Annual maintenance of Electrical Installation of Directorate of State Archive at 6 Bhawani Dutta Lane, Kol-73

Amount

Providing suitable staffs for daily operation & maintenance round the clock including of daily checking & recording of different Electrical & Airconditioning parameters. Detalis as per terms & conditions.

Annual Comprehensive Servicing and Maintenance of different AC machines installed at Directorate of State Archive Building (for 12 months) for:

5.0TR Ductable Split AC machine with flame proof motor.

4.2TR Ductable Split AC machine with flame proof motor.

4.0TR 3phase Tower type AC machine.

3.0TR Ductable Split AC machine with flame proof motor.

2.5TR Ductable Split AC machine with flame proof motor.

2.0TR Split type AC machine.

Scope of Work.

Providing suitable staffs for daily operation & maintenance round the clock including of daily checking & recording of different Electrical & Airconditioning parameters.

Annual Comprehensive Servicing and Maintenance of different AC machines installed at Directorate of State Archive Building.

Terms and conditions for AC Operation :

Sutaible no of staffs having sound knowledge & polite behaviour for operation of the Air conditioning plant should be provided by the agency for operating & monitoring of all types of AC machines for 03(three) shift on all warking as well as holidays & when asked for by the authority.

The contractor has to depute an AC mechanic for operation of A.C. Machine in each shift ( incl. suitable substitutes for those on leave ) for 03(three)-shifts per day in all weekdays, Saturday, Sunday and Holidays or as & when asked for by the authority & will also supervise all type of maintenance of AC machines, Fresh-Air machine etc.,and also take preventive measures / action in case of any type of abnormalities /fault found in A.C machines as well as cope up with any kind of fatal accident i.e. Causing of fire break-out arising out of AC machines.The plant & air filters, supply grills will be cleaned regularly by the operational staff.

The operator will operate all machines as & when required and will also monitor performance of AC machines on hourly basis and will record the performance of AC machines in a log book regarding cooling, excessive heat generation from AC machines as well as from electrical installation associated with AC machine, viz: from input terminal of outdoor unit of AC machines upto blower unit of indoor units incl. checking of duct output regarding throwing of cool air.

The operational work of the air conditioning plant will be supervised directly by the agency. The agency shall be responsible for any damage to the air conditioning plant due to mishandling of mal-operation and cost for such damage / loss shall be recovered from the bill.

The log book for recording the functioning of the plant and an attendance register for the operational staff shall be mintained by the agency & duly countersigned by JE. If any kind of trouble arises it should be brought to the notice of Junior Engineer and Assistant Engineer concerned.

If the agency fail to attened the operation throughout the aforesaid days during the operational period, prorate amount will be deducted from their bill.

The contract may be terminated by the E.I.C. with a prior notice of 15(fifteen) days.

The bill may be submitted in quadruplicate to concerned Junior Engineer along with the log sheet monthly for verification and payment.

The agency should provide Photo Identity card to the work man & Frequent change of man power will not be allowed man power change if necessary, must inform officially before change & submit respective attested Xerox copy Identity Card, Voter ID Card etc

Terms and conditions for Different AC Maintenance :

In general comprehensive maintenance contract covers periodical checking of AC machines fortnightly as well as repairs and/or replacement of the entire spares and accessories as required, from input terminal of outdoor unit to blower fan motor of indoor unit,(including all the mechanical & electrical accessories viz: compressor, blower fan motor, outdoor unit fan, cooling coil, condensing coil, refrigerant pipelines, cables, wires, temperature controller unit with MCB and single phasing preventer unit for indoor unit) free of cost, so as to keep the plant operative/ functioning round the clock.

Maintenance of Log Book at site

Preventive maintenance to ensure uninterrupted and trouble free performance of the units with grill temperature not exceeding 13 degree centigrade

Periodical servicing of all the A.C. Machines Once in a month.

Inspection of all the A.C. Machines and their terminal connections twice in a month and recording the Grill Temperature, Room Temperature, Condition of Capacitors, Current drawn by the Machine, Terminal Voltage, condition of terminal connection, condition of air-filter etc.

Cleaning of cooling coils, condenser coils twice in a year.

Cleaning of air-filters once in every month.

Lubricating the bearings of motor and fans when found necessary.

Thorough overhauling and painting of all the A.C. Machines by approved paint once in a year.

Replacement of refrigerant required as a result of leaks in the system arising out of fair wear and tear.

Insulation of refrigerant lines, if required, in case of Split A.C. Machines.

Ducting should be checked when as required.

GENERAL TERMS & CONDITIONS of COMPREHENSIVE MAINTENANCE:

All the activities related to the A.C. Machines under Maintenance e.g. Bi-monthly checking report (as mentioned in the Scope of Work), monthly Servicing report/ details, Breakdown & Restoration details (date and time of breakdown, date & time of attending breakdown, date & time of restoration, probable cause of breakdown, details of spares repaired and/ or replaced), Date & Time of Overhauling & Painting, Details of spares repaired and/or replaced due to normal wear & tear etc. should be recorded in the Log Book.

In case of replacement of Capacitor, Burst-proof P2 type capacitor should be provided.

All the spares required to be replaced, should be of approved make & no extra cost will be entertained to the Agency.

The entries of the Log-Book should be certified by the concerned AE & JE under his signature twice in a month and EE once in a month.

Service challan certifying satisfactory performance of the machine and the Room Temperature should be submitted to the concerned JE.

Testing of earthing system and meggaring of insulation resistance of compressor is to be done once in a month and the same to be recordd in log Book signed by AC Mechanics and also duly countersigned by the Assistant Engineer (Elect.) , P.W.Dte. and Junior Engineer ( Elect.) , P.W.Dte.in regular way.

The Service professionals deputed by the Agency should bear a Photo Identity Card, issued by the Agency.

Restoration of breakdown within 24 hours from the time of breakdown call. If the machine is window type A.C. Machine and the breakdown restoration time exceeds 24 hours, the machine is to be replaced by a suitable substitute machine by the agency for which no extra payment will be made, failing which an amount of Rs. 10/- per machine per day beyond 24 hours & up to 48 hours and @Rs. 20/- per machine per day beyond 48 hours, shall be deducted from contract's bill.

The agency must be equipped with a cell phone to look after the overall maintenance of the AC plants and interact with the officer, staff of PWD / Authority concerned.

The agency should pay at least the minimum wages to workers engaged as per prevailing State Govt. Law. It is desirable that age of workers engage by the agency should neither below twenty years nor exceed sixty years.

All the power circuit and control circuit inside the indoor and outdoor unit of AC machine and also interconnection between indoor and outdoor unit and also power connection upto the power socket are required to be checked thoroughly bi-weekly also to be recorded in the Log-book. If any type of loose connection or other faulty conditions are noticed, then the same should be rectified immediately by bringing to the notice of the concerned Assistant Engineer (Elect.) ,P.W.Dte. and Junior Engineer ( Elect.) , P.W.Dte.

If an A.C. Machine is required to be taken to the agency’s workshop for repairing, no transportation charge in any form should be provided by the department for to and fro transportation of the said machine.

The payment will be made monthly / quarterly on submission of the bill in triplicate by the Agency along with satisfactory report of performance by the concerned AE & JE, Challan and photo copy of Logbook, duly countersigned by the JE & AE, subject to availability of fund.

The Executive Engineer, P.W.D. Kolkata North Electrical Division, reserves the right to terminate the Contract with one month notice to the Agency for non-satisfactory performance or other administrative reasons. Any non-performance/indiscipline/violation of contractual obligation either through complaints or otherwise would be taken up by PWD and they would have the right to call for written explanation and impose financial penalty according to nature/extent of violation. If the occurrence of the same is repeated twice, then PWD shall have the right to terminate the contract & invoke and forfeit the Performance Bank Guarantee and further more charge additional financial penalty according to nature/extent of violation, if so required.

The log book for recording the functioning of the plant and attendance register for the operational staff shall be maintained by the agency & duly countersigned by the JE. If any kind of trouble arises it should be brought to the notice of JE and AE concerned.

If the agency fail to attend the operation throughout the aforesaid days during the operational period, prorate amount will be deducted from the bill.

Frequent change of man power will not be allowed man power change if necessary, must inform officially before change & submit respective attested Xerox copy Identity Card, Voter ID Card etc.

In case of emergency breakdown the agency will be inform to the concerned Junior Engineer/ Assistant Engineer and should be present at site as and when required.

Agency shall be solely responsible for any accident , occurring if any, during the course of the work or any injury to any person and they must pay proper compensation of the same as per Workmen’s Compensation act 1923( when employee state insurance act 1948 is not applicable).

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