Standard Template for Contract Procedure for Energy Audits ... TEMPLATE FOR C… · Standard...

Standard Template for Contract Procedure for Energy Audits Services in Indian Railways

Standard Template for Contract

Procedure for Energy Audits

Services for Indian Railway

installations

PREPARED FOR

Indian Railway


Introduction

This document is a having general contract procedures for Energy Audit

Agencies/Firms for conducting Energy Audits in Indian Railways Installations. The contract procedures mentioned in this document is general in nature and

can be modify as per specific requirement of tender inviting authority. Planning and Guidance

As per Bureau of Energy Efficiency (BEE), Notification, dated 28/04/2010, every designated consumer shall have its first energy audit conducted by an

accredited energy auditor within a defined interval of time specified by Designated Consumers i.e. organization. However, the organization not

specified as DCs may also conduct Energy Audit within a defined interval of time by their management on voluntarily basis. Thus Indian Railways invited tender for conducting Energy Audits of their installations such as Railway

Stations, Regional and Divisional Offices, Head Quarters, Hospitals, Residential Colonies, Rail Coach Factories and Workshops etc. This document is reference document for terms and conditions on hiring an agency for conducting Energy

Audits in Indian Railways. The contract procedures are defined in below mentioned sections.

Brief Description of the Energy Audit Tender

1. The Proposal

Indian Railway invites tenders for conducting comprehensive Energy Audit for its installation such as Railway Stations, Regional and Divisional Offices, Head Quarters, Hospitals, Residential Colonies, Rail Coach Factories and

Workshops etc. 2. Scope of Work

The Scope of work is defined in section 4 of this contract procedures

document. 3. Qualification Criteria

Qualification Criteria for Energy Auditing Agencies/Firms will be considered

as per the guidance provided in Para 6 of Section 1 of this document (Instructions to bidders of this document)


4. Terms and Conditions

Terms and Conditions for contracting Energy Audit Agencies/Firms will be considered as per the guidance provided in Section 1, 2, 3 and 4 of this document (Instructions to bidders of this document)

5. Availability and Submission of Proposal

In this section Tender Inviting Authority will provide the detail from where bidder will collect tender document. The tender document can be

downloaded from tender inviting authority and collected physically from office of tender inviting authority by paying tender fee. The tender document down loaded from the official website of tender inviting authority

and tender fee (non-refundable) will be submitted in the form of pay order/demand draft favour of tender inviting authority payable at tender

inviting authority office at the time of submission of the proposal. Thus in this section tender inviting authority will provided detail of tender document cost, payable at and address of tender inviting authority.

The tender document will also mention the last date of tender submission date of tender under this section.

All tender document must be accompanied by a bid processing fee of INR

XXXX (INR Amount in words only) in the form of a crossed demand draft

drawn on any nationalized/ scheduled bank. The Demand draft should be

submitted separately in an outer envelope apart from Envelope A and

Envelope B.


Section 1

Instructions to Energy Audits Agencies/Firms

Part I Standards

1. Definitions

(a) “Employer” means IR who will be invited the bids for Energy Audit services and with which the selected Agency to sign the Contract for the Services and to which the selected Agency shall provide services as per

the terms and conditions and TOR of the contract.

(b) Energy Auditing Agency/Firm means ENERGY AUDIT FIRMS, who will conduct Energy Audit in Indian Railways Installations as per scope of

work provided in Indian Railways Energy Audit Manual/Guidelines and this contract procedures.

(c) “Project specific information” means such part of the Instructions used to reflect specific project and assignment conditions.

(d) “Day” means calendar day.

(e) “Government” means the Government of India.

(f) “Instructions to ENERGY AUDIT AGENCY/FIRM (Please refer section 1, 2, 3 and 4 of this contract procedures) means the document which provides Service providers with all information needed to prepare their

Proposal.

(g) “LOI” (Section 1 of the RFP/TENDER DOCUMENT) means the Letter of

Intent being sent by the Employer to the short-listed energy audit agency/firm.

(h) “Personnel” means professionals and support staff provided by the

Agency assigned to perform the Services or any part thereof; “Foreign

Personnel” means such professionals and support staff who at the time of being so provided had their domicile outside the Government’s country; “Domestic Personnel” means such professionals and support staff who

at the time of being so provided had their domicile in India.

(i) “Proposal” means the Technical and Financial Proposal.


(j) “RFP/TENDER DOCUMENT” means the Request for Proposal prepared by the Employer for the selection of Energy Audit Firms/ESCO’s.

(k) “Assignment/job” means the work to be performed by the Agency

pursuant to the Contract.

(l) “Terms of Reference” (TOR) means the document included in the

document as Section 4 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Employer and the ENERGY AUDIT AGENCY/FIRM, and expected results

and deliverables of the Assignment/job.

2. Background Information

ABOUT INDIAN RAILWAYS (IR)

Indian Railways (IR) has a total state monopoly on India’s rail transport.

It is one of the largest and busiest rail networks in the world. It has a vast rail network, covering 6,909 stations over a total route length of more than 63,327 km, transporting more than 18 million passengers

daily (6.52 billion passengers annually) and more than 2.2 million tonnes of freight daily. IR is the world's largest utility employer with more than 1.4 million employees. IR is managed through 16 Zones which are

subdivided into 68 Divisions. There are six production units engaged in manufacturing rolling stock, wheels and axles and other ancillary

components to meet IR requirements. In addition, a number of specialized units like the Research, Design and Standards Organisation (RDSO), training institutes and corporations have been set up that

provide special services. IR is managed by the Railway Board under the Ministry of Railways.

Overview

Indian Railway (IR) is one of the largest organization with the highest electricity consumption in India. It consumes about 2.4% of India’s total

electricity consumption. In the fiscal year (FY) 2007-08, Indian Railways consumed 14.1 billion kilowatt-hours (kWh), of which 11.7 billion (about 83%) for traction usages and 2.4 billion (17%) in non-traction usages (IR

Year Book 2007-08). It is estimated that the total demand of electricity in the railways sector will grow at a rate of more than 9% annually. The

electricity consumption is projected to be about 100.5 billion kWh by 2031-32 with the electrification dominant scenario. Therefore, an enormous energy saving potential exists in the Indian Railways (IR)

sector through energy audits.

3. Pre-qualification Criteria for Bidder

This section will provide general pre-qualification criteria for


bidders. However, tender inviting authority may specify their pre-qualification criteria for bidder based on the nature of assignments.

3.1 Pre-Qualification Criteria

The agency interested in being considered for this project must fulfill the following criteria and submit the documents in support thereof as

mentioned below. RFP/Tender document submitted without supporting documents shall be considered as non-responsive and the proposal shall not be evaluated:

a The Agency should have conducted energy audit for at least five

major PSUs/Govt./Corporate for Offices/Hospitals/Workshops/ Building with minimum connected load equivalent of load for which energy audit is being proposed in last three years.

b The Agency should submit three years audited Balance Sheets.

c The Agency should be enlisted in approved list of vendor /engineers

of Bureau of Energy Efficiency. Engineers who are likely to be

working on Energy Audits assignment of Indian Railways should be certified from BEE. Enclose copy of certificate of BEE & proof that engineer is working since last one year with agency.

d The agency should not be involved in any major litigation that may

have an impact of affecting or compromising the delivery of services as required under this contract

e The agency must not be blacklisted by any central/state government/ Public sector undertaking in India

f Consortium/Joint Ventures will be allowed

g The agency is desired to have experience in implementation of energy efficiency projects in govt sector.

4. Evaluation of Proposal

Railway may adopt single stage offer / two packets as per their requirement.

Bid Evaluation Methodology Single Stage – Two Envelope Procedure:

Bidders should submit, one soft and one signed hard copy of the

proposal, in two sealed envelopes simultaneously, the first named

ENVELOPE (A) containing the Technical Proposal and the other


named ENVELOPE (B) containing the Financial Proposal. All these

enclosed together in an outer single envelope initially, only the Technical

Proposal will be opened at the date and time advised in the tender

document. The Price Proposal would remain sealed and held in custody

by INDIAN RAILWAYS (IR). The Technical Proposal would be evaluated by

the bid evaluation committee.

No amendments or changes to the Technical Proposal are permitted.

Following the approval of the technical evaluation, and at an address,

date and time advised by the INDIAN RAILWAYS (IR), the financial

Proposal will be opened.

The financial proposal would be opened for the technically pre-qualified

bidders and lowest (L1) bidder would be awarded the work. In the event

of any difference between the soft copy and the submitted hardcopy,

hardcopy will be considered as final. Alternate bids will not be allowed.

Preliminary Evaluation: The technical proposal will be reviewed for

deviations, acceptance of terms and conditions, adherence to scope of

work, formats required, etc., In case of non compliance on any of the

above, bids will be considered as technically non-responsive.

Technical Evaluation: The technical evaluation will be based on the

Technical Proposal submitted by the agency with tender document in

ENVELOPE (A) in respect of technical approach and methodology.

Technical proposal submitted by agency shall duly evaluated by Indian

Railway. Agency is requested to go through the details of it before

submitting their proposals.

Following details shall be furnished by bidder:-

Characteristic

A. Proposed Approach

1. Approach to carry out energy audits

2. Development of protocol and format

of energy audit report

3. Approach to do Baseline Estimation

and defining benchmark for each utility being audited

B. Work Plan/Staffing

Team (No. of person associated) and their experience)


Work Schedule along with time line for

each activity

C. Experience of firm

Experience of firm in energy auditing

during last three years.

The project experience, CV credentials of the team, approach to energy

auditing, experience in performance contracting etc, would be evaluated

Financial Proposal Evaluation: The Financial Proposal should be

prepared using the attached Standard Form 1 and Form 2 of Envelope

B. It shall list all costs associated with the Assignment/job.

Financial Proposal of only such firms will be considered whose offers

have Indian Railways (IR) declared technically qualified. The financial

Proposal of technically qualified Bidders will then be considered for

further evaluation.

Financial proposal should be un-conditional, failing which the bid shall

be summarily rejected.

Work shall be awarded only to the lowest (L1) bidder after

technical evaluation

From the time the Proposal is opened to the time the Contract is

awarded, the Agency should not contact the tender inviting authority

on any matter related to its Financial Proposal.

5. Clarification and Amendment of Tender Document

The tender inviting agency/firm will provide guidance to bidder on how

they will seek clarification and amendments in tender invited. Following are the general way by which bidder can take clarifications and amendments.

5.1 Agency may request a clarification on any clause of the tender

documents before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Employer’s address. The tender inviting authority will respond in

writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all bidders.

5.2 At any time before the submission of Proposal by bidder, the tender


inviting authority may amend the tender document by issuing an addendum in writing or by standard electronic means. The addendum shall

be sent to all bidders and will be binding on them. The bidders shall acknowledge receipt of all amendments. To give agency reasonable time

in which to take an amendment into account in their Proposal the tender inviting authority may, if the amendment\is substantial, extend the deadline for the submission of Proposal.

6. Proposal Validity

6.1 The bidders indicate how long their proposal for energy audit

remains valid after the submission date. However, the proposal

submitted by bidder must valid up to 90 days from the last date of submission of the proposal. During this period, Agency shall maintain the availability of Professional staff nominated, services offered in the

Proposal and also the financial proposal unchanged. The Employer will make its best effort to complete negotiations within this period. However,

the employer may request Agency to extend the validity period of their proposal if any need arises. Agency who agree to such extension shall confirm that they maintain the availability of the professional staff

nominated, services offered in the Proposal and their financial proposal remain unchanged, or in their confirmation of extension of validity of the

Proposal, Agency could submit new staff in replacement, who would be considered in the final evaluation for contract award. Agencies who do not agree have the right to refuse to extend the validity of their Proposal;

under such circumstance the Employer shall not consider such proposal for further evaluation.

7. Preparation, Submission and Opening of Proposal

This RFP/TENDER DOCUMENT is for inviting a proposal from agency for

energy audits in non-traction activities of Indian Railways such as railway stations, hospitals, offices, residential colonies, production units, workshops etc. Following conditions will be applicable for preparation

and submission of proposal:

7.1 Interested agency shall submit one single proposal constituting technical

as well as financial bids in separate envelopes for energy audits services in non-traction activities in Indian Railways.

7.2 The Proposal as well as all related correspondence exchanged by the Agency and the Employer shall be written in English language, unless

specified otherwise.

7.3 In preparing their Proposal, Agency are expected to examine in detail the

documents comprising the tender document. Material deficiencies in


providing the information requested may result in rejection of a proposal.

7.4 The Financial Proposal shall contain no overwriting, except as necessary to correct errors made by the Agency. The person who signed the

proposal must initial such corrections. Submission letters for Financial Proposal should be in the format FIN.

7.5 An authorized representative of the Agency shall initial all pages of the original Financial Proposal. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other

form demonstrating that the representative has dully authorized to sign. The signed Financial Proposal shall be marked “ORIGINAL”.

7.6 The original Financial Proposal shall be placed in a sealed envelope

clearly marked “FINANCIAL PROPOSAL” followed by the name of the

Assignment/job. This outer envelope shall bear the submission address and reference number. The Employer shall not be responsible for

misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the financial proposal is not submitted in a

separate sealed envelope duly marked as indicated above, it will be straight away rejected and shall be considered as disqualified.

7.7 The Proposal must be sent to the address/addresses indicated in the Data sheet and received by the Employer no later than the time and the

date indicated in the Data sheet, or any extension to this date in accordance with Para 4 above. Any proposal received by the Employer after the deadline for submission shall be returned unopened.

7.8 The Financial Proposal would be opened on DD/MM/YYYY, at XXXX Hrs

in (Office Address)

8. Award of Contract

8.1 The Employer shall issue a Letter of Intent to the selected Agency and promptly notify all other energy auditing firm who have submitted Proposal about the decision taken.

8.2 The Agency will sign the contract after fulfilling all the formalities/pre-conditions within --- days of issuance of the letter of intent.

8.3 The Agency is expected to commence the Assignment/job on the date and at the location specified in the Part II Data Sheet.

8.4 The cost of arranging/undertaking any test, as directed by the owner,

shall be borne by the agency


8.5 The shortlisted agency will use their own equipment for conducting

energy audit of the specified utility in tender. However, equipment available with tender inviting authority will also be used by agency if

required.

8.6 The bidder selected for the assignment should furnish a performance

guarantee in favor of tender inviting authority for 10% of the value of accepted tender value for a period of 12 month (from the date of awarding contract) from a nationalized/public sector bank in India. The

performance guarantee will be submitted within a period of 15 days from the date of awarding contract.

8.7 The selected bidder will request documents required for energy audit

from employer within one week from the date of awarding of contract.

8.8 The employer will submit all requested document to selected bidder

within 10 days from the requested date by agency.

8.9 Once all documents received by bidder from employer then within 10

days from receiving all document, the selected bidder will developed their methodology to work and have meeting with employer.

9. Timelines for Completion of the project and Termination

9.1 The selected agency is expected to complete the project within ---

days from the date of signing of the contract.

9.2 In case of default of adhering to the time schedule, Liquidation

Damages (LD) to the extent of 0.5% of the total contract value per

week subject to a maximum of 5% of the total contract value

would be levied. For any delay beyond --- months, Indian

Railways (IR) reserves the right to terminate the contract without

assigning any reason(s) & have right to carry out the pending

assignment at the ENERGY AUDIT FIRMS risk & cost.

10. Confidentiality

Information relating to evaluation of Proposal and recommendations

concerning awards shall not be disclosed to the Agency who submitted

the Proposal or to other persons not officially concerned with the process,

until the publication of the Award of Contract. The undue use by any

Agency of confidential information related to the process may result in


the rejection of its Proposal and may be subject to the provisions of the

Employer’s antifraud and corruption policy.

11. FORCE MAJEURE

FORCE MAJEURE shall mean and be limited to the following:

a) War/hostilities

b) Riot or Civil commotion

c) Earthquake, flood, tempest, lightening or other natural physical

disaster.

d) Restrictions imposed by the Government or other statutory

bodies which prevents or delays the execution of the Contract by

Bidder.

In the event of any force majeure cause, the bidder or the employer shall

not be liable for delays in performing their obligations under this order

and the completion dates may be extended, for a period not exceeding

the period of delay attributable to the causes of Force Majeure. Neither

INDIAN RAILWAYS (IR) nor Bidder shall be liable to pay extra costs

provided it is mutually established that Force Majeure Conditions did

actually exist.

The Bidder shall at all times, Indemnify and keep indemnified, the

employer and its officer’s servants and agents, from and against all/any

claims whatsoever, arising as a consequence of, or in the course of

execution of the work (including but not limited to property loss and

damage, personal accident, injury or death of or to property or person, of

the Agency or any JV partner or subcontractor, and / or the servants or

agents of the ENERGY AUDIT FIRMS, or any other JV partner or any sub

contractor and / or of the INDIAN RAILWAYS (IR)).

Documents comprising the proposal

Envelope A:

The Technical proposal prepared by the firm shall comprise the following

components:

Form 1: Letter of Proposal Submission (refer Para 1.1 in Section 3)


Form 2: Organizational Profile (refer Para 1.2 in Section 3)

Form 3: Prior Experience (refer Para 1.3 in Section 3)

Form 4: Comments and Suggestions (refer Para 1.4 in Section 3)

Form 5: Approach and methodology for performing the assignment

(refer Para 1.5 in Section 3)

Form 6: Composition of the team personnel and task(s) of each team

member (refer Para 1.6 in Section 3)

Form 7: Format of curriculum vitae (CV) for proposed professional staff

(refer Para 1.7 in Section 3)

Form 8: Work Schedule (refer Para 1.8 in Section 3)

Envelope B:

The Financial proposal prepared by the firm shall comprise the following

components:

Form 1: Financial Proposal Submission Form (refer Para 1.11 in Section 3)

Form 2: Financial Cost Split (refer Para 1.12 in Section 3)

Outer Envelope comprising

Enevelope A

Enevelope B

Form 3: Declaration Letter (refer Para 1.13 in Section 3)

Supporting documents for pre-qualification criteria (Refer para 7.1)

Registered Power of Attorney executed by the firm in favor of the (Name

of Agency representative) or the duly Authorized Representative,

certifying him/her as an authorized signatory for the purpose of this

proposal.


Section 2

Instructions to Energy Audit Agencies/Firms (To be filled up by Employer)

Part II

Data Sheet

Sr. No Subject Particulars

1 Name of Project and Employer

2 Last Date/ Time and Venue for submission of bids

DD/MM/YYYY

3 Nodal officer for issuing clarifications

4 Contact person for submission of the bids

5. Technical Bid Opening Technical Bid opening date DD/MM/YYYY,

6. Financial bid opening Financial bids of technically qualified bidders would be opened on DD/MM/YYYY

7. Validity of the Proposal The Proposal must remain valid till 90 days from the date of

submission of bids.

8. Submission of bids Original financial bids (sealed in

envelope) to be submitted.

9. Method of selection Financial bids of technically pre-

qualified bidders would be opened and work shall be awarded to the lowest (L1) bidder.

10. Expected date and place of commencement

Agency will sign the contract after fulfilling all the

formalities/pre-conditions within --- days of issuance of the letter of

intent.

11. Expected date of completion of

the project.

The agency is expected to

complete the project within----days after the signing of the contract.


Section 3

Standard Form (To be submitted by bidder)

1 Forms for submission of proposal

Detailed technical and financial proposal is to be submitted in the

following format along with the necessary documents as listed. The bidders are expected to examine all terms and instructions included in

the RFP/Tender document. Failure to provide all requested information will be at the bidders risk and may result in rejection of their proposal.

1.1 Form 1

LETTER OF PROPOSAL SUBMISSION

[Location, Date]

To Mr. xxxxx,

xxxx, 3rd Floor, Baroda House, New Delhi -110001, India

Dear Sir,

Sub: Hiring of agency for conducting Energy Audits in railway

stations, hospitals, offices, residential colonies, production units, workshops etc

1. The undersigned Bidders, having read and examined in detail all the

RFP/Tender document documents in respect of appointment of a Bidder for INDIAN RAILWAYS (IR), do hereby submit their proposal to

provide services as specified in the scope of work. 2. Correspondence Details: Our correspondence details are:

1 Name of the Bidder

2 Address of the Bidder

3 Name of the contact person to whom all references shall be made regarding this

tender


4 Designation of the person to whom all

references shall be made regarding this tender

5 Address of the person to whom all references shall be made regarding this

tender

6 Telephone (with STD code)

7 E-Mail of the contact person

8 Fax No. (with STD code)

3. Document forming part of proposal

Envelope (A)- Technical Proposal

Form 1: Letter of Proposal Submission

Form 2: Organizational Profile

Form 3: Prior Experience of the firm in energy auditing and energy efficiency

projects in Government sector

Form 4: Comments and Suggestions

Form 5: Approach and methodology for performing the assignment

Form 6: Composition of the team personnel and task(s) of each team

member

Form 7: Format of curriculum vitae (CV) for proposed professional staff

Form 8: Work Schedule

Envelope (B)- Financial Proposal

Form 1: Financial Proposal Submission Form

Form 2: Financial Cost Split

Form 3: Declaration Letter


Bid processing fee of Rs. XXXX/- in form of DD drawn in favor of Indian Railway

Registered Power of Attorney executed by the Bidder in favor of the contact person or the duly Authorized Representative, certifying him/her as an authorized

signatory for the purpose of this proposal

We hereby declare that our proposal is made in good faith and the information

contained is true and correct to the best of our knowledge and belief.

Thanking you,

Yours faithfully

(Signature of the Bidder)

Name :

Designation :

Seal :

Date :

Place :

Business Address:

Witness: Bidder:

Signature Signature

Name Name

Address Designation

Company

Date Date


1.2 Form2

Organ izat iona l P ro f i l e

Sr.No Details of the Company/Firm

1.1 Name of the Company / Firm

1.2 Year of Registration / Incorporation in India*

1.2 Type of Organization (Service/ Manufacturer/Consultants etc.)

1.3 Present certified/accredited Energy

Auditors

1.4 Number of Permanent Employees

1.5 Number of key Personnel working with

the company since last two years

1.6 Number of employees working in areas

of Energy audit/Performance Contracting

1.7 Organization’s number of years of experience as an ENERGY AUDIT

FIRMS/ESCO’S

1.8 Organization’s number of years of

experience in energy auditing for government/commercial sector

1.9 Mailing address

1.10 Telephone No.

1.11 Fax No.

1.12 Email

1.13 Annual Turnover ** FY 2010-11

FY 2011-12

FY 2012-13


1.14 Annual Profits** FY

2010-11

FY

2011-12

FY

2012-13

*Enclose a copy of Registration document

**Enclose a copy of Audited Financial Statement with respect to

information furnished in 1.13 and 1.14

Witness: Bidder:

Signature Signature

Name Name

Address Designation

Company

Date Date

1.3 Form3

Prior Experience of the Organization

In this, the bidder needs to provide following documents to support their

experience.

1) One page giving details of at least five energy audit carried out in

Government/PSU/Corporate buildings, hospitals, offices, commercial

complexes having load more than prescribed in tender.

2) Credentials to support experience in preparation of Energy Audit

Reports thereafter in the last 3 years.

3) Completion certificates from above mentioned establishments at least

five during last three years will be essential.

4) Experience in energy audits and energy efficiency projects.


1.4 Form4

Comments and suggestions

Suggest and justify here any modifications or improvement to the scope of work, tasks to be performed, timeline, deliverables, payment terms etc. to improve performance in carrying out the Assignment. Such

suggestions should be concise and to the point.

(Maximum One page if required)

1.5 Form5

Approach and methodology for performing the assignment

a) Approach to carry out energy audits: In this, the Agency shall outline their approach and methodology to identify energy consuming operations

as per scope of this tender and existing status and performance of operations, which includes measurements, saving potential and ways to

achieve the savings and cost benefit analysis of different options. This portion would highlight ENERGY AUDIT FIRMS/ESCO’s past experience in working for government sector.

b) Development of protocol and format for energy audit: The selected bidder will develop protocol and format of energy audit report based on

the documents collected from employer and take approval from the employer before starting energy audit of advertised location/utility.

c) Approach to do Baseline Estimation: An accurate estimation of

Baseline consumption plays a vital role in implementation of energy

audit reports. Explain your approach to ensure that an accurate

estimation of baseline consumption is presented in the final report.

Agency need to mention various factors, which are keys for estimating

baseline energy consumption and approach to capture these parameters.

d) Approach to Implementation: This activity shall result in

implementation of proposed measures in railway stations, hospitals,

offices, residential colonies, production units, workshops etc. ENERGY

AUDIT FIRMS/ESCO’Ss shall mention what are the critical parameters,

which are important to be addressed in energy audit, which shall give

true implementation potential and can be directly adopted for

implementation. This shall also discuss operational as well as


administrative parameters. Agency shall discuss their approach in

capturing these parameters keeping implementation in mind.

e) Understanding of utilities (Non-traction activities) in consideration:

INDIAN RAILWAYS (IR) prefers ENERGY AUDIT FIRMS/ESCO’s to bid

after having understanding about the utilities to be audited in

consideration. Agency explain their understanding of different utilities in

consideration.

1.6 Form6 Composition of the team personnel and task(s) of each team member

1. Key Professionals

Sl. No.

Position Name Details of Tasks Assigned

1. Team Leader

2.

3.

2. Team Members

Sl. No.

Position Name Details of Tasks

Assigned

1.

2.

3.

4.

5.

6.

3. Certified Energy Managers/Auditors in the key team members

Sl. No. Name Year of Registration

Experience

The bidders should propose separate teams for different utilities.


1.7 Form7

Format of curriculum vitae (CV) for proposed professional staff

Proposed Position: ______________________________________

Name of Firm: _________________________________________

Name of Staff: _________________________________________

Profession: ___________________________________________

Date of Birth: __________________________________________

Years with Firm/Entity: ____________ Nationality: _____________

Membership in Professional Societies: _________________________

____________________________________________________

Detailed Tasks Assigned: ___________________________________

_____________________________________________________

Key Qualifications:

[Given an outline of staff member’s experience and training most pertinent

to tasks on assignment. Describe degree of responsibility held by staff

member on relevant previous assignments and give dates and locations.

Use about half a page.]

______________________________________________________________________

Education:

[Summarize college/university and other specialized education of staff

member, giving names of schools, dates attended, and degree obtained.

Use about one quarter of a page.]


__________________________________________________________

Employment Record:

[Starting with the present position, list in reverse order every employment

held. List all positions held by staff member since graduation, giving

dates, names of employing organizations, titles of position held, and

locations of assignments. For experience in last ten years, also give types

of activities performed and client references, where appropriate.]

________________________________________________________

Relevant experience:

[No. of similar assignments (Energy Audits and Energy Efficiency Projects

in Government sector); duration, value & scope of similar assignment; brief

tasks undertaken in such assignments_________________________________

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor; in

speaking, reading and writing]

__________________________________________________________

Certification:

I, the undersigned, certify that to the best of my knowledge and

belief, these data correctly describe me, my qualifications, and my

experience.

_______________________________________ Date: ______________

[Signature of staff member and authorized representative of the

Firm] Day/ Month/ Year]

Full name of staff member: __________________________________

Full name of authorized representative: _______________________________

Note: Detailed CVs of Key Professionals are required to be submitted

as per Form 7. CVs of Team Members separately in the same format.


1.8 Form8

Work Schedule

Sl.

No.

Name Activity Total Number of Weeks

1 2 3 4 5 6 7 8 9

1. (1) Sub-total

2. (2) Sub-total

3. (3) Sub-total

4. (4) Sub-total

1. Indicate all main activities of the assignment/job, including delivery of

reports and other benchmarks

Signature: ____________________

(Authorized Representative)

Full Name: ___________________

Title: _______________________ Address: _____________________


1.9 Form9

Energy Audit experience of the Agency

Using the format below, provide information on each Energy Audit projects for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the

major companies within an association, for carrying out services in government/commercial similar to the one under this assignment. The Bidder should give information about all the previous project of similar

nature and scale as under this assignment.

Name of Bidder/Firm:

Assignment/job name:

Nature of Assignment:

[Mention the major areas/industry covered in the assignment]

Description of Project [Should mention the objective, scope & nature of the final deliverable in

the assignment]

Approx. value of Energy Savings Achieved (in Rupees,

percentage and Kwh):

Country:

Location within country:

Duration of Assignment/job (months)

Name of Employer:

Address and contact details:

Total No. of staff-months of the Assignment/job:

Start date (month/year):


Completion date

(month/year):

Name of associated Bidders,

if any:

No of professional staff-months provided by associated Bidders:

Name of senior professional staff of your firm involved

and functions performed.

Description of actual

Assignment/job provided by your staff within the

Assignment/job:

[Should mention the exact roles,

responsibilities, deliverables and impacts]

Note: Please attach Letter of Intent or Purchase Order and certificate of

successful completion for each project, from the respective Client(s).

Witness: Bidder:

Signature Signature

Name Name

Address Designation

Company

Date Date


Envelope B

1.10 Form1 F INANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To:[Name and address of Employer]

Dear Sirs,

We, the undersigned, offer to provide the Assignment/job for conducting

energy Audits in Railway stations, Hospitals, Offices, Residential colonies, Production units, Workshops in Indian Railways in accordance with your Request for Proposal dated [Insert Date]. Our attached

Financial Proposal is for the sum of [Insert amount(s) in words and figures xxx]. This amount is inclusive of all taxes. We hereby confirm

that the financial proposal is unconditional and we acknowledge that any condition attached to financial proposal shall result in reject of our

financial proposal.

Our Financial Proposal shall be binding upon us subject to the

modifications resulting from Contract negotiations, up to expiration of the

validity period of the Proposal, i.e. before the date indicated in clause 4.1

of the Part II Data Sheet.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours Sincerely

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:


1.11 Form2

Financial Cost Split

SUMMARY OF COSTS

S.No. Particulars Amount in

Rupees

Amount in

words

1 Remuneration( Fee for Energy Audit (inclusive of all taxes)

2 Total

Authorized Signature Name: ...............................................................

Designation ..........................................................................................

Name of firm:

Address:


1.12 Form3

Declaration letter

Declaration Letter on official letter head stating the following:

We are not involved in any major litigation that may have an impact of

affecting or compromising the delivery of services as required under this contract

We are not black-listed by any Central / State Government / Public

Sector Undertaking in India

Witness: Bidder:

Signature Signature

Name Name

Address Designation

Company

Date Date


Section 4

Terms of Reference

Part I

Objective and Scope of Work

1. Defining the Scope of Work

The scope of work will be generally as per Indian Railways Energy Audit

Manuals/Guidelines. However, specific scope of work will be defined by the tender inviting authority in accordance specific requirement of

site/project. In preparation of specific scope of work, the tender inviting authority can refer energy audit manuals/guidelines prepared by Indian Railways.

2. DELIVERABLES IN THE DETAIL PROJECT REPORT (DPR)

The Energy Audit Report should contain the following information:

Methodology adopted for the study. Present energy scenario of the railway stations, hospitals, offices,

residential colonies, production units, workshops etc.(as per scope of

project) Detail analysis of the data obtained through field visits, trial

measurements by portable gadgets, discussion with concerned personnel etc.

Data collection, information related to the equipments as per the

suggestive template format provided by selected bidder. Recommendations for energy saving options in all possible areas with

cost-benefit analysis.

Bench marking for each activity. Technical Specifications for any retrofit options.

List of suppliers / manufacturers of energy efficient technologies.


3. Release of payment

3.1 The Agency shall submit the invoice for the payment when the

payment is due as per the agreed terms. The payment shall be released as per the payment terms indicated under Para 3.2 below.

3.2 Once a milestone is completed, the Agency shall submit the requisite deliverables as specified in this Contract. The Employer shall release

the requisite payment upon acceptance of the deliverables.

a. Final Payment: The final payment shall be made only after the final report and a final statement, approved by the “Employer” as

satisfactory.

b. For the purpose of payment under acceptance means acceptance of the deliverables by the Employer.

c. If the deliverables submitted by the Agency are not acceptable to the Employer reasons for such non-acceptance should be recorded in writing; the Employer shall not release the payment due to the

ENERGY AUDIT FIRMs.

d. With the exception of the final payment under (a) above, payments do not constitute acceptance of the Services nor relieve the Agency of any obligations hereunder, unless the acceptance by the

Employer to the Agency in writing and the Agency has made necessary changes as per the comments / suggestions of the

Employer communicated to the ENERGY AUDIT FIRMS.

e. In case of early termination of the contract, the payment shall be

made to the Agency as mentioned here with: (i) Assessment should be made about work done from the previous milestone, for which the payment is made or to be made till the date of the termination.

The Agency shall provide the details of persons reasonably worked during this period with supporting documents

3.3 Payment terms:

As per standard terms of Railways’ Contract.

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