All-inclusive Operation & Maintenance of SMC 100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery for 05 (Five) years installed at Althan Electric bus Depot of Surat Municipal Corporation.

Entire technical bid needs to be submitted by the successful bidder before preparation of the

work sanctioning proposal to concern competent authority of the corporation. The all tender

(technical-bid) papers as asked above must be submitted duly sealed & signed by the person who

has authorization to sign the tender documents.

 If any items/ conditions/ specifications/ scope of work is mentioned differently at more than one

place(s) by chance, most appropriate decided by the department will apply & binding to thebidder.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

Seal & Signature of the Tenderer:-

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2026-27, Work No.01 Page

O & M of 100 KWp Rooftop Solar Plant at Althan Depot

Checklist of Documents furnished online / Hard copy

To be submitted with

Technical bid Please

Sr. Particulars markas for

No. To be Hard Copy submission

attached submission

1. Forwarding Letter for Tender Fee, EMD, list of Yes Yes

documents furnished etc.*

2. Tender Bid fee* Yes Yes

3. EMD* Yes Yes

4. Manufacturer or dealer certificate/ Manufacturer Yes No

authorization/ official service channel partner

Letter/ EPC agency / COD/ for solar projects.

5. GST Registration C ertificate (certificate with all Yes No

annexure) (Must be self attested)

6. PAN Card (Must be self attested) Yes No

7. PF Registration (If Applicable) Yes No

8. Valid Electrical License (Must be self Yes No

9. as per Qualifying Criteria Yes No

(Must be self attested)

10. Professional tax registration (EC / RC)Certificate Yes No

11. Partnership agreement / Partnership deed / Yes No

Power of attorney for bidding the tender etc.

12. Solvency certificate from bankers of Yes No

Nationalized/Scheduled bank. i.e. Rs.

13. CA Certificate Yes No

14. Bid response sheets (no. 1 to 9) all necessary Yes No

supporting documents.

15. Addenda corrigendum(s) duly sealed/ signed (if Yes Yes

16. Most Important Conditions of the E-tendering Yes No

17. Bidder's Certificate/ Undertaking* (On non-judicial Yes Yes

stamp paper of appropriate value)

18. Annexure II* (On non-judicial stamp paper of Yes Yes

appropriate value)

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant at Althan Depot

i) All Tender document(s)/ details should be duly sealed & signed as required.

ii) All certificates/ financial documents should be signed by relevant authority/ authorized

person/authorized signatory.

iii) Any condition(s) mentioned regarding any technical details or prices in any document(s)/

forwardingletter; price bid of such bidder will not be opened.

iv) *Marked Documents/ Tender Bids Papers Must Be Submitted In Online / Hard COPY.

SUBMISSION ASDEMANDED IN ABOVE TABLE OR ELSE THE PRICE BID OF SUCH BIDDER WILL

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

Seal & Signature of the Tenderer:-

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant at Althan Depot

A growing worldwide concern for the conservation of energy has reawakened interest in ecologically

sustainable materials, processes and sources of energy.

Solar photovoltaic is one such system that is highly consistent and reliable throughout the year that is

ideally suited for supplying power at remote locations in countries like India, which is blessed by sunlight

for most part of the year.

In continuation of the promotional activities for the use of Solar Energy, Ministry of New & Renewable

Energy, Government of India had introduced a programme of “Development of Solar Cities”. Surat city

has been declared as “Solar City”. Under this programme, Surat Municipal Corporation has set targets

to reduce conventional energy demand by 10% through RE & EE measures. Further, total target of

installation of 4,18,665 kWp Solar based Power Plants has been set for entire city.

With the aforesaid objective, Surat Municipal Corporation has already installed 09 MW Solar Photovoltaic

rooftop Power Plant at various 90 locations of SMC premises & 10 MW ground mounted grid connected

Solar Photovoltaic Power Plant at Bamroli Village district Patan.

Tender is invited for the 100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second

life Battery at Althan Electric bus Depot of SMC commissioned in July-2025 and it has completed

Years of operation.

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant at Althan Depot

INSTRUCTIONS TO BIDDERS

All-inclusive Operation & Maintenance of SMC’s 100 kWp Rooftop Solar Photovoltaic

Power Plants and Accessories of second life Battery for 05 (Five) years installed at

Althan Electric bus Depot of Surat Municipal Corporation.

In order to harness the solar energy potential and achieve the targets set under the 'Solar City'

initiative, SMC has planned to efficiently operate and maintain 100 kWp capacity SPV-based

power plants installed at Science Centre through this tender. The maintenance responsibility will

include the repair and replacement of components. The Operation & Maintenance (O&M)

contractor will be responsible for the successful operation and maintenance of these 100 kWp

SPV-based power plants for 05 years from the date of issuance of the Letter of Intent (LoI) or Work

The O&M of the 100 kWp grid-connected SPV-based power plants shall be for 05 years, with

rates quoted for the initial 05-year period. The maintenance contract may be renewed for an

additional 5 years under the same terms and conditions, subject to a mutually agreed price

based on prevailing conditions at that time

The O&M contractor shall perform all activities required for the successful operation and

maintenance of the rooftop solar PV system for 05 years. The O&M of the solar power plant shall

comply with grid requirements to achieve optimal energy generation.

Additionally, the scope of work for the O&M contractor includes supplying consumables and

spares, addressing wear and tear, overhauling, and replacing damaged equipment and other parts

of the SPV-based power plants for the entire 05 -year period at no extra cost to SMC. However,

insurance coverage will be arranged by SMC.

Bidders are required to furnish all information and documents as called for in this document in

English language. Any printed literature furnished by the bidder may be in another language,

provided that such literature is accompanied by an authentic English translation, in which case,

for the purpose of interpretation of the document, the English version will govern.

2. 3 BID DOCUMENT

All bidders must fill in, sign, and return the acknowledgement of tender document and Notice of

Intent to bid form attached with this document.

Tenders should be filled in only with ink or typed. Tender filled in by pencil or otherwise shall not

All additions, alterations and over-writings in the tender or accompanying documents must be

clearly initialed by the signatory to the tender.

In case acceptance of the terms and conditions given in the bid document has any price

implication same shall be considered and included into the price part. The SMC can reject any or

all offers without assigning any reason thereof.

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2. 4 SUBMISSION OF BIDS

Shall be done in accordance with Clause No. 3.1 of Section III

2. 5 EARNEST MONEY DEPOSIT (BID SECURITY)

(i) The Bidder should deposit Rs. 5,000.00 (Rs. Five Thousand Rupees only.) as EMD with the

offer. This should be in the form of a Demand Draft drawn in favour of "Municipal

Commissioner, Surat Municipal Corporation" payable at Surat, Gujarat. The EMD furnished

by the successful bidder shall be refunded/ adjusted after the acceptance of Security

Deposit cum Performance Guarantee.

(ii) Offers, not accompanied with requisite EMD shall be summarily rejected.

(iii) EMD shall be a non-interest bearing deposit.

(iv) EMD shall be forfeited in case of revision and/ or modification of terms of offer or

withdrawal of offer during the validity period.

(v) EMD of the successful Bidder shall be forfeited if he fails to deposit the requisite

Performance Cum O&M Bank Guarantee or fails to enter into contract agreement. In the

event of the contractor, after the issue of communication of acceptance of offer by the

SMC, fails/ refuses to execute the order as herein, the contractor shall be deemed to have

abandoned the contract & such an act shall amount to and be construed as the contractor's

calculated and willful breach of contract, the cost and consequence of which shall be to the

sole account of the contractor and in such an event the SMC shall have full right to claim

damages thereof in addition to the forfeiture of EMD.

(vi) The EMD shall be returned to the contractor-

a) Whose tender has not been accepted by the SMC on application by the contractor;

and who’s tender has been accepted by SMC, after the receipt of Security Deposit.

2. 6 SOLVENCY CERTIFICATE

Tenderer has to furnish latest valid solvency certificate along with the technical bid of amount

equivalent to min. 20% of total estimated cost i.e. Rs. 90,160.00 issued by nationalized/ schedule

bank and not more than one year old from the last date of submission of hard copy of technical-

bid. (If solvency expires during validity period, it shall be renewed/fresh solvency shall be

submitted to department immediately.)

2.7 EXAMINATION OF BID DOCUMENTS

Intending bidders are required to carefully go through the instructions included in the document

and furnish complete information, necessary documents and schedules. The contractor shall

conduct the site visit at their own expense before the bid submission date.

The Bidder shall submit email queries On or before Date: 24.08.2026 up to 17:00 Hrs. on email:

[email protected]

Transfer of document purchased by one bidder to another is not permissible.

It should be noted that under no circumstances, any time extension or any financial or any other

kind of adjustment will be permitted for want of non-familiarity of work or work sites.

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All costs towards site visit, conference and submission of document shall be borne by the bidders

Bidders are advised to submit offers strictly in accordance with the terms & conditions and

specifications contained in the tender document. Conditional bids or bids having deviations are

liable to be rejected at the sale discretion of SMC.

2. 8 RIGHTS OF SMC

Bidders are informed that SMC is neither under any obligation to select any bidder nor to assign

any reason for either qualifying or disqualifying any bidder. SMC reserves its right to reject lowest

bidder offer. SMC is also not under any obligation to proceed with the project or any part thereof.

At any time prior to opening of price proposals, SMC either on its own initiative or in response to

clarifications requested by any prospective bidder may modify the document by issuing an

amendment by cable/ fax/ e-mail, etc. to all bidders.

SMC reserves the right to reject any proposal in following cases:

i. At any time, a material misrepresentation is made or uncovered.

ii. The bidder does not respond promptly and exhaustively to requests for supplemental

information required for the evaluation of the proposal within the time allowed.

Tenders will be valid for a period of 120 days from the last date of submission of the technical bid

2. 10 REJECTION OF BID

No correspondence by any of the bidder shall be entertained till such time decision in the matter

is taken unless otherwise specifically asked for by SMC.

The bidder must quote the prices strictly in the matter as indicated in the document, failing which

tender is liable for rejection. The rate/ cost shall be entered in words as well as in figures.

Bidder shall treat tender documents and contents therein as private and confidential. If at any

time during bid preparation, bidder decides to decline the invitation to bid, all documents must

be immediately returned.

(i) Although details presented in this technical-bid have been compiled with all reasonable

care, it is Bidder’s responsibility to satisfy themselves that the information/ documents are

adequate and that there are no conflicts between various documents/ stipulations. No

dispute or claims will be entertained on this account.

(ii) Bid proposal preparation is the responsibility of the bidder and no relief or consideration

can be given for errors and omissions.

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2. 13 CORRESPONDENCE

All further correspondence in connection with this bid shall be addressed to:

Executive Engineer (Light & Energy Efficiency Cell)

Energy Efficiency Cell,

Room No. 117, 3RD Floor, Main Office Building,

Surat Municipal Corporation,

Shri Tapibhavan, Tapipura, Surat- 395

EEC-PHONE : 0261- 2423751-55, EXT-

E-mail : [email protected]

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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GENERAL TERMS & CONDITIONS

3.1 SUBMISSION OF BID DOCUMENT

Bidders wishing to participate in this E-Tender shall be required to procure Digital Certificate as per

Information Technology Act- 2000. By using this Certificate, the bidder can digitally sign his electronic

bid. Bidders can procure the Digital Certificate from any of the CCA approved certifying agency or can

contact M/s (n) Code Solution at the below mentioned address who will assist in procuring the same.

Bidders who already have a valid Digital Certificate need not procure it again. In case bidders need

any clarification regarding online participation they can contact:

M/s (n) Code Solution,

301, GNFC Info Tower,

Near Grant Bhagwati Hotel,

Ahmedabad – 380

Tel: +91-79-26857316 to 18 | Url: https://smctender.nprocure.com

Bidders who wish to participate in E-Tender need to fill data in pre-defined forms of Tender fee, EMD

(Bid Security), Qualifying Criteria & Technical Bid and Price Bid only.

Demand Draft for E.M.D. & Tender (Bid) fee shall be submitted in electronic format through online

mode (by scanning) while uploading the bid. This submission shall mean that E.M.D. & tender fee are

received for purpose of opening of the bid. Accordingly offer of those shall be opened whose E.M.D.

& tender (bid) fee is received electronically. However, for the purpose of realization of D.D. bidder

shall send the D.D. in original through RPAD / Speed post so as to reach to Chief Accountant, SMC

within stipulated time period from the last date of online submission of the bid as per tender notice.

Penaltative action will be taken for not submitting original Demand Draft in the account department

of Surat Municipal Corporation within stipulated time period from the last date of online submission

of the bid for the first time as mentioned below.

Sr. No. Tender Amount Penalty Amount in Rs.

1. Up to Rs. 1 Crore Rs. 10,000/-

2. More than Rs. 1 Crore and Upto Rs. 10 Crore Rs. 20,000/-

3. More than Rs. 10 Crore and Upto Rs. 50 Crore Rs. 30,000/-

4. More than Rs. 50 Crore and Upto Rs. 100 Crore Rs. 70,000/-

5. More than Rs. 100 Crore Rs. 1,00,000/-

If bidder will not submit the penalty amount within 10 days to Surat Municipal Corporation and/or

bidder will not submit the demand draft in original for the second time and after, Penaltative action

shall be taken for abeyance of registration and cancellation of E-tendering code for 6 (six) months.

Bidders should upload scan copies of reference documents in support of their eligibility of the bid.

After filling the data in pre-defined forms, bidders need to click on final submission link to submit

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their encrusted bid.

Bids shall be submitted in two parts.

Part – I Technical Bid along with proof of Qualifying Criteria in pre-defined forms in electronic

mode and physical form.

Part – II Price Bid in electronic mode only in Bid response on webpage

Note: Price bid in physical form (in hard copy) will not be accepted.

DOCUMENTS COMPRISING THE BID TO BE SUBMITTED IN PHYSICAL FORM

The bid submitted by the bidder in physical form in hard copy shall comprise the following:

a) Tender fee of Rs.708.00 in form of DD/ Pay Order/ Cheque in favour of Municipal

Commissioner, Surat Municipal Corporation payable at any nationalized or Scheduled Bank

situated at Surat.

b) Bid Security; (EMD)

c) The technical bid including Qualification Information Form, bidder’s certificate undertaking

on Rs. 300.00 non-judicial Gujarat stamp paper and Documents (in the format indicated in

tender document)

The bid documents shall be submitted in one set in the following manner:

i. Original document shall be put in a separate sealed cover and marked as ‘ORIGINAL COPY’

on top of the envelope. Name of the Project and full name and address of the bidder shall

be written clearly on the sealed cover.

ii. The Bank Draft or/and Bank Guarantee for EMD shall be put in a separate envelope

subscribed as ‘EMD” on top of the cover. Tender fee amount DD/ Pay Order shall be put in

the same cover.

iv. Both the ORIGINAL COPY of bid documents along with the envelope containing EMD shall be

put inside one large envelope, sealed and clearly super scribed on top of the packet “All-

inclusive Operation & Maintenance of SMC’s 100 kWp Rooftop Solar Photovoltaic Power

Plants and Accessories of second life Battery for 05 (Five) years installed at Althan Electric

bus Depot of Surat Municipal Corporation.” Name and full address of the bidder shall be

written on the bottom left corner of each envelope. Date of opening shall also be mentioned

on the envelope.

The hard copy as above should be sent to the Chief Accountant, Surat Municipal Corporation, Shri

Tapibhavan, Tapipura, Surat 395 003 by RPAD & Speed Post only. SMC shall not be responsible for any

DOWNLOAD OF TENDER DOCUMENT

The tender document for this work is available only in electronic format, which can be downloaded free

of cost by the bidder. Tender documents consist of two parts (i) technical bid with qualifying

requirements (ii) Price bid.

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INFORMATION FOR ON LINE PARTICIPATION

1. Internet site address for e-Tender activities will be https://smctender.nprocure.com.

2. Interested bidders can view detailed tender notice and download tender document from the

above-mentioned website.

3. Bidders who wish to participate in online tender have to register with the website through the

“New User Registration” link provided on the home page. Bidder will create login id &

password on the own in registration process.

3.2 CURRENCY FOR PRICE QUOTE

Bidders shall quote the price in Indian Rupees only. No foreign exchange will be provided by SMC for

any imported equipment.

3.3 PRICE BASIS

The rates should be quoted on ‘FIRM PRICE’ basis, FOR site including all taxes, duties & levies,

packing, forwarding, loading and transportation charges etc. in the enclosed proforma of Schedule

of Rates. Price bid not quoted in the prescribed proforma are liable to be rejected.

Price escalation on account of any statutory variation during the contractual period increase in

custom duty, excise duty, sales tax, additional of new taxes/ duties etc. shall be given extra on

furnishing documentary evidence. In the same way in case of decrease of any type of duty/taxes,

removal of taxes shall be refunded.

If any item is required to be imported for the execution of contract, same shall be done by the

Contractor against its own import license. The Owner shall not be responsible for either the import

license or the foreign exchange required for such import.

3.4 OPENING OF TENDER

The Technical Bid shall be required to be submitted in hard copy only before the due date in

duplicate. The technical bid shall be opened after two days from the due date of receipt of technical-

bid. Bidders who wish to remain present at Energy Efficiency Cell-Surat Municipal Corporation can

do so at the time of tender opening. Only one representative of each firm will be allowed to remain

The bidders who fulfil the requirements of the qualifying criteria, requirement of technical

specifications and all terms & conditions, price-bid of only such bidders will be opened.

3.5 FAILURE OF THE CONTRACTOR TO COMPLY WITH THE PROVISIONS OF THE CONTRACT.

For Maintenance Works:-

THE BIDDER MUST CONFIRM NEEGG AS ASKED FOR ANNEXURE- II: UNDERTAKING FOR NET

ENERGY GENERATION GUARANTEE (NEEGG) FOR 05 YEARS

MIN. 85% OF CLAIMED NET ENERGY GENERATION MUST BE ACHIEVED FAILING WHICH PRE-

DETERMINED MUTUALLY AGREED DAMAGES WILL BE RECOVERED FROM THE BILLS OR OTHERWISE

FOR SHORTFALL OF NET ENERGY GENERATION @ PREVAILING ENERGY RATES (i.e.12.18/KWH).

RECOVERY DETAILS IS AS BELOW.

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IF CLAIMED NEEGG ACHIEVED BETWEEN 80% AND LESS THAN 85% THEN MAX. OF 75% OF

MAITENANCE CONTRACT VALUE FOR THE RESPECTIVE YEAR WILL BE PAYABLE

IF CLAIMED NEEGG ACHIEVED IS BELOW 80% THEN MAX. OF 50% OF MAITENANCE CONTRACT

VALUE FOR THE RESPECTIVE YEAR YEAR WILL BE PAYABLE.

STANDARDS/ APPROVED MATERIALS TO BE USED DURING O&M WORK

The tenderers are required to study carefully the conditions of the tender, the enclosed specifications

and the provisions of the relevant BIS/ ISS/ IEC and other specifications where necessary before

submitting the bids. Technical particulars of the material offered must comply with the standard or

other applicable specifications and the relevant provisions of the BIS/ ISS. In case tenders are called

for ISI marked stores, the material ‘ISI’ marked only shall be accepted.

The contractor shall perform the contract work in accordance with all applicable codes, statutory

regulations and established practices. It is agreed and understood by and between the parties hereto

that the contractor shall comply with applicable laws, rules, regulations and by-laws whether now in

force or which may hereinafter come in force during the currency of the contract and/ or extension

3.6 ACCEPTANCE OF CONDITIONS

The bidder shall sign these conditions on each page at the end in token of acceptance of all the terms

and it would be attached with the tender along with the declaration. He should also sign at the

bottom of each page of the tender document.

3.7 INCOME TAX, GST & P.F. REGISTRATION.

The bidder shall submit copies of Company’s IT returns for last three years, GST Registration

Certificate & P.F. Registration certificate.

3.8 OPERATION & MAINTENANCE

Operation & Maintenance (O&M) of the Rooftop Solar Project Sites shall be for 05 years.

3.9 BIDDER TO OBTAIN HIS OWN INFORMATION

The bidder for the purpose of bidding will be deemed to have independently obtained all the

necessary information for the purpose of preparing his tender. The information given in the tender

document are indicative only. In his own interest, the Bidder should visit the site to acquaint himself

with the site conditions.

3.10 LIEN / CLAIM

If, at any time, there should be evidence or any lien or claim for which the SMC might have become

liable and which is chargeable to the contractor, the SMC shall have the right to retain out of any

payment then due or thereafter to become due, an amount sufficient to completely indemnify the

SMC against such lien or claim.

3.11 COMPLIANCE OF THE PROVISIONS / ACTS

The contractor shall be responsible for compliance of the provisions of Indian Electricity Act and rules

framed under, Employees State Insurance Act, Workmen's Compensation Act, 1923, Employees

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Provident Fund and Miscellaneous Provisions Act, 1952, Contract labour (Regulation & Abolition) Act

1970, Industrial Dispute Act, 1948, Fatal Accident Act, 1955, Industrial Employment ( Standing Order)

Act, compulsory notification of vacancies (Employment Exchange) Act, Payment of Bonus Act, or any

other allied Central or State Govt. rules, regulations and schemes made there under. In case of non-

fulfilment of any such obligations, the contract will be liable for termination at 15 days’ notice given

by the SMC without prejudice or any of the other rights of the SMC under this contract.

3.12 COMPENSATION/INDEMNIFICATION

The contractor shall be liable for payment of all wages and other benefits, such as leave with wages,

contributory provident fund, bonus, free medical aid, etc., to his employees and labour as per the

statutory requirements as in force or, may be applicable from time to time during the currency of

The contractor shall bear all liabilities for employee and labour employed or retained by him as

regards to any compensation, litigation and any other action arising out of operation of this contract

or at the termination of this contract.

The SMC shall not pay any additional amount on any such account. The only remuneration payable

to the contractor by the SMC will be on the basis of accepted rates and work executed thereof.

The contractor shall always indemnify the SMC and its representative against all the claims and

liabilities for or in respect of all or any claim etc., of workers, labourers, public liabilities and staff

employed and/or engaged in respect of this contract under the aforesaid Acts, rules, regulations and

schemes including statutory modifications thereof or otherwise for or in respect of any claim,

damage, compensation, expenses, etc., whatsoever payable in consequence of any loss, damage,

accident or injury etc., sustained by any employee or any other third person including the employees

of the SMC. If at any time the SMC is required to make any payment/claim/compensation by virtue

of any of the above Acts, etc., such payments shall be deemed to have been made on behalf of the

contractor and same shall be recovered from the contractor's bill(s) or from any sum(s) due to the

All sums payable by way of compensations under any of these conditions shall be considered as

reasonable compensation to be applied to the use of the SMC without reference to the actual loss or

damage sustained and whether or not any damage shall have been sustained.

Contractor shall indemnify and keep indemnified the Owner including his executives, engineers,

employees and authorized agents/ representatives and shall hold them harmless from any and all

loss, damage, liability costs of litigation counsel fees and other expenses arising out of any claim or

suit for alleged infringement of patents, copyright, trademarks or trade names or brand relating to

any of the stores, material or equipment described in the contract or for the use or resale thereof,

and contractor agrees to assume the defence of any and all such suits and to pay any and all costs

and expenses incidental thereto and any judgement awarded thereon.

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3.13 FORCE MAJEURE

The contract shall be subject to standard force majeure clauses such as war, civil disturbances,

strikes, epidemic, pestilence, earthquake, fire, flood, but excluding wind conditions or any other act

of God over which parties have no control or because of any law and order situation and/or

proclamation or ordinance of any govt. or of any statutory authority and in such an event the

obligations of either parties shall remain in suspense during that period but work will be resumed

immediately after the cause/event as aforesaid, has ceased or otherwise deemed to have been

Provided a notice is given in writing by the party affected within 7 days of the happening of the event

mentioning the circumstances constituting force majeure. Should one or both parties be prevented

from fulfilling their contractual obligations due to the state of force majeure lasting for a continuous

period of thirty days the two parties shall by mutual consultation decide about the further

implementation of the contract, and in the event of the non agreement in this regard, the SMC

reserves the right to determine the contract.

Any changes after placement of order in existing rules/ policies by the Government which could

seriously affect the construction activities.

Except if and to the extent otherwise provided by the contract, the provisions of the general

conditions of the contract and special conditions of the contract shall prevail over those of any other

documents forming part of the contract.

Several documents forming the contract are to be taken as mutually explanatory. Should there be

any discrepancy, inconsistency, error or omission in the contracts or any of the matter may be

referred to the Engineer-in-charge whose decision shall be final and binding.

3.15 BREACH OF CONTRACT

In the event of breach of any of the conditions of the contract at any time on the part of the

contractor the contract may be terminated summarily by SMC, Surat without compensation to the

3.16 DISQUALIFICATION

If a tenderer imposes conditions which are in addition to/or in contravention with the conditions

mentioned herein, his tender is liable to be rejected. In any case none of such conditions will be

deemed to have been accepted unless specifically mentioned in the letter of acceptance of tender

Direct or indirect canvassing on the part of the tenderer or his representatives will be deemed as

a disqualification.

3.17 CHANGE IN CONSTITUTION

In any case in which any of the powers conferred upon the SMC shall have become exercisable and

the same had not been exercised the non-exercise thereof shall not constitute a waiver of any of the

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conditions hereof and such powers shall notwithstanding be exercisable in the event of any further

case of default by the contractor.

3.18 ASSET TRANSFER

Should at any time during the currency of O&M contract the owner decide to sale/ transfer the assets

of Solar Power plant to their sister company or any other company, all the agreed terms & conditions

will remain the same for the new company. The contractor will provide all the services as per contract

3.19 SETTLEMENT OF DISPUTES

Except or otherwise specifically provided in the contract, all disputes concerning question of fact

arising under the contract shall be decided by the Engineer-in-charge, subject to a written appeal by

the contractor to the Engineer-in-charge, and these decisions shall be final and binding on the parties

hereto. Any dispute or differences including those considered as such by only one of the parties

arising out of or in connection with this contract shall be to the extent possible settled amicably

between the parties. If amicable settlement cannot be reached, then all disputed issues shall be

settled as provided in (a) below.

DISPUTE OR DIFFERENCES TO BE REFERRED TO:

If at any time, any question, disputes or differences of any kind whatsoever shall arises between the

Engineer-in-charge and the contractor upon or in relation to or in connection with this contract,

either party may forthwith give to the other, notice in writing of the existence of such question,

dispute of difference as to any decision, opinion, instruction, direction certificate or evaluation of the

Engineer-in-charge.

The question or difference shall be settled by the Municipal Commissioner, who shall state his

decision in writing and give notice of the same to the Engineer-in-charge and to the Contractor, such

decision shall be final and binding upon both parties to the contract and work on contract if not

already breached or abandoned shall proceed normally unless and until the same shall be revised (or

upheld) due to any judicial proceeding.

Should the Municipal Commissioner fail to give a decision within three (3) calendar months after

issuance of notice of a question, dispute or difference or if the contractor is dissatisfied with any such

decision of the Municipal Commissioner, then the matter may be referred for arbitration as per

Indian Arbitration and Reconciliation Act 1996 and its amendment thereof from time to time. The

place of arbitration shall be SURAT only.

3.20 JURISDICTION

Legal proceedings, if any, arising out of the tender contract shall be lodged in the jurisdiction of courts

situated in Surat only.

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3.21 ADDENDA/ CORRIGENDA

Addenda/Corrigenda to the tender document may be issued prior to the date of opening of the

tenders to clarify documents or to reflect modifications in the design, drawing, specifications or

contract terms. Each recipient will retain one copy of each addendum/corrigendum and submit the

other copy duly signed with his offer. All addenda/corrigenda issued by the SMC shall become part

of the tender document.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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PRE-QUALIFYING REQUIREMENTS AND OTHER TERMS & CONDITIONS

4.1 QUALIFYING REQUIREMENTS

The following are the qualifying requirements for the Bidder. Bids, which do not meet the listed

requirements / non submission of the documents, may not be considered for financial evaluation.

1. Organization

(i) For Companies- Certified copy of the “Certificate of Incorporation” together with certified

“Memorandum and Articles of Association” and a list containing names and addresses of all the

directors should be furnished.

(ii) For Partnership Firms – Certified copy of the partnership together with a certified extract from

the Registrar of Firms containing names and addresses of all the partners of the firm should be

(iii) For Proprietary firm- Name and address of Proprietor should be furnished.

2. Technical Qualification Criteria

The bidder must have successfully completed the work during last 3 years in which the tenders

are invited should be either of followings: - [A] or [B]

[A] Eligibility Criteria for bidders having experience of Operation & Maintenance of Grid-

connected Rooftop type Solar PV Power Plants

 Single completed work of min. capacity of 80 kWp capacity or

 Two completed works of min. capacity of 50 kWp each or

 Three completed works of min. capacity of 40 kWp each

Note: - The above work execution is for aggregate capacity of single work order.

Appropriate evidences like Work Order/ O&M Contract Agreement & Work Completion

Certificate must be provided for the same.

[B] Eligibility Criteria for bidders having experience of Supply, Installation, Testing and

Commissioning work of Grid-connected Rooftop type Solar PV Power Plants

 Single completed work of minimum capacity of 80 kWp capacity. or

 Two completed work of minimum capacity of 50 kWp capacity each. or

 Three completed work of minimum capacity of 40 kWp capacity each.

Bidder has to furnish Work Completion Certificate / GEDA approval documents or Certificate

issue by Discoms/COD.

 The bidder must have his own office as well as authorized sales & service centre in different

parts of India. Bidder should have an authorized exclusive service centre in Surat, Gujarat.

If bidder have not, than bidder must have to start or open the office in Surat after the getting

the work order.

 The bidder must be in business of Operation & Maintenance works for last 3 years.

3. Financial Qualification Criteria

i) The Average Annual Turnover of the bidder shall not be less than Rs. 1,35,300/- during the last

three (3) financial years i.e. 2022-23, 2023-24 and 2024-25. C.A.’s certificate must be furnished

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ii) Tenderer has to furnish latest valid solvency certificate along with the technical bid of

amount equivalent to min. 20% of total estimated cost i.e. Rs. 90,160.00 Thousand issued by

nationalized/ schedule bank and not more than one year old from the last date of submission

of hard copy of technical-bid. (If solvency expires during validity period, it shall be

renewed/fresh solvency shall be submitted to department immediately.)

4. Other Criteria for Qualification

(i) The Tender of only those Bidders will be considered who will produce documentary proofs,

self- attested to meet the following requirements: The Bidders to have valid GST number.

(ii) The Bidder shall ensure that all the information, facts & figures, data provided in the bid are

accurate and correct. SMC reserves the right to confirm / verify any data or information

through their own sources.

(iv) The Bidder shall furnish documentary evidence by way of copies of Work Order and Work

Completion Certificate or any other equivalent document, Audited Balance Sheet and Profit &

Loss Account etc., along with the Bid to establish experience / track record and financial

capabilities meeting Bid Evaluation Criteria.

(v) SMC shall also take into account past experience of O&M of solar PV Power Plant by Bidder

for SMC or other reputed developers while carrying out overall due diligence of the proposal

and evaluating Bidder in totality to take final call on his selection on following criteria. SMC

decision regarding the same shall be binding to the bidder.

(vi) SMC also reserves right to reject or disqualify any bidder at any stage considering its overall

performance in past O&M work (s) /Service (s) experience for SMC based on reasonable

grounds/ reasons for such rejection/disqualification.

(vii) Documents required to be submitted along with offer:

a. Copy of PAN No.

b. GST Registration Certificate. GST Number of the Bidder must valid and live

c. Bidder Shall Provide CA Certificate for last 3 Years for Turnover and Net Wealth.

d. Annual Turnover and Net worth for the last three years duly certified by CA

e. Self-certified copy of each individual details of Work Order and Work Completion

f. Manufacturer or dealer certificate/ Manufacturer authorization/ official service

channel partner Letter/ EPC agency / COD/ for solar projects.

g. Any other statutory requirement as per the local government body if applicable

h. Bidder must possess valid electrical contractor’s license, issued by concerned

department of state government of Gujarat.

Please fill in the enclosed Bid Response Sheet No.

The Bidder should meet all the above eligibility criteria as on the bid due date. The bids of only those

bidders, who meet the Bidder's Eligibility Criteria, will be considered for further evaluation.

Notwithstanding anything stated above SMC reserves the right to verify all statements/information

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submitted to confirm the Bidders claim on experience and to assess the Bidders capability and capacity

to perform the contract should the circumstances warrant such an assessment in the overall interest of

Further, notwithstanding the above, SMC reserves the right to accept or reject any BID and to annul the

process of submission of BID and reject all or any BID, at any time without assigning any reason thereof.

SMC shall not in no way responsible or liable for any loss, damage or inconvenience caused to the

rejected Applicants whatsoever. SMC shall be under no obligation to inform the affected Applicants of

the rejection and / or ground for rejection.

4.2 RESPONSIBILITY OF THE CONTRACTOR

i. Site visit should be done if required before quoting the rates. No dispute at later date shall be

ii. All expenses towards routine & preventive maintenance, cleaning the solar PV modules, work

force, replacement of faulty materials, and liasioning with the Grid with concerned departments/

agencies etc. shall be deemed to be included in the prices quoted and no separate payments on

account of such expenses shall be entertained.

iii. Contractor may have to work in energized or partly energized conditions. In such cases, it shall

be responsibility of the contractor to arrange for necessary permits or shuts downs (if required)

and provide skilled and responsible persons for the O&M of works. Contractor shall organize his

works during the shutdown periods properly and complete the programmed works within the

time given. Contractor shall not be paid any extra payments for working under the above said

iv. It shall be entirely the contractor's responsibility to provide, operate and maintain all necessary

construction equipments, scaffoldings and safety gadgets, cranes and other lifting tackles, tools

and appliances to perform the work in a workman like and efficient manner and complete all the

jobs as per time schedules. However, if any equipment/ facility is provided by SMC, the same

shall be on chargeable basis.

v. The procurement and supply, in sequence and at the appropriate time, of all materials and

consumables shall be entirely the contractor's responsibility and his rates for operation &

maintenance of work will be inclusive of supply of all these items.

vi. In case any material is issued by the SMC, then it will be properly used and maintained.

Subsequent to completion of its use, it will be returned to SMC in good condition. In case of

damage or misuse of such stores, SMC will recover the cost from the contractor from the

payments due to the contractor.

4.3 POWER OF THE ENGINEER-IN-CHARGE TO ORDER SUSPENSION OF WORK

The Engineer-in-charge may, from time to time by direction in writing and without invalidating the

contract, order the contractor to suspend the work or any part thereof at such time or times and for

such reasons as he may consider necessary. After such directions to suspend the work or any part

thereof has been given, then proceed with the work or part thereof, directed to be suspended until

he receives a written order from the Engineer-in-charge to so proceed. In the event of suspension,

the SMC may under the provisions of the contract, extend the time for completion of the work or

part thereof by such period as it may find reasonable. The decision of the SMC in the matter shall be

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final and binding on the contractor.

4.4 PAYMENT TERMS

Payments shall be released in the following manner after furnishing of Performance Cum O&M Bank

Guarantee by the successful bidder and signing of Contract Agreement.

(i) Terms of payments for Maintenance period: -

Payment of Maintenance charges shall be done quarterly, at the end of each quarter on prorate

PAYMENT OF VARIOUS STATUTORY CHARGES RELATED TO ELECTICAL AUTHORITIES/ AGENCIES

LIKE ELECTRICAL INSPECTION FEES, GEDA REGISTRATION & CERTIFICATION CHARGES, SLDC FEES/

CHARGES (IF ANY), ENERGY METER RENT ETC. SHALL BE PAID BY THE SMC. WHEREAS KVARH

CHARGES OR ANY OTHER STATUTORY CHARGES SHALL BE PAID BY THE CONTRACTOR OR IT SHALL

BE DEDUCTED FROM THE CONTRACTOR’S O & M BILLS/ DUES. HOWEVER, ALL LIASONING WITH

THE CONCERN AUTHORITIES, DISCOM, GEDA/ TPA/ CEIG SHALL BE DONE BY THE

CONTRACTOR.THE BIDDER IS REQUESTED TO QUOTE ACCORDINGLY.

4.5 PAYMENT PROCEDURE

The Bidder shall submit the bills for claim in two copies. The payment shall be made after the

verification of the bill by the Engineer In-charge.

It is expressly understood that the drawl of payment by the contractor in the manner specified will

not be construed as the fulfillment of the contractor's obligations either in part or whole under the

contract and that the contractor shall continue to remain responsible to SMC until all the obligations

under the agreement have been fulfilled.

4.6 RATES TO BE INCLUSIVE

i. The rates quoted by the contractor shall remain firm and fixed and binding till the issue of

completion certificate and shall not be subject to escalation. Rates shall be deemed to include

and cover all costs, expenses, taxes, duties, levies, royalties, foreign exchange variation,

excluding GST etc. and liabilities of every description and all risk of every kind to be taken in

execution, completing and handing over the work to the SMC by the contractor. The SMC shall

deduct income tax, Sales tax or Works Contract as applicable on the indivisible works contract

& other applicable taxes as per the prevailing rates from the bills of the contractor. SMC shall

not be responsible for any such liability on the contractor in respect of this contract and

exclusion of any applicable taxes at prescribed rates due to ignorance or otherwise shall not

form a reason for claiming anything extra at a later date.

ii. Any damage or defect that may arise or lie undiscovered at the time of issue of completion

certificate, connected in any way with the equipment or materials supplied by him or in the

workmanship shall be rectified or replaced by the contractor at his own expenses as deemed

necessary by the Engineer-in-charge or in default, the engineer-in-charge may cause the same

to be made good by other workman and deduct expenses of which the certificate of Engineer-

in-charge shall be final from any sums that may be then or at any time thereafter, become due

to the contractor or from his O&M Bank Guarantee deposit.

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4.7 ANNUAL NET ELECTRICAL ENERGY GENERATION GUARANTEE (NEEGG)

The Bidder shall be confirmed the Net Electrical Energy Generation Guarantee (NEEGG) for a Ten

(10) years period for each project sites. Bidder is required to confirm annual NEEGG as per attached

Annexure: II along with their offer failing which his offer is liable to be rejected.

The NEEGG confirmed for each consecutive year should have a fixed and no deviation allowed.

The Contractor shall be responsible for achieving NEEGG. For any shortfall in NEEGG corresponding

to the offer, the compensation shall be recovered from the Contractor. The Contractor shall maintain

the Plant equipment, including its repair, replacement, overhauling, etc., so as to give the agreed

NEEGG per year, for which SMC shall pay the agreed O&M Contract Price and the applicable taxes.

i. The contractor shall be required to affect insurance to the supplies, transit, personnel and all

other related to the satisfaction of the SMC as follows including all third party risks. A copy of

all such policies shall be given to the SMC along with proof of premium paid, if required.

a. Workmen compensation and/ or group personal accidents Insurance policy covering all its

employees and works including of the sub-contractor.

b. It would be the responsibility of the contractor to maintain the SPV based power plant and

it’s all the equipments in perfect condition at his own cost for the entire period of 05 years

for which SMC 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. 85% of claimed net energy

generation. SMC shall not be responsible for any break down/ failure of any equipment to

any reason thereof 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

c. Nevertheless fire and allied perils including earthquake, flood, storms, cyclone, tempest &

burglary, insurance policy shall be taken by SMC regularly during maintenance contract

period. In case of any loss/ claim under the policy, O&M contractor shall immediately inform

the same to SMC & Insurance Company & thereafter shall take all the measures required to

protect the interest of SMC/ underwriters and required for settlement of claim. In the case

of any delay/ lapse on the part of O&M Contractor the loss would be made up by them. The

contractor shall replace the damaged equipment without waiting for settlement of

insurance claim.

ii. Contractor shall also effect and maintain any and all other insurance, which he may be required

under any law or regulation or practice from time to time.

iii. The Contractor shall take all reasonable precautions to prevent fire of any nature in the general

vicinity of SPP areas and he shall be responsible for all damage from fires due directly or

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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SPECIAL CONDITIONS FOR MAINTENANCE OF SPV BASED POWER PLANT

i. Special Conditions of Contract shall be read in conjunction with the General Conditions of the

Contract, specifications of work, drawings and any other document forming part of this

contract wherever the context so requires.

ii. Where any portion of the Special Conditions of Contract is repugnant to or at variance with any

provisions of the General Conditions of the Contract then unless a different intention appears,

the provision of the Special Conditions of contract shall be deemed to over-ride the provisions

of the General Conditions of the contract only to the extent such inconsistencies of variations

in the special conditions of contract as are not possible of being reconciled with the provisions

of general conditions of contract.

iii. The materials, design and workmanship shall satisfy the applicable standards, specifications

contained herein and codes referred to. Where the Technical Specifications stipulate

requirements in addition to those contained in the standard codes and specifications, those

additional requirements shall be satisfied.

In case of contradiction between Indian Standards, General Conditions of Contract, Special

Conditions of Contract, specifications, drawings, instructions of Engineer-in- charge, the

following shall prevail in order of precedence:

a. Telex/ telegram of Intent, detailed Letter of Intent along with Statement of

Agreed variations and its enclosures.

b. Special Conditions of Contract

c. Job specifications

e. General Conditions of Contract

5.2 O & M PERIOD OF CONTRACT

The contract for Maintenance on comprehensive basis shall be for 05 years. The maintenance

period shall be reckoned from the day of issuance of LoI.

5.3 EXTENSION OF O & M PERIOD

The maintenance contract shall be renewable for a further 5 years on the same terms & conditions

but at the price as mutually agreed as per the conditions prevailing at that time.

5.4 BATTERY LIMIT

The battery limit for bidder during the period of maintenance contract shall cover complete SPV

based power plant and power evacuation system upto inter connection point with existing

distribution system at site.

The bidder shall be responsible for supply of all spare parts, repairs/ replacement of any defective

equipment(s) at his own cost as required from time to time, schedule and preventive

maintenance, major overhauling of the plant, maintaining log sheets for maintenance &

performance details, cleaning of Solar PV Modules, online performance monitoring, optimum

energy generation, deployment of maintenance staff to ensure continuous operations and

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qualified engineer for supervision of maintenance work, so as to ensure the smooth operation for

the entire period of Maintenance. SMC shall not pay any amount except the agreed maintenance

5.5 SCOPE OF WORK

The Tender is invited for the work of All-inclusive Operation & Maintenance of SMC’s 100 kWp

Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery for 05 (Five) years

installed at Althan Electric bus Depot of Surat Municipal Corporation This includes replacing faulty

materials if any such as solar modules, inverters, and cables, other components, etc as mentioned

elsewhere in tender. The scope of work encompasses providing spare parts, consumables, and

repairing or replacing any component in accordance with Manufacturers and systems designers'

specifications under this O&M contract.

Operation and Maintenance (O&M) schedule with resource planning in the form of Gantt chart and

shall be liable for abiding by the schedule. It is the responsibility of the Contractor to perform the

necessary maintenance/ timely replacement of all Civil /Mechanical or Electrical components of

the work/s during this O&M period such that the guaranteed performance of the plant is not

compromised. Any damage to CIVIL/ ELECTRICAL/ MECHANICAL components of the plant is to be

reworked/ replaced/ supplied without any extra cost and time by the Contractor during complete

Contactor shall be required to work/ observe all Indian applicable laws including environmental

protection, pollution, sanitary, employment and safety laws.

Contractor shall use all reasonable and practical efforts: -

 To maximize plant capacity utilization,

 To minimize plant downtime,

 To optimize the useful life of the equipment of the power plant.

 The contractor shall perform the following obligations prior to takeover of the

maintenance activity:

 Prepare Mobilization plan in consultation with the SMC

 Provide the services and personnel set forth in the Mobilization Plan

 Develop and implement plans and procedures including those for fire fighting,

maintenance planning, procuring and inventory control of stores and spares, plan to

meet emergencies, plant safety and security; and such other facilities and systems as

may be necessary to commence contractor's on-going responsibilities.

After taking over the activity of maintenance for the power plant, the Contractor shall be

responsible for the operation and maintenance of the plant and shall perform all necessary

services including applicable services listed below:

a. Provide all maintenance services necessary and advisable to efficiently operate and

maintain the plant, including all associated and appurtenant mechanical and electrical

equipments keeping in view the objectives set-forth herein above.

b. Regularly update and implement an equipment repair or replacement and preventive

maintenance program that meet the specifications of the equipment manufacturers and

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the recommendations of the manufacturers.

c. Perform periodic overhauls or preventive maintenance required for the Plant in

accordance with the recommendations of equipment manufacturers. Also attend break

down and other maintenance in the Plant.

d. Provide technical & engineering support for solving maintenance problems.

e. Any guarantee/warrantee must be transferred to SMC as "Principal Owner" for all new

Items installed in the plant.

f. The O&M Contractor shall maintain attendance register for all their staff deployed /visited

at site for carrying out jobs on regular basis and shall be produced for verification on

demand by any authorized person by the SMC.

g. Perform the services required to procure all spare parts, or equipment/s as required,

overhaul of parts, tools and equipment, required to maintain the Plant in accordance with

the recommendations of individual original equipment manufacturer.

h. The O&M Contractor shall ensure that all safety measure is taken and all regulations are

followed at the site to avoid the accidents to its employees or its co-contractor’s

employees or its agents.

i. Maintain the plant’s fire protection and safety equipment.

j. The Maintenance personnel of the O&M Contractor shall be in a position to check and test

all the equipment regularly, so that, preventive maintenance, could be taken up well in

advance to save any equipment from damage. Abnormal behavior of any equipment shall

be brought to the notice of the Developer Instant, and appropriate action shall be taken

by the O&M Contractor.

k. All repairing and replacement works are to be completed by the O&M Contractor within

days of occurrence of fault or defect. If it is not possible to set right the equipment within

that time limit, the Contractor shall notify the SMC indicating of fault and cause of damage

etc. from the time of occurrence of the fault.

l. During operation and maintenance if there is any loss or damage to any component of the

power plant due to mis-management /mishandling or due to any other reasons, what so

ever, the Contractor shall be responsible for immediate replacement / rectification of the

same. The damaged component may be repaired only, if it is understood after examination

that after repairing performance of the components shall not be degraded. Otherwise, the

defective components shall be replaced by new component/part at the cost of

m. Regular operation & maintenance of the Solar PV Power Plant including water supply pump

for module cleaning, if any and submission of daily performance data of the power plant.

The Contractor shall keep a Record Book in this respect, clearly indicating date of checking

and comments for action and other details including actions taken.

n. The Scope of Operation includes Corresponding with Discom/TPL with any issue regarding

grid power dispute.

o. Normal and preventive maintenance of the Power Plant such as cleaning of module

surface, tightening of all electrical connections, Transformer and associated Switch gear on

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the LT/HT side.

p. The O&M Contractor shall also provide required set of onsite testing instruments /

equipments viz. earth resistance tester, insulation tester, multimeter, portable radiation

meter, infra red thermal hand held temperature meter etc. at the Contractor’s cost.

q. O&M of Solar Power Plant shall be compliant with grid requirements to achieve committed

energy generation.

r. All routine repair and maintenance in case of building and all other structures as and when

required as per instruction of the Engineer-in-Charge of the SMC.

s. Any Electrical Work which is not mentioned or included herein but is necessary for the

Plant operation, use or maintenance, shall be carried out by the O&M Contractor without

any cost implication to SMC.

t. The log books should be maintained for the Generation of the Solar Power plants.

u. The Bidder shall install Remote monitoring system with dongle at each plant site for

transferring the real time generation and other data, through internet to SMC.

v. The O&M contractor shall be responsible for providing the necessary tools and materials

for cleaning the PV modules. The solar modules shall be cleaned fortnightly by the O&M

w. Quarterly checks of the Modules, PCUs and BoS shall be carried out as a part of routine

preventive and breakdown maintenance.

x. In order to ensure longevity, safety of the core equipment and optimum performance of

the system the Contractor shall use only genuine spares of high-quality standards.

y. The O&M Contractor shall immediately report any accident, to the SMC and to the

Engineer in charge and also to all the concerned Authorities as per prevailing laws of the

z. The O&M Contractor shall provide its maintenance staff at the plant for day-to day

operation and maintenance. The maintenance personnel shall be qualified, certified by

competent authorities and well so trained so that they and each of them can handle any

type of operational hazards quickly and timely. The responsibility of providing suitable

Personal Protection Equipment’s resets solely with the Contractor at its cost.

aa. The Operation and Maintenance shall include ensuring operation of system on day-to-day

basis. The contract shall include ensuring servicing & replacement guarantee for parts and

components (such as PV modules, electronics, Inverter, other hardware of solar plants,

bb. Maintain with the assistance of the SMC, accounting records regarding the facility in

accordance with the generally acceptable accounting principles under the Laws of India.

cc. Preventive/Routine Maintenance: This shall be done by the Contractor twice in a months

and shall include activities such as, checking the health of the SPV system, cleaning of

module surface, tightening of all electrical connections, regular checks to identify any

leakage of electricity, changing of tilt angle of module mounting structure, cleaning and

any other activity including earth resistance maintenance that may be required for proper

functioning of the Solar plant. The maintenance record should be kept properly and to be

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submitted at SMC office time to time. Preventive and Corrective Maintenance for LT Cable,

HT Cable within the Plant, Civil Works, Data logging System, Module Cleaning, PCU,

Switchyard, Earthing Systems, and Additional Retrofit/ Repair Work required for Operation

of Plant. Normal and preventive maintenance of the plant such as cleaning of module

surface, tightening of all electrical connections, line accessories, transformers and

associated switch gear on HT side.

Sr. No. Description Faults Timing To solve Problem or Query

1 MC4 connector Fault Within 4 hours

2 Inverter - Minor Fault Within 4 hours

3 Inverter - Major Fault Within 2 days

4 RMU - Minor Fault Within 1 days

5 RMU - Major Fault Within 3 Days

6 AC Cable Fault Within 1 days

7 Earthing Fault Within 1 days

8 Solar Module Fault Within 1 days

9 DC cable Fault Within 4 hours

10 String Fault Within 4 hours

Note: When replacing components like inverters, Solar PV Module, or RMUs,

contractors should ensure plant startup with backup or service item.

dd. Breakdown/Corrective Maintenance: Contractor shall ensure 24 hours smooth operation

of Solar Power Plant throughout the Comprehensive Operation and Maintenance Contract

Period by attending breakdown/routine maintenance immediately. If any complaints

regarding system service are reported by SMC officials, the Contractor must rectify any

identified defects within three days of receiving notification of the complaint.

ee. Immediate replacement of defective Modules, Invertors/PCUs and other equipment as and

when required. if the appropriate wattage panel or required material is not available in the

market, the contractor may procure and install a new solar module & other BOS material

that is compatible with the existing system.

However, before installation, the contractor must inform and obtain prior permission

from Surat Municipal Corporation (SMC). The replacement panel must meet technical

compatibility standards and should not affect the performance or safety of the solar plant.

Note: No extra cost shall be paid by SMC for the replacement of such panels during the

Operation & Maintenance (O&M) period. The cost shall be borne entirely by the

ff. Supply of all spares, consumables and fixtures as required. Such stock shall be maintained

for all associated equipments and materials as per manufacturer/supplier’s

recommendations.

gg. Deployment of Manpower: Successful bidder shall deploy at all times the skilled manpower

for smooth operation of the rooftop sola plant. Deputation of qualified and experienced

engineer/ technicians till the O&M period at project site as & when required.

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hh. Tools and Tackles:

• The Contractor shall provide technically suitable tools and tackles for repair & replace

of Plant and Machineries conforming to relevant BIS safety and technical standards

for proper execution of O&M work. The Owner, in no way, shall be responsible for

supply of any tools and tackles to carry out operation and maintenance activities.

• All tools, equipment, spares etc. require for O & M work shall be arranged by

contractor and kept in stock to avoid loss of generation.

ii. Online Performance Monitoring, controlling, troubleshooting, maintaining of logs &

records. A maintenance record register is to be maintained by the operator with effect

from allotment of Work. A bidder shall record regular maintenance work carried out as

well as any preventive and breakdown maintenance along with the date of maintenance,

reasons for the breakdown, duration of the breakdown, steps taken to attend the

breakdown, etc.

jj. If any jobs covered in O&M Scope as per Tender/RFS are not carried out by the contractor/

Bidders during the O&M period, the Engineer-In-Charge shall take appropriate action as

deemed fit. SMC reserves the right to make surprise checks/ inspection visits at its own or

through authorized representative to verify the O&M activities being carried out by the

Bidder. Failure to adhere to above guidelines will result in penal action including debarring

from participation in next tender.

kk. The bidder shall use the original parts in case of any fault in the PCU/Inverter during the

Comprehensive Operation and Maintenance period of 10 years. In case the original

part/parts are not available with the manufacturer of the PCU/Inverter (Based on

certificate from the manufacturer), the bidder shall use the new parts of other standard

brands available in the market or will use the repaired parts.

ll. The scope of regular cleaning of the modules for ten years shall also be in the scope of

Bidder. The arrangement of required water etc. for regular cleaning of the modules shall

be in the scope of the Bidder.

5.6 GUARANTEE FOR REACTIVE POWER

It shall be the responsibility of the maintenance contractor to maintain minimum power factor of

the solar power plant as per the requirement of concerned Discoms so as to minimize VAR drawl

from the Discom. The Rooftop Solar PV Power Plants shall be equipped with current limiting

devices and Capacitors so as to maintain Power Factor as required by the Discom’s grid. KVARH

drawal should be Limited to 5% to Total Net Energy Exported In the Discom’s grid. However, All

KVARH Charges shall be borne by the Contractor. The KVARH charges shall be settled on annual

It is the responsibility of the contractor to liaison with the following authorities: -

 Liasioning with Gujarat State Government, if required.

 Liasioning with Gujarat State/ Local Power Utilities (TPL)

 Liasioning with GEDA

 Any other department(s)/ agency(ies) as may be required.

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5.8 PERFORMANCE GUARANTEE DURING MAINTENANCE PERIOD

The Contractor shall furnish Performance Guarantee in form of DD/ Cheque/ Pay Order/ bank

guarantee equivalent to 10% (ten percent) of the Total O&M Contract price within 15 days from

the date of issue of LOI/Work Order. The O&M Bank Guarantee shall be valid till contract period

from the beginning of the O&M period. Any lapse in the timely renewal of the O&M Bank

Guarantee shall entitle SMC to encash it without assigning any further reason thereof.

The Bank Guarantee shall be given in the proforma as per Annexure–I.

APPROVED LIST OF BANKS

Where the contractor is required to submit F.D.R., bank guarantee, etc. against payment towards

any deposit or advance e.g. EMD, SD etc., such F.D.R, bank guarantees, etc. shall be produced

from any one of the following nationalized banks as listed below:

Sr. No. Name of Banks Sr.No. Name of Banks

1 AXIS Bank 22 South Indian Bank

2 AU Small Finance Bank 23 Standard Chartered Bank

3 Bandhan Bank 24 Tamilnad Mercantile Bank

4 Barclays Bank 25 Utkarsh Small Finance Bank

5 City Union Bank 26 YES Bank

6 CSB Bank 27 Ahmedabad Mercantile Co-op. Bank

7 DBS Bank India Limited 28 Nutan Nagrik Sahkari Bank Ltd.

8 DCB Bank 29 Rajkot Nagarik Sahakari Bank Ltd.

9 Equitas Small Finance Bank 30 Saraswat Co-Operative Bank Ltd

10 ESAF Small Finance Bank 31 SBPP Co-operative Bank Ltd.

11 FEDERAL Bank 32 SVC Co-Operative Bank Ltd.

12 HDFC Bank 33 The Cosmos Co-op Bank Ltd.

13 HSBC Bank 34 The Gujarat State Co-operative Bank

14 ICICI Bank 35 The Mehsana Urban Co-Op. Bank

15 IDBI Bank 36 The Surat District Co-op Bank

16 IDFC First Bank 37 The Surat People's Co. Op. Bank Ltd

17 Jammu and Kashmir Bank 38 The Kalupur Commercial Co-op. Bank

18 Jana Small Finance Bank 39 The Panchmahal District Co-operative Bank

19 Karnataka Bank 40 The Baroda District Co-operative Bank

20 Karur Vysya Bank 41 Baroda Gujarat Gramin Bank

21 Kotak Mahindra Bank 42 Saurashtra Gramin Bank

(i) Contractor shall provide or obtain and maintain in force throughout the period of contract

the following insurance coverage:

(ii) Workmen compensation and/ or group personal accidents Insurance policy covering all its

employees and works including of the sub-contractor if any. Insurance to cover third party

(iii) Insurance in respect of claims for personal injury to or death of any person in the

employment of contractor and arising out of and in the course of such employment, which

insurance shall comply with all applicable Indian law and directives.

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(iv) Motor vehicle, general liability and other insurance and deductibles/ excess thereon as may

be required by applicable Indian law or in order to enable the contractor to comply with

prudent utility practice.

(v) The bidder may take MBD insurance policy but it would be the responsibility of the

contractor to maintain the solar power plant and all the equipments in perfect condition at

his own cost for the entire period of 05 years for which SMC shall pay the agreed

maintenance charges only. The replacement/ repair/ modification of any/ all equipment

shall have to be carried out by the contractor at his own cost for the entire period of

contract. SMC shall not be responsible for any break down/ failure of any equipment to any

reason thereof. Spares/ components should be replaced at the earliest so that PLF should

not fall below the claimed.

(vi) Nevertheless fire and allied perils including earthquake, flood, storms, cyclone, tempest &

burglary, insurance policy shall be taken by SMC regularly during contract period. In case

of any loss/ claim under the policy, contractor shall immediately inform the same to SMC &

Insurance Company & thereafter shall take all the measures required to protect the interest

of SMC/ underwriters and required for settlement of claim. In the case of any delay/ lapse

on the part of Contractor the loss would be made up by them. The contractor shall replace

the damaged equipment without waiting for settlement insurance claim. Following the

claim, for the period during which the plant remains non-operational (i.e., until it is fully

restored to its original capacity), Relaxation equivalent to the Net Electrical Energy

generation guarantee (NEEGG) of the plant—calculated based on the plant’s Capacity

Utilization Factor (CUF)—may be considered appropriate and provided as relief for the said

Further, contractor shall carryout the restoration work at sanctioned rate as per instruction

of an engineer in-charge.

5.10 MEASUREMENT OF ENERGY AND METERING: -

(i) Metering Systems:

The O&M Contractor shall maintain the Metering System (which shall include energy meter

and other accessories, if any). The metering system will be designed so as to measure

outgoing energy and power delivered by the SPV based power plant to the power utility

(TPL) at the delivery point, i.e. point of inter connection and also for the import of energy

for any purpose. Accuracy class of all metering equipments shall comply the requirements

of power utility (TPL). The reading shall be done jointly with Power Utility Engineer/ GEDA

on monthly basis or at mutually agreed time interval.

(ii) Testing of Meters:

The SMC shall have the right to carry out surprise inspections of the Metering Systems

from time to time to check their accuracy.

All testing and metering equipment shall conform to the relevant IS/ IEC/ DISCOM

If either the contractor or the SMC finds any inaccuracy in the Metering System, the

contractor or the SMC, as the case may be, shall notify the power utility and get corrected.

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(iii) Sealing and Maintenance of Meters:

The Metering System shall be sealed in the presence of both parties or in the presence of

Discom’s Engineer.

When the Metering System and/ or any component thereof is found to be outside the

acceptable limits of accuracy or otherwise not functioning properly, it shall be repaired, re

calibrated or replaced by the contractor as soon as possible. If it is to be get repaired/

replaced/ calibrated from the power utility than it shall be done accordingly.

Any meter seals shall not be broken by contractor’s representative then all consequences

should be on part of contractor.

5.11 MAINTENANCE WORKS & CHARGES: -

Maintenance work can be carried out by an experienced contractor after obtaining prior approval

from the Surat Municipal Corporation

The maintenance charges shall be inclusive of taxes and duties as applicable. But any increase in

taxes, levies/ fees or newly imposed taxes, etc., would be charged extra on submission of

documentary proof. Similarly, due credit would be given to SMC in case of withdrawal or reduction

in applicable taxes/ fees/ duties. The maintenance charges should be quoted for 05 years in price

schedule (e-format).

Payment will be made after all statutory deductions as applicable to such type of contracts. The

rate quoted shall deemed to be inclusive of all salaries and other cost, expenses of employees, all

statutory levies, cost of spares, cost of repair/ replacement/ modification of any equipment or

system for the entire period of 05 years. The rates are also inclusive of tools & tackles, etc. and

liabilities of every description and all risk of every kind to be taken in maintenance and handing

over the plant to the SMC by the contractor. SMC shall not be responsible for any such liability on

the contractor in respect of this contract and exclusion of applicable taxes on the date of issue of

work order at prescribed rates due to ignorance or otherwise shall not form a reason for claiming

anything extra at a later date.

During Dismantling/ Shifting/ re-erection of plant, payment charges of O & M cost will not be paid

to the contractor during this period.

The payment period will be quarterly. The SMC will be billed by the contractor promptly following

the end of each quarter for net power generated during such just completed quarter, and

payment will be due on or before the 15th day (due date) from the date of the receipt of the

invoice by SMC.

5.13 MONTHLY GENERATION DATA STATEMENT

Monthly Generation data statement for net energy delivered to the Utility & energy generation

from the power plant shall be taken by SMC’s employee as per direction given by the contractor/

5.14 CONTRACTOR OFFICE/ MAINTENANCE ENGINEER IN GUJARAT

During the execution of the contract the contractor shall ensure that a Plant Manager/ engineer

with authority to take decisions to be available at site. Such person deputed by the contractor

shall report to the Engineer in Charge for smooth O&M work of the plant till contract period.

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The contractor shall also provide and maintain an office in Gujarat and as near to Surat possible

and such office shall be open at all reasonable hours to receive instructions, notices or other

communications during the maintenance period from the commissioning. The office shall have

telephone/Mobile and internet facility. The contractor shall be responsible for any misconduct/

indiscipline by his employees or sub-contractor/ agent employee’s. The contractor shall abide by

the instructions of the SMC Representative, if given in this regard.

5.15 POWER OF ENTRY

In case the contractor does not execute the work in the manner described in the contract

documents or if he shall at any time in the opinion of the Engineer-in-charge: -

(i) Fail to maintain the plant in conformity with contract document or

(ii) Substantially suspend work or the works for a continuous period of 15 days without

permission from the Engineer-in-charge, or

(iii) Fail to carry on and execute the works to the satisfaction of the Engineer-in-charge, or

(iv) Commit or suffer or permit any other breach of any of the provisions of the contract on his

part to be performed, or

(v) If the contractor abandons the works, or

(vi) If the contractor during the continuance of the contract becomes bankrupt.

In any of such events, the SMC shall have the power to enter upon the works and take

possession of the plant, materials, spares, equipment, tools and stocks thereon.

5.16 HANDING OVER THE PLANT AFTER EXPIRY OF TERM

After the expiry of term & extension of term as the case may be, contractor shall hand over the

plant to the SMC in excellent condition. The contractor shall demonstrate performance test of all

the major & critical equipment to ensure plant dependable capacity in accordance to the norms

of manufacturer. While handing over the plant contractor shall hand over all technical

documents, literature, and instruction manuals, lists of spare part & tools & tackles. Contractor

will also hand over all the relevant record/ documents.

5.17 DEFECTS/ NON ACHIEVEMENT PLANT DEPENDABLE CAPACITY AFTER HANDING OVER

In order that the contractor could obtain a Handing Over certificate, he shall rectify any defect/

non-achievement of plant dependable capacity in accordance to the norms of manufacturer

arising from the defective maintenance practices or non-compliance of Prudent Utility Practices

or that may have been noticed or developed during/ after the plant has been taken over, the

period allowed for carrying out such works will be normally one month. If any defect could not be

remedied or plant dependable achievement capacity in accordance to the norms of manufacturer

could not be achieved within a reasonable time the SMC may proceed to do the work at

contractor’s risk and expense and deduct from the final bill such amount as may be decided by

All the aforesaid safeguards/ rights provided for the Surat Municipal Corporation shall not

prejudice its other rights/ remedies elsewhere provided herein and/ or under law.

5.18 FINAL PAYMENT

Whenever, in the opinion of the Engineer-in-charge the contractor has completely performed the

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contract on his part, the Engineer in-charge will so certify in writing to the contractor.

The final payment to the contractor shall be made after accounting for all the previous payments/

advances/ adjustments of dues, provided always that contractor furnishes a "NO further claim-

No dues certificate". The release of final payments does not relieve the contractor from his any

other obligations as provided for in the contract.

The SMC shall deduct statutory taxes at source as per prevailing rates from bills of the contractor.

5.19 FAILURE OF THE CONTRACTOR TO COMPLY WITH THE PROVISIONS OF THE CONTRACT

If the Contractor refuses or fails to execute the work or any separable part thereof with such

diligence or fails to perform any of his obligations under the contract or in any manner commits a

breach of any of the provisions of the contract, it shall be open to the SMC, to adopt following

course of action at its option, by written notice to the Contractor.

(i) To determine the contract in which event the contract shall stand terminated and shall

cease to be in force and effect on and from the date the decision is announced by the SMC.

The contractor shall stop forthwith any of the contractor work, then in progress and

handover the work to the SMC. The SMC shall be entitled for recovery of cost/

compensation to complete the unfinished obligations.

(ii) Without determining the contract, to take over the work of the Contractor or any part

thereof and complete the same through a fresh contract or by other means at the risk and

cost of the Contractor.

In the event that SMC proceeds in the manner prescribed in above clause then the whole

or part of the security/ Performance Guarantee furnished by the Contractor is liable to be

forfeited without prejudice to the other rights of the SMC. The SMC shall also have the right

of taking possession and utilizing such materials, equipment and plant, belonging to the

contractor, as may be at the site of the work in order to complete the unfinished work.

The amount that may have become due to the contractor on account of work already

executed by him shall not be payable to him until after the expiry of six months reckoned

from the date of the determination of contract or from the taking over of the work or part

thereof by the SMC as the case may be. Further during this period of six months the

responsibility for faulty workmanship in respect of such completed work shall under the

contract, rest exclusively with the Contractor.

Termination of the contract shall not prejudice or affect the rights of the Surat Municipal

Corporation which may have accrued up to the date of such termination.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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The Scope of Work covered under this specification shall be but not limited to the followings: -

All-inclusive Operation & Maintenance of SMC’s 100 kWp Rooftop Solar Photovoltaic Power

Plant and Accessories of 224 kWh Second-Life Battery Energy Storage System for 05 (Five) Years

installed at Althan Electric Bus Depot of Surat Municipal Corporation, including Hybrid Inverter,

Battery Room, Air-Conditioning System, Fire System, Remote Monitoring System,

Communication System, Metering Communication and allied electrical equipment.

6.1 General Scope

Surat Municipal Corporation (SMC) intends to entrust the complete Operation & Maintenance

(O&M) of its 100 kWp rooftop Solar PV Power Plant and associated accessories of the 224 kWh

Second-Life Battery Energy Storage System (BESS) installed at Althan Electric Bus Depot, Surat, for

a period of 05 (Five) years.

The system is associated with the operation of an electric bus charging facility. Accordingly, the

successful bidder shall maintain the plant and all equipment covered under this contract in a safe,

healthy, reliable and operational condition so that interruption to the electric bus charging

operation is minimized.

The Contractor shall be responsible for:

1. Operation, routine inspection, preventive maintenance and breakdown maintenance

of the Solar PV Power Plant and all equipment specifically included in this scope.

2. Maintaining maximum possible plant availability and ensuring that avoidable failures do not

result in interruption of bus charging operations.

3. Immediate attendance to faults related to the Hybrid Inverter, as the inverter is a critical

equipment for the integrated solar-battery system.

4. Routine operation and health monitoring of the second-life battery system and its associated

accessories; however, core battery maintenance, battery cell/module replacement, battery

refurbishment and battery warranty-related maintenance shall remain outside the scope of

this O&M contract.

5. Maintenance and health monitoring of the Battery Room air-conditioning system of

approximately 4 nos 1.5 TR capacity.

6. Maintenance, inspection and health monitoring of the installed fire detection and fire

suppression system associated with the battery/electrical equipment room.

7. Maintenance of remote monitoring, data communication, communication equipment and

SIM/data connectivity required for monitoring of the Solar PV Plant system.

8. New SIM card/Recharging/renewal of SIM cards/data plans required for the bidirectional

meter, solar meter and remote monitoring system, wherever such SIM/data connectivity is

required for operation and monitoring.

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9. Maintenance of meters, communication interfaces, data loggers, monitoring systems and

associated accessories covered under this tender.

10. Maintaining records of daily operation, faults, alarms, preventive maintenance, breakdown

maintenance, energy generation, equipment health and safety observations.

11. Submission of daily/weekly/monthly/quarterly reports as specified by SMC.

12. Providing adequate trained manpower, tools, tackles, testing instruments, consumables and

minor spares required for proper O&M.

13. The Contractor shall not merely attend breakdowns after failure. The Contractor shall

proactively monitor the system and take preventive action to avoid failure.

6.2 SITE VISIT AND PRE-BID INSPECTION

The bidder shall mandatorily visit the installation site at Althan Electric Bus Depot, Surat, before

submission of the bid.

The bidder shall inspect and understand:

 Existing 100 kWp rooftop Solar PV Plant.

 PV modules and module mounting structures.

 DC cables, cable routes, connectors and junction arrangements.

 Hybrid inverter(s).

 AC distribution system.

 Solar meter and bidirectional meter.

 Second-life battery system and associated battery equipment.

 Battery room/control room.

 Air-conditioning system.

 Fire detection and fire suppression system.

 Earthing and lightning protection system.

 Remote monitoring/data logging system.

 Communication equipment and SIM-based communication.

 Existing electrical interconnections.

 Access arrangements and safety requirements.

 Relationship of the system with the electric bus charging operation.

The bidder shall satisfy itself regarding the actual site conditions, equipment accessibility, cable

routing, installation arrangement and operational requirements before quoting.

No claim arising subsequently due to lack of site inspection or failure to understand the existing

installation shall ordinarily be entertained by SMC.

The existing technical documents indicate the Solar PV plant to be approximately 100 kWp,

comprising of 590 Wp PV modules.

6.3 OPERATION OF SOLAR PV PLANT

The Contractor shall:

 Inspect PV modules for physical damage, cracks, hot spots, discoloration and

abnormal conditions.

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 Carry out module cleaning at regular intervals and whenever required due to dust,

bird droppings, dirt or other contamination.

 Ensure that cleaning is carried out without causing damage to modules, connectors

or mounting structures.

 Inspect module mounting structures for corrosion, loose hardware, deformation and

 Check module clamps, fasteners and associated hardware.

 Check for shading conditions and report any newly developed shading.

 Monitor string-wise performance wherever monitoring facilities are available.

 Identify abnormal generation or string underperformance and rectify the cause.

 Deputation of Engineering and supporting personnel for the periodical and break-

 Successful running of SPV based Power Plant for optimum energy generation.

 Helping in monitoring controlling, troubleshooting, maintaining of records, registers.

 Supply of all spares, consumables and fixing/ repairing of the complete to achieved

desired/ intended energy generation in best engineering manner/ prudent utility

practices prevailing in the field.

 Conducting periodical maintenance check, testing, overhauling and taking preventive

actions for smooth running of SPV based Power Plant as required.

 General up-keeping of all equipment, building parts, SPV based Power Plant area.

 Submission of quarterly reports to SMC on the energy generation & operating

conditions of the SPV based Power Plant.

 Periodical monitoring of the performance of the SPV Modules and regular maintenance of

the whole system including SPV Modules, overhead/ udder ground line, outdoor kiosks,

switchgear, equipments etc. are necessary for extracting and maintaining the maximum

energy output from the solar power plant.

 Maintenance of the SPV based Power Plant shall require to be carried out for 5 years as per

Bid Response Sheet. Necessary spares including capacitors (if required), consumables etc. as

per suppliers recommendation shall be arranged by the bidder at his own cost.

6.4 PERFORMANCE MONITORING

Providing necessary training and guidelines to the site staff for proper and efficient functioning of

entire solar power plant. In, all normal circumstances energy generation should not fall below the

6.5 MAINTENANCE

6.5.1 The contractor shall prepare the preventive maintenance schedules and attend to the

breakdowns keeping in view that the plant availability is always more than 95% and

targeted/ claimed energy generation can be achieved.

6.5.2 The contractor shall carry out the periodical/ plant maintenance as given in the

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manufacturer’s service manual and perform minimum two certified services per year.

6.5.3 Regular periodic checks of the SPV based Power Plant shall be carried out as a part of

routine preventive maintenance during low sunlight period. In order to meet the

maintenance requirements stock of consumables are to be maintained as well as various

spare as recommended by the manufacturer at least for 2 years to be kept for usage/

arranged immediately for replacement at sites.

6.5.4 Maintenance of other major equipment involved in SPV based Power Plant are SPV (SPV)

Modules, Power conditioning Unit, Data logger, Module Mounting Structures, Cables and

hardware’s, Junction box and Distribution boxes, Earthing kit, PVC pipes and accessories

etc. switchgears and metering panel. Particular care shall be taken for outdoor equipment

to prevent corrosion. Cleaning of the SPV modules every fortnight interval or whenever

necessary. Resistance of the earthing system as well as individual earth resistance is to be

measured and recorded at required interval as per normal practice. If the earth resistance

is high suitable action is to be taken to bring down the same within the limits.

6.5.5 Please clearly note that necessary maintenance arrangements for cleaning/ washing of

SPV modules shall be done by contractor free of cost. All materials/ equipment shall be

arranged for washing & cleaning by the contractor permanently/ whenever necessary

free of cost. No excuse shall be entertained in event of improper/ non-satisfactory power

generation due improper cleaning of SPV modules.

6.5.6 DC System: The Contractor shall periodically inspect and maintain all DC-side equipment,

including solar/string cables, MC4 connectors, junction/combiner boxes, DC isolators,

fuses, cable glands, terminations, trays and supports. Particular attention shall be given

to insulation condition, loose connections, overheating, mechanical damage, rodent

damage and proper cable routing, as per the as-built installation and manufacturer’s

recommendations.

6.5.7 Hybrid Inverter: The Hybrid Inverter shall be treated as critical equipment due to its

direct connection with the Solar PV Plant, BESS and electric bus charging system. The

Contractor shall continuously monitor its operating status, alarms, fault codes, DC/AC

parameters, temperature, cooling, communication and physical condition, carry out

preventive maintenance as per OEM recommendations, and maintain proper

alarm/event records.

Any inverter trip, failure or abnormal condition shall be attended on priority and

without avoidable delay. The Contractor shall immediately investigate and rectify the

fault, inform SMC, coordinate with the OEM where required and ensure that the inverter

is not kept switched OFF unnecessarily. Warranty-related issues shall also be immediately

coordinated with the OEM without delaying restoration of the system.

6.5.8 SECOND-LIFE BATTERY SYSTEM: The installation includes a 224 kWh Second-Life Battery

Energy Storage System (BESS) integrated with the Solar PV/Hybrid Inverter system for

electric bus charging operations. The battery system has an 8-year warranty.

The Contractor shall carry out routine operational and safety inspections of the battery

system and associated accessories, including visual inspection, BMS/alarm and

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temperature indications, communication status, ventilation, housekeeping, accessibility,

fire protection and associated air-conditioning. Any abnormal condition, alarm, smoke,

leakage, overheating or physical damage shall be immediately reported to SMC.

Core battery maintenance is excluded from this tender. Battery cell/module replacement,

refurbishment, internal repair, capacity restoration, cell balancing requiring OEM

intervention, BMS firmware modification and battery cell testing/replacement shall not

be the Contractor’s responsibility. However, the Contractor shall immediately report such

defects and coordinate with SMC/OEM/warranty agency for necessary action. This

exclusion shall not relieve the Contractor from routine safety inspection, monitoring,

alarm reporting and maintenance of the associated accessories covered under this

6.5.9 AIR-CONDITIONING SYSTEM: The Contractor shall maintain the approximately 1.5 TR

air-conditioning system of the Battery/Control Room, including indoor/outdoor units,

compressor, blower, filters, thermostat, refrigerant and drain system, electrical/control

connections, coil cleaning, filter maintenance, temperature monitoring and checking for

leakage, abnormal noise/vibration and cooling performance. The Contractor shall ensure

that the room temperature remains within the limits recommended by the equipment

manufacturers, and any AC failure shall be treated as a priority safety-related issue due

to the presence of battery and electrical equipment.

6.5.10 Fire System: The Contractor shall routinely inspect and maintain the fire detection and

fire suppression system of the battery/electrical equipment room, including panels,

detectors, alarms, suppression controls, backup power, associated wiring and system

health. A weekly Fire Safety & Fire Suppression System Healthiness Report shall be

submitted to SMC, and any fault, damage or abnormal condition shall be immediately

reported. The fire suppression system shall not be bypassed or kept non-functional

without prior intimation to SMC and appropriate temporary safety measures. The

Contractor shall also inspect and maintain solar module, structure, inverter, ACDB,

battery and equipment earthing, earth pits, conductors and lightning protection

system, wherever provided, and shall periodically measure and record earth resistance

and take corrective action wherever required.

6.5.11 AC Electrical System: The Contractor shall maintain all AC-side equipment including

ACDB, LT panels, MCCB/MCB/isolators, contactors, relays, surge protection devices,

metering panels, AC cables, cable glands and terminations, busbars, meters, auxiliary

power supply, protection and control wiring. Regular inspection shall be carried out for

loose connections, overheating, abnormal noise, burning smell, corrosion, damage and

insulation deterioration, including periodic thermographic inspection wherever

6.5.12 The Contractor shall maintain the Solar Generation Meter, Bidirectional Meter,

communication modem, SIM/data connectivity, communication cables/interfaces and

data transmission system. The Contractor shall be responsible for required SIM/data

recharge or renewal during the contract period and shall promptly attend and rectify any

communication or metering-related failure.

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6.5.13 REMOTE MONITORING SYSTEM: The Contractor shall maintain the complete remote

monitoring system, including data logger, monitoring gateway, communication modem,

SIM/data connectivity, monitoring platform, remote access, alarm/event monitoring,

historical data, energy generation data, inverter status and available BESS/BMS

information. The system shall remain operational throughout the O&M period and any

communication failure shall be investigated and rectified promptly.

6.5.14 DAILY SITE VISIT / DEPLOYMENT OF MANPOWER: The Contractor shall deploy at least one

trained and competent person daily at site for routine inspection and maintenance of the

Solar PV, Hybrid Inverter, BESS-associated equipment, fire system, air-conditioning,

electrical panels, meters and remote monitoring system. The person shall check alarms,

faults, safety and housekeeping, maintain the Daily O&M Logbook and immediately

report any abnormal condition to SMC.

6.5.15 PRIORITY DUE TO ELECTRIC BUS CHARGING OPERATION: Since the Solar PV/BESS system

is associated with electric bus charging operations, all faults affecting or potentially

affecting charging shall be treated as TOP PRIORITY. The Contractor shall maintain

adequate manpower, tools, spares and OEM coordination for prompt breakdown

attendance and shall not delay attending faults related to the Hybrid Inverter, Solar PV,

BESS-associated equipment, charging-supporting electrical system, metering,

communication, fire safety or battery-room cooling.

6.5.16 BREAKDOWN MAINTENANCE: The Contractor shall immediately attend all breakdowns

reported through SMC/site personnel, telephone, mobile, email or remote monitoring

alarms and shall maintain a Breakdown Register recording the date/time of fault,

equipment affected, fault indication, response time, cause, corrective action, materials

replaced, restoration time, equipment status and preventive action recommended.

6.5.17 PREVENTIVE MAINTENANCE: The Contractor shall prepare and follow a preventive

maintenance schedule covering daily, weekly, monthly, quarterly, half-yearly and yearly

inspection and testing of the Solar PV Plant, inverter, electrical equipment, meters, BESS-

associated equipment, fire system, air-conditioning, communication system, cables,

earthing and other equipment covered under the contract, in accordance with OEM

recommendations and applicable statutory requirements.

6.5.18 SOLAR MODULE CLEANING :The Contractor shall carry out periodic cleaning of all Solar

PV modules based on site conditions and whenever dust, bird droppings or other

contamination affects generation, and shall arrange all required labour, water, cleaning

equipment, safety equipment, access equipment and consumables at its own cost. Any

avoidable loss of generation due to improper cleaning shall be the responsibility of the

6.5.19 SPARES, CONSUMABLES, TOOLS AND TESTING EQUIPMENT: The Contractor shall arrange

all necessary tools, tackles, testing instruments, safety PPE and routine consumables

required for O&M, including multimeter, clamp meter, insulation resistance tester, earth

resistance tester, electrical hand tools, torque tools, cleaning equipment, communication

equipment and inverter/monitoring service interfaces, and shall use genuine and suitable

replacement parts.

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O & M of 100 KWp Rooftop Solar Plant at Althan depot

6.5.20 SAFETY REQUIREMENTS :Safety shall be the primary responsibility of the Contractor, who

shall ensure use of appropriate PPE, electrical isolation and lock-out/tag-out procedures,

safe rooftop working, fire safety, controlled access to battery/electrical equipment,

proper housekeeping, safe handling of equipment and emergency response, and shall not

bypass protection systems or carry out unsafe modifications without authorization.

Special precautions shall be taken due to the presence of battery energy storage

6.5.21 HOUSEKEEPING: The Contractor shall maintain proper housekeeping of the

inverter/control room, battery room, electrical panels, solar plant area, cable routes,

metering area and equipment surroundings, ensuring that no combustible material,

waste, water accumulation or obstruction is permitted near electrical and battery

6.5.22 PERFORMANCE MONITORING: The Contractor shall continuously monitor Solar PV

performance and analyse daily/monthly generation, inverter and string performance

where available, plant availability, equipment downtime, fault frequency, applicable

irradiation/performance indicators, energy import/export and available BESS operating

parameters. Any abnormal performance shall be immediately reported to SMC along with

the probable cause and proposed corrective action.

6.5.23 PLANT AVAILABILITY: The Contractor shall maintain the Solar PV Plant and covered

associated equipment at the highest practical availability, with a minimum target plant

availability of 95%, subject to SMC-approved exclusions such as grid failure, force

majeure, authorized shutdowns and specifically excluded battery core failures.

Contractor-related delays, communication failures, inadequate maintenance or avoidable

shutdowns shall not be treated as excusable outages.

6.5.24 REPORTING REQUIREMENTS: The Contractor shall submit weekly, monthly and quarterly

O&M reports covering generation, inverter and equipment status, BESS health indication,

fire system, air-conditioning, metering, remote monitoring, alarms, safety observations,

breakdowns, preventive maintenance, plant availability, downtime, spares consumed,

pending defects and recommendations, with the quarterly report providing an overall

equipment-wise health and performance assessment.

6.5.25 WARRANTY COORDINATION: The Contractor shall identify warranty-related failures,

immediately inform SMC, raise and follow up warranty complaints, coordinate

OEM/service-provider visits and repair/replacement, and maintain warranty records until

restoration. For the 8-year warranted Second-Life Battery System, the Contractor shall

assist SMC in warranty coordination during the 5-year O&M period, while core battery

maintenance remains excluded from this contract.

6.5.26 MODIFICATION / UNAUTHORISED WORK: The Contractor shall not modify the Battery

System, Hybrid Inverter, protection system, fire suppression system, electrical panels,

metering, monitoring or Solar PV system without prior written approval of SMC, and no

software or firmware modification shall be carried out without approval of SMC/OEM

wherever applicable.

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6.5.27 EMERGENCY RESPONSE: In case of smoke, fire alarm, battery abnormality, electrical fault,

inverter failure, major cable fault, short circuit, fire suppression activation, abnormal

battery temperature or any other hazardous condition, the Contractor shall immediately

take appropriate safety action, inform SMC and follow the approved emergency

procedure, without compromising safety merely for restoring generation or equipment

6.5.28 According to the recommendations stock of special tools and tackles shall be maintained

for SPV based Power Plant and other major electrical equipment.

6.5.29 A maintenance record is to be maintained by the contractor to record the regular

maintenance work carried out as well as any breakdown maintenance along with the date

of maintenance reasons for the breakdowns steps have taken to attend the breakdown

duration of the breakdown etc.

6.5.30 The Contractor shall deploy enough manpower at SPV based Power Plant site to carryout

break-down and preventive maintenance schedules as specified.

6.5.31 The Contractor will attend to any breakdown jobs immediately for repair/ replacement/

adjustments and complete at the earliest working round the clock.

6.5.32 The Contractor shall immediately report the accidents, if any, to the Engineer In charge

& to all the concerned authorities as per prevailing law of the state showing the

circumstances under which it happened and the extent of damage and/ or injury caused.

Maintenance contractor would be solely & fully responsible/ liable to pay for any losses/

damages/ claims, etc. and SMC will be fully indemnified for such losses/ claims.

6.5.33 The Contractor shall comply with the provision of all relevant Acts of Central or State

Governments including payment of Wages Act 1936, Minimum Wages Act

Employer's Liability Act 1938, Workmen's Compensation Act 1923, Industrial Dispute Act

1947, Maturity Benefit Act 1961, Employees State Insurance Act 1948, Contract Labour

(Regulations & Abolishment) Act 1970 or any modification thereof or any other law

relating whereto and rules made there under from time to time.

6.5.34 The contractor shall at his own expense provide all amenities to his workmen as per

applicable laws and rules.

6.5.35 The Contractor shall ensure that all safety measures are taken at the site to avoid

accidents to his or his Co-contractor or SMC's Workmen.

6.5.36 If in the event of negligence or mal-operation by the contractor's contractor any failure of

equipment take place such equipment should be repaired/ replaced by contractor at free

6.5.37 HANDOVER AT END OF O&M PERIOD: At the end of the five-year O&M period, the

Contractor shall hand over the plant to SMC/next O&M agency in healthy and operational

condition and submit complete maintenance, breakdown, preventive maintenance,

testing, meter, generation, fire system, AC, remote monitoring and warranty records,

along with pending defect list, equipment health report, replaced components and future

O&M recommendations. The Contractor shall also assist SMC in joint inspection and

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O & M of 100 KWp Rooftop Solar Plant at Althan depot

formal handover.

6.5.38 GENERAL CONDITION: The Contractor shall carry out all activities reasonably required for

safe, reliable and efficient O&M of the equipment covered under this contract, in

accordance with OEM recommendations, approved procedures, applicable statutory

requirements and SMC instructions. Core maintenance, refurbishment or replacement of

Second-Life Battery cells/modules shall remain excluded from the Contractor’s scope. The

Contractor shall ensure proper electrical, fire and battery safety, equipment protection,

reliability and continuity of electric bus charging operations.

6.6 QUALITY SPARES & CONSUMABLES

In order to ensure longevity safety of the core equipment and optimum performance of the

system the contractor should use only genuine spares of high quality standards as recommended

by manufacturers.

6.7 TOOLS AND TACKLES

The Contractor shall arrange for all the necessary tools and tackles etc. for carrying out all the

maintenance work covered under this contract.

6.8 REGARDING THE HANDOVER OF THE SOLAR PLANT:

After issuance of the work order, the plant will be handed over to the contractor in a functional

and operational condition.

During the handover process, if certain Minor faulty components identified in the survey

conducted by the Contractor, such components are to be procured and replaced by the

Contractor to ensure the plant is operational.

However, once the plant is handed over in healthy condition, the complete responsibility of O &

M of the plant shall be in scope of the contractor.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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O & M of 100 KWp Rooftop Solar Plant at Althan depot

TECHNICAL SPECIFICATIONS OF EXISTING SPV PLANT

The Grid Connect Solar Power Generating System consists of mainly three components viz. the

SPV (SPV) array, module mounting structure and the power conditioning unit (PCU)/ inverter. The

SPV array converts the solar energy into DC electrical energy. The module mounting structure

holds the modules in required position and the DC electrical energy is converted to AC power by

the PCU, which is connected to the power grid. The AC power output of the inverter is fed to the

AC distribution board through metering panel and isolation panel. The 415 V AC output-3Ø of the

system can be utilized or as an option it could be stepped up to the required voltage level and

after synchronizing with the grid, can be exported to the grid.

7.2 IDICATIVE TECHNICAL SPECIFICATION OF EXISITING 100 KWP ROOFTOP SOLAR PV POWER

7.2.1 The Bidder shall refer to the indicative technical specifications of the existing 100 kWp

rooftop solar PV power plant. The contractor must visit each rooftop project site and

collect the necessary details at their own expense before bidding. SMC will not be

responsible for providing detailed technical specifications of the existing rooftop solar PV

Sr. Description Specification

1 Solar PV Module Goldi-GS10-T144-GF-590-(590WP)

(Warranty as per Statement attached)

2 Grid Interactive Solar Hybrid Dye Hybrid Inverter RPI -SUN-12K-

Inverter SG04LP3-EU

(warranty valid for 5 years From Invoice 21-

3 Module Mounting Structure Drawing and details Attached

4 AC Distribution Board Multi Drawing and details Attached

5 Cable from Array Drawing and details Attached

Interconnection & to Inverter

6 Cable from Inverter to ACDB Drawing and details Attached

7 Cable from ACDB to LT Panel Drawing and details Attached

7.3 MAINTENANCE CHECKS

The successful bidder shall carry out maintenance checks at regular intervals viz. daily, weekly,

monthly, quarterly, half yearly and yearly basis during warranty period and maintenance period

for which details of such checks shall be furnished along with the bid.

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7.4 STANDARDS & STATUTORY REQUIREMENTS

All works shall be done as per statutory Acts, Rules and Regulations of the Central/ State Govt.

and our own Authorities or as applicable.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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EVALUATION OF BIDS

 Evaluation of both un-priced bids and priced bids shall be done separately.

 Techno-commercial evaluation of the un-priced bids shall be carried out first. This will be done on

the basis of Qualification Documents furnished by the bidder and completeness & conformity of the

bids with respect to the ITB requirements viz: acceptability of terms and conditions of the tender

document, Project completion time quoted by the bidder.

 SMC reserves the right to get the generation calculation verified through an independent agency

and the generation so calculated will be considered for price evaluation.

 However SMC reserves the right:

o To ask for any additional information

o To reject any or all bids without assigning any reason thereof.

Price bids of qualified and techno-commercially acceptable bidders only will be opened.

 Financial evaluation of the bids shall be carried out on the following considerations: -

 Total Present value of Comprehensive Operation & Maintenance charges as per Bid Response

 Information/ data furnished by the bidders in the Bid Response Sheets.

 Financial & Technical Capability.

 The Contractor must fill the Bid Response Sheet No. P1 (O & M Cost)

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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O & M of 100 KWp Rooftop Solar Plant

SECTION-VIII | Bidder's Certificate/ Undertaking cum Affidavit

(to be furnished on Rs. 300.00 non-judicial Gujarat Stamp Paper)

 I/we hereby declare that I/We have persuaded in detail and examined closely the specifications/

general terms & conditions/ special terms & conditions/ important instructions/notes described in the

tender documents. I/We hereby agree to be bound by and comply with all such specifications/terms,

conditions etc.

 The undersigned also hereby certifies the neither our firm ________________________ nor any of its

constituent partners have abandoned any work in india nor any contract awarded to us for such work

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

 The undersign, hereby authorize(s) and request(s) any bank, person, firm or corporation furnish

pertinent information demeed necessary and requested by the department to verify this statement

or regarding my (our) competence and general reputation.

 I/We also certify that I/We have visited the sites and inspected the locations of the proposed work

and have collected all information including any modification work(s) required for execution of works

at site before quoting my/our rates.

 I/We also confirm that my/our offer is strictly in line with the tender specifications, stipulations, terms

and conditions etc. and understand that in the event of any deviations, technical or commercial,

my/our price bid will not be opened.

 I/We also confirm that MIN. 85% OF CLAIMED NET ENERGY GENERATION will be achieved failing which

pre-determined mutually agreed damages as imposed will be acceptable to me/ us.

 I/We have understand the tender specifications/ terms/ conditions/ all content of tender and

particularly intent behind the maintenance of the Solar power plant and bind my/ our self for same.

 If any items/ conditions/ specifications/ scope of work is mentioned differently at more than one

place(s) by chance, most appropriate decided by the department will apply & binding to the

 I/ We understand that the tender spell out the detailed specifications and other terms & conditions

for supply, installation, testing, commissioning inlcuding & peformance expectation during the

contractual period. Every attempt has been made to express, communicate, spell out & define all

terms, condtions, specfication of the works and site conditions etc. related to work; however, I/ We

also understand that work has to be viewed in toto and therefore, any thing missed out has been

considered as a part of the tender eventhough it is not specifically and exclusively mentioned in the

tender by SMC. Tender has been quoted accordingly.

 I/ We have understood the intent of the tender besides content therein. I/ We assures that Solar

power plant shall deliver the claimed performance with the best safety & work shall be carried out in

the best engineering manner & practices prevailing in the field and according to relevant national/

international standards, laws & regulaitons. Tender cost shall be full & final through out the

contractual period.

 Any minor/ major modification works required to achieve above will be done free of cost by me/

us. No claims will be made and no issue will be raised by me/ us in the aforesaid matter(s) at later

date or at any stage.

Seal & Signature of Bidder: -

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.1

PROFORMA FOR ACKNOWLEDGEMENT OF REQUEST FOR PROPOSAL DOCUMENT

The undersigned hereby acknowledges and confirms receipt of the technical-bid document from SMC and

to submit the proposal by due date for carryout All-inclusive Operation & Maintenance of SMC’s

100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery for

05 (Five) years installed at Althan Electric bus Depot of Surat Municipal Corporation

The undersigned confirms that the Bidder is in possession of the complete technical-bid.

We confirm that we will be attending the conference.

The undersigned hereby acknowledges that he/ she understands that if the Bidder does not attend the

pre-bid conference. SMC will not respond to inquiries from the Bidder after the date of conference.

NAME (COMPANY) with telephone, fax and e-mail details –

Name of signatory (printed)

Title of signatory (printed)

The form should be returned by the fax within seven days and should be followed by mailing the form

with the original signature to the attention of Energy Efficiency Cell , SMC, Muglisara, Surat- 395

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.2

PROFORMA FOR DETAILS OF PAST EXPERIENCE IN SITC & O&M OF SOLAR PV BASED POWER

(1) SITC and Maintenance works of SPV based power plant projects undertaken in Gujarat or India

for total capacity in the last five years.

(2) SITC and Maintenance contract in hand indicating capacity thereof.

Note: The bidder should give all relevant documents for our satisfaction regarding fulfillment of the

qualifying criteria in Bid Response Sheet 2 (A) and provide extra sheets also (if necessary); failing

with bid is not likely to be considered.

LIST OF SPV BASED POWER PLANT INSTALLED THRU TURNKEY PROJECT IN GUJARAT/ INDIA

DURING PRECEDING THREE YEARS FROM DUE DATE OF SUBMISSION OF OFFERS: -

SITC and O&M Work Order Total capacity Place (Location Name & Contact

of power & State) Details of

plant authorised person

Date of WO No. Name of Organization

Please attach separate sheet for Gujarat site.

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.3

DETAILS OF BIDDER

Additional City Engineer (Ele/ Mech),

Surat Municipal Corporation

Light & Energy Efficiency Cell,

Room # 117, 3rd Floor,

Main Office Building, Muglisara,

Sub: Tender Document No.________________ for the work of All-inclusive Operation & Maintenance

of SMC’s 100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery

for 05 (Five) years installed at Althan Electric bus Depot of Surat Municipal Corporation.

2 Number of Years in Operation

3 Address of Registered Office

4 Operation Address

(if different from above)

5 Telephone Number

(Country code) (Area Code) (Telephone Number)

6 E-mail address

(Country code) (Area Code) (Telephone Number)

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O & M of 100 KWp Rooftop Solar Plant

9 ISO Certification, if any

{If yes, please furnish details}

10 Bid Currency : Indian Rupee

11 Banker’s Name

14 Bank Account Number

15 GST Registration No.

It is certified that the information provided above is true to the best of my knowledge and belief. If any

information found to be concealed, suppressed or incorrect at later date, our tender shall be liable to

rejected and our company debarred from executing any business with SMC.

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.4

FINANCIAL AND TECHNICAL

PARAMETERS OF THE ORGANISATION

(To be furnished by the Bidder)

Name and Address of the bidder -----------------------------------------

Phones: E-mail Fax:

1. Latest Balance sheet filed with ROC (Attach audited copies of annual accounts of past 3 years).

Indigenous Bidders to attach copy of accounts audited under section 44AB of Income Tax Act.

a) Current period

b) During the last financial year

c) During the year before last financial year

3. Net Sales (in respective currency)

a) Current period

b) During the last financial year

c) During the year before last financial year

4. Certificate of financial soundness from the bankers

5. Income Tax: To furnish copies of the following

documents:Permanent Account No. :

Last Income Tax return copy

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.5

DETAILS OF TECHNICAL STAFF AVAILABLE WITH THE BIDDER FOR O&M OF WORK

Sr. Name Relevant Additional Total Years of Remarks

Qualification Certifications Relevant

Kindly submit copies of resumes and appropriate certifications with this sheet. Additional sheets

may be used to provide accurate information.

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.6

PROFORMA FOR EXCEPTIONS AND DEVIATIONS

The bidder is required to stipulate the list of exceptions and deviations, if any, in the proforma given

below only. Any deviations given elsewhere in the offer will not be considered.

Sr. Agreed or Exceptions & Deviations with

No. Terms & Conditions Not Justifications

1. Tenders will be valid for a period of

120 days from the last date of

submission of the technical bid in hard

2. Scope of work - Maintenance for

3. Terms of payment

4. Firmness of price

1. Attach separate sheet (duly signed), if necessary

2. Information given in this Response Sheet shall be treated as final. Any variations observed

elsewhere in the bid shall be ignored while evaluating the bid.

Signature of Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.7

BIDDER’S QUALIFICATION FOR

Sr. Item Particulars

(i) The bidder must have successfully completed the work during last

years in which the tenders are invited should be either of followings: -

[A] Eligibility Criteria for bidders having experience of Operation &

Maintenance of Grid-connected Rooftop type Solar PV Power

 Single completed work of min. capacity of 80 kWp

 Two completed works of min. capacity of 50 kWp each

 Three completed works of min. capacity of 40 kWp each

Note: - The above work execution is for aggregate capacity of

single work order.

[B] Eligibility Criteria for bidders having experience of Supply,

Installation, Testing and Commissioning work of Grid-connected

Rooftop type Solar PV Power Plants

 Single completed work of minimum capacity of 80 kWp

 Two completed work of minimum capacity of 50 kWp

capacity each. or

 Three completed work of minimum capacity of 40 kWp

(i) The Average Annual Turnover of the bidder shall not be less than Rs.

1,35,300/- during the last three (3) financial years i.e. 2022-23, 2023-24

and 2024-25. C.A.’s certificate must be furnished for the same.

(ii) Tenderer has to furnish latest valid solvency certificate along with the

technical bid of amount equivalent to min. 20% of total estimated cost

i.e. Rs. 96,600.00 issued by nationalized/ schedule bank and not more

than one year old from the last date of submission of technical-bid.

Signature of the Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.8

DECLARATION OF COMPLIANCE

Additional City Engineer (Ele/ Ele & Mech),

Surat Municipal Corporation

Light & Energy Efficiency Cell,

Room # 117, 3rd Floor,

Main Office Building, Muglisara,

Sub: Declaration of Compliance for the Bid for the work of All-inclusive Operation & Maintenance of

SMC’s 100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery

for 05 (Five) years installed at Althan Electric bus Depot of Surat Municipal Corporation.

This is to certify that I ………………………………………………………….., am the duly authorized signatory

appointed on behalf of my organization to submit this Bid. The authorization letter is attached herewith.

I agree to all the terms and conditions set forth in this Tender Document.

If awarded the job, the job work shall also conform to the terms and conditions, as well as

specifications indicated in the Tender documents and as finally indicated by the Evaluation Committee.

I further certify that all the information provided in this document is accurate to the best of my

Designation:…………………………..

Signature of the Bidder

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet No.9

FORMAT OF POWER OF ATTORNEY AS AUTHORIZED SIGNATORY

(On a non-judicial stamp paper of appropriate value)

Know all men by these presents, We, …………………………… (name of the firm and address of the registered office)

do hereby irrevocably constitute, nominate, appoint and authorise Mr. / Ms (Name), son/daughter/wife of

and presently residing at ………………………………….., who is presently employed with us and holding the

position of ………………………….., as our true and lawful attorney (hereinafter referred to as the “Attorney”) to

do in our name and on our behalf, all such acts, deeds and things as are necessary or required in connection

with or incidental to submission of our Bid for the Work of All-inclusive Operation & Maintenance of SMC’s

100 kWp Rooftop Solar Photovoltaic Power Plants and Accessories of second life Battery for 05 (Five) years

installed at Althan Electric bus Depot of Surat Municipal Corporation, pursuant to the tender document

no……………… issued by Surat Municipal Corporation (SMC),including but not limited to signing and submission

of all applications, Bids and other documents and writings, participate in Bidders’ and other conferences and

providing information / responses to the Company, representing us in all matters before the Company, signing

and execution of all contracts including the Contract Agreement and undertakings consequent to acceptance

of our Bid, and generally dealing with the Company in all matters in connection with or relating to or arising

out of our Bid for the said Work/s and/or upon award thereof to us and/or till the entering into of the Contract

Agreement with SMC.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things done

or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by this Power

of Attorney and that all acts, deeds and things done by our said Attorney in exercise of the powers hereby

conferred shall and shall always be deemed to have been done by us.

IN WITNESS WHEREOF WE, ………………………….., THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS POWER

OF ATTORNEY ON THIS ……………………… DAY OF…………………….., 20.….. For……………………………..

(Signature, name, designation and address)

Accepted Notarised

(Signature, name, designation and address of the Attorney)

1. The mode of execution of the Power of Attorney should be in accordance with the procedure, if any,

laid down by the applicable law and the charter documents of the executant(s) and when it is so

required, the same should be under common seal affixed in accordance with the required procedure.

2. Wherever required, the Bidder should submit for verification the extract of the charter documents

and documents such as a board or shareholders resolution/ power of attorney in favour of the person

executing this Power of Attorney for the delegation of power hereunder on behalf of the Bidder.

3. For a Power of Attorney executed and issued overseas, the document will also have to be legalised by

the Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being issued.

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant

However, the Power of Attorney provided by Bidders from countries that have signed the Hague

Legislation Convention, 1961 are not required to be legalised by the Indian Embassy if it carries a

conforming Apostle certificate.

4. This format for Power of Attorney is for reference and in case a Bidder has a different format approved

by their management then the same can submitted.

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O & M of 100 KWp Rooftop Solar Plant

Bid Response Sheet -P1

Name Of Work :- All-inclusive Operation & Maintenance of SMC’s 100 kWp Rooftop Solar

Photovoltaic Power Plants and Accessories of second life Battery for

(Five) years installed at Althan Electric bus Depot of Surat Municipal

Sr.No. Total Amount without GST (Rs. per annum)

Sr.No. Total Amount without GST (Rs. per annum)

Particulars To be Quoted Online Only

1 1st Year O & M Cost

2 2nd Year O & M Cost

3 3rd Year O & M Cost

4 4th Year O & M Cost

5 5th Year O & M Cost

** Total amount for 5 years (Rs.)

** Total amount for 5 years (Rs.)

 Rates offered must be inclusive of all taxes/ duties, all other charges/ expenses applicable to

operate & maintain Solar power plant in appropriate working condition, excluding GST etc.

 All statutory charges will be paid by SMC directly to the respective agencies/ organisations.

 Insurance policies/ covers of the entire 100 kWp Grid-Connected Rooftop Solar Photovoltaic

Power Plant will be taken by SMC every year.

 Please note that no price escalation will be given. Hence, bidder requested to quote their rates

Seal & Signature of Bidder: -

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

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O & M of 100 KWp Rooftop Solar Plant

PROFORMA OF BANK GUARANTEE TOWARDS

OPERATION & MAINTENANCE PERFORMANCE GUARANTEE

(On non-judicial stamp paper of appropriate value)

The Municipal Commissioner,

Surat Municipal Corporation,

Ref:- Bank Guarantee towards Operation & Maintenance performance guarantee .

Whereas M/s. (Name & Address) ……… (hereinafter called "The Bidder”) have bid for

And whereas the conditions of bid aforesaid provide, inter alia, that the bidder shall pay to SMC (Address)

(hereinafter referred to as “Beneficiary”) a sum of Rs. _______________ ( Rupees …………………only) as

Operation & Maintenance Performance Guarantee in the form and manner and subject to the terms

therein mentioned. And whereas the bidder has agreed to provide a BG through a Schedule Bank

(Cooperative Bank not accepted) for Rs.__________ towards Operation & Maintenance performance

Now in consideration or the promises, we ( Bank ) _____________ having our office at (Address)

_________________ have agreed to and hereby give such guarantee as is hereinafter mentioned in your

We (Bank Name) …………………………….. of (Address) ………………………. (hereinafter called "The Bank") do

hereby unconditionally, unequivocally and irrevocably undertake to pay the amount due and payable

under this guarantee without any demur, contest or protest and without any reference to the Bidder (

Name & Address) ___________ merely on demand from the beneficiary ( SMC ) stating that the amount

claimed is due from the said Bidder (Name)__________. SMC shall be the sole judge and its decision

communicated to us in this regard shall be final and conclusively binding on us.

SMC will have the full liberty without reference to us and without affecting this guarantee, postpone

for any time or from time to time the exercise of any of the powers and rights conferred on you under

the said bid with the said bidder and to enforce or to forbear from enforcing any powers or right or by

reason of time being given to the said bidder which under law relating to the sureties would but for the

provision have the effect of releasing us. Any such time/indulgence/forbearance and/or any act or

omission or commission on your part will not vitiate our this guarantee.

We (Bank’s Name & Address)_________ undertake to pay to SMC any money so demanded forthwith

notwithstanding any dispute(s) raised by in any suit or proceeding(s) pending before any court or tribunal

relating thereto, any liability under this presents being absolute and unequivocal. The payment shall be

made to SMC on receipt of invocation of this Bank Guarantee. The payment so made by us under this

guarantee shall be a valid discharge of our liability for payment there under and that the Bidder (Name)

shall have no claim whatsoever against us for making such payment.

The guarantee herein contained shall not be determined or affected by the liquidation or winding up,

dissolution or change of Constitution or insolvency of the said bidder but shall in all respects and for all

purposes be binding and operative until full payment is received by you as if this is a continuing guarantee

to secure your ultimate dues in this premises.

We have power to issue this guarantee in your favour under Memorandum and Articles of Association

and undersigned has full power to do under the Power of Attorney dated ……………. granted to him by the

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant

You will be at liberty to alter the terms and conditions of the said bid and/or to take any other

security/guarantee/promissory notes from the bidder or others which will not affect/vitiate/discharge

our this guarantee.

We_______(Name of Bank) further undertake that no change in the terms of the Bank Guarantee will

be made during its currency except with the previous consent of SMC in writing.

This guarantee will bind our successors and assigns and will remain operative irrespective of any

change in the constitution of our Bank and/or the bidder or the provision or contract between SMC and

Our liability under this guarantee is restricted to Rs. …………(Rs......................only) and this guarantee

shall remain in force till (date) …………………. and unless a demand or claim to enforce the guarantee is filed

with us in writing on or before (date)________, we shall be relieved and discharged from all our liabilities

For the purpose of enforcing legal right/remedies in respect of this guarantee, we agree with you that

only -------- Courts in the State of Gujarat shall have exclusive jurisdiction.

Signed and delivery this _________ day of _________

Yours faithfully,

For and on behalf of Bank

Signature of a person duly authorised

to sign on behalf of the Bank.

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No. 01 Page

O & M of 100 KWp Rooftop Solar Plant

UNDERTAKING FOR NET ENERGY GENERATION GUARANTEE (NEEGG) FOR 05 YEARS

(On non-judicial stamp paper of appropriate value)

Sr. Solar 1st Year 2nd Year 3rd Year 4th Year 5th Year

KW kWh kWh kWh kWh kWh

1 100 Kwp Solar Roooftop

Plant at Althan Electric 100 147700 147100 146500 145900

We, M/s [Company Name], hereby confirm that we agree to provide the Net Energy Generation Guarantee (NEEGG) as mentioned above, in

accordance with Annexure – II.

I/c. Executive Engineer (Ele),

Light & Energy Efficiency Cell,

Surat Municipal Corporation.

Designation:…………………………..

Seal of Bidder:……………………… Signature of the Bidder

 THESE UNDERTAKING IS MUST OTHERWISE OFFER OF SUCH BIDDER SHALL BE REJECTED.

Online Tender Notice No. ACE (Ele/Mech)/ Light & EEC/05/2025-26, Work No.01 Page