No. 4/1/2012-Genl./

Government of India

Ministry of Commerce and Industry

Directorate General of Foreign Trade

Udyog Bhavan, New Delhi


New Delhi, the  9th March, 2012.

Tender Notice

Subject: Annual Maintenance/repairing of Air Conditioners (Window/Split),  Voltage Stabilizers and Water coolers belonging to Office of DGFT(Hqr.).

Sealed quotations are invited from reputed/registered firms for the award of Annual Maintenance Contract for the maintenance/repair of Air Conditioners(Window & Split), Voltage Stabiliser and Drinking Water Coolers installed in DGFT(Hqr.) located at Udyog Bhawan on the terms and conditions enumerated in the following paragraphs.  Only reputed firms having adequate experience of 8-10 years in the field with Govt. Departments/Public Sector undertakings are  requested to submit their rates in the attached proforma duly completed and signed.  The prospective firms also furnish a copy of PAN, EPF & ESIC registration number, Service Tax & VAT registration and Experience Certificate from at least 5-10 Govt. Ministries/Department with their quotations.

2.    The cover/envelope should be properly sealed and should be super-scribed in bold letters “Tender for Maintenance/repairing of Air Conditioners (Window/Split),  Voltage Stabilizers and Water coolers belonging to Office of DGFT(Hqr.)”.  The Tender complete in all respect should be submitted as to reach the Deputy Director General of Foreign Trade (Genl) in Room No. 313, Udyog Bhavan, New Delhi or to Shri Prakash Chand, FTDO, Room No.202, Udyog Bhavan, New Delhi latest by 22nd  March 2012 upto 1.00 P.M. alongwith earnest money of Rs. 20,000/-(Rupees Twenty thousand) in the form of Demand Draft in favour of CPAO(DGFT), New Delhi.   Earnest money will be refunded to the concerned bidders after finalization of AMC.   The quotations will be opened at 3.30 P.M on the same day i.e. 22nd March, 2012.  The tenderers, if they so desire, may depute their representative to be present at the time of opening of tenders.


The terms and conditions of the contract:

(i)               Period:  The successful firm will be required to start working immediately after award of the contract.  The Department shall, however, has the right to terminate the contract at any time without assigning any reason thereof.


(ii)              The firm shall have to attend all complaints filed electronically on receipt of such information from the users with the prior approval of General Section.  The services shall be provided on regular basis during office hours and in case of emergency beyond office hours or on holidays etc.


(iii)            The firm will be required to undertake maintenance of equipments at our office located at  H & G wing of Udyog Bhavan, New Delhi.


(iv)            The existing numbers of Air Conditioners (Window/Split) and Water Coolers mentioned above may change during the currency of the contract.  For any such alterations, intimation shall be given to the contractor and if any new addition is not maintained through warranty clause but through AMC, charges for maintenance shall be payable to the contractor at the rates agreed upon.  Similarly, the deletion shall also be intimated to the contractor and charges shall be deducted proportionately from the payment due to the contractor.


(v)             Payment will be released on Quarterly basis through Electronic Clearing System (ECS).


(vi)            No increase in amount shall be considered at all during the currency of the AMC. No other charges like transportation fare etc. will be payable.


(vii)           Conditional tender will not be entertained. Similarly, quotations received after stipulated date and time will also not be considered under any circumstances.


(viii)         The terms “Maintenance” shall include oiling, cleaning, greasing, servicing and repair of motor/compressor, electrical parts, air filters and gas charging during the currency of the contract at the exclusive risk, responsibility and the cost of contractor.


(ix)            They shall be required to inspect all the Air-conditioners and put these into operation immediately failing which the contract may be cancelled without assigning any reasons and the security money deposited by the contractor shall be forfeited.


(x)             For regular and proper maintenance of the air conditioners, water coolers etc., and for attending to the complaints received from General Section or officers, it shall be obligatory on the part of the firm to depute sufficient number of qualified mechanics (minimum two) on all working days from 9.30 A.M to 6.00 P.M throughout the currency of the contract.  In case of emergency, the complaints would also be required to be attended to on holidays.


(xi)            As far as possible, the repair work shall be carried out in the premises i.e. in Udyog Bhavan. Only such repairs which are not possible to be undertaken in the premises of the DGFT may be allowed to be done in the workshop of the firm with prior approval. In no case, an air conditioner, or part thereof, shall be taken out of the premises without formal written permission of this Department.  No transportation charges will be paid on this account.  The Air Conditioners or part thereof, taken to the workshop will have to be brought back within two days, failing which the cost of the machine/part will be recovered from the firm and, if considered necessary, the contract will be terminated without further notice.


(xii)           The contractor shall be responsible for smooth and satisfactory working of the air conditioners.


(xiii)         The firms are also required to prove their competence for undertaking the jobs of providing required services and shall, therefore, furnish their standing and goodwill through attested certificate/documentary proof from at least five Ministries/Departments.  The firm shall also indicate their registration number, Income Tax Number and PAN Number, EPF & ESIC registration number.  The firm should have at least annual turnover of Rs. 20/- Lakhs.


(xiv)         The successful tenderer will be required to furnish the security deposit of Rs.10,000/- (Rupees Ten Thousand only) within ten days from the date of awarding the contract.  The security deposit shall be in the form of fixed deposit on any of the scheduled bank & pledged in favour of the Accounts Officer, DGFT.  The security deposit will be refunded only after the completion of the contract subject to satisfactory service/performance during the period of the contract.  The security deposit will be forfeited if during the period of contract, the services of the firm are found to be unsatisfactory.


(xv)          The rate may be quoted as per Annexure-I. Taxes (VAT, Service Tax) if any, may be specifically and separately indicated in the quotation.


3.       All the tenderers are requested to read and understand the terms and conditions of the contract as detailed out in the foregoing paragraphs before sending their quotations, as no change or violation of the aforesaid terms and conditions are permissible once the quotation is accepted by this Department.



(Prakash Chand)

Foreign Trade Development Officer

Tel. No. :23063451

Email address:

Copy to:-


1.    FTDO(EDI), with the request to place the aforesaid Notice on the website of the DGFT for wider publicity.












Annexure to AMC for Service Maintenance of Air Conditioners (Split/ Window), Voltage Stabilisers and Water Coolers belonging to DGFT(Hqr.), Udyog Bhawan, New Delhi.


Sl. No.


Window type

Split type

Water Cooler


Maintenance charges (rate per AC/Water cooler including Oiling, Chemical washing and General Service)





Replacement of Components with new ones (where applicable)









(i)1.5 Ton AC




(ii)2 Ton AC




Buy back of old compressor





Running capacitor





Fan Motor




(i)                   Rewinding




(ii)                  Replacement




Buy back of old motor















Remote of Split AC




(i)                   Repair




(ii)                  Replacement





Refrigeration pipe-Rate (per mtr.)















Drain pipe (per mtr.)





Compressor oil





Flushing, Vaccum & pressure the system & brazing pipe without unit and indoor unit





Rubber gasket





AC plug/iron clad





Air Filter










Wire (per mtr.)





Gas charging





Installation charges





De-installation charges






(Prakash Chand)

Foreign Trade Development Office