Comprehensive Annual Maintenance Contract for 500/1000 LPH RO plant installed at various locations at IITRAM

technical bid/offer

Date & Time for opening of To be informed later through email

financial bid/offer (Will be informed only technically qualified bidders)

Bid Validity 120 days from the date of technical bid opening

Performance Security Rs.42,000/- (Rupees: Forty-Two Thousand Only)

The I/c. Registrar

Institute of Infrastructure, Technology, Research And Management

Near Khokhra Circle, Maninagar (East),

Tender Inviting Authority

Ahmedabad – 380026, Gujarat, India.

Contact No.: 079-67775430

E-mail: [email protected]

INSTITUTE OF INFRASTRUCTURE, TECHNOLOGY, RESEARCH AND MANAGEMENT

-: INTRODUCTION: -

The Institute of Infrastructure, Technology, Research And Management (IITRAM) has been

established by the Government of Gujarat as an Autonomous University and has been mandated to

bring about significant change in Engineering Education with respect to Technical and Managerial

knowledge in the area of Infrastructure.

The Institute offers Bachelor and Master of Technology programs in Civil Engineering, Mechanical

Engineering Electrical Engineering, and Computer Science Engineering. The Institute also offers

Ph.D. studies in various fields in Basic Sciences, Engineering, Humanities and Social Sciences.

The Institute is located at Khokhara Circle (Nearby), Maninagar (East), Ahmedabad, Gujarat, India –

INSTRUCTIONS TO BIDDERS

Inviting quotations through e-Tender format for “Comprehensive Annual Maintenance

Contract for 500/1000 LPH RO plant installed at various locations at IITRAM”

1. The Institute of Infrastructure, Technology, Research And Management (IITRAM) invites

quotations for “Comprehensive Annual Maintenance Contract for 500/1000 LPH RO plant

installed at various locations at IITRAM” from authorized and eligible service providers under

“TWO BID SYSTEM IN E-TENDER FORMAT”. Interested bidders who wish to participate

in this e-Tender may obtain the tender documents from IITRAM website i.e., www.iitram.ac.in

and/or from https://educationtender.nprocure.com/. After submission of online bid on (n)Procure

portal, the bidder(s)/contractor(s) have to submit the technical bid/offer documents through

RPAD, Speed Post or in Person till the last date and time prescribed for submission in this tender

notice. Tender sent by other means will not be accepted in any case. The Bid Security (EMD),

Tender Fee, other essential documents as indicated in this tender notice should be submitted on

or before 12/08/2026 till 17:00 Hrs. in the office of the IITRAM; “Address: Room No. G2,

IITRAM, Near Khokhara Circle, Maninagar (East), Ahmedabad-380026, Gujarat”.

Financial bid is to be submitted in electronic form only at (n)Procure Portal

(https://educationtender.nprocure.com/).

2. Manual bids/offers shall not be accepted.

3. The eligibility criteria to the tenderers of the tender are mentioned in SECTION ‘B’ of the

tender document.

4. The General T&Cs and Other Instructions for this tender are mentioned in SECTION ‘C’ of the

tender document.

5. The detailed ‘Scope of Work’ of the CONTRACT are mentioned in SECTION ‘D’ of the tender

6. Intending tenderers are advised to visit Institute’s website i.e. www.iitram.ac.in and (n)Procure

Portal, i.e., https://educationtender.nprocure.com/ regularly till closing date of submission of

tender for any corrigendum(s)/addendum(s)/ amendment(s).

7. Anyone or more of the following action/commission/omission are likely to cause summarily

rejection of the bid/offer:

7.1 Any conditional bid(s).

7.2 Any bid in which rates have not been quoted in accordance with the specified

formats/details as specified in the bid/offer document.

7.3 Any effort by a bidder to influence the Institute in bid evaluation, bid comparison or

contract award decision.

7.4 Any bid(s) received with a period of validity shorter than 120 days.

8. Joint venture with any other companies is not allowed.

9. Interested and eligible bidders/contractors may obtain further information or clarification from

the IITRAM Office. Phone: 079-67775430; e-Mail: [email protected]

10. In case the tender is cancelled, the tender fee will not be refunded to the concerned bidder.

ELIGIBILITY CRITERIA

1. Photocopy of valid Firm Registration Certificate.

2. Photocopies of filed Income Tax Returns for the last three Financial Years (i.e. 2023-24, 2024-25

3. Photocopy of firm’s valid GST (Goods and Service Tax) registration.

4. Photocopy of firm’s valid Pan Card.

5. The bidder’s annual financial gross turnover in each of the last three financial years, i.e. 2023-24,

2024-25 and 2025-26 duly certified by the CA should not be less than Rs.25 Lakhs. Moreover,

the firm/company should not be a loss-making company in two (02) of the last three (03)

financial years.

6. Bid Security (Earnest Money Deposit (EMD)) of Rs.25,200/- (Rupees Twenty-Five Thousand

Two Hundred Only) and Tender Fee of Rs.1770/- (Rupees One Thousand Seventy Only).

• Bidders registered with Micro and Small Enterprises (MSEs) and having valid MSE

Certificate will be considered for relaxation of EMD. In view of the above, if the bidder will

claim for EMD exemptions, the bidder should meet all the criteria for Micro and Small

Enterprises. The bidder must submit the supporting document i.e. MSME registration

certificate issued by competent government bodies (i.e. issued by Government of Gujarat &

Government of India only) to become eligible for the EMD exemptions. The registration

certificate (MSE) of the bidder must cover the item(s) tendered to get EMD exemptions.

7. The bidder must have a representative office in Ahmedabad / Gandhinagar, Gujarat. Appropriate

proof shall be submitted along with physical bid document as documentary evidence.

8. The bidder should provide minimum 02 (two) successfully work completion certificate of RO

maintenance/similar services provided costing at least Rs.5.00 Lacs (Rupees: Five Lacs Only)

during last 05 (five) years from Government Department/Organization/PSU/Autonomous

Bodies/University/ Institutes. Proof documents such as (i) Satisfactory completion

/performance report (OR) (ii) proof of release of Performance Security after completion of the

contract (OR) (iii) proof of settlement / release of final payment against the contract (OR) (iv)

any other documentary evidence that can substantiate the satisfactory execution of each of the

contracts cited above.

9. The bidder should submit e-tender document duly filled and signed with the stamp on each page

of the tender documents and on the enclosures to show that the bidders have read and understood

all the details and terms & conditions of the tender thoroughly.

10. If the firm is blacklisted by Central Government/State Government or any other government

body, then its submitted tender will be rejected. It is essential for bidder/firm to submit an

UNDERTAKING (TABLE-V) on its firm’s letter head that the bidder/firm is not blacklisted,

failing which the tender will be summarily rejected.

11. Relationship of key managerial positions (owner/promoters/directors) of the contractor/bidder

with key managerial positions of IITRAM Ahmedabad will debar the contractor/bidder(s) from

tendering. A non-relationship certificate (refer Table-VI) must be submitted along with the bid.

12. Technical bid/offer must be accompanied by Tender Fee, Bid Security (EMD) or MSME

Certificate, and other essential documents as specified in this tender notice. The bids/offers

submitted without tender fee, Bid Security (EMD), and essential documents as specified in this

tender notice will be summarily rejected.

13. If any bidder/contractor(s) fails to meet any of the above eligibility criteria, he/she will be

GENERAL TERMS AND CONDITIONS OF CONTRACT

1. Bid validity period - 120 days from the date of technical bid opening.

2. The CONTRACT will be initially for a period of one (01) year (wherein, the first three (03)

months will be considered as a probation period within which if the working system would be

proved to be unsatisfactory, the contract will be terminated) which may be renewed on the

same T&Cs for further period of two (02) year (one year at a time) by Institute of

Infrastructure, Technology, Research And Management, Ahmedabad depending on

requirement of the Institute and performance of the CONTRACTOR. However, due to

administrative or any other reasons, if this service is required for termination, then intimation

before a month is required to be given.

3. The bidder has to quote their rates at (n)Procure portal (i.e.

https://educationtender.nprocure.com/) as per Financial Bid (Refer SECTION ‘F’).

4. GST should be paid as per Goods and Service Tax (GST) norms.

5. The bidder will have to produce all necessary documents as mentioned in this e-tender notice.

6. Before quoting the rates, interested bidder/Contractor may visit the site on any working day

during the period of 02:00 PM – 05:00 PM.

7.1 If 500/1000 Liter per Hours Capacity RO System remains unserviceable after

complaints (more than 12 hrs.), a penalty of Rs. 200/- per day will be imposed and the

same will be deducted from the amount of AMC.

7.2 A penalty @ Rs.200/- per day may be deducted from the bill payment, in case of non-

attending of the compliant within 24 working hours. However, as per Institute

requirement the mechanic on non-working days and beyond office hours may also be

7.3 If the contractor fails to execute the compliant within 12 hrs of arising compliant, the

work (compliant) will be got done / attended by the Department through alternate

sources and at the risk/cost of the contractor and the contractor shall be obliged to pay

additional expenditure made in this regard. Further, Institute has also right to pay the

expenditure incurred for such compliant(s) and deducted from the bills.

7.4 Daily attendance of Deployed worker on all working days during 09:00 AM to 05:30

PM is essential, failing which a penalty @ Rs.200/- per day may be deducted from

the bill payment.

7.5 In case of requirement of specialized staff for attending any arises-compliant on Non-

working Hrs./days and beyond office hours, agency will bear the same at his own

7.6 In the eventuality of termination for non-fulfilment of the contractual obligations, the

Performance Security/EMD furnished by the Contractor will stand forfeited.

8. The Contractor shall be solely responsible for ensuring that all RO Plants covered under this

Contract remain in proper working condition throughout the Contract period. The Contractor

shall carry out routine operation (where applicable), preventive maintenance, periodic

servicing, and breakdown maintenance to ensure uninterrupted and efficient functioning of

9. The Contractor shall deploy adequate manpower, tools, equipment, and consumables (as

specified in the scope of work) and shall attend to any fault or breakdown immediately upon

receiving information from the Institute or upon detection during routine inspection.

10. In the event of any malfunction or breakdown, the Contractor shall take immediate corrective

action and restore the RO Plant to normal working condition within the time specified in the

in the Contract.

11. The Contractor shall be responsible for maintaining the required quality and quantity of

treated water throughout the Contract period and shall take all necessary measures to ensure

continuous availability of the RO Plant.

12. Generally, all the tasks/work of the maintenance to be done as demonstrated in ‘SECTION

D’ (Scope of Work). If though, for any reason, the filth comes up, immediately the

maintenance has to be done. Moreover, if for any accidental reason, the office asks for

maintenance of RO plant, then immediately, the same has to be done by the appointed

13. The appointed Contractor will be responsible for the RO Plant maintenance, repairing and

security of the RO plant during Contract period.

14. The appointed Contractor has to maintain a register for regular use of the materials and has to

be present the register to the Institute concerned authority periodically.

15. The appointed Contractor’s workers will have to humbly behave with the staff and work with

discipline and should not affect negatively the working atmosphere of the Institute as well as

have to work in a way, so that the discipline of the Institute is maintained.

16. The successful Contractor only, who has been given the contract has to provide all the

services. Any other party or sub-bidder(s)/Contractor should not be given the task by the

selected bidder(s)/Contractor. If found doing so, the security deposit will be forfeited, and the

contract will be terminated.

17. If any of the workers during the working hours are found causing harm to Institute property or

stealing anything, the sole responsibility will remain with the bidder, and the bidder will be

responsible to compensate the harm besides facing penal action.

18. If any bidder by one or other way will be found doing any sort of forcing or influencing on

selection procedure, then such bidder's tender will not be taken into consideration.

19. At the time of opening the tender bids, the representative of the bidder can remain present if

they wish. Other than that, Institute is not going to wait for them and the bidder coming later

than the prescribed time will not be entertained with their arguments.

20. The Institute will be authorized for the acceptance or rejection of the price list without any

21. None of the contractors or the workers will use any of the rooms or compound area of the

Institute as their residence or office.

22. The Contract will be given with the sole purpose of RO maintenance. So, the purpose is

limited to its contractual tasks only.

23. The changes in contract, cancellation of contract, cancellation of any term or condition, as

well as the interpretation of the same, will be considered only by the authority of the

Institutional office

24. After satisfactory completion of tasks, submission of the bill and after the necessary

deduction of the tax/other applicable recoveries, the payment will be made within 30 working

25. All or any Claim(s), dispute(s) or difference(s) arising out of or in connection with this

agreement shall be subject to the jurisdiction of the Courts at Ahmedabad only.

26. In case of any third-party claim against IITRAM for any act of the worker of the bidder, the

bidder shall act as guarantor and indemnify IITRAM to the extent of all claims and expenses

arising out of this work contract.

27. Cost of bidding:

The bidder shall bear all costs associated with the preparation and submission of its bid/offer, and

IITRAM, hereinafter referred to as the ‘Purchaser’, will in no case be responsible or liable for these

costs, regardless of the conduct or outcome of the bidding process.

28. Non responsiveness and rejection of a bid:

The bidder is expected to examine all instruction(s), form(s), terms & conditions and specifications in

the bidding documents. Failure to furnish all information required by the bidding documents or

submission of a Bid/Offer not substantially responsive to the bidding documents in every aspect will

be at the bidder’s risk and cost and may result in rejection of its bid/offer.

29. Amendment(s) of Bidding Documents:

29.1 At any time prior to the deadline for submission of bids/offers, the Purchaser (namely

IITRAM) may, for any reason whether at its own initiative or in response to a clarification

requested by a prospective bidder, modify the bidding documents by issuing amendment(s).

29.2 The amendments/corrigendum will be notified by posting on Institute’s website i.e.

www.iitram.ac.in & will be binding on all the bidder(s).

29.3 In order to allow reasonable time to prospective Bidders to take such amendment into account

in submission of their bid, the Purchaser may, at its discretion, extend the deadline for the

submission of bids.

30. LANGUAGE OF BID:

All documents relating to the bid(s)/offer shall be in the English language.

31. TERMINATION OF CONTRACT:

31.1 Termination on expiry of the Contract

This Agreement shall be deemed to have been automatically terminated on the expiry of the

CONTRACT period unless IITRAM has exercised its option to extend this CONTRACT in

accordance with the provisions, if any, of this CONTRACT.

31.2 Termination on Account of Insolvency

In the event the CONTRACTOR at any time during the term of this Agreement becomes

insolvent or makes a voluntary assignment of its assets for the benefit of creditors or is

adjudged bankrupt, then IITRAM shall, by a notice in writing have the right to terminate this

CONTRACT and all the CONTRACTOR's rights and privileges hereunder, shall stand

terminated forthwith.

31.3 Termination for Unsatisfactory Performance

If IITRAM considers that the performance of the CONTRACTOR is unsatisfactory or not up

to the expected standard, IITRAM shall notify the CONTRACTOR in writing and specify in

detail the cause of such dissatisfaction. IITRAM shall have the option to terminate this

Agreement by giving 30 days’ notice in writing to the CONTRACTOR, if CONTRACTOR

fails to comply with the requisitions contained in the said written notice issued by IITRAM.

32. DISCIPLINE:

CONTRACTOR shall carry out operations hereunder with due diligence and in a safe and

workmanlike manner according to good practice. CONTRACTOR shall maintain strict discipline and

good CONTRACT among its employees and shall abide by and conform to all rules and regulations

promulgated by IITRAM governing the operations. Should IITRAM feel that the conduct of any of

CONTRACTOR or contractor’s employees is detrimental to IITRAM’s interest, IITRAM shall have

the unqualified right to request for the removal of such employee either for incompetence,

unreliability, misbehavior, security reasons etc. while on or off the job. The CONTRACTOR shall

comply with any such request to remove such personnel at CONTRACTOR’s expense

unconditionally.

(SCOPE OF WORK)

The AMC covers complete operation, maintenance, servicing, repair, and

General Coverage replacement of all critical components of the 500/1000 LPH RO system to

ensure uninterrupted and efficient performance

Scheduled monthly/bi-monthly visits

• Inspection of entire RO system including:

• Feed pump, high-pressure pump

• Pre-treatment system (sand filter, carbon filter, softener if

Preventive applicable)

Maintenance • Cartridge filters

• RO membranes and pressure vessels

• Cleaning of filters and strainers

• Checking pipeline leakages and tightening fittings

• Monitoring pressure, flow rate, and rejection levels

• Recording logbook data (TDS, pressure, flow, etc.)

Consumables & • Cartridge filters (5 micron/10 micron or as suitable for RO plant)

Replacements • Activated carbon / sand media top-up (if required)

(Included in • Anti-scalene / chemicals

Comprehensive • O-rings, gaskets, seals

AMC) • Lubricants and minor hardware

Repair or replacement (if required) of:

• High-pressure pump

Major Components

• Multiport valves

• Solenoid valves

• Pressure gauges and flow meters

• Electrical panel components (contactors, relays, SMPS, etc.)

• Periodic membrane cleaning (Clean-in-Place)

• Performance monitoring (TDS rejection, recovery)

• Membrane replacement (included as per contract)

• On-call support for system breakdowns

Breakdown • Response time: Maximum 12 hours

Maintenance • Emergency visit support (system is critical)

• Troubleshooting and fault rectification

Regular testing of:

Water Quality • Raw/Treated water TDS. Maintain TDS level 200-250 ppm:

Monitoring Good, acceptable quality for daily consumption.

• Maintain pH level

• Ensuring output water meets required standards

• Checking panel wiring and connections

Electrical & Control

• Testing control systems and safety interlocks

System Maintenance

• Calibration of instruments

• Maintenance checklist submission after each visit

Documentation & • Logbook maintenance

Reporting • Breakdown and service reports

• Performance reports (monthly/quarterly)

• Service frequency: Per Month

• Spare parts: Included (comprehensive)

o The Contractor shall be solely responsible for ensuring that all RO Plants covered under this

Contract remain in proper working condition throughout the Contract period. The Contractor

shall carry out routine operation (where applicable), preventive maintenance, periodic

servicing, and breakdown maintenance to ensure uninterrupted and efficient functioning of

o The Contractor shall deploy adequate manpower, tools, equipment, and consumables (as

specified in the scope of work) and shall attend to any fault or breakdown immediately upon

receiving information from the Institute or upon detection during routine inspection.

o In the event of any malfunction or breakdown, the Contractor shall take immediate corrective

action and restore the RO Plant to normal working condition within the time specified in the

in the Contract.

o The Contractor shall be responsible for maintaining the required quality and quantity of

treated water throughout the Contract period and shall take all necessary measures to ensure

continuous availability of the RO Plant.

o The Contractor shall submit reports every month for water quality, TDS, pH level, etc. during

the Contract period.

BID SUBMISSION & TENDER PROCESS

1. The tender documents can be downloaded from Institute’s website i.e., www.iitram.ac.in or

(n)Procure Portal, i.e., https://educationtender.nprocure.com/. The bidder(s)/Contractors are

required to submit the Tender Acceptance Letter (Table ‘IV’) endorsed by seal and signature

as acceptance of T&Cs of this tender. Incomplete tenders, amendments and additions to

tender after opening or late tenders are liable to be ignored and rejected.

2. The bidder should submit the Tender in two parts viz., (a) Technical bid/offer in envelop No.

(1); and (b) Tender Fee & Bid Security (EMD) in envelope No. (2); both these envelopes

should be sealed and put together in a main covering envelope, superscribed; Please Don’t

Open, bid for “Tender No. 2026/05: Comprehensive Annual Maintenance Contract for

500/1000 LPH RO plant installed at various locations at IITRAM” with due date and

complete address with contact number and email id. The “Financial Bid” to be filled as per

SECTION ‘F’ and should be submitted online only at (n)Procure Portal as ‘Financial Bid’.

3. Earnest Money Deposit (Bid Security) of Rs.25,200/- (Rupees Twenty-Five Thousand Two

Hundred Only) and Tender Fee of Rs.1,770/- (Rupees One Thousand Seventy Only) will

be submitted as per details given below:

3.1 For Electronic Transfer, Bank Account details are as follows:

Account Name: Institute of Infrastructure, Technology, Research And Management

Bank Name: AXIS BANK LTD

IFSC Code: UTIB0002645

Branch Name: Hatkeshwar Ahm GJ, Ahmedabad -

Note: Kindly submit Electronic Transfer advise with UTR details along with bid

3.2 Demand Draft in favor of the “INSTITUTE OF INFRASTRUCTURE,

TECHNOLOGY, RESEARCH AND MANAGEMENT” payable at Ahmedabad.

Please mention Tender number and name of the firm on back side of DD.

4. Bidders registered with Micro and Small Enterprises (MSEs) and having valid MSE

Certificate will be considered for relaxation of EMD. In view of the above, if the bidder will

claim for EMD exemptions, the bidder should meet all the criteria for Micro and Small

Enterprises. The bidder must submit the supporting document i.e. MSME registration

certificate issued by competent government bodies (i.e. issued by Government of Gujarat &

Government of India only) to become eligible for the EMD exemptions. The registration

certificate (MSE) of the bidder must cover the items tendered to get EMD exemptions.

5. The bid shall include the attested photocopies of the following documents to demonstrate that

the bidder has the capability necessary to perform the contract and meet the criteria outlined

in the qualification requirements:

• The documents mentioned in ‘ELIGIBILITY CRITERIA’ under SECTION – ‘B’

6. In first instance, the technical bid will be opened.

7. Financial bids will be opened only technically qualified bidders in online format at (n)Procure

8. Incomplete or Conditional Tender will not be considered for further processing.

9. Price Quoted in Financial Bid:

9.1 The price/rates should be indicated separately in the schedule as per the format in

‘SECTION- F’ (To be submitted online only at (n)Procure Portal).

9.2 The price/rates quoted shall include all charges, if any. However, such charges separately

quoted, will not be considered for payment.

10. Submission of bids/offers:

10.1 The bidder(s)/contractor(s) must submit all the documents listed in this tender notice, in

physical form along with tender fee, Bid Security (EMD) within deadline notified in this

11. Right to Inspect:

11.1 The assessment by the Purchaser as to the capability of the bidder is final. Further the

purchaser reserves the right to inspect the premises of the bidder for evaluation of their

capability with reference to physical infrastructure available and other technical capabilities

etc., if found necessary before awarding the CONTRACT.

12. Bid Security (EMD):

12.1 The bidder shall furnish, as part of its Bid, EMD of Rs.25,200/- (Rupees Twenty-Five

Thousand Two Hundred Only).

▪ Bidders registered with Micro and Small Enterprises (MSEs) and having valid MSE

Certificate will be considered for relaxation of EMD. In view of the above, if the bidder

will claim for EMD exemptions, the bidder should meet all the criteria for Micro and

Small Enterprises. The bidder must submit the supporting document i.e. MSME

registration certificate issued by competent government bodies (i.e. issued by

Government of Gujarat & Government of India only) to become eligible for the EMD

exemptions. The registration certificate (MSE) of the bidder must cover the items

tendered to get EMD exemptions.

12.2 The EMD is required to protect the purchaser against risk of bidder(s) conduct, which would

warrant the forfeiture of Bid Security (EMD).

12.3 The EMD is refundable (without any interest) within 30 (thirty) working days after successful

award of offer:

a) The EMD of unsuccessful bidders will be returned within 30 (thirty) working days

from the date of award of offer.

b) The EMD of successful bidder will be returned within 30 (thirty) working days after

submission of Performance Security.

12.4 The Bid Security (EMD) may be forfeited by the Institute under the following conditions:

a) If a bidder withdraws his bid during the period of bid validity specified by the bidder

on the BID FORM; and/or

b) In case of a successful bidder, if the bidder fails, (i) To sign the contract agreement;

and (ii) To furnish Performance Security.

13. Address for Submission of bids/offers:

13.1 The technical bid along with required documents should be submitted within notified time

frame in physical form to the Purchaser (namely IITRAM) on the following address:

The I/c. Registrar

Institute of Infrastructure, Technology, Research And Management

Office No. G2, Near Khokhra Circle, Maninagar (East),

Ahmedabad – 380026, Gujarat.

13.2 The physical documents shall indicate the name and address of the bidder to enable the

Purchaser to return the same unopened to the bidder(s) in case it is declared late.

14. Deadline for Submission of bids/offers:

14.1 The bids/offer must be submitted as per dates & time notified in this tender notice.

14.2 The document in physical form should reach the Purchaser on or before the date and time

notified in this tender notice.

14.3 The Purchaser may, at its discretion, extend the deadline for submission of bids/offers by

amending the bid documents in which case all rights and obligations of the Purchaser and

Bidders previously subject to the original deadline will thereafter be subject to the deadline as

15. Late bids/offers:

15.1 Any bid/offer received by the Purchaser after the deadline for submission of bids/offers

prescribed by the Purchaser in this tender notice will be rejected and/or returned unopened to

the concerned bidder. The Purchaser (namely IITRAM) will not be held responsible for the

postal delay, if any.

16. Withdrawal of bids/offers:

16.1 No bids/offers may be withdrawn in the interval between the deadline for submission of

bids/offers and the expiration of the period of bid validity specified in this tender notice.

Withdrawal of a bid/offer during this interval may result in the bidder’s forfeiture of its bid

security (EMD).

17. Opening of bids/offers by the Purchaser:

17.1 The Purchaser will open all the technical bids/offer received as per schedule notified in this

tender notice in the presence of bidder or their authorized representatives, who choose to

attend, at their own expenses. The address for the said opening is as follows:

Address for bid opening:

Institute of Infrastructure, Technology, Research And Management

Near Khokhra Circle, Maninagar (East),

Ahmedabad – 380026, Gujarat.

17.2 The tender/bid (i.e. technical bid/offer) will be opened on 17/08/2026 11:00 Hrs. at IITRAM

Ahmedabad Premises. No separate information shall be given to individual bidders.

17.3 The bidder’s representatives who are present shall sign a register evidencing their attendance.

In the event of the specified date of bid/offer opening being declared a holiday for the

Purchaser, the bids/offers shall be opened at the appointed time, date and location on the next

17.4 The date on which second part, i.e. financial bid/offer, will be opened and will be informed

to the technically qualified bidder only by the purchaser through e-mail. The second part, i.e.

financial bid/offer of those bidders who have not qualified in the technical evaluation will

not be opened under any circumstances.

17.5 The bids/offers that are not opened and read out at bid opening shall not be considered further

for evaluation, irrespective of the circumstances.

18. Clarification of bids/offers:

18.1 During evaluation of bids/offers, the purchaser may, at its discretion, ask the bidder for a

Clarification of its bid/offer. The request for clarification and the response thereof shall be in

18.2 After opening of bids, information relating to the examination, clarification, evaluation and

comparisons of bids and recommendations concerning the award of contract shall not be

disclosed to bidders or other persons not officially concerned with such process.

18.3 Any effort by a bidder to influence IITRAM’s tender evaluation, tender comparison or

contract/order award decisions may result in the rejection of the bidder's tender and forfeiture

of the bidder's EMD.

18.4 In the event of any dispute or difference(s) between the vendee (IITRAM Ahmedabad) and

the bidder(s) arising out of non-functioning work or supplies not found according to the

specifications or any other cause whatsoever relating to the CONTRACT or work order

before or after the CONTRACT has been executed, shall be referred to the concerned

authority of IITRAM Ahmedabad who may decide the matter himself or may appoint

arbitrator(s) under the arbitration and conciliation Act 1996. The decision of the arbitrator

shall be final and binding on both the parties.

19. Evaluation and Comparison of bids/offer:

19.1 In first instance, the technical bid will be opened.

19.2 The tender evaluation committee of the Institute will evaluate and compare the received

quotations/bids to determine the substantially responsive tender i.e. (i) tender is complete (ii)

properly signed (iii) confirm the terms/conditions and specifications of the tendered

items/goods. Further, the financial evaluation will be done only for the substantially

responsive tenders based on the following parameter(s):

• Total price quoted/offered (ONLINE) at (n)Procure portal i.e. financial bid

19.3 The committee will recommend the name(s) of the technically qualified

bidder(s)/contractor(s) for opening of financial bids and these technically qualified

bidder(s)/contractor(s) will be informed through email only. No separate intimation shall be

sent to individual bidder(s).

19.4 The committee reserves its right to select or reject any or all of the bids mentioned above

without assigning any reasons.

20. Acceptance or Rejection of bids/offer:

20.1 The Purchaser, (namely IITRAM, Ahmedabad) reserves its right to accept or reject any

bid/offer and to cancel the bidding process and reject all bids at any time prior to award of

contract, without thereby incurring any liability or any obligation to inform the affected

bidder or bidders on the grounds for the said action.

20.2 Any bid/offer with incomplete information is liable for rejection.

20.3 For each category of pre-qualification criteria, the documentary evidence is to be produced

duly attested by the Bidder, serially numbered and enclosed with the bids/offers. If the

documentary proof is not enclosed for any/all criteria of the bid is liable for rejection. The

information of turnover shall be certified by the charted accountant (CA).

20.4 If any information given by the bidder is found to be false/fictitious, the bidders will be

debarred for 03 (three) years from participating in any other tenders of IITRAM, Ahmedabad.

21. Award of Contract:

21.1 The Institute may award the contract to the bidder(s) whose quotation has been determined to

be substantially responsive and as described in the Evaluation Procedure laid down in this

21.2 The Institute may award the CONTRACT to the bidder/contractor who has offered lowest

(L1) price for the tendered items.

21.3 Notwithstanding anything contained elsewhere in this Tender Document, the Institute

reserves the right to accept or reject any quotations/bid/offer and to cancel the bidding process

and reject all the quotations at any time prior to the award of CONTRACT.

21.4 The bidder(s) whose bid is accepted will be notified for the award of the contract by the

Institute prior to the expiration of the quotation validity period. The T&Cs of the accepted

offer shall be incorporated in the CONTRACT.

21.5 Performance Security: The successful CONTRACTOR shall be required to furnish/deposit

a Performance Security for Rs.42,000/- (Rupees: Forty Two Thousand Only) in form of (i)

Account Payee Demand Draft, (ii) Fixed Deposit Receipt from a Nationalized bank, (iii) Bank

Guarantee from a Nationalized bank, at the rate of @5% of the total cost of contract, for the

duration of CONTRACT period plus additional two months, in favor of “INSTITUTE OF

INFRASTRUCTURE, TECHNOLOGY, RESEARCH AND MANAGEMENT” within

30 days of the receipt of the order. Failure to comply with the above said requirement shall

constitute sufficient grounds for the annulment of the award and forfeiture of the

EMD/Performance Security. No payment will be released without performance security.

21.6 The award of CONTRACT, when issued to the successful bidder, shall constitute the contract

with collateral support from the T&Cs of the tender, besides the invitation notice as well as

formal agreement, all of which shall finally form the contractual obligations to be adhered to

and performed by the bidder and non-performance of any of such obligations shall make the

bidder liable for all consequential effects.

21.7 Contract Form: The successful bidder(s) shall have to execute an agreement with the

Institute on a non-judicial stamp paper of Rs.300/- (Rupees Three Hundred Only) within

days (working) from the date of award, failing which the Institute shall be at liberty to forfeit

the earnest money (EMD) and proceed to appoint another agency, as it may deem fit.

22. Notification of Award:

22.1 Prior to the expiration of the period of bid validity, the Purchaser (namely IITRAM,

Ahmedabad) will notify the successful bidder in writing through letter or email that the

bid/offer has been accepted. The notification of award will constitute the formation of the

23. Signing of Contract:

23.1 At the time as the Purchaser (namely IITRAM, Ahmedabad) notices the successful bidder that

its bid has been accepted, the Purchaser will send the bidder the Contract Form, incorporating

all agreement between the parties.

23.2 The successful bidder(s) shall have to execute an agreement with the Institute on a non-

judicial stamp paper of Rs.300/- (Rupees Three Hundred Only) within 30 days (working)

from the date of award, failing which the Institute shall be at liberty to forfeit the earnest

money (EMD) and proceed to appoint another agency, as it may deem fit. Any incidental

expenses of execution of agreement shall be borne by the successful bidder(s). Hereafter the

successful bidder shall be referred to as CONTRACTOR.

24. Performance Security:

24.1 Performance Security: The successful CONTRACTOR shall be required to furnish/deposit

a Performance Security for Rs. 42,000/- (Rupees: Forty Two Thousand Only) in form of (i)

Account Payee Demand Draft, (ii) Fixed Deposit Receipt from a Nationalized bank, (iii) Bank

Guarantee from a Nationalized bank, at the rate of @5% of the total cost of contract, for the

duration of CONTRACT period plus additional two months, in favor of “INSTITUTE OF

INFRASTRUCTURE, TECHNOLOGY, RESEARCH AND MANAGEMENT” within

30 days of the receipt of the order. Failure to comply with the above said requirement shall

constitute sufficient grounds for the annulment of the award and forfeiture of the

EMD/Performance Security. No payment will be released without performance security.

• EMD of successful bidder(s) will be returned ‘without any interest’ within 30 (thirty)

working days after submission of a Performance Security.

24.2 This Performance Security will be returned (without any interest) within 60 (sixty) working

days after satisfactorily completion of CONTRACT.

24.3 If the successful bidder after signing the contract agreement fails to perform any contractual

obligation, the Performance Security/EMD furnished by the Contractor will be forfeited.

25.1 If 500/1000 Liter per Hours Capacity RO System remains unserviceable after complaints

(more than 12 hrs.), a penalty of Rs. 200/- per day will be imposed and the same will be

deducted from the amount of AMC.

25.2 A penalty @ Rs.200/- per day may be deducted from the bill payment, in case of non

attending of the compliant within 24 working hours. However, as per Institute requirement the

mechanic on non-working days and beyond office hours may also be called.

25.3 If the contractor fails to execute the compliant within 12 hrs of arising compliant, the work

(compliant) will be got done / attended by the Department through alternate sources and at the

risk/cost of the contractor and the contractor shall be obliged to pay additional expenditure

made in this regard. Further, Institute has also right to pay the expenditure incurred for such

compliant(s) and deducted from the bills.

25.4 Daily attendance of Deployed worker on all working days during 09:00 AM to 05:30 PM is

essential, failing which a penalty @ Rs.200/- per day may be deducted from the bill payment.

25.5 In case of requirement of specialized staff for attending any arises-compliant on Non-working

Hrs./days and beyond office hours, agency will bear the same at his own cost.

25.6 In the eventuality of termination for non-fulfilment of the contractual obligations, the

Performance Security/EMD furnished by the Contractor will stand forfeited.

25.7 The Contractor shall be solely responsible for ensuring that all RO Plants covered under this

Contract remain in proper working condition throughout the Contract period. The Contractor

shall carry out routine operation (where applicable), preventive maintenance, periodic

servicing, and breakdown maintenance to ensure uninterrupted and efficient functioning of

25.8 The Contractor shall deploy adequate manpower, tools, equipment, and consumables (as

specified in the scope of work) and shall attend to any fault or breakdown immediately upon

receiving information from the Institute or upon detection during routine inspection.

25.9 In the event of any malfunction or breakdown, the Contractor shall take immediate corrective

action and restore the RO Plant to normal working condition within the time specified in the

in the Contract.

25.10 The Contractor shall be responsible for maintaining the required quality and quantity of

treated water throughout the Contract period and shall take all necessary measures to ensure

continuous availability of the RO Plant.

26. Terms of Payment:

26.1 Payment: The payment will be released following Running Account Bills (RA Bills) system

(on three months basis), on submission of clear tax-invoice(s) and supporting documents,

reports, within 30 (thirty) working days. However, the final bill of the awarded work will be

released only after 100% satisfactorily completion of work. Advance payment will not be

made under any circumstances.

26.2 All bills along with relevant supporting documents shall be submitted to ‘The Registrar,

IITRAM, Ahmedabad – 380026’.

26.3 The original invoice should also accompany the following documents/details:

Along with first invoice:

Following documents / details should be invariably furnished along with the first invoice:

a) Copy of valid Registration certificate under the GST rules.

b) Particulars required for making payments through Cheque/RTGS/NEFT, in

accordance with the clause on ‘Terms of Payment’ of bid documents.

d) e-mail ID (If any)

26.4 Recoveries as per the Institute’s norms shall be made while making payment (if any) without

prior intimation to the contractor.

(Format for Submission of Financial Details)

(Data Sheet to be submitted ONLY Online at (n)Procure Portal)

Sr. Particulars Unit Qty. Rate Rs. Total Amount GST

Sr. Particulars Unit Qty. Rate Rs. Total Amount GST

Comprehensive Annual

Maintenance Contract for 500 LPH

RO plant installed at various This table of Financial

locations at IITRAM Bid is stated for

reference purpose only

• 02 Nos. at IITRAM Campus and please do not

Comprehensive Annual disclose any price here

Maintenance Contract for 1000 at the time of

LPH RO plant installed at various submission of this

locations at IITRAM document.

• 04 Nos. at Boys Hostel Building

(IITRAM Residential Campus)

• 04 Nos. at Girls Hostel Building

(IITRAM Residential Campus)

Total Amount Rs. (Without GST) --

Total Amount Rs. (Without GST) --

Before quoting the rates, interested bidder/Contractor may visit the site on any working day during

the period of 02:00 PM – 05:00 PM.

I/We hereby declare and affirm that I/We have read and understood the terms and conditions of the

contract as stipulated in this tender notice.

Seal & Signature of Company

To be submitted on firm’s letterhead

STATEMENT OF PAST PERFORMANCE

(Performa for performance statement for a period of last 05 (five) years)

Organization Year of Contract No. Description Value of Period of Whether

or Govt. Dept. CONTRACT & Date of the Contract performance contract if

for which the contract of Contract completed

RO Plant satisfactorily

Maintenance (Yes / No)

Seal & Signature of the Bidder: ____________________________________

Note: Please attach certificates i.e. mainly work completion certificate, work order, etc. as documentary

proof. The past performance shall not be considered without documentary proof.

To be submitted on firm’s letterhead

Statement of Annual Financial Gross Turnover in each of the last three financial years

Sr. No. Financial Year Annual Financial Gross Turnover

Seal & Signature of the Bidder

Note: The bidder has to submit copy of FINANCIAL STATEMENTS / REPORTS for above three

mentioned years.

(To be submitted on firm’s letterhead)

FORMAT FOR SUBMISSION OF BIDDER’S INFORMATION

1 Registered Name of the Bidder:

2 Registered Office Address:

3 Correspondence Address:

4 Details of the authorized person:

(Name, Designation, Address)

5 Bidder Registration Type -

• Proprietary Firm

• Partnership Firm (if yes, give partnership

• Company or LLP

• Government/ Public Sector Undertaking

• Member of a group of companies (if yes, give

name, address & details of group companies)

• Subsidiary of a large corporation (if yes, give

the name & address of the parent organization)

If the company is subsidiary, state what

involvement will the parent company have in

6 Permanent Account Number (PAN):

7 Goods & Service Tax Number (GST):

8 Particulars of Bank Account

Name of the Bank:

Name of the Branch:

Address & Contact Details:

Type of Bank Account:

Bank Account No.:

Seal & Signature of Company

Note: Please attach attested photocopies showing the legal status, place of registration and principal place of business

of the firm by the way of documentary proof.

(To be submitted on firm’s letterhead)

(To be printed on firm’s letterhead)

TENDER ACCEPTANCE LETTER

The I/c. Registrar

Institute of Infrastructure, Technology, Research And Management

Near Khokhra Circle, Maninagar (East),

Ahmedabad – 380026, Gujarat.

Subject: Acceptance of Terms & Conditions of the Tender

Tender Reference No:

Name of Tender / Work: Comprehensive Annual Maintenance Contract for 500/1000 LPH RO

plant installed at various locations at IITRAM

1. I/We have downloaded/obtained the tender document(s) for the above mentioned “Tender/Work” from the

2. I/We hereby certify that I/we have read the entire terms and conditions of the tender documents (including

all documents like annexure(s), schedule(s), table(s) etc., which form part of the contract agreement and

I/we shall abide hereby by the terms / conditions / clauses contained therein.

3. The corrigendum(s) issued from time to time by your department / organizations too have also been taken

into consideration, while submitting this acceptance letter.

4. I/We hereby declare that I/We have carefully studied the conditions of contract, specifications and other

tender documents of this work and unconditionally accept the tender conditions of above-mentioned tender

document(s) / corrigendum(s) in its totality / entirety.

5. I/We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt. Department/Public

sector undertaking/Govt. Autonomous organizations.

6. I/We agree that in case of failure to provide services on time, IITRAM is free to obtain services from other

service provider at my/our risk and cost.

7. I/We certify that all information furnished by our Firm is true & correct and in the event that the

information is found to be incorrect/untrue or found violated, then your department/ organization shall

without giving any notice or reason therefore can summarily reject the bid or terminate the contract, without

prejudice to any other rights or remedy including the forfeiture of the full EMD/SD absolutely.

Yours faithfully,

(Signature of the Bidder, with Official Seal)

(To be submitted on firm’s letterhead)

I, ______________________________ hereby declare that the Firm/ Company/ Bidder(s)/Contractor/

Organization/ Partnership firm/ Proprietary firm titled as ________________________ has not been blacklisted

or banned or debarred at any stage from inception till this date by any of the NITs/ IITs/ IIITs/ Central

Universities/ IISERs/ CSIR labs or Central/ State Government body/ PSUs/ Autonomous Institute or any Other

Government organization. In case of the any fraudulency, the Firm/ Company/ Bidder(s)/Contractor/

Organization/ Partnership firm/ Proprietary firm is fully aware that the tender/contract will be rejected/cancelled

by IITRAM and EMD / Performance Bank Guarantee / any deposited amount if any shall be forfeited.

In addition to above, IITRAM will not be responsible to pay the bills for any completed/partially completed

Authorized Signatory of the Firm /

Company / Bidder(s)/Contractor / Organization /

Partnership firm / Proprietary firm

To be submitted on firm’s letterhead

PROFORMA CERTIFICATE FOR ‘NO RELATION’ WITH IITRAM EMPLOYEE

This has reference to our proposed contract for “Comprehensive Annual Maintenance Contract for 500/1000

LPH RO plant installed at various locations at IITRAM”.

a) I/We am/are not a relative/blood relation of any key managerial person of IITRAM.

b) We are not a firm in which any key personnel of IITRAM or his/her relative is a partner;

c) I/We am/are not a partner in a firm in which any key managerial person of IITRAM or his/her relative

Seal & Signature of Contractor