No. 4/1/2003-Genl./






Dated:- 20 .02.2004




Subject:- Servicing & maintenance (all inclusive) rate contract for Window type and split Air-conditioners (All type of models) 

    during the summer season ,2004-2005.



            Directorate General of Foreign Trade invites quotation for service/maintenance contract for Approx. 74 air conditioners including 4 Nos. of Split unit on annual basis.  The number of air-conditioner may increase/decrease subsequently.  For this purpose you may examine the condition of all the machines before tendering your rates. The rates should be quoted in the following manner :-


1. Rate for all inclusive service/maintenance contract for air-conditioners, per machine.

2. Rate for installation of air-conditioners, per machine.


It may be noted that during the currency of maintenance contract the contractor would be required to keep the machines in perfect running order.  No payment would be made for replacement of any parts etc.  It shall also be responsibility of the contractor to hand over back to this Directorate all the machines in working conditions at the end of the contract.


            The contractor would be required to depute competent and qualified mechanic who will remain present in DGFT on all working days during office hours.  If the mechanic is found absent on two successive occasions fifty precent of security deposit shall be forfeited.  If he not found on third occasion again the balance security deposit shall also be forfeited and contract will be terminated forthwith. The complaints, if any, received by the contractor should be attended to immediately.  The repairs and maintenance etc. would be carried out in the premises of this office.  However, only such work as cannot be carried out in the premises will be allowed to be undertaken out side with the written permission of the undersigned and for this purpose no extra payment would be made.


            No extra payment whatsoever on account of natural calamities or otherwise will be made to the contractor except the rates accepted and it shall be the responsibility of the contractor to ensure that the machines work satisfactorily from the start to the end of contract period.


            Failure to service the machines in question within a reasonable time without adequate reason or to return the repaired machines taken to workshop for repairs, within a weeks’ time may entail proportionate deduction in the rate in respect of the total period.


The firm to whom the above contract is awarded should furnish a security deposit of Rs. 20,000/- (Rs. Twenty thousands only) by way of FDR in favour of DGFT, New Delhi within five days of the acceptance of the contract.  The security deposit will be forfeited wholly or partly if the work is not found satisfactory or if the mechanic is not present in DGFT, Udyog Bhavan during office hours on all working days. The decision of this office shall be final and binding on the firm.  It will otherwise be refunded after successful completion of the contract.


            If the work of the contractor is found unsatisfactory or if the contractor dishonours the contract, the contract shall be terminated forthwith, the job will be entrusted to other firm without giving any notice to the contractor.  In this regard the decision of the competent authority will be final and binding on the contractor.



No advance payment will be made.  Subject to satisfactory performance, payment will be made as under :-


(d) 25% payment of the total contractual value will be made at the time of complete installation and putting the

air-conditioners in working order after  oiling/cleaning/washing/change  of filter etc. of the units with work-vouchers duly signed by concerned officials/PSs/PAs.


(e) 25% in the month of August.

(f) 50% at the completion of the contract and handing over the units after proper cleaning etc. and in the worki

     condition i.e. after expiry of the year.


Interested parties may furnish their rates of above said work.  The quotations complete in all respects should reach the undersigned in a sealed cover along with demand draft of Rs. 10000/- in favour of DGFT duly marked “QUOTATION FOR SERVICE/MAINTENANCE OF AIR-CONDITIONERS” so as to reach the undersigned on or before 19.03.2004 in a sealed cover.


            No conditional quotations will be accepted.  The competent authority reserves the right to accept or reject any quotation without assigning any reason.


Yours faithfully,





Copy to :-

All Ministries/Departments of Govt. of India with a request to bring the contents of this letter to the notice of their contractor.