WBPWD/SSE/SWEC/NIQ06/2026-27

Day to day Comprehensive preventive and corrective maintenance of the following Air Conditioning Units installed at Adminitrative complex , Nimtouri, Purba Medinipur.

1.5 TR Capacity split type AC Machine - 91 Nos. (Quantity- 91 Nos x 12 Months = 1092 Unit)

2 TR Capacity split type AC Machine -124 Nos ( Quantity-124 x 12 Months = 1488 Unit)

TERMS AND CONDITIONS FOR AC MAINTENANCE:-

Objective:- The guiding philosophy of this contract shall be “Public Interest”, and all activities shall be carried out accordingly. The objective of Comprehensive preventive and corrective maintenance is:  To prevent fire hazards arising from RAC installations  To ensure safety of occupants and the general public  To minimize breakdowns and associated downtime and to ensure performance at desired efficiency. Any incident due to poor maintenance, especially fire hazards, shall be viewed seriously and the contractor shall be held fully responsible.

A. Scope of work:- The scope includes routine, preventive, corrective and Breakdown maintenance of the all Window, Split, Concealed Split, cassette, ductable, Tower & Package type AC machines, starting from Power supply point (Timer/Starter) to complete AC unit, within the premises, including but not limited to Supply, repair, and replacement of all spare parts and components.

A.1 General Requirements 1.1 Spare Parts & Components and activities Covered The contract includes repair/replacement of:  Compressor  Blower motor / fan motor  Condenser & evaporator coils  P.C.B. and Power Supply Card, wherever applicable.  Copper tubing and piping  Capacitors (mandatory P2/S2 type, IEC 60252-1 compliant)  Relays, thermostats, contactors  Remotes  Air filters  Electrical wiring and controls related to A.C. machines  Sheet metal body parts  Nitrile Rubber Insulation of different sizes  Minor Duct repair including G.I. Sheet, Thermal and Acoustic Insulation, mason covering for outside ducts etc.  Refrigerant gas  Drain Pump All replaced materials must be:  New and OEM approved quality  Approved by Engineer-in-Charge (EIC) prior to installation

The agency shall: 1.2 Materials & Consumables Provide all consumables required for maintenance, including:  Cotton waste, insulation tape, Ferrules and lugs, Lubricants &grease, cleaning agents, Soaps etc.  Fasteners, nuts& bolts, Drain pipe fittings, Copper pipe insulation, Contact cleaner spray  Belts for AHU / ductable blowers, Refrigerant  All Logbooks and/ or Register as mentioned in this document.

1.3 Tools & Instruments Provide and maintain calibrated tools and instruments, including:  Digital multimeter, Digital Clamp-on ammeter  Insulation resistance tester, Thermal Imaging Scanner  Pressure gauges, Infrared thermometer and Digital Psychrometers  Decibel Meter or SPL (Sound Pressure Level) Meter  Air velocity meter / anemometer  Coil cleaning chemical sprayer  Fin comb for condenser/evaporator fins  Vacuum cleaner / blower for cleaning indoor and outdoor units  High-pressure Water jet pump for condenser coil cleaning  Vacuum pump and Refrigerant charging hose set  Nitrogen cylinder with regulator for pressure testing  Brazing set with gas cylinder  Drain line flushing pump  Complete set of screwdrivers, Line Tester, Pliers & Stripper, spanners, Allen keys, adjustable wrenches, Hackshaw & Hammer, Electric Drill machine.  Insulated ladder  Chain pulley block (for heavy equipment where required)etc.

1.4 Uniform and Safety Gear (Applicable only when dedicated manpower is included in BOQ) Ensure all staff use proper uniforms. Provide at least two sets of uniforms and safety gear (helmet, Umbrella, raincoat, gumboots, etc.) to each staff member. The color end embossing should be as per direction of EIC.

1.5 Attendance & Monitoring (Applicable only when dedicated manpower is included in BOQ)  Provide biometric attendance system for agency deployed staff if dedicated manpower is considered in BOQ.  Maintain and monitor attendance records  Maintain Registers and logbooks

1.6 Security Ensure watch and ward of all installations

A.2 Preventive Maintenance The agency shall carry out the following preventive maintenance activities with minimum frequency indicated against each activity:

A.2.1 Monthly Activities  Checking of Grill Temperature and Room Temperature  Measuring Supply Voltage and current drawn by the machine  Checking of Blower and Swing Motor, wherever applicable.  Checking of Thermostat for proper functioning  Cleaning of filters, coils, blowers  Checking refrigerant levels/ pressures and leakage of gas  Checking of all power and signal terminations  Checking wiring between indoor and outdoor units  Cleaning of cooling and condensing coils  Checking condition of Capacitor  Checking of Sound Level  Performance testing  Checking of any unwanted leakage current at the Indoor and outdoor units  Checking the set point of Air-condition machines and if any abnormal temperature setting is noticed, that should be reset and specifically be noted in the log book.

A.2.2Half yearly Activities  Tightening electrical connections

A.2.3Annual Activities  Thorough overhauling  Painting of sheet metal/ support/ wooden frame of RAC/SRC at site A service report shall be submitted after each above activities, duly signed by the maintenance personnel and countersigned by the Agency/ Supervisor of the agency. Each and every activity and measurement value must also be entered in Log book in detail mentioning machine number, location, date & time.

A.4. Asset Identification, Tagging & Register A.4.1 Asset Tagging/ Numbering The agency shall ensure that all AC machines covered under the contract are uniquely identified.  Each AC unit shall be assigned a unique, meaningful identification number (Asset ID) if not already available.  The Asset ID shall be: o Physically marked on the unit using durable, non-fading labels/plates o Clearly visible and permanently affixed  Existing numbering system (if any) shall be verified, standardized, and continued with approval of the Engineer-in-Charge (EIC)

A.4.2 Preparation of Asset Register The agency shall prepare and maintain a comprehensive Asset Register covering all RAC machines under AMC. The register shall include, but not be limited to, the following details:  Asset ID / Machine Number  Type of AC (e.g. Window / Split / Cassette / Ductable)  Capacity (TR / BTU)  Make & Model  Year of Manufacturing / Approximate Age  Serial No  Location (Building / Floor / Room)  Date of Installation (if available)  Condition of Machine  History of Major Repairs (if applicable) The register should be verified by the concerned JE, under his signature and available at site for inspection. A soft copy of register in Excel format shall also be prepared and submitted to concerned J.E.

A.4.3 Updating of Asset Records If an equipment register already exists, the agency shall :  Verify, correct, and update the register  Fill in missing details  Ensure consistency with actual site conditions

A.4.4Inclusion of New Machines Upon expiry of Defect Liability period of a newly installed A.C. Machine, the said machine shall automatically come under scope of this contract without any extra cost (maximum 10% of A.C. machines under AMC at the time of commencement). In that case, such machine(s) should be:  Assigned a new unique Asset ID  Entered into the Asset Register (both Hard and Soft Copies)

B. Workforce Management B.1 If dedicated manpower is not provisioned in BOQ The agency shall B.1.i. Submit mandatorily the list of staffs mentioning their Name, contact Mobile No., category, along with photo copy of proper identity and address proof, valid Aadhaar Card. etc, attested by him, in writing to the concerned JE &AE before commencing the work. B.1.ii. Provide Mobile Nos. of authorized Supervisor and all the Technicians deputed at worksite and such numbers should be intimated to the A.E. &J.E concerned, in writing. The telephone call should be responded without delay.

C. Material Management  The agency shall have to maintain sufficient stock of spares and consumables, as mentioned in A.1.1 and A.1.2. The site should never hamper for the want of spares/ consumables under scope of supply of the agency.  No materials should be taken out of the maintenance site without the permission and necessary challan of the site-in-charge/JE.  Sufficient frequently used Tools & Tackles must be available at site.

D. Operations & Coordination The agency shall  Maintain A.C. machines in such a manner that Grill temperature is maintained within 13℃ - 16℃ (wherever applicable).  Shall not leave any A.C. machine unattended and/ or unmaintained on the pretext of old age and/or present condition.  Maintain communication with EIC / AE / JE at all times  Cooperate with other agencies working at site.

E. Safety & Compliance The agency shall  Follow all electrical safety regulations and take required safety precautions while doing work on the equipments.  observe Local security rules including his staffs.  Maintain vigilance for faults or hazards  Comply with labor laws  Minimum wages as per existing Labor Act should be paid to the Technician(s) and Helper(s) and documentary evidence for the same should be submitted to the concerned JE/ AE. [Applicable only when dedicated manpower is included in BOQ]

F. Liability & Responsibility The agency shall be responsible for:  any loss or damage to any of the A.C. machines or it’s components due to negligence, mishandling or mal-operation by its staffs and shall be liable for rectification / replacement, as the case may be, of the damaged installation/ equipment within time frame to be fixed by concerned A.E. and at own cost, failing which the said rectification/ replacement of affected equipment/ installation would be executed by external agency and the cost thereof would be recovered from the bill/Security Deposit.  conduct and behavior of the Staff engaged / appointed by him. In case any report or complaint of irregularities and/ or misbehaviors against any staff(s), he/ they should be withdrawn. The Department shall be within its right to forbid the entry of such staffs at the site. However, in normal cases, frequent change of Maintenance Staffs will not be allowed.  In case of any Accident and or physical illness of the staffs of the agency, while on duty, no claim will be entertained by this department and all responsibilities thereof should be shouldered by the agency only.  any loss due to theft / pilferage and/or damage to the Govt. property and when such incidence is, in the opinion of the EIC, caused due to negligence, carelessness or any fault on the part of the Contractor or his Workmen / employees engaged for the services. The contractor shall ensure that the character and antecedents of the personnel engaged by him are duly verified before such engagement.

 In case of any accident during the operation and/or maintenance of the Electrical Installations, leading to injuries / damages to human beings / equipment, the agency will settle all claims and indemnify the department against any claims arising out of such accident consequent damages to other system will however be not recoverable from the agency.  The liability of the agency, if any, under various laws is emphasized, in case the Department suffers in any manner due to non-compliance of any law on the part of the agency, the agency shall indemnify the Department in all respects.

G. Documentation & Reporting  Building wise registers / log books are to be maintained separately for Preventive maintenance and Corrective Maintenance. Format of Logbooks/ Registers shall be provided by the Department.  all records in the Logbooks/ Registers must be entered in real time and signed by respective A.C. Technician (each record) authenticated by Supervisor/ Engineer and verified by JE / AE (periodically). The records should contain all activities performed in respect of Preventive Maintenance, Daily Breakdown records, Call entry records, Breakdown & Restoration details (date and time of breakdown, date and time of attending breakdown, date and time of restoration, probable cause of breakdown, details of spares repaired and/or replaced),Date and Time of Overhauling and Painting, Details of spares repaired and/or replace due to normal wear & tear etc., as per prescribe proforma.  Footage of Surveillance Camera should be submitted to concerned JE and AE monthly, who will check the footage and acknowledgement of receipt should be obtained.  All data-filled Log-books shall be property of the Government. As such all the Logbooks should be handed over to concerned A.E. on the expiry of the contract.

H. Payment Terms  Cost towards providing and/or execution of all items, mentioned above shall be borne by the Bidder at his own cost and responsibilities. No additional claim whatsoever shall be entertained in this regard.  Bills should be submitted quarterly with the certification of satisfactory performance of the concerned JE and AE. Photocopy of Logbook/ Service Challans and Attendance Register should also accompany the Bill, if asked for by the EIC.  Bills should accompany Payment aquittance of staffs, along with system generated EPF and ESI Contribution statement of staffs, working at site, up to date of last accounting month and such Contribution amount must be at par with the prevailing Wages[Applicable only when dedicated manpower is included in BOQ].  No claim of payment against any telephone bill (Voice and/or Data) towards usage of agency staff, Call Center Mobile, will be entertained by this department and shall be borne by the Agency.  Final Bill shall be drawn subject toCompletion of annual activities eg. Annual Tests and submission of report

I. Penalties & Deductions  In case of breakdown of Air-condition machines the restoration will have to be done within 24 hours from the time of breakdown. If the machines is required to be removed/shifted to workshop and retained for more than 24 hours, ‘Loan machine’ have to be provided as replacement free of cost (applicable only for WAC & SAC). If ‘Loan machine’ is not provided timely by the agency a penal amount @ Rs 500/- (Rupees Five Hundred) only per day will be deducted from the Contractor’s bill till re-installation of Air-condition machine or as per the discretion of E.I.C. Every effort should be taken to stop Fire hazard.  frequent absence and subsequent failure to provide reliever may attract penalty, the amount to be fixed up by EIC  If any kind of incapability & negligence are noticed in observing all the aforesaid terms & conditions causing inconveniences to public service, is subject to unilateral penalty, be it detected on the spot or thereafter (even after payment). This Department also reserves the right to deduct the cost from the bills of the contractor on pro-rate basis as determined by the Engineer –In-Charge for any shortfall in observing above T&C. In that case, the above-said contract may be terminated without issuing any notice and Stringent & punishable action may be taken against the contractor.  The TIA reserves the right to terminate the contract in case of repeated failure to abide by the Terms and conditions and to comply scope of Work, without showing further reason.

K. General Conditions  Agency shall ensure minimum 98% Uptime per AC unit per quarter.  Agency shall indemnify the department against legal liabilities  Himself/ his Engineer visit the site / office once in a week and also as and when required.  No residential accommodation shall be provided by the Department. However, The space for sitting accommodation for the staffs of the agency inside worksite premises shall be provided.  Site inspection by Agency and/or his engineer weekly during summer and monthly during winter and is mandatory.  New or ongoing projects completed during contract period shall be included in scope  Transportation charges for carrying Air-condition machines spares from the site to workshop/ workshop to site or as required will not paid extra.  The contract may be terminated with One month prior notice.

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