe, showing the staff and the numbers of the several classes of

labour from time to time employed by the Contractor on the site and such

other information as the Engineer may require.

64. COMPLIANCE WITH LABOUR REGULATIONS

During continuance of the contact, the Contractor and his sub-

contractor shall abide at all times by all existing labour enactments and rules

made thereunder, regulations, notification and bye laws of the State or central

Government or local authority and any other labour law (including rules),

regulations, bye laws that may be passed or notifications that may be issued

under any labour law in future either by the State or the Central Government

or the local authority. Salient features of some of the major labour laws that

are applicable to the construction industry are given below. The Contractor

shall keep the Employer indemnified in case any action is taken against the

Employer by the competent authority on account of contravention of any of

the provisions of any Act or rules made thereunder, regulations or

notifications including amendments. If the Employer is caused to pay or

reimburse, such amounts as may be necessary to cause or observe, or for

observance of the provisions stipulated in the notifications/bye

laws/Acts/Rules/regulations including amendments, if any, on the part of the

Contractor, the Engineer/employer shall have the right to deduct any money

due to the Contractor including his amount of performance security. The

Employer/Engineer shall also have the right to recover from the Contractor

any sum required or estimated to be required for making good the loss or

damage suffered by the Employer.

The employees of the Contractor and the Sub-Contractor in no case shall be

treated as the employees of the Employer at any point to time.

SALIENT FEATURES OF SOME MAJOR LABOUR AND OTHER LAWS APPLICABLE TO

ESTABLISHMENTS ENGAGED IN BUILDING AND OTHER CONSTRUCTIONS WORK

A) Workmen Compensation Act 1923 :- The Act provides for compensation in

case of injury by accident arising out of and during the course of employment.

B) Payment of Gratuity Act. 1972 :- Gratuity is payable to an employee under the

Act on satisfaction of certain conditions on separation if an employee has

completed 5 years’ service or more on death, the rate of 15 days wages for every

completed year of service. The Act is applicable to all establishments employing

10 or more employees.

C) Employees P.F. and Miscellaneous Provision Act 1952:- The Act Provides for

monthly contributions by the employer plus workers @ 10% or 8.33% The

benefits payable under the Act are :

1. Pension or family pension on retirement or death, as the case may be.

2. Deposit linked insurance on the death in harness of the worker.

3. Payment of P.F. accumulation on retirement/death etc.

D) Maternity Benefit Act 1951 :- The Act provides for leave and some other

benefits to women employees in case of confinement or miscarriage etc.

E) Contract Labour (Regulation & Abolition) Act 1970 : The Act provides for

certain welfare measures to be provided by the Contractor to contract labour and

in case the Contractor fails to provide, the same are required to be provided, by

the Principal Employer by Law. The principal Employer is required to take

Certificate of Registration and the Contractor is required to take license from the

designated Officer. The Act is applicable to the establishments or Contractor of

Principal Employer, if they employ 20 or more contract labour.

F) Minimum Wages Act 1948 :- The Employer is supposed to pay not less than the

Minimum Wages fixed by appropriate Government as per provisions of the Act, if

the employment is a scheduled employment. Construction of Building, Roads,

Runways are scheduled employment.

G) Payments of wages Act 1936:- It lays down as to by what date the wages are to

be paid, when it will be paid and what deductions can be made from the wages

of the workers.

H) Equal remunerations Act 1979 :- The Act provides for payment of equal

wages for work of equal nature to Male and Female workers and for not making

discrimination against female employees in the matter of transfer, training and

promotions etc.

I) Payments of Bonus Act 1965 :- The Act is applicable to all establishments

employing 20 or more employees. The Act provides for payments of annual

bonus subject to a minimum of 8.33% of wages and maximum of 20 % of wages

to employees drawing Rs. 3500/- per month or less. The bonus to be paid to

employees getting Rs, 2500/- per month or above Rs. 3500/- per month shall be

worked out by taking wages as Rs. 2500/- per month only. The Act does not

apply to certain establishments. The newly set-up establishments are exempted

for five years in certain circumstances. Some of the State Governments have

reduced the employment size from 20 to 10 for the purpose of applicability of

J) Industrial Disputes Act 1947 :- The Act lays down the machinery and

procedure for resolutions of Industrial disputes, in what situations a strike or

lock-out becomes illegal and what are the requirements for laying off or

retrenching the employees or closing down the establishment.

K) Industrial employment (standing Orders) Act 1946 :- It is applicable to all

establishments employing 100 or more workmen (employment size reduced by

some of the State and Central Government to 50). The Act provides for laying

down rules governing the conditions of employment by the Employer on

matters provided in the Act and get the same certified by the designated

L) Trade Unions Act 1926:- The Act lays the procedure for registration of trade

unions of workmen and employers. The Trade Unions registered under the Act

have given certain immunities from civil and criminal liabilities.

M) Child Labour (Prohibition & Regulation Act 1986 :- The Act prohibits

employment of children below 14 years of age in certain occupations and

process and provides for regulation of employment of children in all other

occupations and processes. Employment of Child labour is prohibited in Building

and Construction Industry.

N) Inter – State Migrant workmen’s (Regulation of Employment & Conditions

of service) Act 1979:- The Act is applicable to an establishment which employs

5 or more inter-state migrant workmen through an intermediary (who has

recruited workmen in one state for employment in the establishment situated in

another state).The inter-state migrant workmen, is an establishment to which

this Act becomes applicable, are required to be provided certain facilities such as

housing, medical aid, traveling expenses from home upto the establishment and

O) The Building and Other Construction workers (Regulation of employment

and Conditions of Service) Act 1996 and the Cess Act of 1996:- All the

establishments who carry on any building or other constructions work and

employ 10 or more workers are covered under this Act.

All such establishments are required to pay cess at the rate not exceeding 2% of

the cost of construction as may be modified by the government. The Employer of

the establishment is required to provide safety measures at the Building or

construction work and other welfare measures, such as canteens, First Aid

facilities, Ambulance, Housing accommodations for workers near the workplace

etc. The Employer to whom the Act applies has to obtain a registration

certificate from the Registering Officers appointed by the Government.

P) Factories Act 1948 :- The Act lays down the procedure for approval of plans

before setting up a factory, health and safety provisions, welfare provisions,

working hours, annual earned leave and rendering information regarding

accidents or dangerous occurrences to designated authorities. It is applicable to

premises employing 10 persons or more with aid of power or 20 or more

persons without the aid of power engaged in the manufacturing process.

Q) Royalty charges-The contractor shall pay the royalty to the competent

authority as per rule. The royalty charges paid shall be borne by the

contractor and shall not be reimbursed by the Employer.

R) Following Pollution Control Acts and amendments made thereof

from time to time shall be applicable.

1. Water (Preservation and control of Pollution) Act,

2. Air (Prevention and Control of Pollution Act

3. Environmental (Protection) Act

The contractor must commit to adopting Environmental management

plan for best energy use, waste management, the reduction of pollution as

in EMS (Environmental Management system) ISO-14001-

65. ARBITRATION (GCC Clause 24)

The procedure for arbitration will be as follows: -

24.1 If the Contractor is of the view that a decision taken by the Engineer was either

outside the authority given to the Engineer by the Contract or that the decision

was wrongly taken, the decision shall be referred to HOD-Futuristic Planning

Cell (FPC) within 14 days of the notification of the Engineer's decision. If the

issue is not resolved, any party can refer the matter for conciliation within

days from the decision given by the HOD – FPC.

(a) For the work up to Rs.100 Cr., if any of the parties is not satisfied with the

decision of the Add. City Engineer, both the parties have to refer to the

Municipal Commissioner, Vadodara concerned for the conciliation

 If the dispute is not resolved through the conciliation process, contractor

may refer the dispute to Arbitration. Arbitration and legal

matters/proceedings associated within this scope/tender shall be subject

to Vadodara Court’s Jurisdiction only. If the Contractor fails to refer a claim

/ dispute to the Higher Authority within 14 days of the notification of the

Engineer's decision, the Contractor shall not be entitled to any additional

payment/claim if he doesn’t follow the above sequence in stipulated time.

However, during such period, he would not stop the work in any case.

1) The Tenderer shall have to give twelve months guarantee of all items

against manufacturing defect from the date of commissioning.

2) The Tenderer shall make necessary storage arrangement with security.

3) Erection of all materials, sundries will be carried out as per technical

specification. In absence of specification, work shall be carried out as per

instruction of Engineer- in-charges.

4) The contractor shall provide all necessary materials, equipment’s,

labours, etc. for erection, testing and commissioning work at his own cost

and risk till completion.

5) In case of any dispute in the specification, term and conditions, the

decision of the HOD Futuristic Planning Cell shall be final and binding to

the contractors.

6) The tender shall remain valid for acceptance for a period of 120 days

from the date of opening of the price bid. The Tenderer shall not be

entitled during the said period of 120 days to revoke or cancel his tender

or to vary the tender or to vary the given or any term thereof. In case of

tender revoking or canceling his tender or revoking the same or vary in

term in regard to thereof, the Owner shall forfeit the earnest money

paid by him along with the tender.

7) 2% EMD & 3% S.D shall be paid as per Clause no.16

8) Penalty for the late work completion shall be at the rate of 0.5% of

the work order value per week and maximum up to 10%.

9) The rates quoted by the Tenderer shall be inclusive of all taxes and duties.

10) The successful Tenderer shall be required to execute an agreement

within 15 days from the date of issue of the work order. In the event of

failure on the part of the successful Tenderer to sign the agreement

within the above stipulated time period the earnest money or his initial

Security Depositwill be forfeited andthe acceptance of the tender shall be

considered as cancelled.

11) Conditional tender will not be accepted.

12) The price escalation or variation clause will not be accepted.

13) The material shall be dispatched only after third party inspection is

completed and issuance of release note when it requires. The

Tenderer shall have to arrange necessary storage arrangements at his

cost if corporation will not have suitable place for storage.

14) VMC reserves the right to issue work order in part or full to the

successful bidder. Successful bidder will have no right to claim loss of

business in this regard Contractor will not be allowed to start work

before installing the caution board on both the end & all major crossing

of the road. Caution boards shall be installed before commencement of

the work and it shall be removed after commissioning of the work.

15) If safety measures will not be observed by the contractors then he will

be responsible for any accident occur due to his negligence.

16) In case of site clearance is not available due to any reason; suitable

extension shall be given to the contractor to carry out the work.

17) In case of Wrong / Misleading / Misappropriate information /

Certificate and references submitted by the Tenderer, then his tender is

liable to be rejected, EMD shall be forfeited and he will not be allowed to

participate in future tenders.

Item marked “N/A” do not apply to this Contract.

Clause Reference With respect To section

1. The Employers is [CL.1.1]

Name: THE EXECUTIVE ENGINEER

Address: 2nd floor, Futuristic Planning Cell (FPC)

Vadodara Municipal Corporation,

Khanderao Market Building,

Vadodara-390001

Name of authorized Representative (will be intimated later)

2. The Engineer is The Executive Engineer, Futuristic Planning Cell (FPC),

Vadodara Municipal Corporation.

Name of Authorized Representative: The Executive Engineer, Futuristic

Planning Cell (FPC), Vadodara Municipal Corporation,

3. The Defect Liability Period is 60 Moths from the date of [CL.1.1&33]

4. The Start Date shall be 1st days for the date of issue of the Notice to [CL.1.1]

proceed with the work.

5. The Intended Completion Date for the whole of the works is [CL.1.1,17&2]

6 Months after start of work

6. The Site is located at Across Vadodara city and Outside city area. [CL.1.1]

7. The name and identification number of the Contract is: [CL.1.1]

1. The scope of works consists of “SITE SURVEY, DESIGN, ENGINEERING, SUPPLY,

INSTALLATION, TESTING, COMMISSIONING, SYNCHRONIZING WITH THE GRID

OF GRID CONNECTED SOLAR TREE SOLAR PV SYSTEMS ON CAPEX MODEL NET

METERING BASIS ON THE FABRICATED TREE STRUCTURE OF IDENTIFIED

LOCATIONS WITH COMPREHENSIVE MAINTENANCE OF SAME FOR 5(FIVE)

YEARS INCLUDING DEFECT LIABILITY PERIOD OF 5 YEARS”

2. Bidder shall visit the respective sites and carry out survey for assessing the

generation capacity details & data sheets, calculations, Generation assessment

report, and Good for Construction (GFC) drawings including General Equipment

layout, cable schedule, tray layout, earthing layout, lightning protection layout,

Single Line Diagram (SLDs), etc. shall be submitted to VMC for approval. The bidder

shall assist VMC in entering into a PPA/ wheeling agreement with MGVCL which

shall be executed in line with the PPA recommended by Ministry of New and

Renewable Energy duly vetted by all concerned Govt. Departments.

3. Testing of materials at manufacturer’s works according to relevant IS/tender

4. Corporation will appoint Third Party agency for inspection of materials at

manufacturing work/on site and site works. Inspecting charges shall be paid

by the Contractor.

5. As per VMC required materials shall be delivered to site after third party inspection

and without any damage during transportation and handling.

6. Material shall be dispatched FOR Vadodara in the store or at site within the

Municipal limit as per instruction of Engineer-In-Charged.

7 The detailed Scope of Work in accordance with this specification is elaborated

below. Scope of Supply & Work includes all design, engineering, manufacture,

procurement & supply of equipments and materials, testing at manufacturers works,

inspection, testing at works, packing and forwarding, supply, transportation, receipt,

unloading and storage at site (indoor and outdoor), associated civil works, Module

mounting structure, PV Modules, Cables, Power Conditioning Units/Inverters, ACDB,

associated protection system, remote monitoring system, other associated

equipments for Solar Trees, permits, licenses, insurance at all stages, erection, testing

and commissioning of Grid Connected Photovoltaic Solar Tree PV and Performance

demonstration with associated equipment and materials on EPC basis for

cumulative approx. 325 kW Solar

 In grid-connected solar photo-voltaic (PV) systems, electricity generated is fed into

the VMC’s Premises as well as existing equipment’s loads that are connected to the

grid through a service connection with surplus energy being fed into the grid and

shortfall being drawn from the grid. Grid-connected solar PV systems have no battery

storage and will not work during grid outage. For buildings with grid- connected

solar PV systems, the service connection meter needs to be of the bidirectional type,

whereby import kWh and export kWh are separately recorded and the Main meter

shall be replaced by as per Discom suggested meter with necessary equipment’s and

structures. All the items in the systems should meet the Technical specification and

standards mentioned in TENDER. Bidder shall also provide fixed/folding staircase to

access all building's terrace/Roof for solar panel installation, cleaning and

 All materials, fixtures, accessories to be provided shall be of best quality and as per

relevant IS standard. For all concrete works, unless and otherwise specified in soil

investigation report, 53 grade ordinary portland cement, TMT reinforcement bar of

Fe500(D) and structural steel of approved make to be used however prior approval

of the make shall be obtained from VMC. Structural steel of Hot rolled steel with

minimum Yield stress shall be 250 Mpa or Cold form with minimum yield stress shall

be 350 MPa is to be used.

 The EPC Contractor shall be obligated to perform following Scope of Work in

relation to the Project. The Scope of Work of the EPC Contractor includes, but is not

limited to, the following:

(A) Design, develop, procure, supply, construct, testing and commission, operate and

maintain of W (AC) Grid Connected Rooftop, but is not limited to the following:

1) Solar PV modules.

2) Components and parts used in Solar Ground Mounted and Rooftop Systems should

conform to the BIS or IEC or other international specifications, wherever such

specifications are available and applicable.

3) (Module Mounting Structures (MMS), Mounting frames, structures, array

foundation Piles in ground / grouting on terrace), earthing grid design, and moduleinter-

4) All System Junction boxes.

5) Grid interactive Power Conditioning Unit/Inverters with web based Remote

Monitoring System

6) MPPT – Max power point tracking built in the PCU

7) Appropriate AC power evacuation panels or inverters, according to Project Site

requirements, with bus bars (in-built or otherwise) and circuit breakers.

8) The nominal steady electrical characteristic of the system are as follows:

a. Single/ Three phase AC at 50 Hertz plus or minus 0.5 Hertz

b. Nominal voltage of 230 V/415V/11KV with +10% to -12.5% variations.

9) Protection/isolation systems.

10) Power and Control Cables, Cables & connectors of solar grade, which can withstand

harsh environment conditions (high temperature, UV Radiation, rain, dirt, microbes

etc for 25 years).

11) Earthing system for PV Array, DC power system, lightning protection system.

12) Data monitoring system with remote monitoring facilities (Completely in scope of

13)Transportation, unloading, and loading of all equipment at Project Site.

14) Project Management including adherence to all requisite safety practices.

15) The Project shall be designed and capable of being synchronized and within a

frequency range of 47.5 to 52 Hz and voltage of 230V/415V with single/three phase.

16) Short circuit rating: As a part of the detailed design process, the Solar Company

shall calculate the short circuit rating (minimum and maximum), and supply this

information to the Procurer

17) Fire fighting (fire extinguisher and sand bucket with stand)

18) Making arrangements for module cleaning in the Solar plant area with cleaning

19) The existing meter room can be utilized after proper designing and approvals of

VMC, Inverters, ACDB,s, DCDB,s and other equipment’s can be kept in the shade type

20) The Bidder/ EPC Contractor shall also provide fixed / folding staircase to access

building’s terrace/roof for Solar Panel Installation, cleaning and maintenance.

21) Confirm feasibility of mentioned Solar PV System capacity along with site visit

report, design and construction of foundations/grouting for holding module

mounting structures without puncturing the roof. If also as per site requirement, the

roof needs to be punctured, the EPC Contractor shall repair the same as per existing

roof design and shall ensure the aestheticity.

22) Triming of tree branches or part of a tree affecting sufficient irradiation on the

system with modules mounted on it or causing shadow on the modules over the

installation and commissioning time period or in future may be allowed only after

approval from VMC.

23) Maintaining proper drainage of rain water over terrace throughout the installation

area and ensuring installation of proper piping systems on rooftops where there is

high probability of water logging. Installation of the same shall be in the scope of the

the EPC Contractor.

24) Water arrangement for module cleaning should be solely in the scope of the EPC

Contractor. EPC Contractor shall ensure that good quality of water available for the

cleaning of module.

25) Cables to be laid over GI/SS trays not obstructing the movement on the terrace as per

site requirement, installation of insulated clamps at places where the cables need

perfectly horizontal climbing and ensuring that the cables do not run away from the

trays by tying the cables along with the tray using SS cable tie(s).

26) Before commencement of work, the EPC contractor has to obtain all approvals for

related drawings to be obtained from the concerned authorities including

GEDA/Gujarat State Designated Agency, CEI, DISCOM, VMC etc..

27) All drawings shall conform to relevant IS/IEC standards.

28) Special care to be taken while designing all structures for modules to cater to heavy

rainfall, strong winds and earthquake that may be prevalent in the area.

29) Serial Number (identification mark) must be permanently marked on all major

components of the SPV systems and shall be fixed with strong adhesive on each

equipment, as approved by VMC/ TPE Agency.

30) Undertake Pre-commissioning and Commissioning of all supplied equipment.

31) Test running of the grid-connected solar Facility including load trials at Project Site,

prior to handover and commencing energy export for metering.

32) Grid commissioning; the plant needs to be grid interactive. Interconnection points to

be checked and certified by VMC/ TPE Agency for accuracy and safety.

33) Installation of Main Meter and Back up Meter shall be done by the EPC Contractor and

the EPC Contractor shall submit drawings for grid interface for each individual power

pack and get approved prior to commencement of work on Project Site. Necessary

approvals and testings of all energy meters shall be as per standardsof CEIG/ DISCOM

34) Commissioning certificate from GEDA/Gujarat State Designated Agency/

DISCOM/GoG designated authority for the Facility.

(B) General Instructions:

1) Construction water and construction power shall be the responsibility of the EPC

Contractor. The water needed and the power consumed during construction phase

shall be taken from sources on a chargeable basis by the EPC Contractor.

2) Security, safety, watch, and ward of all materials at sites shall be the responsibility of

the EPC Contractor.

3) The EPC Contractor to obtain comprehensive insurance cover for the Project.

4) Liaison with statutory authorities as applicable for all the Project approvals.

5) Expenses for any other works, supply of material, and providing services requiredfor

the successful commissioning and operation of the Facility, but not specifically

mentioned in this document.

6) “Contractor Safety Management” to be strictly complied with by the EPC Contractor

throughout Project activity as per safety rules of VMC.

7) First-aid medical facilities at the Project Site during construction to be provided bythe

EPC Contractor.

8) All local labour, employment, and other issues shall be handled independently bythe

EPC Contractor.

9) The entire responsibility and risk relating towards the workforce working at the

Project Site, and compliance of different statutory regulations like Workman

Compensation Act, ESIC, Factory Act 1948, Contract Labour Regulation, and

Abolition Act 1970, Shop and Establishment Act 1948, and other Statutory

regulatory bodies shall solely lie with the EPC Contractor. The EPC Contractor shallalso

be solely responsible for payment of Wages, PF, Bonus, Retrenchment

Compensation Leave etc. applicable as per various statutory regulations to their

entire workforce, and keep Railways indemnified in this regard against any Claim.

(C) Statutory Clearances:

The following Statutory Clearances to be obtained by the EPC Contractor from CEIG /

DISCOM / GEDA/Gujarat State Designated Agency as directed by VMC/ TPE Agency:

1) Nodel Agency Approval (GEDA / DISCOM Registration/Gujarat State Designated

2) Building and Architectural Drawings approvals from relevant authorities, wherever

3) Factory inspector approval for drawings, wherever required

4) Electrical system approval (Electrical Inspector) - CEIG

5) Fire System approval, wherever required

6) DISCOM Approval (Connectivity & Metering- Main)

7) All equipment, accessories, materials, civil construction & erection works should

comply with statutory requirements and IS standards.

8) All statutory requirements for working at the project site like labour registration,

workman compensation policy, ESIC etc. to be complied with by the Contractor

before deployment of resources at the Project Site.

9) All Statutory approval and other Charges (Such as GEDA/Gujarat State Designated

Agency Registration Charges, Main Meter Testing Charges & DISCOM Connectivity

Charges, Any CEIG Registration Charges, etc) shall be pay by Successful Bidder first

after reimbursed the same charges from the VMC.

10) All liaising work shall be in scope of Successful Bidder.

(D) Undertaking:

The EPC Contractor shall give undertaking that for the plant period of 1 0 (Ten) years all

thepower packs covered under this project will be operated, maintained and repaired

whenevernecessary so that all Units are operative and export maximum possible

energy to the gridThis shall be ensured through undertaking services that include,

but are not limited to, thefollowing: -

1) Daily monitoring of plant performance.

2) Supply of all technical, production/operation data and information through a

monthly report.

3) Planned visits on a monthly, quarterly, and annual basis for preventative and

corrective maintenance which include, but are not limited to the following:

a. Clean solar panels on weekly basis or as appropriate to get maximum output from the

b. Check inverter cabinets (ventilation openings, lighting, leakages in inverter cabinets

and cleaning of filters) and inverter maintenance. EPC Contractor will keep the

necessary spares at the Project Site.

c. Check security and fire protection system.

d. Check parts for corrosion.

e. Check the state of tightness of connections, fuses, main junction boxes, etc.

4) Adequate spares to ensure uninterrupted operation and minimum downtime during

the entire period.

5) Comprehensive Maintenance for Five (05) years of the Facility up tothe energy meter

shall be the responsibility of the EPC Contractor.

6) Comprehensive Maintenance for Five (05) years during entire life of the systems

shall include supply of spares, consumables, machine breakdown insurance,

transpiration, and general comprehensive insurance covering fire, earthquake and

provision of security personnel with the insurance policy which shall be taken in the

VMC’s as the primary beneficiary. Copies of the Insurance Policies are to be given to

the concerned department, as and when taken/renewed.

7) All risks associated with lapses or delays in insurance coverage, during the

construction period, shall be at the EPC Contractor’s cost.

8) The EPC Contractor shall ensure efficient operation of the Project and the associated

facilities to achieve the maximum power generation from the Project. For this

purpose the EPC Contractor shall engage the services of adequate number of

Engineers and Technicians. The EPC Contractor shall also attend to all failures,

rectifications, breakdown, comprehensive maintenance checks. Daily Management

Information System (MIS) reports with generation and downtime analysis data shall

be made available to VMC by E-mail.

9) The EPC Contractor should not misuse the area and/or assign responsibility for the

safety of machinery within the premises.

 During the execution of work, Success full Bidder may propose Design & Detailed

Project for additional AC Capcity other than mentioned (maximum up to 25%)

subject to technical acceptance & administrative approval of VMC.

 CLAUSE: CLEANING AND MAINTENANCE OF SOLAR TREE PANELS

1. Scope of Work

The successful bidder shall be responsible for comprehensive cleaning and

maintenance of all solar panels installed on Solar Trees at designated locations

within Vadodara Municipal Corporation limits throughout the contract period.

2. Cleaning Frequency

The contractor shall carry out cleaning of solar panels at a minimum frequency of

twice per month or as directed by the Engineer-in-Charge, depending upon dust

accumulation, bird droppings, and prevailing weather conditions. Additional

cleaning may be required during summer months or post-monsoon period as

3. Provision of Dedicated Vehicle

The successful bidder shall arrange and deploy a separate dedicated vehicle

exclusively for solar panel cleaning operations. The vehicle shall meet the following

a) The vehicle shall be equipped with adequate water storage tank of minimum

litres capacity, high-pressure water pump, telescopic cleaning equipment, soft

brushes, squeegees, and all necessary accessories required for cleaning solar panels

at elevated heights of Solar Trees.

b) The vehicle shall be maintained in good working condition throughout the

contract period at the contractor's own cost.

c) All fuel, maintenance, insurance, and operational expenses of the vehicle shall be

borne by the contractor.

d) The vehicle shall be available on all working days and as per the cleaning

schedule approved by the Engineer-in-Charge.

e) The contractor shall provide trained and skilled manpower along with the vehicle

for safe cleaning operations at height.

4. Cleaning Methodology

The contractor shall use only demineralised or soft water for cleaning purposes. Use

of hard water, detergents, or abrasive materials that may damage the anti-reflective

coating of solar panels is strictly prohibited. The cleaning shall be carried out

preferably during early morning or late evening hours to avoid thermal shock to

5. Safety Requirements

The contractor shall ensure all safety measures including provision of safety

harnesses, helmets, and other personal protective equipment to the cleaning

personnel. The contractor shall be solely responsible for any accidents or mishaps

during cleaning operations.

6. Records and Reporting

The contractor shall maintain a log book recording date, time, location, and details of

each cleaning activity. Monthly reports shall be submitted to the Engineer-in-Charge

for verification and payment certification.

7. Penalty for Non-Compliance

In case of failure to carry out scheduled cleaning or non-availability of the dedicated

vehicle, a penalty of ₹500 per day per location shall be levied and deducted from the

contractor's running bills.

 KEY COMPONENTS OF SOLAR TREE SYSTEM

 The Key components of solar Ground Mounted and rooftop system are as follows: -

 Solar Panels - A solar panel (also solar module, photovoltaic module or photovoltaic

panel) is a packaged, connected assembly of photovoltaic cells and it is used as a

component of a Solar Rooftop Solar System to generate and supply electricity. Solar

panels usually form a part of a large solar array (multiple panels connected

 Junction box - An electrical junction box is a container for electrical connections,

usually intended to conceal them from sight and tampering. A small metal or plastic

junction box may form part of an electrical conduit wiring system in a building, or

may be buried in the plaster of a wall, concealed behind an access panel or cast into

concrete with only thelid showing. It also includes terminals for joining wires.

 Inverter / Power Control Unit - A solar inverter converts the variable direct current

output of a photovoltaic (PV) solar panel into a utility frequency alternating current

that can befed into a commercial electrical grid or used by a local, off-grid electrical

network. It is a critical component in a photovoltaic system, allowing the use of

ordinary commercial appliances. Solar inverters have special functions adapted for

use with photovoltaic arrays, including maximum power point tracking and anti-

islanding protection.

 Manual/Automatic disconnect switch - It is an automatically/manually operated

electrical switch designed to protect an electrical circuit from damage caused by

overload or short circuit. Its basic function is to detect a fault condition and, by

interrupting continuity, to immediately discontinue electrical flow.

 The proposed Solar Tree and Ground Mounted System shall be developed across an

available branch of tree and Ground Space. Rooftop and Ground Mounted shall have

an individual solar PV based power plant (also called power pack) and each power

plant shall be connected to the grid at an appropriate voltage based on the size of

the plant andthe availability of the grid.

Indicative Schematic Single Line Diagram

GENERAL SYSTEM DESIGN GUIDELINES

 Each individual solar PV system shall be developed based on the actual availability of space

on the Ground Mounted, rooftop and convenience of the VMC. The broad general

guidelines for the development of individual plants shall follow the following key points:

i) Each individual plant capacity may vary based on Ground/ roof sizes or system sizes.

Individual plant capacity may vary as per the technical feasibility of the location as per

the Solar Policy.

ii) Solar rooftop plant on VMC’s different building shall feed AC power to the distribution

grid of the VMC, Vadodara as per power evacuation and interconnection requirements.

iii) Each plant shall consist of a solar PV array, a fixed solar PV array support structure,junction

box, DC cabling, DC distribution box, inverter and power control unit, AC cabling, AC

distribution box, main distribution panel and meters.

iv) The individual Solar PV arrays shall be installed on existing locations of land, buildings &

gardens using fixed solar PV array support structures.

v) The individual junction boxes and DC cabling shall be installed on the existing locations

of the installed PV power plants.

vi) The individual inverter and the power control units (PCU’s) shall be installed either in a

control room/closed but air ventilated space provided in the respective buildings or next to

the panel arrays in case of large buildings based on considerations like safety, efficiency

and loss reduction.

vii) Individual DC and AC distribution boxes, DC and AC cabling, energy meters and main

distribution panel shall be installed either in the control room or in an appropriate open

space provided in the respective building.

viii) Solar PV system must be able to synchronize with Diesel Generator set. Necessary

arrangement for DG-PV controller shall be incorporated in to the design as per VMC/

local DISCOM requirement.

ix) DG-PV controller shall be able to monitor the load on the DG and in any case shouldnot allow

to inject PV power into DG set. Necessary protection for the installation to be provided by

EPC contractor.

x) A weather monitoring system shall be installed by the Contractor for measurementsof plane

and global irradiance, ambient and module temperature, wind etc. these data shall be used

for calculating the adjusted NEEGG and performance calculation of solar plant. The weather

monitoring system has to be installed on any of the central buildings or open grounds, location

shall be decided by VMC.

Net Electrical Energy Generation Guarantee (NEEGG)

 The Bidder shall be given undertaking (As per Annexure) the Net Electrical Energy

Generation Guarantee (NEEGG) for Ten (10) years period at the solar metering point.

Solar meter shall be placed near to interconnection panel at customer LT Panel. The

Bidder shall confirm NEEGG per annum (i.e. Summation of Net Energy Generation from

Solar System) after considering proposed configuration and all local conditions, solar

insolation, wind speed and direction, air temperature & relative humidity, barometric

pressure, rainfall, sunshine duration, grid availability and grid related all other factors

and losses due to near shading, incidence angle modifier, irradiance level, temperature

loss, array loss, module quality loss, module array mismatch loss, soiling loss and various

inverter losses etc. Minimum NEEGG given in Annexure has to be confirmed and agreed

by Bidder. No deviation is allowed.

 It would be the responsibility of the bidder to maintain the SPV based power plant and

it’s all the equipment’s in perfect condition at his own cost for the entire period of

Years for which VMC shall pay the agreed O&M charges only. The replacement/ repair/

modification of any/ all equipments has to be carried out by the contractor at his own

cost for the entire period of contract, so as to give the min. 95% of claimed net energy

generation (NEEGG) for particular year “i.e., NEEGG as per Annexure. VMC shall not be

responsible for any break down/ failure of any equipment to any reason there of and that

the contractor shall maintain requisite stock of spares of various equipments. The bidder

may take a suitable type of insurance to meet out the above purpose.

 Bidders are expected to undertake their own study of solar profile and other related

parameters of the area and make sound commercial judgment about power output i.e.,

Net Electrical Energy Guaranteed Generation It shall be the responsibility of the Bidder

to access the corresponding solar installation values and related factors of solar plant

along with expected grid availability. The Bidder should access all related factors about

the selected Site for the Project and then give acceptance of the NEEGG for the proposed

 The EPC contractor shall submit Declaration for acceptance of NEEGG for 5 years O&M

period as per the Annexure at the time of technical submission of Bid on Rs 300 Non-

Judicial Stamp paper with notarized. mandatory for technical qualification

 The degradation in NEEGG quoted for any year shall not be more than 1% of the quoted

for the immediate previous year. If the Bidder anticipates any degradation of the modules

during the first year, it shall be taken care of to provide additional capacity of solar PV

modules to meet guaranteed generation at the end of first year to avoid liquidated

damages/compensation on account of Performance Guaranteed Generation. The NEEGGof

consecutive year should not be more than the previous year’s NEEGG. Bids not following

these conditions shall be summarily rejected.

 Maintenance Work :

The Contractor shall undertake comprehensive Maintenance activities for a period of

years from the date of completion of SETC work.

Signature of Tenderer(s) with the seal of the firm.

(C) Other Items [CL.1.1]

Any Other Items as required to fulfill all contractual obligations as per the

10. The following documents also form part of the Contract: [CL.2.3(9

As per clause 2-3 )]

The law which applies to the Contract is the law of Union of India [CL.3.1]

The language of the Contract documents is English [CL.3.1]

Limit of subcontracting 25% of the Initial Contract Price [CL.7.1]

The Schedule of Other Contractors [CL.8]

The Schedule of Key Personnel As per Annex – II to Section I [CL.9]

 The minimum insurance cover for physical property, injury and death is [CL13]

Rs. 5 lakhs per occurrence with the number of occurrences limited to four.

After each occurrence, the contractor will pay an additional premium

necessary to make insurance valid for four occurrences always.

 Contractor has to submit CAR policy for the project.

 Hon.Supreme Court/High Court guideline as well as implementation of

manual Scavenging Act & Rules(2013 including latest amendment) must

be strictly followed by bidder for Drainage wok for better safety

workmen.all Work must be carried out by using safety equipment and by

mechanical equipment by the bidder.

 The Bidder will be responsible to pay minimum Rs.30Lakhs in addition to

the compensation paid by the Government in case of Death of Workman

while execution of the work.

Site Investigation report : VMC did not have any data readily available. Same [CL.14]

shall be assessed by bidder before bidding.

18. The Site Possession dates shall be …………………….. [CL.21]

19. The period for submission of programme for approval of the engineer shall [CL. 27.1]

be 21 days from the issue of Letter of Acceptance.

20. The period between program updates will bedays. [CL.27.3]

TECHNICAL SPECIFICATION

TECHNICAL SPECIFICATIONS

TECHNICAL SPECIFICATIONS

DESIGN, ENGINEERING, SUPPLY, INSTALLATION, TESTING, COMMISSIONING,

SYNCHRONIZING WITH THE GRID OF GRID CONNECTED SOLAR TREE SOLAR PV

SYSTEMS ON CAPEX MODEL NET METERING BASIS ON THE FABRICATED TREE

STRUCTURE OF IDENTIFIED LOCATIONS WITH COMPREHENSIVE MAINTENANCE OF

SAME FOR 5(FIVE) YEARS INCLUDING DEFECT LIABILITY PERIOD OF 5 YEARS

The proposed projects shall be commissioned as per the technical specifications given below.

A Grid-connected Solar Tree consists of SPV array, Module Mounting Structure, Power

Conditioning Unit (PCU) consisting of Maximum Power Point Tracker (MPPT), Inverter, and

Controls & Protections, interconnect cables and switches. PV Array is mounted on a suitable

structure. Grid tied SPV system is without battery and should be designed with necessary

features to supplement the grid power during day time. Components and parts used in the SPV

power plants including the PV modules, metallic structures, cables, junction box, switches,

PCUs, Weather Monitoring Systems, Discom approved Energy Meters etc., should conform to

the BIS or IEC or international specifications, wherever such specifications are available and

applicable. Solar PV system shall consist of following equipment’s/components.

Solar PV modules consisting of required number of Crystalline Bifacial PV

modules for Solar Tree project.

Grid interactive Power Conditioning Unit with web based Remote Monitoring System

Module Mounting Structures

Junction Boxes.

Earthing and lightening protections.

IR/UV protected PVC Cables, pipes and accessories

Civil Works, etc.

SOLAR PHOTOVOLTAIC MODULES

The Solar PV modules used must qualify to the latest edition of IEC PV module qualification

test or equivalent BIS standards Crystalline Silicon Solar Cell Modules IEC 61215 and IS14286.

In addition, the modules must conform to latest edition of IEC/IS 61730 Part 1 requirements

for construction & Part 2 – requirements for testing, for safety qualification or equivalent IS.

For the PV modules to be used in a highly corrosive atmosphere throughout their lifetime, they

must qualify to IEC/IS

All modules shall be certified as per the IEC 62804 Certified PV modules should be PID free,

documents for the same should be submitted with conditions of the PID test should be for a

humidity of 85 % and a cell temperature of 85 °C at 1000 Volts, IEC

The certified Bill of Material (BOM) to be used in the PV Modules should be the same as used

during the IEC certification of reference PV Module certified by renowned agency like TUV, UL,

The total solar PV array capacity (kWp) should not be less than allocated capacity (kW) and

should comprise of solar crystalline Bifacial Solar PV modules of not less than 500Watts and

with minimum 19% efficiency to be used. Wattage range of PV module is 500 W to 600 W.

Protective devices against surges at the PV module shall be provided. Low voltage drop bypass

diodes shall be provided.

PV modules must be tested and approved by one of the IEC/MNRE authorized test centers.

Bidder shall submit Type test report as mentioned in the Tender from approved IEC / MNRE

authorized test lab. VMC/ TPE Agency may depute their engineer for material inspection at

OEM factory prior to dispatch.The module frame shall be made of corrosion resistant

materials, preferably having anodized aluminum.

SPV module shall have module safety class-II and should be highly reliable, light weight and

must have a service life of more than 25 years

The bidder shall carefully design & accommodate requisite numbers of the modules to achieve

the rated power in his bid.

The rated output power of any supplied module shall have tolerance up to + 3%. No negative

tolerance in the rated capacity of solar PV module is allowed.

The module mismatch losses for modules connected to an inverter should be less than 1%.

The SPV module shall be made up of high transmissivity glass & front surface shall give high

encapsulation gain and the module shall consists of impact resistance, low iron and high

transmission toughened glass. The module frame shall be made of corrosion resistant material,

which shall be electrically compatible with the structural material used for mounting the

All materials used for manufacturing solar PV module shall have a proven history of reliability

and stable operation in external applications. It shall perform satisfactorily in relative

humidity up to 85% with temperature between -40°C to +85°C and shall withstand adverse

climatic conditions, such as high-speed wind, blow with dust, sand particles etc for wind speed

of 180 km/hr on the surface of the panel as per IEC

Modules only with the same rating and manufacturer shall be connected to inverter. Modules

shall compulsorily bear following information in the form of ID encapsulated with solar cell in

the manner so as not to cast shadow on the active area and to be clearly visible from the top.

The SPV modules shall have suitable encapsulation and sealing arrangements to protect the

silicon cells from environment. The encapsulation arrangement shall ensure complete

moisture proofing for the entire life of solar modules.

The peak-power point voltage and the peak-power point current of any supplied module

and/or any module string (series connected modules) shall not vary by more than 2 (two) per

cent from the respective arithmetic means for all modules and/or for all module strings, as the

The module shall be provided with a junction box with provision of sealed type and with

arrangement for provision of min. 3 by-pass diode. The box shall have hinged, weather proof

lid with captive screws and cable gland entry points or may be of sealed type and IP- 67 rated.

IV curves at STC for each PV module should be provided by bidder.

VMC or its authorized representative reserves the right to inspect the modules at the

manufacturer’s site prior to dispatch.

Plants installed in high dust geographies in Gujarat must have the solar modules tested with

relevant dust standards (Applicable standard would be IEC 60068-2-68 or equivalent).

Before finalization of Solar PV Module Vendor, QAP along with Grade A PV Cell shall be

approved by VMC.

Modules deployed must use a RF identification tag. The following information must be

mentioned in the RFID used on each module. RFID tag shall be inside laminate only and must

contain following information.

Name of the manufacturer of the PV module

Name of the manufacturer of Solar Cells.

Month & year of the manufacture (separate for solar cells and modules)

Country of origin (separately for solar cells and module)

I-V curve for the module Wattage, Im, Vm and FF for the module

Unique Serial No and Model No of the module

Date and year of obtaining IEC PV module qualification certificate.

Name of the test lab issuing IEC certificate.

Other relevant information on traceability of solar cells and module as per ISO

Material Warranty:

Material Warranty is defined as: The manufacturer should warrant the Solar Module(s) to be

free from the defects(including Potential-induced degradation [PID] effect) and/or failures

specified below for a period not less than twenty five (25) years from the date of sale to the

original customer ("Customer")

Defects and/or failures due to manufacturing

Defects and/or failures due to quality of materials

Non conformity to specifications due to faulty manufacturing and/or inspection processes. If

the solar Module(s) fails to conform to this warranty, the manufacturer will repair or replace

the solar module(s), at the Owners sole option.

Performance Warranty:

The predicted electrical degradation of power generated not exceeding 20% of the minimum

rated power over the 25 year period and not more than 10% after ten years period of the full

rated original output. De gradation in first year shall be allowed up to 2.5% and in any

subsequent year degradation shall not be more than 0.7 % per annum.

The manufacturer should warrant the output of Solar Module(s) If, Module(s) fail(s) to exhibit

such power output in prescribed time span, the Contractor will either deliver additional PV

Module(s) to replace the missing power output with no change in area of roof used or repair or

replace the PV Module(s) with no change in area of roof used at VMC’s sole option. Total roof

available from VMC is fixed and the bidder shall design the plant so that in this case he has

enough space within this roof to accommodate additional capacity.

MODULE MOUNTING STRUCTURE (ARRAY STRUCTURE)

Scope of work under this section covers the provision of labour, tools, materials and

performance of work necessary for the design, manufacture, quality assurance, quality control,

shop assembly, shop testing, delivery at site, and preservation, installation, commissioning,

performance and acceptance testing of Module Mounting Structures as per the specifications

here under, complete with all auxiliaries, accessories, spare parts and warranting a trouble

free safe operation of the installation.

The Module Mounting Structure (MMS) should be designed for an optimum seasonal tilt angle

so as to meet the offered NEEGG. The angle should be systematically optimized for maximum

energy generation throughout the year based on location and local weather variables for each

module technology. Bidder has to carry out propoer shadow analysis of proposed area to meet

offered NEEGG. MMS structure design is combination of two elements named Substructure

(Foundation) and Super structure. Bidder must submit the all the quality test documents and

test certificates complying with the requirement of the structure. Suitable provision for

mounting DWC pipes for routing DC cable from Array to Inverter must be provided (Separate

DWC Pipe for Positive and Negative DC Cables as mentioned elsewhere in this tender

Consideration for Solar PV installation on Solar Tree Structure.

Below mentioned consideration are to be kept in mind by contractor for design of total roof

top installation.

Contractor has to ensure the roof strength by carrying out necessary Nondestructive test like

Ultraviolet test and Rebound hammer test for RCC and for Sheet metal roof ensure the

strength of underlying structural members strength for above proposed systems dead load

and wind load by necessary calculations wherever required.

Contractor has to consider that maximum permissible load of total proposed

installation on the RCC as well as Sheet metal roof shall not be more than 90 kg/sqmtr and

kg/Sq.mtr respectively.

Contractor can use Precast Reinforced Blocks and concrete foundations, anchor fasteners for

stability of the proposed systems. For using anchor fastener permission from VMC is required.

VMC has right to reject or accept the proposal of using anchor fastener on RCC roof and it shall

be binding to contractor.

In case of using anchor fasteners Method Company’s (VMC’s) decision shall be binding on

In case of installation on sheet metal roof, contractor has to ensure that installation is water

tight. Contractor has to fill the hole drilled in sheet metal for anchor fastener with proper

In case of installation on sheet metal, contractor has to ensure the strength, location and

spacing of underlying the structural members.

In case of installation on sheet metal contractor has to follow PPE regulations.

Contractor has to repair all damaged structure after completion of the installations as per

existing structure.

Curing of concrete foundations shall be done thrice a day and be maintained for a period of

seven days from the date of casting. Concrete foundation is to be painted as per existing

All design and drawing are to be submitted for approval in Editable, AutoCAD, STAAD file &

PDF format to Company or its designated agency before starting

the work. The submitted drawing and design shall be certified and stamped by licensed

structure designer.

Design of the foundation and structure shall be done for 25 years life such that structure

strength shall not reduce for designed life.

The Contractor has to ensure and arrange sufficient lighting arrangement for all activities

during night time.

Structure shall be earthed separately by maintenance free earthing.

Factor of safety shall be considered as 1.5 for designing the system.

Below mentioned consideration are to be kept in mind by contractor for design of

Superstructure for MMS:

The MMS should be safe, and designed to allow easy replacement of any module and easy

access to the O&M staff. It should be designed for simple mechanical and electrical installation,

should support Solar PV modules at a given orientation, absorb and transfer the mechanical

loads to the ground properly and there should be no requirement of welding or complex

machinery at site.

Irrespective of design, none of the components shall be less than 2mm in thickness.

The array structure shall be so designed that it will occupy minimum space without sacrificing

the output from Solar PV panels at the same time it will withstand desing wind speed as per

wind zone of the plant location.

It shall support Solar PV modules at a given orientation, absorb and transfer the mechanical

loads to the ground properly. There shall be no requirement of welding or complex machinery

at site and is strictly not allowed.

The frames and leg assemblies of the array structures shall be made of hot dip galvanized steel

All design and drawing are required to be submitted in Editable, AutoCAD, STAAD file & PDF

format for approval to Company or its designated agency before starting of work. The

submitted drawing and design shall be certified and stamped by licensed structure designer.

Design of the super structure (Mounting steel structure) shall be done for 25 years life such

that structure strength shall not reduce for designed life.

In case of galvanization of structures, specific requirement for thickness of galvanization

should be at least minimum 80 microns at any point of the galvanized structure. No averaging

is allowed for measuring the thickness of galvanization. Inner side galvanization with same

specification of any hollow components of module mounting structure is mandatory

Galvanised structure is required to be sent to third party laboratory test for confirmation of

the mass of zinc applied on structure.

All nuts and bolts (fasteners) shall be made up of very good quality stainless steel of grade SS

304 required for module fixing. Other fasteners shall be of HDG of

Modules shall be clamped / bolted with the structure properly. The material of construction of

clamps/bolts shall be Al / Steel. Clamps / bolts shall be designed in such a way so as not to cast

any shadow on the active part of a module.

Module mounting structures shall also be earthed through proper separate earthing

Factor of safety shall not be taken less than 1.5 for all design calculation.

For multiple module mounting structures located in a single row, the alignment of all modules

shall be within an error limit of 10 mm in vertical / horizontal line.

The Module Mounting Structure design shall be certified by a structural engineer and it is

Minimum clearance between RCC roof and lowest edge of module shall be minimum 300 mm.

Irrespective of design, none of the components shall be less than 2 mm in thickness

All the cables were aesthetically tied to module mounting structure

All AC and DC cables shall be laid in HDG cable tray. All string cables shall be passed from

UPVC and DWG pipes.

The Contractor has to ensure and arrange sufficient lighting arrangement for all activities

during night time.

Company will provide water connection at one point, contractor has to take extend UPVC pipe

li ne from the provided connection for module cleaning.

Pre-dispatch Inspection of MMS (Solar Tree ):

The Contractor shall provide pre-dispatch inspection call to VMC for inspection at

manufacturer works, as per VMC approved drawings, for all fabricated items such as steel

structure members, galvanization process etc. Prior to inviting VMC for pre - dispatch

inspection, vendor shall submit detailed quality assurance plan (QAP) for VMC approval. QAP

shall include type tests, routine tests, factory acceptance tests, sampling plan, applicable

standards etc. After the inspection, complete set of test reports shall be submitted. For all

bought out items, test certificates as per relevant standards shall be submitted.

JUNCTION BOXES (JBS)

The junction boxes are to be provided in the PV array for termination of connecting cables. The

Junction Boxes (JBs) shall be made of GRP/FRP/Powder Coated Aluminum /cast aluminum

alloy with full dust, water & vermin proof arrangement. All wires/cables must be terminated

through cable lugs. The JBs shall be such thatinput & output termination can be made through

suitable cable glands.

Copper bus bars/terminal blocks housed in the junction box with suitable termination threads

Conforming to IP67 standard and IEC 62208 Hinged door with EPDM rubber gasket to prevent

water entry. Single / double compression cable glands. Provision of earthings. It should be

placed at suitable heightor above for easeof accessibility.

The array junction box will also have suitable surge protection devices installed inthe AJB.

The junction boxes should be able to combine groups of modules into independent charging

Each Junction Box shall have High quality Suitable Capacity Min. Type -2 SPDs Fuses and

connectors. The Junction Boxes shall have suitable arrangement of monitoring and

disconnection for each of the groups. If Inverter having built-in adequate protection such as

SPDs, Over Current Protections, Monitoring, DC Disconnector etc, then DC junction box is not

required. ACDB shall be mandatory for all protection mentioned in the Tender except SPD if it

is built-in the Inverter.

Suitable markings shall be provided on the bus bar for easy identification and the cable ferrules

must be fitted at the cable termination points for identification

All fuses shall have DIN rail mountable fuse holders and shall be housed in thermoplastic IP

enclosures with transparent covers.

It should provide a test point for each sub- group for quick fault location to provide group array

The current carrying rating of the junction box shall be suitable with adequate safety factor to

inter connect the Solar PV array.

The junction boxes shall have suitable cable entry points fitted with cable glands of appropriate

size for both incoming & outgoing cables

Suitable markings shall be provided on the bus bar for easy identification & cable ferules shall

be fitted at the cable termination points for identification.

Junction boxes and solar panel terminal boxes shall be of the thermo plastic type with IP

protection for outdoor use and IP 54 protection for indoor use.

Cable terminations shall be taken through thermo-plastic cable glands. Cable ferrules shall be

fitted at the cable termination points for identification.

DC DISTRIBUTION BOARD

DC Distribution panel to receive the DC output from the array field.

DC DPBs shall have sheet from enclosure of dust & vermin proof conform to IP 67 protection.

The bus bars are made of copper of desired size. Suitable capacity MCBs/MCCB/ Fuses shall be

provided for controlling the DC power output to the PCU along with necessary surge protection

devises (SPD’s).

AC DISTRIBUTION PANEL BOARD

AC Distribution Panel Board (DPB) shall control the AC power from PCU/ inverter and should

have necessary surge arrestors. Interconnection from ACDB to mains at LT Bus bar while in

grid tied mode.

All switches and the circuit breakers, connectors should conform to IEC 60947, part I, II and III/

IS60947 part I, II and III.

ACDB shall be provided with MCCB, Instrument transformers, Multifunction meters, indication

lamps, 5/15A Socket with minimum 20 percent spare terminal and Disconnectors.

The changeover switches, cabling work should be undertaken by the bidder as part of the

All the Panel’s shall be metal clad, totally enclosed, rigid, wall mounted/floor mounted, air -

insulated, cubical type suitable for operation on three phase / single phase, 415 or 230 volts,

The panels shall be designed for minimum expected ambient temperature of 50 degrees

Celsius, 85 percent humidity and dusty weather.

All indoor panels will have protection of IP54 or better. All outdoor panels will have protection

Shall be of Metal Sheet with powder Coating

Should conform to Indian Electricity Act and rules (till last amendment).

All the 415 AC or 230 volts devices / equipment like bus support insulators, circuit breakers,

SPDs, VTs etc., multifunction meters, mounted inside the switchgear shall be suitable for

continuous operation and satisfactory performance under the following supply conditions;

viii- 1 Variation in supply voltage +/- 10 %

Viii- 2 Variation in supply frequency +/- 3 Hz

Panel shall be totally enclosed dust and vermin proof, best quality synthetic / neoprene rubber

gasket shall be provided around doors covers and other cut-outs.

All Cable Entry Shall be from Bottom Only. Gland plate shall be provided on ACDB compartment

with required holes and spare holes. Party shall supply best quality grommet to plug the holes.

Panel shall have excellent aesthetic look and finish.

Two nos of earthing bolts shall be provided on each side of panel.

Holes on Gland plate shall be provided with proper grommets.

Finish and Surface Preparation:

Surface is to be prepared with Sand / Shot Blasting.

Epoxy Power coating (Exterior and interior) after seven tank process with minimum thickness

Interior – White (Preferred) or RAL

All doors shall be provided with adequate number of best quality cam type locking knobs.

Concealed Hinges of good quality shall be provided. Location of Hinges (right or left side) shall

be as per GA drawing. Doors shall be removal type.

All labels shall comprise white letters engraved on Black background.

Labels shall be made of 3 ply lamicoid or Anodized Aluminium.

Size of lettering shall be minimum 50 mm for panel description and designation.

(As shown in GA Drawing)

Size of lettering shall be minimum 5 mm for component designation.

Live terminal shall be protected with proper insulating front barrier.

CAUTION , Name plate “CAUTION LIVE TERMINAL “ Shall be provided at all

points where the terminals are likely to remain live and isolation is required

before opening.

415 V Hazard Board shall be provided on the panel appropriately.

PCU/ARRAY SIZE RATIO

The combined wattage of all inverters should not be less than rated capacity of power plant

under STC. However extra DC capacity can be installed by EPC Contractor to achieve higher

CUF within the limit of the land/roofs/terrace of the proposed office premises/buildings.

Maximum power point tracker shall be integrated in the PCU/inverter to maximize energy

drawn from the array.

Power Conditioning Unit (PCU) / Grid-Tied Inverter

The Contractor has to provide sufficient information to the satisfaction of VMC and approval,

before placing the final order for PCU(s)/Inverter(s). Power Conditioning Unit

(PCU)/Inverter shall consist of an electronic inverter with latest technology available in the

market along with associated control, protection and data logging devices.

As SPV array produce direct current electricity, it is necessary to convert this direct current

into alternating current and adjust the voltage levels to match the grid voltage. Conversion shall

be achieved using an electronic Inverter and the associated control and protection devices. All

these components of the system are termed the “Power Conditioning Unit (PCU)”. In addition,

the PCU shall also house MPPT (Maximum Power Point Tracker), an interface between Solar PV

array & the Inverter, to maximize Solar PV array energy input into the System,to the power

conditioning unit/inverter should also be DG set interactive. If necessary. Inverter output

should be compatible with the grid frequency.

Typical technical features of the inverter for Roof top Solar System shall be as follows:

Sr. Description Specification

1 Switching devices IGBT

2 Control Microprocessor /DSP

3 Nominal AC output voltage and 415V, 3 Phase, 50 Hz (In case single phase inverters

frequency are offered, suitable arrangement for balancing the

phases must be made.)

4 Output frequency 50 Hz

5 Grid Frequency (+) 3 Hz or more

Synchronization range

6 Ambient temperature (-) 20° C to (+) 50° C

7 Humidity 95 % Non-condensing

8 Protection of Enclosure IP-54 (Minimum) for indoor IP-67 (Minimum) for

9 Grid Frequency Tolerance (+) 3 or more

10 Grid Voltage tolerance (-) 20% & (+) 15 %

11 No-load losses Less than 1% of rated power

12 Inverter Efficiency (Maximum) > 98%

13 MPPT Efficiency > 90%

14 THD at rated power < 3%

15 PF 0.9 lag to 0.9 lead

16 LED/LCD Display : Indications Display shall indicate system functional parameters

and protection functional indicator i.e. Inverter ON,

Grid ON, Inverter Under/Overvoltage, Inverter

Overload, Inverter Over Temperature, etc.

17 Data monitor and display Communication Port for Serial Communication RS-

controls 485 using Modbus RTU or ModbusTCP Protocol

Ethernet Port for Web based remote Montitoring

18 Protections Input over voltage

Low/high frequency

AC Short circuit Protection

Under/over output voltage

Over Temperature

Grid Input under voltage / over voltage with auto

DC disconnect device

DC reverse polarity

Anti Islanding Protection as per the standard

Surge Protection

Insulation Resistance Protection

19 Standards IEC 62103 : Electronic equipment for use in power

IEC 62109 Part 1 &

Galvanic Isolation at input & output through

IEC 61727/ VDE 0126 For Grid Interface

IEC 61683 for Efficiency of PCU

IEC 60068 for Environment Testing

IEC 62116 for Anti Islanding

IEEE 519-1992 for Harmonic Control in Electric

20 Display on Front Panel Instantaneous & cumulative array power (W),

Instantaneous &cumulative output power (W)

Cumulative energy (Wh),

DC voltage (V),

DC current (A),

AC voltage (V) (all three phases)

AC frequency (Hz),

AC current (A),

Cumulative hours of operation (h),

Daily energy produced

Ambient temperature

Solar radiation

Data logging facility

Three phase PCU/ inverter shall be used with each power plant system.PCU/inverter shall be

capable of complete automatic operation including wake-up, synchronization & shutdown.

The output of power factor of PCU inverter is suitable for all voltage ranges or sink of reactive

power; inverter should have internal protection arrangement against any sustainable fault in

feeder line and against the lightning on feeder.Built-in meter and data logger to monitor plant

performance through external computer shall be provided.

DC Overloading of PCU/inverter is allowed upto 10% of the rated capacity of the inverter

provided no loss in efficiency. OEM specification or recommendation for % DC overloading of

Inverter shall be submitted by the Contractor. The up-time of PCU/Inverter should be of 99%

in a year, in case of failing to achieve this due to failure of any component of inverter the

Contractor shall either replace the inverter or the component at his own cost. Anti-islanding

(Protection against Islanding of grid): The PCU shall have anti islanding protection in

conformity to IEEE 1547/UL 1741/ IEC 62116 or equivalent BIS standard. In PCU/Inverter,

there shall be a direct current isolation provided at the output by means of a suitable isolating

transformer. If Isolation Transformer is not incorporated with PCU/Inverter, there shall be a

separate Isolation Transformer of suitable rating provided at the output side of PCU/PCU units

for capacity more than 100 kW if made mandatory by DISCOM.The PCU/ inverter generated

harmonics, flicker, DC injection limits, Voltage Range, Frequency Range and Anti-Islanding

measures at the point of connection to the utility services should follow the latest CEA

(Technical Standards for Connectivity Distribution Generation Resources) Guidelines.

The power conditioning units / inverters should comply with applicable IEC/ equivalent BIS

standard for efficiency measurements and environmental tests as per standard codes IEC

61683/IS 61683 and IEC 60068- 2(1,2,14,30) /Equivalent BIS Std. The MPPT units

environmental testing should qualify IEC 60068-2(1, 2, 14, 30)/Equivalent BIS std. The junction

boxes/ enclosures should be IP 67 (for outdoor)/ IP 54 (indoor) and as per IEC

specifications. The PCU/ inverters shall be tested from the MNRE approved test centres / NABL

/BIS /IEC accredited testing- calibration laboratories. In case of imported power conditioning

units, these should be approved by international test houses.

Grid Connectivity: Relevant CERC/GERC regulations and grid code as amended and revised

from time to time shall be complied. The system shall incorporate a uni- directional inverter

and should be designed to supply the AC power to the grid at load end. The power-conditioning

unit shall adjust the voltage & frequency levels to suit the Grid.

INTEGRATION OF PV POWER WITH GRID

The output power from SPV would be fed to the inverters which converts DC produced by SPV

array to AC and feeds it into the main electricity grid after synchronization. In case of grid

failure, or low or high voltage, solar PV system shall be out of synchronization and shall be

disconnected from the grid. Once the DG set comes into service PV system shall again be

synchronized with DG supply and load requirement would be met to the extent of availability of

power. 4 pole isolation of inverter output with respect to the grid/ DG power connection need

to be provided. Necessary controlling arrangement for DG set shall be incorporated in to

DATA ACQUISITION SYSTEM / PLANT MONITORING

Data Acquisition System shall be provided for the Rooftop Solar PV Power Plant All the

generation data shall be accessible remotely. The contractor shall make necessary

arrangements for remote monitoring at all the locations where data can be viewed at a single

location. Web based Remote Monitoring System shall be provided for monitoring and logging

the real time data for each of the Solar PV plants.

Data Logging Provision for plant monitoring, time and date stamped system data logs for