National Centre for Biological Sciences

Tata Institute of fundamental Research

TENDER

FOR

Comprehensive Contract for A s s i s t a n c e i n Operation and g e n e r a l Maintenance

(O&M) of Audio Visual Systems, Audio-Video conferencing etc. installed at NCBS
campus, Bangalore.

TECHNICAL BID
GENERAL RULES AND DIRECTIONS FOR GUIDANCE OF CONTRACTORS

Tender No. NCBS/INS/4/2018-19 Dated 18/05/2018

National Centre for Biological Sciences

GKVK Campus, Bellary Road, Bangalore-560065
Website: www.ncbs.res.in
Telephone- 080-23666001/67176001
Comprehensive Contract for Assistance in Operation and general Maintenance (O&M) of Audio
Visual Systems, Audio-Video conferencing, installed in NCBS campus, Bangalore.

NCBS Introduction

The National centre for Biological Sciences is a premier research institute in the field of research
in biology. NCBS is a part of the Tata Institute of Fundamental Research under, Grant in Aid
institute under Department or Automatic Energy, Government of India.

Instruction to Bidders

Name of Work: Comprehensive Contract for Assistance in Operation and general Maintenance
(O&M) of Audio Visual Systems, Audio-Video conferencing etc. installed at NCBS campus,
Bangalore.

NCBS invites bids in two bid system (Technical & Financial Bid) from experienced and reputed
Contractors, agencies/firms engaged in Operation and Maintenance of Audio Visual Systems,
Audio-Video conferencing, having minimum of three-year experience in the field, as under: -

Tender No. NCBS/INS/4/2018-19 Dated 18/05/2018

Sr. No. Type Description

1 Name of Work
Comprehensive Contract for Assistance in
Operation and general Maintenance (O&M) of
Audio Visual Systems, Audio-Video
conferencing, installed in NCBS campus,
Bangalore.
2 Estimated Value 23,50,000/-
3 Earnest Money Deposit(EMD) 47000/-
4 Tender Fees 500/-
5 Site Inspection and purchase of Between 31/05/2018 to 07/06/2018.
tender
6 Pre Bid Meeting 08/06/2018 at 16.30 Hrs
7 Last Date of purchasing 07/06/2018
of tender document
8 Last date and time of 12/06/2018 at 14.00 Hrs
submission of electronic bid
9 Opening of Technical bid 12/06/2018 at 14.30 Hrs
10 Opening of Financial Bid Will be informed

Sealed tenders are invited (in 2 COVER system) by The Director, NCBS, at office of Head SE&M
from experienced venders in AV system. Agency/Contractor who has done similar type of work
with proven technical and financial capacity, possessing required infrastructure for the above work
only will be considered.
Tender documents consisting scope of work and set of conditions of contract to be complied with
by the tenderers whose tender may be accepted can be obtained from the office of the Head-
SES&M, NCBS on any working day between 10:00 Hours to 16:00 Hours on payment of Rs.500/-
in cash (non-refundable) from 31/05/2018 to 07/06/2018.
IMPORTANT NOTE
All bidders should attend the PRE-BID MEETING on 08/06/2018 at 16.30 Hrs, in the office of
Head-SES&M, NCBS. It is important for the vendor to attend the pre-bid meeting to understand
the exact requirements

TENDER SUBMISSION
Tenders shall be submitted in two parts simultaneously in separate sealed covers, super scribed
as “COVER-I (Technical Bid)” and “COVER-II (Price Bid)”. Both shall have the tender reference
number and name of the work clearly written at the top of the cover. The covers shall have the
name / seal of the bidder. Tenders will be received up to 14.00 Hrs on 12th June-2018 at the
above address.
COVER-I of the tender will be opened on the same day at 15.30 hrs in the presence of attending
tenderers. Opening of COVER-II (Price bid) will be intimated only to those tenderers who are
qualified after evaluation of Technical Bid.

COVER-I shall contain the following

EMD as specified above in the form of Demand Draft of a scheduled Bank guaranteed by the
Reserve Bank of India, in favour of NCBS, Payable at Bangalore. Cash or Cheque or any other
mode for the EMD will not be accepted.
Entire tender document (Section I to Section VIII), duly signed & sealed in every page by the
contractor, along with technical information.
A list of works of similar nature and magnitude (One work of value of minimum Rs.18.80 Lakhs or
two works of value of minimum Rs.14.10 Lakhs each or three works of value of minimum
Rs. 9.40 Lakhs each) completed in the last 3 years, with proof.
Proof of technical, financial and organizational competence to execute the work of above nature
and magnitude.
List of works on hand and Reference and contact details of similar completed & ongoing works.
Latest work experience certificate with respect to execution of similar works issued by client
.

COVER-II- Shall contain the following

Price bid’, fully filled, as per the given format

If clarifications are sought by the contractor during the bidding period, the same should be in writing.
Both the clarifications from the tenderer and the response to the clarifications from NCBS should
be in writing and all such correspondences should be enclosed along with COVER-I.

Director, NCBS does not bind himself to accept the lowest or any other tender, and reserves the
authority to reject any or all the tenders or to allot parts of the works to different agencies without
assigning any reason thereof.

NOTE: Each and every page of the offered bid shall bear the date, signature and seal of the
contractor

The tenderers whose offers are found technically acceptable based on the technical evaluation,
including, in case found necessary, inspection of works, executed/under execution by them, to
ascertain the quality of work, workmanship, work culture etc., would be informed of the time and
date of opening of “Price Bid”. The Price Bid shall contain only priced schedule of quantity in
the printed format issued by NCBS.

The tenderer shall furnish all the documentary proof mentioned above. Any tender which does not
fulfill any of the prescribed conditions will be liable to be rejected.
The safety of men, materials and tools used by the contractor towards this work, is wholly the
responsibility of the contractor. In no case, NCBS will be responsible for the safety of the men,
materials and tools used by the contractor.

Opening of Technical Bids

Technical bids will be opened on 12/06/2018 at 14.30 Hrs by the Tender Committee. NCBS shall
evaluate the technical bid to pre-qualify the bidders.

Opening of Financial Bids

1) Exact date and time shall be communicated through official E- mail address given
in the bid document to the qualified bidders.
2) Conditional bids would be summarily rejected.
3) In case no bid or single bid is received, or any other reason whatsoever, NCBS may
at its sole discretion cancel the whole tendering process or extend the last date and
time of submission of the bid.
4) Any separately submitted discount letter on the financial price shall not be
considered by NCBS and shall be a ground for disqualification. Evaluation of
financial bid shall be considered only on the quoted price in the financial bid
submitted by the bidders.

Contact Person
In case of any query, you may contact any of the following officials:

1) Shri P K Baruah, Head SE&M at (080-23666421) & E-mail: prasanta@ncbs.res.in

2) Shri P C Gautam at (08023666066) & E-mail: pchandra@ncbs.res.in

Earnest Money Deposit(EMD)

Bidder should pay specified amount towards Earnest Money deposit as follows:

1. Rs.47000/- (Forty-seven thousand Only) in the form of Demand Draft/PO drawn on any
Nationalized /Schedule bank in favour of “NCBS” Payable at Bangalore.
2. EMD will not carry any interest.
3. EMD will be refunded to the unsuccessful bidders after finalization of the bid and EMD of
successful bidder shall be returned after execution of Contract Agreement and submission
of security deposit.
4. The Earnest Money Deposit submitted by the bidder may be forfeited if,

1) Successful bidder fails to execute an Agreement within specified time as per

intimation/request of the NCBS,
2) Successful Bidder withdraws his tender or backs out after acceptance,
3) Bidder withdraws his tender before the expiry of validity period stipulated in the
bidding document,
4) Bidder violates any of the terms and conditions of the tender,
5) Bidder revises any of the items quoted during the validity period,
6) Bidder is found to have indulged in fraudulent practices in the bid submission
process.

Site Inspection

Before submission of offer, the bidders must inspect the site of work and the environments and be
well acquainted with the actual work and other prevalent conditions, facilities available, position of
material and labour, means of transport and access to Site, accommodation, etc. No claim will be
entertained later on the grounds of lack of knowledge of any of these conditions.
Mandatory

1) The service Provider should have the Following qualifications: -

2) Experience in operation, maintenance, supply and installation of Audio Visual
equipment for lecture/Auditoriums. Man power supply experience for Audio Visual
operation for lecture/ auditoriums.
3) The service provider should have base in Bangalore.
4) The service provider should be in the field of Audio Visual operations for at least
from last 3 years (as on 30/04/2018) (Relevant documents as shall be attached with
Technical bid)
5) Service Provider should have its own contract support at Bangalore.

IMPORTANT NOTE

1) The bidder shall submit authenticated documentary proof in support of financial

turnover certificates/annual audited reports of last 3 years certified by Chartered
Accountant.
2) “Similar work” means the Operation and maintenance of Audio-visual system,
Audio-Video conferencing etc.
3) The bidder shall submit signed of PO Copies/Work order copies/ completion/
performance certificate issued by client in support of satisfactory completion of
similar works during the last 5 years.
4) The bidder shall submit signed copy of Tender Acceptance Letter.
5) The bidder should submit signed copy of detailed profile of the Organization, (giving
list of works in hand and carried out during the last 5 years, names & addresses of
the clients, value of work, number of manpower deployed and such other details in
respect of works, along with testimonials and other relevant documents, i.e. Proof
of Organization, ESI/PF Registration Code, Company Registration No., GST, ITR
and PAN etc.)
6) The bidder should submit signed copy of partnership firm/partnership deed, if any.
7) The Bidder should be having adequate manpower, technical competence,
equipment etc. to smoothly executed the work.
8) The contractor should have a Registered Office/Branch in Bangalore.
9) The contractor should also intimate official E-mail address and telephone no. for all
communication in order to avoid loss of time. All communications from NCBS shall
be sent by E-mail/speed post.
10) The contractor may also submit ‘Quality Plan’.
11) Integrity Pact (IP) shall also be applicable.
12) Offers of Bidders who are under suspension/banned/black-listed by any PSU/Govt.
Department /PSU Banks/Govt. Autonomous bodies or otherwise shall not be
considered. Further, if any of the partners/directors of the contractor’s organization
/firm is blacklisted or having any criminal case against him, his tender shall not be
considered. An Undertaking to this effect should be submitted.
13) NCBS reserves the right to request for any further documents/certificate/clarification
from the bidder/contractor relevant to above qualifying criteria and the same must
be submitted within stipulated time of receipt of any such communication from
NCBS, failing which suitable action shall be taken by NCBS.
14) The contractor should have to signed Bidders Information along with supporting
documents.
15) After opening of Technical bids, if a firm/Company fulfils the technical criteria, its
financial bid will be opened.
16) Exact date and time for opening of Financial Bids shall be communicated through
official E-mail address given by contractor.
17) The bidder may be summarily disqualified in case of non-submission of required
documents.
Contract Period

The Contract will be initially for a period of ONE years with a provision of one-year extension
subject to evaluation of the performance of service provider/Contractor by NCBS before end of first
year contract. The rates for the 2ed year, if renewed, shall be the prevailing rates of the 1st year
quoted by the bidder, however all other terms and conditions will remain unchanged. The
performance of the service provider/Contractor will be evaluated every Three Months on a
continuous basis and the extension /renewal of contract will be based on performance evaluated
by NCBS.

Award of Work

NCBS reserves the right to split the job into two or more parts and to award the work to separate
agencies/bidders subject to the work experience and fulfilment of other terms & conditions and
specifications to the suitability of NCBS.

Acceptance / Rejection of Bid

NCBS also reserves the absolute right to reject any or all the Bids at any time solely based on the
past unsatisfactory performance by the bidder(s). The opinion/decision of NCBS regarding the
same shall be final and conclusive.

Amendment to Bid documents

1) At any time prior to the deadline for submission of Bids, NCBS may, for any reason,
whether at its own initiative or in response to a clarification sought by any
prospective bidder, modify the bidding documents by amendment /
addendum/corrigendum.

2) The corrigendum/amendment will be issued /published on website

http://ncbs.res.inonly. Bidders shall be solely responsible to check the web site for
the amendment issued in shape of Corrigendum and/or Addendum up to last date
of submission of bid.
Clarification on Bids

1) To assist in the examination, evaluation and comparison of the technical bids, NCBS
may, at its discretion, ask the Bidder for a clarification on its Bid. No change in price
of the Bid shall be sought, offered or permitted. If required, NCBS reserves the right
to ask the bidders to submit supplementary documents to support the documents
already submitted by the bidder.
2) NCBS reserves the right to conduct joint post bid discussion after opening the
technical bids, for clarification on technical bid and may amend the technical bid
requirements so as to bring all the bidders on to a common platform. In case of any
alteration in the technical bid requirements, all the bidders shall be given equal
opportunity to submit supplementary price offers for that item in which alterations
have been made. The supplementary offer must indicate the amount which shall be
added to or subtracted from the original price offered for that item. Both the original
and the supplementary offer shall be evaluated jointly.

Execution of Contract Agreement

The successful bidder’s responsibility under this contract commences from the date of issue of the
work order by NCBS. The Bidder shall submit an unqualified acceptance to the Work order within
the period stipulated therein. The successful bidder shall be required to execute an agreement in
the prescribed form, on a non-judicial stamp paper of Rs.100/- within 15 days from the issue of
Work Order. The contract agreement shall be signed by a person duly authorized/empowered by
the bidder. The bidder shall pay for all stamps duty and legal charges, incidental expenses, if any

Abnormal Rates

The bidder is expected to quote rate after careful analysis of cost involved considering all
specifications and conditions of contract. In case it is noticed that the rates quoted by the bidder
are unusually high or unusually low, it will be a sufficient ground for rejection of the tender unless
the reasonableness of the rates is convincing. For scrutiny, the analysis for such rates is to be
furnished by the bidder on demand.

Note: The above list of equipment is indicative only. Any equipment/device/wiring/panel etc. which
is not indicated in the above list, but forms part of the overall system, shall be deemed to be
included in the scope of work. The contractor may inspect the building/premises thoroughly,
before quoting for the work. The contractor should physically inspect the entire systems which are
to be covered under contract and also to make an assessment of the average consumption of
consumables/spares etc., before quoting their rates.

The bidder should physically inspect the entire systems which are to be covered under contract
and also to make an assessment of the average consumption of consumables/spares etc., before
quoting their rates.

Shut Downs

No routine shut down shall be permitted during office hours. The contractor shall be at liberty to
carry out maintenance on holidays and after office hours but with prior permission of NCBS.

The contractor shall ensure trouble free and smooth operation and maintenance of the Systems at
all times. All complaints have to be attended to, in minimum agreed time, as per industry
norms/practice, failing which, NCBS will be at liberty to get the work done on its own/another
agency and recover the costs incurred from your running bills/security deposit.

Dispatch Instructions

1) The General Conditions of Contract form part of the Tender specifications. All pages
of the tender documents shall be duly signed by hand of the authorized
representative, stamped and submitted along with the offer in token of complete
acceptance thereof. The information furnished shall be complete by itself. The
bidder is required to furnish all the details and other documents as required in the
following pages.
2) Bidders are advised to study all the tender documents carefully. Any submission in
tender shall be deemed to have been done after careful study and examination of
the tender documents and with the full understanding of the implications thereof.
Should the bidder have any doubt about the meaning of any portion of the Tender
Specification or find discrepancies or omissions in the scope of work or the tender
documents issued are incomplete or shall require clarification on any of the technical
aspect, the scope of work etc., bidder shall at once, contact the authority inviting the
tender well in time (so as not to affect last date of submission) for clarification before
the submission of the tender. Bidder’s request for clarification shall be with reference
to Sections and Clause numbers given in the tender documents. The
specifications and terms and conditions shall be deemed to have been accepted by
the bidder in his offer. Non-compliance with any of the requirements and instructions
of the tender enquiry may result in the rejection of the tender.
 3) Integrity Pact (IP) shall be applicable for all tenders / contracts as indicated in tender
document. This integrity pact shall be issued as part of the Tender documents and
shall be submitted by the bidder along with Technical bid duly filled, signed and
stamped by the authorized signatory who signs the bid. Only those vendors /
bidders who have entered into such an IP with NCBS shall be considered qualified
to participate in the bidding. Entering into this pact shall be a preliminary
qualification.

Data to be Enclosed

1) Full information shall be given by the bidder in respect of the following. Non-
submission of this information may lead to rejection of the offer.

2) Income Tax Permanent Account Number: Certified copies of Permanent Account

Numbers as allotted by Income Tax Department for the Company/Firm/Individual
Partners, Tender Acceptance Letter etc. shall be furnished along with tender.

3) Organization Chart: The organization chart of the bidder’s organization, including

names, addresses and contact information of the Directors/Partners may be
furnished along with the offer.

4) An attested copy of the Power of Attorney/Authorization letter, in case the tender is

signed by an individual other than the sole proprietor.

5) Proof of Turnover

6) Proof of Registration Number for PF, ESI, GST. PAN etc.

7) Evidence of minimum Three years’ experience.

8) In Case of Individual Tender: His /her full name, address and place & nature of
business.

9) In Case of Partnership Firm: The names of all the partners and their addresses. A
copy of the partnership deed/instrument of partnership duly certified by the Notary
Public shall be enclosed.

10) In Case of Companies: Date and place of registration including date of

commencement certificate in case of Public Companies (certified copies of
Memorandum and Articles of Association are also to be furnished) Nature of
business carried on by the company and the provisions of the Memorandum relating
thereof.

11) The Contractor should submit details of the terms and conditions of the personnel
deployed by him at NCBS. The contractor shall also ensure the police verification
of each and every person deployed by him at NCBS. The contractor shall also
submit copies of the appointment letters of the personnel deployed at NCBS, at the
time of commencement of the contract or whenever change/replacement of any
person (s) takes place during the period of the contract. NCBS may ask to furnish
the details of personnel deployed by the contractor at any time during the period of
contract.
Language

1) The bidder shall quote the rates in English language and international numerals.
These rates shall be entered in figures as well as in words. For the purpose of the
tenders, the metric system of units shall be used.
2) All entries in the tender shall either be typed or written legibly in ink. Erasing and
over-writing is not permitted and may render such tenders liable for rejection. All
cancellations and insertions shall be duly attested by the bidder.

Price Discrepancy

In the case of financial bid opening, if there are differences between the rates given by the bidder
in words and figures or in amount worked out by him, the following procedure for evaluation and
award shall be followed:
In case of lump-sum price, if there is any difference between the amount in figures and in words,
the amount quoted by the bidder in words shall be taken as correct.

Evaluation of Bids

Technical bids submitted by the bidder will be opened first and evaluated for fulfilling the Pre-
qualification criteria and other conditions in NIT/Tender documents, based on documentary
evidences submitted along with the offer.

1) In case the same qualifying experience is claimed by more than one agency, then
the agency who has executed the work as per documentary evidence submitted
shall only be qualified. Scope of qualifying work should be totally with the agency
who has executed and in case it is only labour, consumables without tools & plants
(T&P), then the responsibility of execution is assigned to the first agency and not to
the agency who has executed only as labour supply contractor. Further, NCBS
reserves the right to ask for further proofs including submission of TDS certificates
for the said job.

2) In case the qualifying experience is claimed by private organizations based on work

order and completion certificates from another private organization, NCBS reserves
the right to ask for further proofs including submission of TDS certificates for the
said job.

3) Assessing Bidder capacity for executing the current tender shall be as per Notice
inviting Tender.

4) Financial bids of shortlisted bidders shall only be opened at office of Head SE&M,
NCBS Bangalore.

5) Financial bids of unqualified bidders shall not be opened.

6) Conditional bids may be rejected by NCBS. The technical evaluation shall be made
strictly on the basis of the documents submitted by the bidders in support of the
eligibility, the technical and commercial response. All the required information shall
be furnished strictly in prescribed schedules/Annexure only. Any information
indicated other than prescribed schedules/Annexure shall not be entertained. The
financial evaluation shall be made on the basis of the total price/charges as
indicated in the schedule of rates/ financial. NCBS is not bound to accept the lowest
quoted offer. Conditions, if any, on any document enclosed with financial Bid shall
not be considered. NCBS’s decision in this regard shall be final and binding.
Security Deposit

Upon acceptance of Tender, the successful Bidder is required to deposit an amount equivalent to
10% of the Contract Value as Security Deposit. The security Deposit should be furnished before
commencement of the work by the contractor. Security Deposit may be furnished in any one of the
following forms: -

1) Pay Order/Demand Draft in favour of NCBS, Payable at Bangalore.

2) Bank Guarantee from Scheduled Banks/Public Financial Institutions as defined in

the
3) Companies Act.

4) The Security Deposit shall not carry any interest.

5) The validity of Bank Guarantees towards Security Deposit shall be upto the
completion period as stipulated in the Work Order +3 Months, (i.e. 15 months) and
the same shall be kept valid by proper renewal till the acceptance of Final Bills of
the Contractor, by NCBS.
6) It is the responsibility of the bidder to get the Bank Guarantees revalidated/extended
for the required period as may be advised by NCBS. NCBS shall not be liable for
issue of any reminders on expiry of the Bank Guarantees.

7) NCBS reserves the right of forfeiture of Security Deposit in addition to other claims
and penalties in the event of the Contractor’s failure to fulfil any of the contractual
obligations or in the event of termination of contract as per terms and conditions of
contracts with NCBS.

Return of Security Deposit

Security Deposit shall be refunded/Bank Guarantee(s) released to the Contractor after deducting
all expenses /other amounts due to NCBS, after completion of the contract (plus) three months.

Bank Guarantees

Wherever Bank Guarantees are to be furnished / submitted by the contractor, the following shall
be complied with:

1) Bank Guarantees shall be from Scheduled Banks/ Public Financial Institutions as

defined in the Companies Act.

2) It is the responsibility of the bidder to get the Bank Guarantees revalidated/extended

for the required period as advice by NCBS. NCBS shall not be liable for issue of any
reminders on expiry of the Bank Guarantees.

3) In case the Bank Guarantees are not extended before the expiry date, NCBS
reserves the right to invoke the same by informing the concerned Bank in writing,
without any advance notice/communication to the concerned bidder/contractor.

4) Bidders to note that any corrections to Bank Guarantees shall be done by the
issuing
5) Bank only through and amendment in an appropriate non judicial stamp paper.

6) The Original Bank Guarantee shall be sent directly by the Bank to NCBS under
Registered Post (Acknowledgement Due), addressed to the Head SE&M, NCBS-
TIFR, GKVK Campus, Bellary Road Bangalore-560065
Validity of Offer

The rates in the Tender shall be kept open for acceptance for a minimum period of 90 (ninety days)
from latest due date of offer submission (including extension, if any). In case NCBS calls for
negotiations, such negotiations shall not amount to cancellation or withdrawal of the original offer
which shall be binding on the tenders.

Rejection of Tender and Other Conditions

1. NCBS reserves the right to accept or reject the tenders without assigning any reason
whatsoever.

2. Conditional tenders, unsolicited tenders, tenders which are incomplete or not in the form
specified or defective or have been materially altered or not in accordance with the tender
conditions, specifications etc., are liable to be rejected.

3. Tenders are liable to be rejected in case of unsatisfactory performance of the bidder with
NCBS or bidder who do not comply with the latest guidelines of Ministry/Commissions of
Govt. of India. NCBS reserves the right to reject a bidder in case it is observed that they
are overloaded and may not be in position to execute this job as per the required schedule.
The decision of NCBS will be final in the regard.

4. If a bidder who is a proprietor expires after the submission of his tender or after the
acceptance of his tender, NCBS may at their discretion, cancel such tender. If a partner of
a firm expires after the submission of tender or after the acceptance of the tender, NCBS
may then cancel such tender at their discretion, unless the firm retains its character.

5. NCBS will not be bound by any Power of Attorney granted by changes in the composition
of the firm made subsequent to execution of the contract. They may, however, recognize
such power of attorney and changes after obtaining proper legal advice, the cost of which
will be chargeable to the contractor concerned.

6. If the bidder gives wrong information in his tender, NCBS reserves the right to reject such
tender at any stage or to cancel the contract if awarded and forfeit the Earnest
Money/Security Deposit/any other money due.

7. Canvassing in any form in connection with the tenders submitted by the Bidder shall make
his offer liable to rejection.

8. In case the proprietor, Partner or Director of the Company/Firm submitting the Tender, has
any relative or relation employed in NCBS, the authority inviting the Tender shall be
informed of the fact as per specified format as per relevant annexure attached along with
the offer.

9. The successful bidder should not sub-contract part or complete work detailed in the tender
specification undertaken by him.

10. The Tender submitted by a techno commercially qualified bidder shall become the property
of NCBS who shall be under no obligation to return the same to the bidder. However,
unopened financial bids and late tenders shall be returned to the bidders.

11. Discount letter, if any on financial price shall not be considered by NCBS.

12. NCBS shall not be liable for any expenses incurred by the bidder in the preparation of the
tender irrespective of whether the tender is accepted or not.
Cancellation of Contract in Full or in Part

NCBS at its sole discretion can terminate the contract at any time during the period of contract, If
the Contractor:

1. At any time makes defaults in proceeding with the works with due negligence and continues
to do so even after a notice in writing from the NCBS Ltd.; or

2. Commits default in complying with any of the terms and conditions of Contract and does
not remedy it or take effective steps to remedy it within 15 days after a notice in writing is
given to him in that behalf by the NCBS Ltd.; or

3. Fails to Quarterly performance evaluation of the service provider/contractor by NCBS or

third party inspection report or both; or

4. Violates any of the terms and conditions stipulated in the agreement/tender document.

Law Governing the Contract and Court Jurisdiction

The contract shall be governed by the law for the time being in force in India. The civil court
having original civil jurisdiction at Bangalore shall have an exclusive jurisdiction in regard
to all claims in respect of the Contract. No other civil court shall have jurisdiction in case of
any dispute, under this contract.

Issue of Notice

1. Service of notice on contractor: Any notice to be given to the contractor under the terms of
the contract shall be served by sending the same by Registered Post/Speed Post/E-mail to
or leaving the same at the Contractor’s last known address of the principal place of business
(or in the event of the contractor being a company, to or at its Registered Office). In case
of change of address, the notice shall be served at changed address as notified in writing
by the Contractor to NCBS. Such posting or leaving of the notice shall be deemed to be
good service of such notice and the time mentioned to the condition for doing any act after
notice shall be reckoned from the date so mentioned in such notice.

2. Service of notice on NCBS: Any notice to be given to NCBS under the terms of the Contract
shall be served by sending the same by post or by E-mail.

Use of Office Space

No space belonging to NCBS shall be occupied by the contractor without written permission
of NCBS. NCBS will provide the seating space to the staff deputed by contractor.

Commencement of Work

1. The contractor shall commence the work as per the time indicated in the Letter of
Intent/Work Order from NCBS and shall proceed with the same with due expedition without
delay.
 2. If the contractor fails to start the work within stipulated time as per Work Order or as
intimated by NCBS at its sole discretion will have the right to cancel the contract. The
Earnest Money and/or Security Deposit with NCBS will stand forfeited without any further
reference to him without prejudice to any and all of NCBS’s other rights in this regard.

3. All the work shall be carried out under the direction and to the satisfaction of NCBS.

Rights of NCBS

1. NCBS reserves the following rights in respect of this contract during the original contract
period or its extensions if any, as per the provisions of the contract, without entitling the
contractor for any compensation.

2. To terminate the contract or get any part of the work done through other agency or deploy
NCBS own/hired/otherwise arranged resources, at the risk and cost of the contractor after
due notice period of two weeks by NCBS in the event of:

a) Contractor’s continued poor progress

b) Withdrawal from or abandonment of the work before completion of the work
c) Contractor’s inability to progress the work for completion as stipulated in the
contact
d) Poor quality work
e) Corrupt act of Contractor
f) Insolvency of the Contractor
g) Persistent disregard to the instructions of NCBS
h) Assignment, transfer, sub-letting of contract without NCBS’s written permission
i) Non fulfilment of any contractual obligations
j) In the opinion of NCBS, the contractor is overloaded and is not in a position to
execute the job as per required schedule

3) To effect recovery from any amounts due to the contractor under this or any contract
or in any other forms, the moneys NCBS is statutorily forced to pay to anybody, due
to contractor’s failure to fulfil any of his obligations. NCBS shall levy overheads of
5% on all such payments.
4) Performance Indicator/Uptime: The contractor during the contract shall be
responsible to maintain the complete systems/equipment/software in good working
condition by maintaining minimum uptime 95%, which would be calculated for each
individual system, which form part of the overall system of the building. The uptime
would be calculated on monthly basis and proportionate deductions would be made
from the payment to be made to the contractor for the correspondence quarter for
which an uptime of 95% could not be maintained. The deduction would be as
follows: -

S No. Uptime Deductions

1 95 – 100% No deduction
2 80 – 95% 5% of the total value of the Monthly bill
3 70 – 80% 10% of the total value of the Monthly bill
4 Below 70% 20% of the total value of the Monthly bill

Note: (1)No complaints in regard to systems etc. should remain pending

for more than 24 hrs., however these need to be attended
immediately without loss of time.
Responsibilities of the contractor

1) Responsibilities of the contractor in respect of local laws, employment of works etc.

2) The contractor shall fully indemnify NCBS against any claims of whatsoever nature
arising due to the failure of the contractor in discharging any of his responsibilities.
The following are the responsibilities of the contractor in respect of observance of
local laws, employment of personnel, payment of taxes etc.

3) The contractor at all times during the continuance of this contract shall, in all his
dealings with local labour for the time being employed on or in connection with the
work, have due regard to all local festivals and religious and other customs.

4) The contractor shall comply with all applicable State and Central Laws, Statutory
Rules, Regulations etc. such as Payment of Wages Act, Minimum Wages Act,
Workmen Compensation Act, Employer’s Liability Act, Industrial Dispute Act,
Employers Provident Act, Employees State Insurance Scheme, Contract Labour
(Regulation and Abolition) Act 1970, Payment of Bonus & Gratuity Act and other
Acts, Rules and Regulations for labour as may be enacted by the Government
during the tenure of the Contract and having force or jurisdiction at Site. The
Contractor shall also give to the local Governing Body, Police and other relevant
Authorities all such notices as may be required by the Law.

5) The Contractor shall pay all taxes, fees, license charges, deposits, tolls, royalties,
commission or other charges which may be liable on account of his operations in
executing the contract.
6) Contactor shall be responsible for provision of Health and Sanitary arrangements
(more particularly described in Contract Labour Regulation & Abolition Act), Safety
precautions etc. as may be required for safe and satisfactory execution of contract.

7) The Contractor shall be responsible for proper accommodation including adequate

medical facilities for personnel employed by him.

8) The Contractor shall ensure that no damage is caused to any person/property of

other parties working at site. If any such damage is caused, it is responsibility of the
contractor to make good the losses or compensate for the same.

9) The Contractor shall arrange, coordinate his work in such a manner as to cause no
hindrance to other agencies working in the same premises.

10) All safety rules and codes applied by the NCBS at site shall be observed by the
contractor without exception. The contractor shall be responsible for the safety of
the equipment/material and works to be performed by him and shall maintain all
light, fencing guards, slings etc. or other protection necessary for the purpose.
Contractor shall also take such additional precautions as may be indicated from
time to time by the Engineer with a view to prevent pilferage, accidents, fire hazards.
Due precautions shall be taken against fire hazards and atmospheric conditions.
Suitable number of Clerical staff, watch and ward, store keepers to take care of
equipment/materials and construction tools and tackles shall be posted at site by
the contractor till the completion of work under this contract.

11) The contactor shall arrange for such safety devices as are necessary for such type
of work and carry out requisite site tests of handling equipment, lifting tools, tackles
etc. as per prescribed standards and practices. NCBS arrange will provide Basic
tools and infrastructure required to perform the job

12) Contractor has to ensure the implementation of Health, Safety and Environment
(HSE) requirements as per directions given by NCBS
13) The contractor will be directly responsible for payment of wages to his workmen. A
pay roll sheet given all the payments given to the workers and duly singed by the
contactor's representative should be furnished to NCBS site for record purpose, if
so called for.

14) In case of any class of work for which there is no such specification as laid down in
the contract, such work shall be carried out in accordance with the instructions and
requirements of NCBS.

15) Maintenance of Registers and forms: The contractor shall be responsible to

maintain the registers/forms as required under the prevalent labour laws in force
from time to time. The contractor shall maintain the above neatly, completely and
legibly for inspection by various statutory authorities and the company officials even
at short notice

16) The Contractor shall maintain the f records and log books during the contract period.
The Schedule of preventive maintenance for all equipment will be prepared in
advance by you, in consultation with officer-in-charge of NCBS. Necessary records
of the services\work carried out will be maintained and the same has to be
countersigned by the officer- in-charge of NCBS whenever asked by NCBS.

17) The contractor shall keep proper upkeep of all areas under the contract.

18) NCBS will not be responsible for any lapse on the part of the Contractor in enforcing
of provisions of any Labour Acts /Laws, viz., Payment of Wages Act, Minimum
Wages Act, Contract Labour (Regulation & Abolition) Act, 1970 and (Central) Rules,
1971 / Industrial Disputes Act, 1947 and (Central) Rules 1957, Employee’s State
Insurance Act, 1948 (ESI), Employee’s Provident Funds and Miscellaneous
Provisions Act, 1952 EPF), Gratuity, Workmen Compensation Act, Bonus Act, etc.
It will be the contractor’s responsibility to abide by all Statutory Laws/Regulations
applicable to the contract labour engaged by him on the Contract Work. Receipt of
any complaints on this ground viewed seriously. It is expressly understood that the
manpower deployed by the contractor are not on the rolls of NCBS and no legal
relationship of whatsoever subsists between NCBS and such personnel employed
by the contractor.

19) This being a pure works contract, the personnel engaged by the contractor and
deployed by him at NCBS premises will be in no way be deemed as working under
employment of NCBS and there shall not exist any employer-employee relationship
between NCBS and the contractor or his personnel deployed by him. The
Contractor or personnel shall have nothing to do with NCBS either in respect of
wages/salary or such other statutory benefits or compensation etc. under the
Labour Laws and other related Laws I.e. Gratuity, Bonus or Workmen
Compensation Act or any other law in force. The contractor shall obtain an
appropriate/adequate Policy I.e. Contractor All Risks (CAR) Policy so as to meet
any obligation in any eventuality. The Contractor will be responsible for providing
benefits like ESI, PF, Bonus, Group Insurance Scheme etc. under the relevant
rules/laws of the State and Central Government. The Contractor shall be solely
liable for any dispute that might arise in any matter in future for violation/non-
 compliance of Labour Laws/regulations and NCBS will have no responsibility,
whatsoever.

20) Thorough checking of employees of the contractor during entry/exit would be done
by security staff of NCBS.

21) The employees of the contractor will work strictly under the direction and
administrative control of the contractor’s Manager/Supervisor/Site Engineer.
However, the contractor’s supervisory staff will have to execute the work through
their employees according to the requirement, need and/ instructions of the
designated officers of NCBS.

22) The employee of the contractor will ensure strict discipline and behaviour and
diligent performance of their duties most befitting to the décor of the most modern
mechanized building and the employees of the contractor shall not in any manner
cause any interference, annoyance, nuisance etc. to NCBS staff or its business or
working and will be liable for immediately replacing/relocating the individual
employee if the services rendered by him are not found to be satisfactory.

23) In case of any damage to NCBS’s property/premises for which contractor is

accountable, the contractor will be liable to pay the compensation to NCBS as may
be advised by NCBS. The contractor shall also take full responsibility and
compensate NCBS for any loss/damage/break-down caused to the installation due
to negligence of his workers.

24) NCBS will not be responsible for any injury/death caused to the employees provided
by the contractor at site. It will be the responsibility of the contractor to abide with
the all the provisions of the Workmen Compensation Act, 1923 and no
compensation, whatsoever shall be paid by NCBS in this regard.

25) The workforce deployed by the contractor should be adequately covered under
Personal Accident Insurance Plan.

39. Insurance

1) It is the sole responsibility of the contractor to insure his materials, equipment,

workmen, etc. against accidents and injury while at work and to pay compensation,
if any, to workmen as per Workmen’s compensation Act. The work be carried out in
protected area and all the rules and regulations of the NCBS in the area of project
which are in force from time to time will have to be followed by the contractor.

2) If due to negligence and or non-observation of safety and other precautions by the

contactors, any accident/injury occurs to the property/manpower belong to third
party, the contractor shall have to pay necessary compensation and other expense,
if so by the appropriate authorities.

3) The contractor will take necessary precautions and due care to protect the material,
while in his custody from any damage/loss due to theft or otherwise till the same is
 taken over by NCBS. The contractor will submit necessary documents for
lodging/processing of insurance claim. NCBS will recover the loss from the
contractor, in case the damage /loss is due to carelessness / negligence on the part
of the contractor. In case of any theft of material under contractor’s custody, matter
shall be reported to police by the contractor immediately and copy of FIR and
subsequently police investigation report shall be submitted to NCBS for taking up
with insurance. However, this will not relieve the contractor of his contractual
obligation for the material in his custody.

40. Strikes & Lockout

1) The contractor will be fully responsible for all disputes and other issues connected with his
labour. In the event of the contractor’s labour resorting to strike or the Contractor resorting
to lockout and if the strike or lockout declared is not settled within a period of one week,
NCBS shall have the right to get the work executed through any other agencies and the
cost so incurred by NCBS shall be deducted from the Contractor’s bills/deposits. Further,
NCBS reserves the right to terminate the contract in case of any strike/lockout of the
contractor.

2) For all purposes whatsoever, the employees of the contractor shall in no case be deemed
to be in the employment of NCBS.

41. Force Majeure

The following shall amount to Force Majeure:

1) Acts of God, act of any Government, War, Sabotage, Riots, Civil commotion, Police action,
Revolution, flood, Fire, Cyclones, Earth quake and Epidemic and other similar causes over
which the contractor has no control.

2) If the contractor suffers delay in the due execution of the contractual obligation due to
delays caused by force majeure as defined above, the agreed time of completion of the job
covered by this contract or the obligations of the contractor shall be extended by a period
of time equal to period of delay, provided that on the occurrence of any such contingency,
the contractor immediately reports to NCBS in writing the causes of delay and the contractor
shall not be eligible for any compensation.

43. Arbitration & Reconciliation

1) In case amicable settlement is not reached in the event of any dispute of difference arising
out of the execution of the contract or the respective rights and liabilities of the parties or in
relation to interpretation of any provision by the contractor in any manner touching upon the
contract, such dispute or difference shall (except as to any matters, the decision of which
is specifically provided for therein) be referred to the sole arbitration of the arbitrator
appointed by NCBS.

2) The award of the Arbitrator shall be binding upon the parties to the dispute.

3) Subject as aforesaid, the provisions of Arbitration and Reconciliation Act 1996 (India)
4) or statutory modifications or re-enactments thereof and the rules made there under and for
5) the time being in force shall apply to the arbitration proceedings under this clause. The
venue of the arbitration shall be held at Bangalore and the language of the proceedings
shall be in English. Subject to the above, the Courts at Bangalore alone shall have the
jurisdiction to deal any disputes between the Parties pertaining to the contract.
 6) The cost of arbitration shall be borne equally by both the parties.

7) Work under the contract shall be continued during the arbitration proceedings.

8) Failure to comply with any of the above conditions can result in termination of the contract,
forfeiture of the security deposit, penalty as may be decided by NCBS and future blacklisting
of the contractor.

Monthly Payment

The payment shall be released on monthly basis after the close of each month against the invoice
provided by the contractor. The monthly bill for the above said contract shall be submitted by the
contractor by 2nd of following month and payment shall be released upon satisfactory performance,
after adjusting any cost borne by NCBS due to any reason/damages caused by the contractor or
his employees, down time etc., as applicable. Income tax and other taxes and surcharge at source,
as applicable will be deducted from your payments at the prevailing rates. The payment for the
shall be made on submission of the following documents:

1) Certificates (as per annexure attached) with regard to payment made in accordance with
the latest Minimum Rates of Wages as fixed from time to time as per the State Govt., Delhi
Administration or the Central Govt. whichever is higher. The Contractor shall furnish photo
copies of monthly Wages Payment Sheet duly signed by individual employees along- with
bills.

2) Photo copies of Bank Challans of previous month for the amount deposited in the bank for
ESI and PF along with certificate.

3) The Contractor will furnish every month a certificate along-with bill to the effect that all
statutory obligation/ requirements have been complied with in regard to wages, contribution
to PF/ ESI/ Gratuity etc to their staff and NCBS will not assume any responsibility thereto.

After competition of said contract period it will be the responsibility of the contractor to depute his
representative for minimum period of 30 days to explain about the installed equipment’s/ systems
to the new contractor/agency.
Bid Evaluation Criteria

Bid evaluation committee will evaluate and compare the bids determined to be substantially in
line with tender requirement. It is bid evaluation committee’s intent to shortlist the proposal that is
in line to requirement.

The evaluation shall be strictly based on the information and supporting documents provided by
the bidders. It is the responsibility of the bidders to provide all supporting documents as listed in
forms necessary to fulfill the mandatory eligibility criteria.

Pre-Qualification Criteria

S No Criteria Supporting Documents

1 Bidder shall be legal entity registered in India Incorporation/ Registration

since last three(3) years certificate or equivalent

2 Bidder Shall have Minimum Average Annual Audited Balance/ CA certificate

Turnover of Rs 50 Lakh in past three year
3 Bidder’s Experience in Handling similar Job and PO copies and Performance/
reference letter ( Minimum Two) Reference letter

4 Bidder Shall not be blacklisted by any of Self-declaration, As per Annex

Government / Semi Government/ Autonomous
body in India
5 Bidder shall have base in Bangalore Details of Registered office

6 Attendance in Pre- Bid Meeting to understand Self-certification

the requirement

1) The pre-Qualification evaluation committee will check if the bidder has deposited the EMD
along with Technical Proposal and same are found to be in order.
2) The pre-Qualification evaluation committee with check the documentation furnished by the
bidder will be examined prime facie to see if the company’s capacity, skills base and other
attributes as claimed are consistent with the need of project.
3) NCBS may ask bidder for additional information, and /or arrange discussion to verify claims
made in bid documents.
4) If the attached documents are not in line with requirement and the bidder fails to submit the
required documents, the bid shall be rejected
 a) Technical Evaluation Criteria

S No Technical Parameter Maximum Score

1 Experience in Relevant Field 30

10 Marks for experience for minimum 3 year
15 Marks for experience for minimum 3-5 year
20 Marks for experience for more than 5 year
2 Experience certificate/ Reference from exist clients ( Minimum 2) 20

3 Financial strength 20
10 Marks if average annual turnover is minimum 50 Lakhs
15 Marks if average annual turnover is from 50 to 75 Lakhs
10 Marks if average annual turnover is more the 75 Lakhs
4 Technical presentation 30

1) The bidder is required to submit the necessary document as proof of purchase order copy/
Completion certificate, project experience certificate, reference letter or relevant document
in support of above parameter.
2) The evaluation will also be based on bidders proposed plan to take up the work, project
management.
3) Presentation: - bidders has to make presentation to the bid evaluation committee at a date,
time and venue as informed by NCBS. The team will analysis the
a) Understanding of the requirement by bidder
b) Highlights of the proposed solution
c) Appropriateness of proposed plan
d) Support Team & Execution Capabilities
4) Technical bid shall be examined by the bid evaluation committee with respect to compliance,
completeness and suitability for the tendered work. The bid which are in line with the
requirement and fulfill all the qualification requirement will be considered “qualified”.

Price bid of only “Qualified” bid will be open.

Existing infrastructure at Campus: -

NCBS has following Auditorium, Lecture halls, Seminar halls. Conference rooms, teaching labs
and Meeting rooms.
Auditorium: DASHERI with 189 Seater Capacity.
Lecture Halls: (a). HAAPUS with 104 Seater Capacity.
(b). LANGRA with 70 Seater Capacity.
(c). HIMSAGAR with 30 Seater Capacity.
(d). MALGOVA with 81 Seater Capacity.
(e). SAFEDA with 40 Seater Capacity.
C. ELC Seminar Halls: (a). NUCLEUS.
(b). GOLGI).
(c). CHLOROPLAST.
SLC Seminar Halls: (a). SYNAPSE
(b). ENDOSOME.
(c). MITOCHONDRIA.
D. Conference Rooms: (a). Video and Audio Conferencing room (AXON).
(b). Director Annex for Video and Audio conference room.
E. Teaching Lab (RASPURI).
F. Faculty lounge.
G. Meeting rooms: (a). Ground floor meeting room in Academic Block (BLEB).
(b). Third floor meeting room in Admin office block.
(c). Third Floor meeting room in RDO (Academic Block) (CONNEXION).
(d). Ground floor meeting room in SLC East Block.
(e). First floor meeting room in SLC East Block.
(f). Second floor meeting room in SLC East Block.
(g). Third floor meeting room in SLC East Block.
(h). Outdoor meeting room near First floor cafeteria ELC (VESICLE).
H. Amphitheatre near to reception for any outdoor events.

DASHERI Auditorium (Capacity 189)

Projection Systems:

Auditorium is equipped with 4 nos of projection design DLP projectors. The projectors has
motorized lens shift, zoom-IN/OUT option. The Projectors has three motorized screens. The main
screen is with size of 10X16 feet and two screens size of 8x6 feet.
System is equipped with EXTRON Matrix switchers, EXTRON DVI Switchers, EXTRON HDMI
Scalars, which are used for controlling the projection on specific screens.
Auditorium stage has 3 floor boxes for VGA and DVI connection along with the audio which will be
controlled by the touch panels to activate each concerned ports for switching.
The system has a Polycom HDX 9000 Video conferencing system of Polycom HDX 9000 which
will be mainly used for streaming the event. The Video conference is also used for arranging the
talk via video conference from remote end as well as participation for far end.
Video conference System has a two recording server to record and stream the talks, one is from
Polycom model resume and other one Is from life size model. The talks shall be recorded with
written consent from speaker.
System has 3 external Sony Cameras connected to video conference via EXTRON Video Mixer.
These cameras are controlled via the Joystick controller to control the movement of the camera
functions such as Rotating Left, Right, Up, Down, Zoom In and Zoom Out.
The system also has option to connect via Direct VGA cable. These VGA ports are connected to
the input of the KVM VGA switcher which as capacity of taking 8 VGA inputs and 4 VGA outputs
which are going to each projector at the auditorium.
Audio systems:

Auditorium is equipped with two set (2x2) of crown power amplifiers (XTi 6002). One set is used
for main speakers and other set for subwoofers. In each set one is active and other one is stand
by amplifier for redundancy purpose.
Auditorium is equipped with JBL (JBL VRX-928LA)Two set of 2x2 line array speakers, two
subwoofers (JBL PRX418S) and two monitor speakers (JBL VRX 915M).
The system has two Audio Equalizers connected with One DSP of Polycom (Sound Structure)
which is programmed for the Microphones, Laptop Audio, Video conferencing microphone and
audio output from VC and Performance Microphones.
The system has 4 Lapel mic and 6 Hand held mic all these works on wireless wherein these
microphones are combined together in the Sound structure through program and splitted into two
different channel in the Analog Mixer.
System has 12 Wired Microphones which are used for Cultural events.
The system has 16 Channel Analog Audio Mixer of Sound craft make FX16ii model for controlling
the sound levels by adjusting the HF, LF, MF, PAN, Auxiliary Monitor outputs, gain controls based
on the performers requirement.
The auditorium has standby arrangement of one complete audio system in which we have the
following systems in it.
Crown Power Amplifier.
8 Channel Analog Mixer (Crown make).
Audio DSP (DBx make).
2 Lapel Mic with Transmitter and Receiver.
2 Hand held Mic with Transmitter and Receiver.
4 Speakers (2 on left side and 2 on Right side).
Option for Laptop Audio.

Talk Timer.
Lighting Control
Stage/Performance Lighting.

HAAPUS-Capacity 104 and LANGRA- Capacity 70

ProjectionSystems:

The system has 2 LCD Projectors and two projection screens.

The system has a Video conferencing equipment of Polycom make HDX 8000. This VC system
will be used mainly for recording and streaming the events with in campus and outside the campus.
The setup is also used for Video conference
The system has one Common Laptop dedicated for the setup.

Audio Systems:

Crown Power Amplifier

8 Channel Analog Mixer (Crown make).
Audio DSP (DBx make).
2 Lapel Mic with Transmitter and Receiver.
2 Hand held Mic with Transmitter and Receiver.
4 Speakers (2 on left side and 2 on Right side).
Option for Laptop Audio.
MALGOVA Lecture hall -Capacity 89.

Projection Systems:

The system has 2 LCD Projectors and two projection screens of SANYO Make with motorized Lens
shift, Zoom In and Zoom out option.
The system is equipped with EXTRON Matrix switchers, EXTRON DVI Switchers, EXTRON HDMI
Scalars which are used for controlling the Projections.
The system has 2 floor boxes on the stages for VGA connection with the audio which are controlled
by the touch panels to activate each concerned ports for switching.
The system has a Video conferencing equipment of Polycom make HDX 9000 which will be majorly
used for streaming the event to other lecture halls or on web. This is also used to connect for
speaker totalk from far end, and also it is used to connect to the far end if participant is unable to
attend the talks.
The system has 2 extra Cameras connected to the video conferencing unit via Video Mixer
(EXTRON). These cameras are controlled via the touch panel and remote to control the movement
of the camera with the functions such as Rotating Left, Right, Up, Down, Zoom In and Zoom Out.
The system also has option for the Direct VGA connections of 2 nos directly coming from the
projector to the floor box.

Audio systems:

The system has 2 Power Amplifiers of Crown Make (XTi 6002) in which one Amplifier is used as
main Amplifier and the other Amplifier is used as Standby (Redundancy).
The system has two Line array Speakers of JBL Brand(JBL VRX-928LA).
The system has one Audio Equalizer connected with DSP of Polycom (Sound Structure) which is
programmed for Microphones, Laptop Audio, Video conferencing microphone and audio output
from VC.
The system has 2 Lapel mic and 3 Hand held mic’s all these works on wireless wherein these
microphones are connected to the Sound structure through program.

SAFEDA Lecture hall -Capacity 40.

Projection Systems:

The system has 2 Projection screens and 2 LCD Projectors of SANYO Make with motorized Lens
shift, Zoom In Zoom out option.
The system has 2 floor boxes on the stages for VGA 1, VGA 2 connection options along with the
audio which will be controlled by the VGA scalar switcher to activate each concerned ports for
switching.
The system also has option to connect point to point VGA connections to the projector.

Audio systems:

The system has a Power Amplifiers of Crown Make (XTi 6002).

The system also has ceiling speakers of 6 nos.
The system has 8 channel Audio Mixer.
The system has 2 Lapel mic and 2 Hand held mic all these works on wireless connected to the
Analog mixer.

E. Seminar Halls (SYNAPSE, ENDOSOME, MITOCHONDRIA) SLC

Seminar Halls (NUCLEUS, GOLGI, CHLOROPLAST, CONNEXION) ELC
 These seminar halls are equipped with Projectors and projection screens with provision of
connecting VGA, HDMI connections, Video, LAN Port for Internet facility.

F. FACULTY LOUNGE (SLC 2ND FLOOR).

a. The system has projector facility with the VGA and HDMI connection available.
b. The system has Video conference facility option as well.
c. The system has one power amplifier with 4 speakers connected to it.
d. The system has one audio DSP also integrated with the power amplifier.
e. The system has 2 Lapel mic and hand held mic with their respective Transmitter and
Receiver.

Conference Rooms (AXON and Director Annex).

a. These rooms have options for Video conference facility as well as the audio
Conference facility with both STD and ISD facility. Most of the important meetings
happens at these locations.
b. These rooms also have projector available with the VGA and HDMI connection
Options as well.
The Capacity of this room is 15 Seater.

H.Teaching Lab (RASPURI).

Teaching Lab is equipped with 2 Projectors on each side of the teaching Lab with the
VGA and HDMI connection available.

S/N AV EQUIPMENTS AVAILABLE QUANTITY Brand/ Make

01 Streaming Servers 2 nos Life Size.
Polycom RSS 4000.
02 Video Conference system 7 nos Polycom.
03 Audio Conference system 3 nos Polycom.
04 Projectors 44 nos HITACHI, PROJECTION
DESIGN,
SANYO, MITSUBISHI.
EPSON
05 Spare Projectors 6 nos NEC, SANYO, INFOCUS.
06 Lamps for Projectors Available Available for each
Projectors on
stock.
07 Power Amplifiers 12 nos CROWN
08 Audio Processor DSP 2 nos Sound Structure
09 Audio DBX Drive Rack system 7 nos DBX Drive, Crown
(Equalizer, Compression,
Noise Feedback reducer).
10 Analogue Mixers 8 channels 5 nos Crown
11 Analogue Mixers 16 channels 1 no Sound Craft (FX16 II)
12 Line Array Speakers 4 sets JBL
13 Sub woofers 2 sets JBL
14 Small Speakers 18 nos JBL
15 Laptops for Lectures with chargers 10 nos 9 Windows and 1 MAC PRO
16 MGPX VGA Matrix switcher 2 nos EXTRON
17 DVI Matrix Switcher 2 nos EXTRON
18 Creston Processor with Touch 2 nos (Malgova)
panels 3 nos of
Touch panels
(DASHERI)
19 Wired Microphones with Stands 12 nos AKG
20 Wireless Microphones Lapel 14 nos MIPRO, AKG
21 Wireless Microphones 16 nos MIPRO, AKG
Hand held
22 Web Cameras and HD Cameras 11 nos Logitech
23 Adaptors for connecting the 21 nos APPLE, LENOVO
Laptop Projector
24 Wireless Slide Changers with 11 nos Logitech
Pointers
25 TABS for timer 8 nos Micro Max, LENOVO
26 Audio Recorder 2 nos SONY
27 Spare Projection Cables All Types of Cables
28 Mac Adaptors 5 nos
29 Podium Mic’s 1 no Goose Neck Mike
30 Performance Halogen Lights 8 nos. 4 nos of Power cans and 4
nos of
Diffuser lights
31 Dimmer Control systems 12 1 no. Ray Tech
Channels
32 DMX Controller 512 Channels 1 no. Ray Tech
33 JABRA Mic and Speaker 2 nos JABRA
34 AV Connectors All Types of AV Connectors
35 Wireless VGA Dongle 1 no. VIVETEK

Note: The above list of equipment is indicative only. Any equipment/device/wiring/panel etc. which
is not indicated in the above list, but forms part of the overall system, shall be deemed to be
included in the scope of work. The contractor may inspect the building/premises thoroughly,
before quoting for the work. The contractor should physically inspect the entire systems which are
to be covered under contract and also to make an assessment of the average consumption of
consumables/spares etc., before quoting their rates.

Scope Summary:

Solution Summary:

Handling and support across all the above mentioned Audio Visual installation or any other Audio
Visual Requirement at Campus.
Preventive maintenance support on all the Audio Visual assets.
Co-ordinate for maintenance support on all the Audio Visual assets.
Lecture halls Audio Visual operation.
Video Conferencing operations and Co-ordinating with far end users to test in advance.
Audio Conferencing operations.
Daily check of the Audio Visual setup.
Maintain common user accounts for Skype, Google hangouts, Goto meetings, zoom meetings,
clear sea etc.
Maintain inventory record of spares and accessories of Audio Visual setup.
Co-ordinate for new installations of Audio Visual system accessories.
Recording and streaming of lectures.
Maintaining the video gallery of scientific lectures.
SLA Management.
Incident Management.
Problems Management.
Service (Technical Deliverables):

Managing the Audio Visual Operations at Lecture halls and anywhere within campus.
Co-ordinate with Vendors for maintenance.
Escalate issues related to non-functioning of system, fault in instruments, non-performance of
suppliers for service support or delay in attending the problem.
Addressing the helpdesk requests and notify the users about the status and progress on their
requests.
Notify the users on any breakdown, planned/unplanned maintenance about unavailability of
services to the users and all concerns.
Maintain data on contact information about service support providers, escalation matrix.
Identifying problems, reporting complaints to concern.
Periodic check of all Audio Visual infrastructures.
Support for meetings/Conference/Workshops for all Audio Visual related.
Service of support staff must be available on weekend, holidays after office hours as and when
required.

General Check at Lecture halls / Seminar halls / Auditoriums.

The standby systems of Audio visuals are checked for functionality.

AAA size and AA size batteries are sufficiently available at lecture halls and maintain the records
of stocks.
Availability of the required Audio visual adaptors, power adaptors available at lecture halls /
Auditorium.
Slide changers with pointers, wooden pointers are available at the lecture halls / Auditorium.
Lights in the lecture halls are working fine, replace if required.
Chairs at lecture halls should fine without any damage found or breakage. If found note down and
report it to the concerned department and update the same after rectification.
Lecture halls Air conditioner needs to verify for functioning, in case of failure inform to the
concerned department and update the same after rectification.
Clock time should be checked and replace the battery when required.
Projector screen movement to be checked.
Internet and WIFI to be checked for functionality.
Doors and windows movement to be checked for smooth functioning.
Sufficient markers with all colours availability in working condition. Replace with new ones if
required.
Whiteboard to be checked and clean the board if needed.
Telephone facility available in the halls with Local, STD, ISD facility, check it by making test calls
and record the same.
Timers functionality should be checked before the lectures. Keep the other set of timers as standby.
Standard Operating Procedure availability at Lecture halls/ Seminar halls for users to operate it
user friendly.

Main Responsibility of the Contract Staff and Scope of work in Audio Visual system
handling at various venues in CAMPUS.

Handling the Audio Visual systems for all the events scheduled at campus including major
conferences, Annual Talks, Symposiums, Informal and Non Informal Seminars, non-Scientific
Public Lectures etc.
The system should be checked at least 45 minutes before any major events scheduled at
Auditoriums with the all necessary requirement and checked. The staff should be present 30
minutes before the event commences.
Complete audio visual systems at the lecture halls / Auditoriums should be checked a day before
the events/ Conferences/ Symposiums etc. also the standby audio system should be checked and
kept ready.
Maintain complete documentation of the Audio Visual system along with the drawings.
Arrangement for the streaming of lectures at other venues in the campus.
Maintain the documents of “Record and Streaming permission” forms for each event in a file for
future reference.
Setup the sound system for the cultural events planned at campus.
Trouble shooting technical problems occurred in Audio Visual system during the events, and
resolve or provide alternate solutions.
Audio Visual related support needs to be extend within short noticefrom the users.
Attending the audio visual related helpdesk requests and reply to them.
Co-ordinate with the other institute technical team to perform the appropriate test runs for both
video conference and audio conference meetingin advance to ensure that the Video and audio
quality along with the data sharing is fine, both at near end as well as far end.
Setting up other video calls such as Clear Sea, Skype, Goto meetings, Google hangouts if
requested by the users.
Maintain the Common Institute Skype accounts, Google hangout accounts, Clear Sea accounts.
Maintaining the inventorylist of spares and accessories like Lamps, Spare adaptors, Spare Visual
cables, Spare Audio cables etc.
Plan the man power distribution if more events happening at campus to handle the events.
Involvement in the process of new or re-installation and commissioning of the Audio Visual
System.
Timers should be used for the public lectures, Symposiums, conferences and other lectures which
are time bound.
Assigned audio visual work should be completed in time.
Check the NCBS events calendar daily for any events scheduled on that particular day and co-
ordinate with the users.
Editing the recorded video of the lectures and upload on the Institute’s video gallery.
Maintain the videos on the video gallery of NCBS website for future references.
Provide the video of the particular lecture when asked by the users or faculties with approval from
the concern In-charge.
Upload the videos of scientific talks to the NCBS You-tube channels after getting the prior
permission from the concern Authorities.
Performing the preventive maintenance scheduled weekly for all the Lecture halls, meeting rooms,
Seminar rooms, Auditoriums and maintain the checklist, preventive Maintenance records.

Following are the things to be checked when performing the Preventive Maintenance

Projection Systems

Lamp Life of the Projector has to checked and record the Lamp hours used. Replace the lamp if
required.
Blow the dust from the Projector.
Clean the Air Filter periodically so that there is no blockage of the Air coming out.
Verify the color displayed from the projector so that the colours should match with the actual color.
Cable connection to the projector to be checked for any damages or loose connection.
Availability of spare VGA or HDMI cables at Lecture halls/ Seminar halls.
UPS backup should be checked with Audio Visual running as load and record it. Follow up with the
UPS maintenance team to make sure that the UPS is checked periodically by them at all Lecture
halls.
Video conference system to be checked at lecture halls by making a test calls with the sample sites
for the LAN connectivity check.
Audio Systems:

Ground connection to the Audio rack to be checked for any earth leakage.
Blow the dust accumulated on the Audio system rack if required.
Sound / Volume level of the Power Amplifier should be checked for both Right and Left channel
speakers for equal volume levels.
Wireless microphones to be checked by performing the mock presentation in the lecture hall to find
out if any noise or breakage of sound etc.
Tune the Audio for the correct sound level in the lecture hall by adjusting the Bass, Treble and
Gain of the Microphones so that perfect audio is maintained in the lecture hall or auditoriums for
the smooth running of the events.
Label the respective microphones with their respective receivers so that it is easy to identify them.

Service Window and Service Level Agreement:

Location: - NCBS, GKVK Campus

Days: - Monday to Saturday
Timings: - 8.30 AM to 6 PM.
Over all up time: - Better than 95% guarantee

Service Review Meeting:

Review meeting will be held once in a month on first Monday. To review the services or any issues
during the last month and plan for upcoming period. Action will be identified as appropriate to
improve work areas.

As such the normal agenda for such meetings will include,

Highlights of the past month performance statistics, concentrating on major or technical issues
reported (based on the monthly report).
Any service breakdown trends and achievements.
Explanation of matters outstanding from previous month and in particular issues, which have been
attended or about to be escalated.
Helpdesk feedback system.
Review of the scheduled workload such as fault resolutions, progress of approved changes, and
implementation of works.
Suggestions for improvements in resolution of issues.
Issues with contract management, billing, invoicing and other financial matters in case any.

Assumption and Exclusions:

NCBS would offer the following to the service provider:

NCBS would supply the spares for machines which are not under warranty or not covering under
AMC’s. For warranty items the spares would be follow up from the OEM as per applicable.
The service provider would be responsible to log service calls and to resolve services related calls.
The team deployed at NCBS locations would co-ordinate and report to Head Instrumentation or
Designated staff in Instrumentation team.
To ensure the up keeping of Audio Visual setup at each locations.
NCBS team would provide the consumables like: pen drive, cables etc whenever required for
smooth running of system.
Email and telephone facility for team to communicate with end-users and office will be provided by
NCBS.
Internet access for accessing technical details and downloading the required documents or tools
will be provided by NCBS.
Storage place with locks and key arrangements for stocking files, manuals, spares etc.
NCBS would provide computer systems and printer to the team deployed.
NCBS would provide full access to equipment and will provide suitable working space to enable
maintenance and services.
NCBS would be providing proper site conditions, a standard power conditioning equipment’s and
air conditioning as per standards.
The facility provider shall not be responsible for failures due to manufacturing defects of any
components in the system or network.
Repair cost of instruments will be borne by NCBS.
All the spares or accessories and consumables will be provided by NCBS.

Posting of Service Engineers:

Contractor will post additional engineers when found necessary due to a considerable increase in
equipment during the period of contract. Such posting will be based on a mutual agreement
between NCBS and the Contractor.
NCBS reserves the rights to check the credentials and knowledge of service engineers before
posting as a service engineer to NCBS.
The personnel posted should have suitable engineering degree and minimum of 3 years’
experience in handling similar assignments.
NCBS reserves the right to qualify the service engineer. Before posting the resident service
engineer to NCBS’s site, clearance should be taken, duly furnishing the bio data of the engineer to
be posted along with his experience particulars.
Resident engineer posted by the contractor shall be available throughout the working hours on all
working days. All engineers would be on call 24x7.Incase of any emergency, engineer would be
called after office hours as well. Replacement service Engineer shall be posted, if the regular
service engineer is on leave etc. Incase of absence of any service engineer at the site, due to
whatever reasons, a penalty of Rs.400/- respectively per day will be levied.
All leave and/or absence of the service engineers posted at NCBS will have to be planned in
advance and proper replacement to be made available. In order to meet the contingency arising
out of sudden and unplanned absence, the service provider may get the profile of engineers
proposed to be substituted, approved from NCBS at the commencement of the contract and at
such intervals as and when required.

Quantities:

The Quantities of various items given in the schedules for provision of NCBS are only approximate
and are for the guidance of the contractor. As far as possible, they have been assessed correctly
but are likely to vary during the execution of the work. However, the allied services to be provided
is independent of the number/type/make of the equipment’s available at the locations mentioned
in the schedule and shall also include all the equipment’s to be added in the future, during the
currency of the contractor.