Implementation of Energy Saving LED Street Lighting Project for Name of Customer

Tender No.________

Date ___________
INDEX

SUBJECT MATTER
Instructions to Bidders
Special Conditions of Agreement
Scope of Work
Payment Schedule & Payment Mechanism
General Conditions of Agreement
Technical Specifications Street Lights
M&V Protocol, Sample Saving calculations
Bidding Forms-Technical.
Financial Bid Evaluation/Annexure I
Bidder Project Financials
Specification format

PAGE NO.

Part I
INSTRUCTIONS TO BIDDERS (ITB)
Madhya Pradesh Bhoj (Open) University hereinafter called the owner) invites Sealed Tender from
eligible bidders, for the work described below in the Scope of Work.
The award of contract for implementation Energy Efficiency Street Lighting Project shall be on the basis of
the terms and conditions described in this Tender document .
1.

Scope of work:

Providing Survey, Design, Supply,& Installation & maintenance of LED Based Energy Efficient Streetlights
fittingsas detailed in tender.
2.

Eligibility Criteria:
Type of Bidder
Manufacturer of
LED lights
Or
Its
authorized
dealer/distributor in the state
of Madhya Pradesh
Supplier Bidder:
LED lighting Supplier

Eligibility requirements
1) Should have been in operation for not less than one year
2) Average annual turnover of at least Rs. 45 Lacs
(manufacturer or its dealer /distributor) during last 3 years
In LED manufacturing.

Experience for at least 1 years of doing LED lightingbusiness

with Govt / Private Sector Value of Rs3 lacs during last 1
years or must be in joint venture with a partner with a
manufacturer for LED lights.
2 Certificate of creditworthiness or Solvency Certificate from a
scheduled bank for an amount not less than Rs.5 lakhs.
Documents in support of the bidders qualification on the above criteria should be enclosed with the
BID
3.

Bidder to achieve at least 50% Energy Saving by the proposed Energy Efficiency Measures for the entire
street lighting population at M. P. Bhoj Open University, Bhopal.

4.

Earnest Money Deposit:

Earnest Money Deposit of Rs. 10000.00 must accompany the Bid. EMD may be furnished in the
form of Bank guarantee/Bank Draft/Bankers Cheque in favor of the of Registrar M.P. Bhoj

(Open) University, Bhopal.

Bids not accompanied by EMD are liable to be summarily rejected.
5.

Cost to Tender Document: Rs. 500/-

6.

Tenderers to inform themselves:

Details of the Tender are available in the office of Bhoj University, Bhopal.
Last Date of Submission of Tender
09.01.2015
Opening of tender
12.01.2015

7.

3:00 PM
3:30 PM

Submission of Tenders:
Tenders duly sealed as instructed in the Bid Documents, should reach the office of Registrar M.P Bhoj
(Open ) University, Bhopal

8.

Right to Accept or Reject:

The Owner reserves the right to accept or reject any or all of the Bids without assigning any reason
thereof.

9.

Preparation of Bid
This is a Two-part Bid. The Bidder shall duly sign all the pages of the tender document.
Tender shall be submitted only in two envelope system as follows:

Envelope A should contain:

i.
Earnest Money Deposit of Rs 10000.00 (Rupees Ten Thousand Only) in the form of /Bank
Draft/Bankers Cheque in favor of the Registrar, M. P. Bhoj (Open) University, Bhopal.
ii.
Tender fees of Rs 500.00 in the form of Bank Draft/Bankers Cheque in favor of the
Registrar, M. P. Bhoj (Open) University, Bhopal.
iii.
Documents in Support of Compliance with eligibility criteria clearly marked as to what
requisite criteria they fulfill.
iv.
Detailed Specifications/ catalogue, etc. for the LED streetlights being offered.
v.
Comparison Statement of energy consumption and calculations of energy saving .
vi.
Comparison statement of performance benefits other than Energy Saving if any, between
existing and offered equipment. The benefits should be quantified.
vii.
Detailed information on the Bidders organization, management, resources & infrastructure,
manpower with details of training & experience, list of tools machinery, instruments that will
be used for the project implementation.
viii.
Deviation Statement: This is a zero deviation tender. Deviation appearing at any place will
render the bid null void.

Envelope B Should contain:

Financial Bid :- As per the format placed in subsequent sheets.

10 Bid Scrutiny and Evaluation:

1.

Offers will first be screened for completeness in respect of EMD and Qualifying Data attached. Offers
not accompanied by either of these will be rejected.

2.

This will be followed by detailed scrutiny of eligibility and technical & performance data in the
proposals. The Owner reserves the right to call for additional details/clarifications /discussions with
Bidders for this purpose.

3.

Financial offer of the technically qualified bidders will be evaluated as per Annexure I of the bid
documents.

4.

EMD will be returned to the successful bidder only after completion of installation work and issue of
the completion certificate.

Part II SCC
Special Conditions of Contract
1.

Scope of Work: Scope of work will be to Implement energy efficient LED Street lights for
Registrar, M. P. Bhoj (Open) University, Bhopal
The Scope shall also include the following:

a.

Preparation of detailed project report establishing the total no. of street lighting points, their actual
power consumption and also the reduction in energy consumption when these are replaced by LED
street lights . This report has to be submitted by successful bidder within 15 days of date of issue of
Letter of intent expressly stating the successful bidder.
b. The bidder shall ensure adequate safety standards in the working by his employs and shall be
responsible for observance of all statutory obligations pertaining to persons employed by him. Owner
will not be liable for such mattes under the Biddersresponsibility.
c. The bidder may execute the work through an executing Agency/sub-contractor. However all
responsibilitiesfro technical matters, contracts & equipment performance and statutory compliance
will remain with the bidder even in such cases.
d. Warranty :
All the LED street lights installed in this project shall be warranted for any defect (other than force
majure reasons) for a period of 3 years .
e.

Payments: Owner will make against successful installation & commissioning of all LED streetlights
supplied streetlights against this order.

f.

Bidder to maintain reasonable maintenances stock at his office to undertake maintenance issues
during warranty period . Only exclusions will be forforce majeure circumstances Including acts
vandalism, acts or unprecedented surges in the grid, this could lead to major faults.

g.

Financial Evaluation: Offer of The lowest technically qualified bidder will only be selected.

h.

Delay in project Completion: In case bidder does not complete the project within 6 month from the
date of contract a penalty @ Rs1000 per day would be paid by bidder to the Owner. The delay beyond
the control of bidder may be condoned by the Owner concerned on the merit of the case. The owner
welcomes early than destined completion of project.

Part III SCW

Scope Of Work And Owners Data
A. Details Of The Facilities:
1.

General Description:
Providing Survey, Design, Supply Installation&commissioning of LED Street light fixtures at
owner location.
The list of existing street light fixtures is attached in the tender. Same is to be considered by
bidders.

B. Activities in bidder scope:

a.
b.
c.
d.

Any Pre-implementation activities necessary for project implementation .

Pre implementation Observations / Measurements on Street lights presently in use.
Post-implementation Observations / Measurements on LED street lights.
Product support for during warranty period.

PART IV PSM
Payments Schedule & Payment Mechanism
Payments Schedule
Part I- Details Of Eligible Payments:
1.

The bidder will be paid the amount after installation and commissioning of the LED lights as per
order given by the university against the succesfully installation & commissioning of LED lights.

Part V GCC
General Conditions OF Agreement
1.

Scope Of Work:
The Scope of work for the bidder shallbe to implement Energy Efficiency LED Street lighting
Project at the area specified by the Bhoj university, Bhopal.

2.

Reference Data:
Details of all the existing fixtures, street light points, tariff rate etc shall be provided to the
bidder by the Bhoj university, Bhopal.
Specifications:

3.

a.

4.

Specificationsof LED streetlights are given at Part VI. Detailed specification and
Guaranteed Technical Particulars {GTP} to be furnished by the Bidder in technical offer.

Quantities:

Quantities of LED Street Lights to be installed are detailed in- Annexure 2, However
quantity many decrease or increase as per survey. All replacements will generally be on one
for one basis. In case of changes, before the completion of installation period & as advised by
the Bhoj university, Bhopal, Corresponding adjustment will be made in payment calculation.

5.

6.

In case the Bhoj university, Bhopal wishes to add additional lighting points beyond the
numbers agreed upon in joint survey. The bidder will be asked to add additional lighting
points into the project scope during the contract period. Adjustments will be made
accordingly to the lighting fee amount and scope of the project.
Obligation Of The bidder
a. Carry out all necessary implementation activities in its scope .
b. Ensure observance of all applicable safely regulations.
c. Develop and achieve a project schedule.
d. Organize the work so as to minimize interference with the Owner operations.
e. Ensure compliance by its staff with the applicable safety regulations.
f. Provide manuals and training to the Bhoj university's staff for proper operation and
maintenance of the LED lights.
g. Provide reliable operations and maintenance procedures to the owner..
h. Report to the Owner any abnormal system or load conditions.

Obligations Of The Owner

The Bhoj university, Bhopal will:
a. Immediately on signing of this Agreement. Arrange for Issue of P.O.
b. Work with the bidder to ensure the co-cooperation by O & M staff for the Facilities and
other departmental employs in carrying out the project activities.
c. Provide, at his expense, the electrical energy required for performance of the work

7.

Prices, Billing And Taxation

a.
b.

c.

d.

The amount payable by Bhoj university, Bhopal to bidder will be governed by the
payment schedule.
It is understood bidder will not claim any additional amounts towards such taxes unless
they become applicable as a result of specific actions or lack of action by the Owner. It is
further agreed that any taxes, duties or levies imposed by Bhoj university, within its
powers will not be applicable to the materials and services deliverable under the
project.
If is also understood that fresh liabilities resulting from any new enactment or
amendment of applicable law during the Agreement period, will be borne by the Bhoj
university, Bhopal.
Service tax, if applicable, will be borne by the Bhoj university, Bhopal.

8.

Commencement Of Payment
a. Upon completion of installationbidder will notify the Bhoj university in writing.
b. The Bhoj university will, within seven days of the above notification, inform the bidder
in writing of any points to be attended, which the bidder will comply and confirm.
c. Payment shall commence immediately after completion of installation duly accepted
&certificate by Bhoj university .

9.

Delay, Non-Compliance Or Default By The bidder

If the bidder is in default in any other manner under this Agreement, the Owner may, after
giving the bidder written notice with a reasonable time limit to remedy the default, take
reasonable corrective action or terminate the Agreement in concurrence with the
termination clause.

10 .Completion Schedule : The Project Completion Period will be 6 months from the start date of
work order.

10. Force Majeure

Force Majeure means an event occurrence in India and which act or event: Acts of God like
flood,
Fire earthquake etc. and war, riots, ect, and is beyond the reasonable control of and not arising
out of the fault or negligence of the Affected Party of the failure of such Party to Perform
its obligations hereunder;
i)
The Affected Party has been unable to prevent by the exercise of due diligence and
reasonable efforts, skill and care and
ii)
Has a Materially Adverse Effect on the Project.

Effect of Force Majeure:

Upon Occurrence of any Force Majeure Event the Following shall apply:
a) There shall be no Termination except as provided in Article Termination
b) The Affected party shall not claim any relief for or in respect of a Force Majeure Event unless it
shall have notified the other party in writing of the occurrence of the Force Majeure Affected
Party knew or ought reasonably to have known of its occurrence and the probable
MaterialAdverse Affect that the Force Majeure Event is likely to have occurred on the
performance of its obligations under this Concession Agreement.
c) The Compliance Data shall be extended by the period of which such Force Majeure event shall
subsist
d) If the Force Majeure Event subsists for a period of 90 (two hundred seventy) days or more within
a continuous period of 365 (three hundred sixty five) days, either Party may in its sole discretion

terminate the Concession Agreement by given 30(thirty) days Termination Notice in writing to
the other Party without being liable in any manner whatsoever, save and except as per the
provisions in Article.
26. Dispute Resolution
a.

b.

c.

Both parties shall make all reasonable efforts to resolve any dispute, in any way connected with
this Agreement thought discussions and good faith negotiations. In the event of an unresolved
disagreement between the Owner and the bidder , either party any approach the District Collector
dispute resolution.
In case either parties are not satisfied with the resolution of dispute, they may refer the matter
to arbitration, which shall be governed by the following provisions subject to the India Arbitration
& Conciliation Act.
Works under this Agreement must, as far as is reasonable, continue during any arbitration and no
amount payable to the bidder shall be withheld during the period of arbitration.

Part VI: Brief Technical Specifications

LED Streetlights as replacement to
Complete LED Streetlights including:
Adaptor/bracket for fixing LED street light on any size of existing poles
Illumination level to be maintained at present existing level or to match the required LUX
levels /standards for street lighting.
Equipment shall be suitable for operation for ac. Input range of 170-270 V.

Annexure II
Specification Format
TECHNICAL SPECIFICATIONS (FOR 72, 150 WATT LED STREET LIGHT FITTING)

ELECTICAL/TECHNICAL SPECIFICATIONS
Supply of LED streetlight luminaries complete with pressure die cast/extruded aluminum
housing and adhering to the following specifications and lighting design requirements will be
as per the actual application :
1.

2.
3.
4.
5.
6.
7.

The driver card shall cut off at 270 V and shall resume normal working when nominal
voltage is applied again. This is to ensure protection of luminaries from neutral faults
and error in connection at sites.
Efficiency of driver electronics shall be more than 90%
The LEDs should be driven at the suitable current and within the permissible limits
specified by the LED chip/lamp manufacturer.
LED Driving current shall be less that or equal to test current in LM80 report.
The fixture shall be designed so as to have lumen maintenance of at least 70% at the
end of 50,000 hours,
The luminaries should be operable with auto adjustable 100-270V supply Voltage
using the same driver.
Power Factor of the electronic driver should be at least > 0.95 with THD <10%.

ELECTRONIC COMPONENTS
The electronic components used shall be as follows:
a.
b.
c.
d.

IC (Integrated Circuit) shall be of industrial grade.

The resistors shall be preferably made of metal film of adequate rating.
The conformal coating used on PCBs should be cleared and transparent and should not
affect color code of electronic components or the product code of the company.
The heavy components shall be property fixed. The solder connection should be with
good finish.

CONSTRUCTION
a.

b.
c.
d.
e.
f.
g.
h.
i.
j.

Extruded aluminum and pressure die cast aluminum (sand/gravity casting not to be
considered). Aluminum grade LM 6063-T5 or LM 6 as applicable or above high
conductivity heat sink material. Heat sink must be made of pressure die cast Al Only.
Efforts shall be made to keep the overall outer dimensions and weight as minimum as
possible.
All light fittings shall be provided with toughened glass of sufficient strength under the
LED chamber to protect the LED and luminaries.
Suitable number of LED Lamps shall be used in the Luminaries.
Suitable reflector/lenses shall be provided to modify the illumination angle.
The connecting wires used inside the luminaries. shall be low smoke halogen free, fire
retardant-beam/PTFE cable and fuse protection shall be provided in input side.
The control gear shall be designed in such a way that the junction temperature of LED
should not be more than 25 C with respect to ambient temperature.
The luminaries shall be such that the glare from individual LED is restricted and shall
not cause inconvenience to the public.
All the material used in the (Luminaries) shall be halogen free and fire retardant
confirming to UL 94.
The fixture should be impact resistant with suitable protection by cover for driver and
LED's
The fixture should have designed for IP65 ingress protection .

HIGH POWER AND HIGH LUMEN EFFICIENT LED'S SUITABLE FOR

FOLLOWING FEATURES SHALL BE USED:
a.

b.
c.
d.
e.

f.
g.
h.

LED Chips of Cree/Osram /Phillips make shall be used for the purpose. No. other
make shall be accepted. The manufacture shall submit the proof of procurement of
LEDs from above OEMs at the time of supply.
The efficiency of the LED lamps at 110 C junction temperature shall be more than
80%
LED Junction temperature should not cross more than 90 C for longevity of
luminaries.
Solder point temp should not cross 75 C.
The working life of the lamp at junction temperature of 90 C for 350 mA current shall
be more than 50,000 hours of accumulative operation and shall be suitable for
continuous operation of 24 hours per day these shall be supported with the suitable
section of the LM80 report from the manufacturer of LED.
Color temperature of the proposed white color LED shall be 5000K-6500K
The output of LED shall be more than 120 lumen per watt at operating current.
The color rendering index (CRI) shall be of more than 75 with cool while light output.

j.
k.

i. Variation in illumination level shall be + - 2% is allowed in input voltage range from

180VAC to 250VAC
The illumination shall not have infra-red and ultra-violet emission. The test certificate
from the NAB approved laboratory shall be submitted.
Electronic efficiency shall be more than 90%

Specification Chart :Sr. No

Parameters

Specified Value

1
2
3
4
5
6
7
8
9

Input Voltage
Input Frequency
Total Harmonic Distortion (THD)
Power factor (P.F.)
Colour Temperature
Working Humidity
Working Temperature
Ingress Protection
Total System power consumption
(includes LED & drive part) in watts.
Color Rendering Index (CRI)

90-270V AC
50 Hz
<10%
>0.95
5500K 6000K
10% to 90% RH
5 C to 50C
IP 65

10

Bidders
Measure

>75

CONFORMANCE STANDARDS:
Product Certification should be obtained NABL certified lab. The following test reports should be
provided along with technical bid:
LM-79

Luminaries efficiency (photometry data)

In additionfollowing reports from LED Chip manufacturer are also to be submitted:LM-80

LED Chip Manufacturer Data

M. P. Bhoj (Open) University, Bhopal

Financial Bid
Ref: - Tender No.

Date:-

Tenders for implementation saving project using LEDStreet Lights

Please find our rates for Design, supply, of Energy Efficient LED Street Lighting fixture with
complete fittings as below:
Item Description / LED
Streetlights
S.No

1.
2.
3.

Wattage of LED Street

light fitting (After
Accounting Driver
Losses)
LED Street Light 72W

Unit
Basic
Price
(Rs.)

Taxes
&
Duties

Total Unit
PRICE(Rs.)

Qty.

Line
Total(Rs.)

LED Flood 150W

36 Watt full glow 2x2
tile LED
4. 16 watt LED tube
with inbuilt driver
5.
Grand
Total
Rates shall be applicable for one year from date of tender opening.
Conditional offer will not be considered.
Rates quoted must be Firm and Fixed for Design, Supply, Installation and Commissioning, all
inclusive of Site Visits, Packaging, Forwarding, Spare-parts, Insurance and Taxes including
Duties FOR Site (s) mentioned in the Document. No price escalation will be allowed.
Tenderer must quote for all items mentioned in the BOQ. Blank/ empty bids shall be liable to
summarily being rejected.

Scope of work:
Supply & Installation of LED lights
Warrantee period of two years