hiring of independent agency for monitoring and evaluation ... of... · recommend the central...

Hiring of Independent

Agency for Monitoring and

Evaluation (IAME) for

Check Testing under

Standards & Labelling

Programme

Request for Proposal

Last Date of Submission:

23/04/2018

Bureau of Energy Efficiency

Ministry of Power, Government of India,

4th Floor Sewa Bhawan, R. K. Puram,

New Delhi - 110066

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1. Introduction

1.1 About BEE

The mission of Bureau of Energy Efficiency (BEE) is to develop policy and strategies with a

thrust on self-regulation and market principles, within the overall framework of the Energy

Conservation Act (EC Act), 2001 with the primary objective of reducing energy intensity of

the Indian economy. This will be achieved with active participation of all stakeholders,

resulting in accelerated and sustained adoption of energy efficiency in all sectors.

The setting up of Bureau of Energy Efficiency (BEE) provides a legal framework for energy

efficiency initiatives in the country. The Act empowers the Central Government and in some

instances the State Governments to:

1. Notify energy intensive industries, other establishments, and commercial buildings as

designated consumers.

2. Establish and prescribe energy consumption norms and standards for designated

consumers.

3. Direct designated consumers to designate or appoint certified energy manager in charge of

activities for efficient use of energy and its conservation.

4. Get an energy audit conducted by an accredited energy auditor in the specified manner and

intervals of time.

5. Furnish information with regard to energy consumed and action taken on the

recommendation of the accredited energy auditor to the designated agency.

6. Comply with energy consumption norms and standards, and if not so, to prepare and

implement schemes for efficient use of energy and its conservation.

7. Prescribe energy conservation building codes for efficient use of energy and its

conservation in commercial buildings State Governments to amend the energy conservation

building codes to suit regional and local climatic conditions.

8. Direct owners or occupiers of commercial buildings to comply with the provisions of

energy conservation building codes.

9. Direct mandatory display of label on notified equipment and appliances.

10. Specify energy consumption standards for notified equipment and appliance.

11. Prohibit manufacture, sale, purchase and import of notified equipment and appliances not

conforming to standards.

The Energy Conservation Act, 2001 defines the powers of the State Government to facilitate

and enforce efficient use of energy and its conservation. The State Governments have to

designate State Designated Agencies in consultation with the Bureau of Energy Efficiency to

coordinate, regulate and enforce the provisions of the Act in the State. Thus the State

Designated Agencies are the strategic partners for promotion of energy efficiency and its

conservation in the country.

1.2 Organization

BEE is a multi-disciplinary body with a sanctioned strength of 19 personnel. Under the

provisions of the Energy Conservation Act, 2001, Bureau of Energy Efficiency has been

established with effect from 1st March, 2002 by merging into it, the erstwhile Energy

Management Centre, being a society registered under the Societies Registration Act, 1860,

under the Ministry of Power.

The mission of the Bureau of Energy Efficiency is to assist in developing policies and

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strategies with a thrust on self-regulation and market principles, within the overall framework

of the Energy Conservation Act, 2001 with the primary objective of reducing energy intensity

of the Indian economy.

1.3 Functions of BEE

BEE co-ordinates with designated consumers, designated agencies and other organization;

recognizes, identifies and utilizes the existing resources and infrastructure, in performing the

functions assigned to it under the E.C Act, 2001. The Act provides for regulatory and

promotional functions. The major functions of BEE include:

Develop and recommend to the Central Government the norms for processes and energy

consumption standards.

Develop and recommend to the Central Government minimum energy consumption

standards and labeling design for equipment and appliances.

Develop and recommend to the Central Govt. specific energy conservation building codes.

Recommend the Central Government for notifying any user or class of users of energy as a

designated consumer.

Take necessary measures to create awareness and disseminate information for efficient use

of energy and its conservation.

1.4 The Energy Conservation Act, 2001

The Energy Conservation Act, 2001 (ECA) forms the core of the legal framework put in place

by India to promote energy efficiency and conservation. ECA came into force with effect from

March 1, 2002. Some important sections of ECA relevant to BEE are:

Section 1 – Short title, extent and commencement

Section 2 – Definitions

Section 3 – Bureau of Energy Efficiency-creation, administration

Section 12 – Transfer of Assets and Liabilities of Energy Management Center to BEE

Section 13 – Powers and functions of the BEE

Section 14 – Power of Central Government to Facilitate and Enforce Efficient use of

Energy and its Conservation

Section 15 -Power of State Government to Facilitate and Enforce Efficient use of Energy

and its Conservation

Section 16 – Constitution of State Energy Conservation Fund

Section 17 – Power of Inspection

Section 18 – Power of Central Government to issue directions

Section 41 – Restriction on Civil Courts

Section 42 -Appeal to High Court

Section 44 – Offences triable by Special Courts

Section 48 -Authorities under the Act

Section 26 – Penalties and Adjudication

Section 30 – Appellate Tribunal for Energy Conservation

Section 48 – Default by Companies

Section 52 – Power to obtain Information

Section 56 – Power of Central Government to make rules

Section 57 – Power of State Government to make rules

Section 58 – Power of BEE to make regulations

Section 62 – Power to remove difficulties

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1. 5 Standards and Labeling Scheme

The key objective of this programme is to provide the consumer an informed choice about the

energy saving and thereby the cost saving potential of the relevant marketed product. The

scheme was launched on 18th May 2006 and is presently invoked for 21 equipment/appliances,

i.e. Room Air Conditioner (Fixed Speed), Colour Television, Direct Cool Refrigerator,

Distribution Transformer, Frost Free Refrigerator, Stationary Type Water Heater, Tubular

Fluorescent Lamps, RAC (Cassette, Floor Standing Tower, Ceiling, Corner AC) Room Air

Conditioner (Variable Speed), Led Lamps, Ceiling Fan, , Computer, Domestic Gas Stove,

General Purpose Industrial Motor, Monoset Pump, Open well Submersible Pump Set, ,

Submersible Pump Set, , Washing Machine, Ballast, Solid State Inverter, Office Automation

Products, Diesel Engine Driven Monoset pumps for Agricultural Purposes, Diesel Generator

Set, , of which the first 10 have been notified under mandatory labeling.. The other appliances

are presently under voluntary labeling phase. The energy efficiency labeling programs under

BEE are intended to reduce the energy consumption of appliance without diminishing the

services it provides to consumers.

The S&L program of BEE has advanced at a rapid pace. From Preparatory stage to Mandatory

stage, testing has been identified as a key component of S&L program. Effective testing helps

to assess the actual performance of products in the preparatory stage, thus helping in setting

realistic standards to transform the market. Testing also plays a key role in

voluntary/mandatory phase to ensure authentic compliance to standards.

Considering the growing penetration of S&L program in India and the increasing number of

products for check testing, BEE has decided to empanel test laboratories to conduct check test

as per the scheme parameters.

2. Objective of Work

The broad noteworthy activities of an IAME are:

2.1.Conduct check testing and challenge testing as per the directions from BEE. It includes the

Hiring of transporter for operation of check testing scheme.

2.2.Provide, regularly update, on all deliverables as per the scope of work, and be available

upon request by Bureau, as and when required.

3. Terms of Reference

3.1. Scope of Work

In order to be recognized as an Independent Agency for Monitoring and Evaluation (IAME) for

Standards & Labeling (S&L) Program, organization shall agree in writing to the following

requirements:

Task 1 – Check and Challenge Testing

1) Check Testing: Under the S&L scheme, BEE awards energy efficiency labels based on

self-declaration by manufacturers as per the stipulation of schedule/ standards. The

purpose of check testing is to assess the compliance of product’s energy performance

https://beestarlabel.com/

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against the relevant BEE product standard/schedule on the basis of which the label was

awarded.

IAME has to operate BEE’s check testing scheme as per the procedures that fulfills the

check testing requirements enumerated as follows:

a) Check Test the products so as to verify compliance of product’s energy performance

parameters as described in the respective BEE’s product schedule, on the basis of which

the label has been awarded. The procedure of check testing for IAME is enclosed as

Annexure-1. Also the tentative product wise targets (Minimum no. of samples to be

picked for check testing) are given below.

Table1: Sample Size

S.

No. Equipment / Appliances (Products)

Min. no. of samples to

be tested per year

1 FF Refrigerator 113

2 TFL 10

3 Room Air Conditioner(Split &

Window) 98

4 Distribution Transformers 126

5 DC Refrigerator 110

6 Induction motor 5

7 Agricultural Pumps 376

8 Ceiling Fans 70

9 LPG Stove 42

10 Electrical Geysers 153

11 Color Televisions 131

12 Washing Machine 0

13 Diesel Engine Pumps 0

14 Laptop 0

15 Ballast 0

16 Office Automation Products 0

17 DG generator 0

18 Solid state Inverter 0

19 Room Air Conditioner(Variable

speed) 86

20 LED Lamps 8

Note: Sample size may change at any point in time for categories of

appliances/equipments mentioned above,

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b) Selection of Products and Sampling Plan: Product-Models shall be selected by the

BEE according to the following general guideline:

BEE shall automatically generate sampling plan from the software

application developed on star labelling web portal (beestarlabel.com) for

each product criteria as per the sample size mentioned in the Table1: Sample

Size.

2) Sampling Plan:

2.1.Sampling will be generated for every two/three months by BEE. Sampling plan shall

include product-models from the BEE approved model list.

2.2.BEE may provide additional recommendation for sampling plan in events relating to claims

made by third parties such as consumers, consumer groups or regulatory agencies regarding

the accuracy of ratings; and,

3) Number of Samples:

3.1.Identify the available testing capacity at various laboratories in consultation with

laboratories for respective products in consultation with BEE and Labs. Accordingly,

recommend BEE for the sampling plan for fresh testing as well as second check testing,

highlighting the number of unit(s) to be tested at various laboratories.

3.2.IAME shall annually test at least minimum no. of models as mentioned in the above Table-

1.

4) Procurement of unit(s) for testing:

4.1.IAME has to inform state designated agency while procurement/purchase of check testing

samples and also at the time of first & second check test.

4.2.Respective State Designated Agency may witness the second check test conducted at

laboratory and an official shall be deputed by BEE to witness above tests as per the

provisions of check testing scheme.

First Check Testing

i. The IAME shall procure unit(s) randomly from the open market or dealers or from the

manufacturing facility i.e. warehouse of user of label as deems fit.

ii. During the field operation there is a probability that some unit(s) may not be available

at the identified locations. In such cases the IAME personnel shall not stop searching

the other items mentioned in sampling plan. Also the IAME field personnel at 3

locations shall interchange their list so as to find the remaining units in respective areas.

It is the responsibility of IAME manager to administer this entire activity and keep on

changing the locations in consultation with BEE.

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iii. IAME shall prepare a comprehensive list of dealer network for various appliances and

for various brand-models with the help of information available websites of

manufacturers. BEE will also share the database of dealers, which may be referred for

procurement as per the sampling plan. Also, the IAME shall keep on updating the

dealer database and shall share it with BEE.

iv. Appropriate retail discounts should be taken on the face of the invoice for validation

purposes. In case, the shopkeeper refuses to mention the same on the invoice, the IAME

should mention the same with its comments on the invoice.

Second Check Testing:

i. Second check testing of the products is required in case a specific model fails in

initial testing.

ii. If any sample fails in first check testing, IAME shall initiate the action pertaining to

repurchase of 2 more samples of the failed model and shall coordinate with the same

lab for 2nd check testing. Hence, in such case IAME shall identify maximum no. of

locations across the country from where the unit(s) may be obtained quickly.

iii. In-case of non-availability of unit(s) during second check testing, all identified search

locations shall be explored. Even then, if the units are not available, IAME shall

submit a report to BEE with all facts including locations where appliance were

searched. The report shall be submitted at the end of each month or as and when such

situation arises.

iv. IAME has to witness the second check test and coordinate with the respective user of

label to depute officials to witness the second check test as per the provisions of

check testing scheme.

5) Transportation of Units to Laboratories for Testing:

5.1.The IAME shall be completely responsible for the transportation activity. IAME

has to ensure that the sample is received at laboratory in a correct manner and it

is not tampered and damaged, until it is opened in front of laboratory

representative at respective lab.

5.2.The transporter must be equipped with the provision/facility for packing,

loading, unloading, unpacking & insurance.

5.3.The IAME shall also be responsible for providing prior necessary information to

the laboratories about the samples which are in transit and about to reach there.

All original bill copies and declarations shall be secured.

6) Location of check testing:

6.1.Check testing shall be performed at BEE-empaneled NABL accredited

laboratories. List of the laboratories along with their contact details will be

provided to IAME by BEE and will be updated from time to time.

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6.2.BEE would track and record the entire check testing activity through S&L e-

portal. The portal has a provision for creating an online account for laboratories.

BEE would provide the partial administrative rights of this system to the IAME.

The IAME shall ensure that all laboratories are communicating with BEE

through S&L e-portal.

7) Witness Check Testing and Reporting:

7.1.The IAME shall keep a track of check testing status through S&L e-portal and

shall provide the status update to BEE at the end of every fortnight in the

prescribed formats.

7.2.IAME shall coordinate with the laboratories to get the testing schedule IAME

has to depute its official to witness the second check testing. However, in case

of fresh testing witness will not require. IAME has to ensure second check

testing shall be done on priority.

Task 2 – Verification of Claims:

i. Once any product is check tested as per the sampling plan at a BEE empaneled

laboratory, the lab shall submit the test report to BEE within 7 days of completion

the test. Once the test reports shall be submitted, IAME will have to collect the

reports from BEE and compare against the energy efficiency claims made by

manufacturers/ user of label for getting the BEE label on that particular model of

the product as per the relevant schedule/ standard.

ii. IAME shall review the test reports, if the claim is met by the test results declared by

the lab, the product should be declared as passed and the test reports should be

submitted to BEE.

iii. If any model fails to meet the original claim made by the manufacturer for that

particular model, it should be declared as failed and immediately two more samples

should be picked from the market as specified in the previous sections and the 2nd

check testing process should be initiated.

iv. The summary of verification of claims of the various models of different products

shall be submitted to BEE by IAME on a monthly basis with all the supporting

documents such as lab test report etc.

8) Sample Disposal after check testing:

8.1.IAME shall take up this activity and hire any government approved evaluator

through bidding process and disposed of the check tested equipments through

govt. approved agencies (i.e., Metal Scrap Trade Corporation Limited).

8.2.Other expenditure on this activity like transportation of equipment will be

covered.

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3.2. Pre-Qualifying Criteria

(a) The agency must be owned by Government of India (Semi-

Government/autonomous organization registered or incorporated), which also

includes Public Sector Undertakings and Joint Ventures of PSUs/ Government of

India.

(b) The organization must have been registered in India. Certificate of incorporation

must be enclosed.

(c) The organization shall have all India network, having office at Delhi/NCR and well

equipped & staffed operational branches in any of the combination of following

cities namely Mumbai, Chennai, Hyderabad, Kolkata, Bengaluru, Guwahati,

Ahmedabad, Bhopal, Lucknow, and Chandigarh to cover the entire country.

(d) Should have 20 technically qualified professionals having sufficient knowledge and

experience in the field of testing, certification and standards as per IS/ISO/IEC or

any other relevant international standards or experience in handling testing of

energy efficiency parameters.

(e) Should have experience in working with Governments and Public Sector

Undertakings.

(f) Experience of sub-contractor with parent company will be considered only if the

relevant Memorandum of Understanding (MoU) is submitted.

(g) 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.

(h) Should not be black-listed by any Central / State Government / Public Sector

Undertaking in India.

(i) Should have adequate capability to provide service/on-site solutions in all states and

union territories within India.

Document required: Undertaking by the head of the Company mentioning the nature

of business and location with certified true copies of balance sheets of last two financial

years.

3.3. Preparation of proposal

i. Technical Proposal (PART 1): While preparing the technical proposal the agency are

expected to examine the list of appliances, details of laboratories and the check testing

procedure.The technical proposal shall be submitted in a standard format (Annexure-2)

alongwith following desirables:

o Brief description about the firm.

o An outline of experience on simillar assignments under taken (If any)

o Certificate of Registration/ incorporation in India.

ii. The technical bid shall be submitted in original (signed hardcopies) prepared with

indelible ink. It shall not contain any over-writing. The technical proposal shall be

placed in a sealed envelope clearly marked with “TECHNICAL PROPOSAL –

HIRING OF IAME for CHECK TESTING”.The technical proposal shall not include

any financial information.

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iii. Financial Proposal (PART 2):The financial proposal shall be submitted in a separate

sealed envelop standard format (Annexure –3). The format will remain the same as of

technical bid, instead of tick mark the prices for check testing of different appliances

shall be quoted.The prices shall be quoted in national currency only.

No enclosure except the price format should be attached with the Financial Proposal.

Except filling the price in the format nothing should be mentioned in the Financial Proposal.

Otherwise the same shall be liable for outright rejection.it should be placed in a SEPARATE

sealed envelope clearly marked “FINANCIAL PROPOSAL – HIRING OF IAME for CHECK

TESTING UNDER STANDARDS & LABELLING PROGRAMME”.

3.4. Submission of proposal

i. The technical proposal (Part 1) and the financial proposal (Part 2) shall be sealed in a

separate envelope. The respective envelopes shall be clearly marked with “Technical

Proposal – HIRING OF IAME for CHECK TESTING UNDER STANDARDS &

LABELLING PROGRAMME”and “Financial Proposal - HIRING OF IAME for

CHECK TESTING UNDER STANDARDS & LABELLING PROGRAMME”.

ii. Both these envelopes then shall be sealed in a outer single envelope. This envelope

shall be clearly marked with “HIRING OF IAME for CHECK TESTING UNDER

STANDARDS & LABELLING PROGRAMME”. This envelope shall be sent to The

Secretary, Bureau of Energy Efficiency, 4th Floor, Sewa Bhavan, R.K. Puram, New

Delhi-110066.

iii. The last date for sending the proposal document is 23.04. 2018 upto 1500 hours.

iv. The completed Technical and Financial Proposal must be delivered at the submission

address on or before the time and date stated above. Any Proposal received after the

closing time for submission of proposals shall be returned unopened. BEE does not take

any responsibility for the delay and any explanation for the same.

3.5. Evaluation Criteria

i. Preliminary scrutiny of the proposal will be made to determine whether the applications

are complete, whether the documents have been properly signed, and whether the bids

are generally in format. Proposals not conforming to such preliminary requirements

will be rejected prima facie.

Criterion Weightage (Marks) Remarks

I. All India network, having

office at Delhi NCR and

branches in other important

cities in India.

25

II. Years of experience. 5

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III. Experience in the field of

testing, certification and

standards as per IS/ISO/IEC

or any other relevant

international standards.

25

IV. Organization with 20

Technical qualified

professionals

20

V. For Approach &

Methodology

20

VI. Organization Turnover 5

ii. The minimum cut off for qualifying the participating agency/bidder shall achieve 70%

as per evaluation criteria.

iii. After qualifying the technical proposal requirement, the financial bid of only those

bidders shall be opened.

iv. For those bidders whose proposal did not meet the minimum qualifying marks in

technical evaluation was considered as rejected, and the financial proposal will be

returned unopened after completion of the selection process.

v. The list of bidders who have successfully obtained the requisite marks in the technical

evaluation will be informed about the opening of the financial bids. Such selected

bidders shall attend the opening of financial bids at the BEE office at the date and time

notified by BEE.

vi. After qualifying the technical proposal requirement the contract shall be awarded on the

basis of price bid (i.e., total project cost) submitted by the lowest bidder.

3.6. Confidentiality

Information relating to evaluation of proposals and recommendations concerning

awards shall not be disclosed to the applicants.

3.7. Bid Processing Fee

All bids must be accompanied by a bid processing fee of INR 5,000 (INR Five

Thousand only) in the form of a crossed demand draft drawn on any nationalized/

scheduled bank payable at par in New Delhi, in favour of “Bureau of Energy

Efficiency”.

3.8. Performance Security

Within twenty-eight (28) days of the receipt of notification of award from BEE, the

successful agency/firm shall furnish the Performance Security in the form of Bank

Guarantee. The value of Performance Security would be 10% of the total contract

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value. The Performance Security would be valid till the completion of the assignment

or any such extended period as decided by BEE.

3.9. Validity of Contract

Contract shall be valid for two year from the date of award of LOA and may be

extended for one more year on same rate and same terms and conditions of the contract.

3.10. Payment terms

i. Management cost towards check testing shall be paid to the IAME upon completion of

the activity. i.e. upon of the submission of the test report of the sample.

ii. In case of second check testing management cost shall be paid to the IAME upon the

submission of the test report of the sample. However, IAME has to ensure the

completion of the activity as per the provisions of check testing scheme.

iii. Direct expenses such as sample purchase cost, testing cost, trasportation cost and

Hiring cost of government evaluator shall be paid to IAME after submission of orginal

Invoices & payment bills . IAME has to maintain a separate account for this purpose.

iv. Payment authority will be Bureau of Energy efficiency.

v. In case of disposal of check testing equipment, IAME shall provide the actual monetary

amount of the auctions of all such items to BEE.

vi. The IAME will have to enter into an agreement with BEE for providing continuous

services for minimum of two year period.

3.11. Other Terms & Conditions

i. BEE reserves the right to reject any or all the bids received at its discretion, without

assigning any reason whatsoever, and no costs would be paid to bidder for the same.

ii. In case of any dispute during process of verification / check testing, the decision by

DG, BEE, will be considered as final decision.

iii. Acceptance of the Proposal will rest with the Competent Authority of the BEE. No

reasons will be given for acceptance or rejection of the contract thereof.

iv. The BEE reserves the right to cancel this RFP before the contract is awarded. Any and

all proposals may be rejected in whole or in part when it is in the best interest of the

BEE.

3.12. Penalty terms

The panelty terms shall be part of the agreement between the IAME & BEE. Penalities

shall be imposed only if IAME fails to cover 80% of the models given in the table 1. For each

percent less there will be a deduction of 1% from the bid amount subject to maximum of 10%.

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Disclaimer: BEE and its officers, employees disclaim all liability from any loss or damage, whether

foreseeable or not, suffered by any person acting on or refraining from acting because of any

information including statements, information, forecasts, estimates or projections contained in

this document or conduct ancillary to it whether or not the loss or damage arises in connection

with any omission, negligence, default, lack of care or misrepresentation on the part of BEE

and/or any of its officers, employees.

Except where otherwise specified in the contract, the decision of BEE shall be final, conclusive

and binding on all agencies to the contract upon all questions relating to the meaning of the

RFP proposal informations, scope of work, terms & conditions etc. here in before mentioned

and as to the trustworthiness of measurement & suggestions, or as to any other question, claim,

right, matter, or thing whatsoever in any way arising or relating to the contract, specifications,

terms & conditions, orders, or otherwise concerning the works or the execution or failure to

execute the same, whether arising, during the progress of the work or after the completion or

abandonment thereof.

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DATASHEET:

S.

No. Check Points Information

1 Availability of Invitation for RfP From the date of advertisement

2 Date of Pre-Bidding meeting 26.03.2018 at 3 P.M

3 Last Date for acceptance of queries 02.04.2018

4 Last Date for submission of proposal 23.04.2018 (1500 hrs IST)

5 Place , time and date of opening of

financial proposal

To be informed later (only to technical

qualified bidders)

7 Name of Assignment Hiring of IAME for Check Testing Under

S&L Programme

8 No. of copies of Technical and

Financial Proposal

Agency must submit one copy of Technical

and Financial proposal both.

10 Contact Person for Queries

Mr. Sameer Pandita,

Director,

Bureau of Energy Efficiency,

4th Floor, SewaBhawan,

Sector – 1, R. K. Puram,

New Delhi, Pin – 110066

Tel: (+91)-1126179699

Email: [email protected]

Ms. Meenakshi,

Project Engineer,



Sector – 1, R. K. Puram,

New Delhi, Pin – 110066

Tel: (+91)-1126179699

Email: [email protected]

11 Lead time for commencement of

work

2 week from the date of intimation of the

award of contract upon receipt of

acceptance of the contract.

mailto:[email protected]

mailto:[email protected]

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Annexure –1

Procedure of Check Testing for IAME

(1) PRE-SAMPLING:

(i) IAME will prepare a list of the authorized dealers in the cities through

manufacturer’s website. BEE may also share the dealer network from the available

records.

(ii) IAME would pick up the samples as per the sampling plan provided by BEE.

(iii) Appropriate retail discounts should be taken on the face of the invoice for

validation purposes. In case, the shopkeeper refuses to mention the same on the

invoice, the IAME should mention the same with their comments on the invoice.

(2) SAMPLE PICKING:

i. The IAME Engineer has to visit the dealers and shall inform same to the respective

State Designated Agency official as appointed by BEE and select any of the models

given in the Approved models’ list.

ii. After selecting the model, the Engineer has to make a call to the IAME coordinator in

order to get the permission to buy that model, during the working hours only.

iii. After getting the permission to buy that model, the Engineer has to check the values

(Model Number, Rated values and Star Rating/Efficiency Class) given in the BEE

Label and the Nameplate of the equipment. In case these values are found to be

mismatching, then the Engineer need-not buy that model, and he shall inform the same

to the IAME personnel at BEE Office. In case, there is a mismatch the same should be

discarded and a non-compliance report against that model should be submitted

separately.

iv. In case the values are found to be correct, the Engineer shall procure the sample after

informing respective State Designated Agency official as appointed by BEE and shall

send the following details to IAME personnel at BEE Office immediately in order to

lock that particular model in the BEE S&L portal website:

a. Equipment name

b. Model Number

c. Name & Address of the Dealer

d. Serial number of the equipment

e. Name of the IAME Engineer

f. Hologram number

v. All sample procurement/purchase by IAME for check testing activity shall inform the

respective State designated Agency official as appointed by BEE.

vi. The IAME Engineer is advised to ask for discount on the price of that equipment from

the dealer.

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vii. In all the cases the invoices, wherever taken would mention the complete address of

BEE and the serial number of the model on the face of the invoice. Any deviation from

the procedure would be treated as non-compliance of IAME.

viii. After purchasing the equipment the IAME Engineer has to send the Sampling Report to

the IAME coordinator, in the prescribed format only.

ix. The IAME Engineer has to fix the IAME Holograms on the BEE Labels. Two

Holograms to be pasted on the opposite corners each BEE label. Half of the hologram

should be on the BEE label and half of the hologram should be on the equipment.

x. Procurement from unauthorized dealer or without proper billing is not permitted.

xi. Entire sample procurement activity shall be done under close supervision of IAME

manager and it his responsibility to manage all field related issues that may arise while

actual procurement.

xii. The IAME shall ensure adherence to the sampling plan and in case of any non-

compliance in sample procurement activity or procurement of incorrect samples or any

delay in sampling by more than 3 days, BEE reserves the right to apply penalty clause

as per the agreement.

(3) TRANSPORTATION:

(i) The IAME Engineer has to coordinate with the transporter for collecting the

selected model.

(ii) The IAME Engineer has to hand over the Sample to the Transporter along with the

following forms after filling up:

(a) Instructions to the Transporter

(b) Lab Request

(c) Original Invoice of the Equipment

The IAME Engineer is advised to keep a photocopy of the above documents for

records.

(iii) The IAME Engineer shall collect the challan/receipt of the sample handed over to

the Transporter from the laboratory.

(4) TESTING AT LABORATORY:

(a) IAME has to coordinate with the laboratories for the check testing of the equipment.

(b) IAME has to coordinate with respective state designated agency at the time of first &

second check test.

(c) Respective State Designed Agency may witness the second check test conducted at

laboratory and an officials shall be deputed by BEE to witness above tests as per the

provisions of check testing scheme.

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(d) During the testing, IAME Engineer has to collect the Original Invoice of the equipment

form laboratory and send the same to the person coordinating in the BEE office.

(5) REPORTING:

(i) IAME has to compile the status report of check testing to BEE in the formats

prescribed by BEE.

(ii) The same Report shall be submitted to BEE.

(6) ACCOUNTING & BILLING:

(i) The billing of Sampling has to be done by IAME, thereby submitting all the

Original Invoices.

(ii) The invoices towards the management cost shall be submitted by IAME once in a

month.

(7) PROCEDURE FOR 2nd CHECK TESTING:

i. After the 1st sample is failed, IAME need to collect the detailed test report as well as

summarized test report and send it to BEE.

ii. As soon as the failure report is mentioned, IAME would immediately within 7 days

shall buy two more samples of the same models and send it to laboratory for second

testing under intimation to BEE.

iii. The copy of the original invoices shall be sent to IAME engineer coordinating at BEE.

To expedite the process, IAME would scan the document and send to BEE immediately

on the day of purchase.

iv. BEE would then issue a letter of non-compliance to the defaulter enclosing the copy of

the initial test report, copy of the invoices (2 samples), request for payment of cost of

sample and check testing charges for the two samples.

v. In case if the defaulters doesn’t pay purchase cost of samples and the testing cost then

also sample would be tested and results shall be binding on the user of label. Also, user

of label will not be allowed to further register its models with BEE until payment is

made to BEE.

vi. In any case, either payment is made or not, IAME has to coordinate with the laboratory

to get the testing schedule. Thereafter, IAME would issue an intimation letter to the

defaulter and request for the letter of authority for witness testing.

vii. IAME has to validate that the letter of authority carried by the person for witness

testing have the same signature as authorized by BEE. In case of any change of person,

the signing authority of the manufacturer needs to take permission from BEE for new

authorization.

viii. After receiving the Testing Schedule from the concerned laboratories, IAME has to

appoint the respective Engineers for Witnessing the Testing in case of 2nd check testing.

- 17 -


ix. In case if the defaulter doesn’t agrees to witness the second check test then BEE would

go ahead with the testing in presence of inspecting engineer of IAME and the test result

shall be binding on the defaulter.

x. After the test is completed a docket would be prepared by IAME containing the entire

information and submitted to BEE.

xi. In case if the model gets failed in the second check testing, IAME on behalf of BEE

shall issue a direction to manufacturer in the format prescribed by BEE and direct to

take appropriate action as per the provisions of S&L scheme.

xii. Upon the receipt of the action taken report from the defaulter, docket would be

prepared by IAME containing the entire information and submitted to BEE for further

action.

- 18 -


Annexure -2

COVERING LETTER FOR TECHNICAL PROPOSAL

(To be printed on the letter head of the company)

The Secreatry,



R.K. Puram,

New Delhi

Sir,

Sub: Hiring of IAME for check testing under Standards and Labelling Programme.

The undersigned authority, having read and examined in detail all the RFP documents in

respect of appointment of an agency for BEE, do hereby express their interest to provide

Consultancy Services as specified in the scope of work.

2. Correspondence Details

Our correspondence details are:

1 Name of the Agency

2 Address of the Agency

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 RFP

We have enclosed the following:

1. Brief description about the firm.

2. An outline of experience on simillar assignments under taken (If any)

3. Certificate of Regestration/ incorporation in India.

- 19 -


4. Form 1: Prior Experience

5. Form 2: Approach and Methodology

6. Form 3: Declaration Letter

7. Bid processing Fee along with a covering letter.

8. The List of the officials to be deputed for standards and labelling mentioning their

names, education, experience and designation.

9. Organization chart with name.

10. Balance sheets

We hereby declare that our bid is made in good faith and the information contained is true and

correct to the best of our knowledge and belief. We take complete responsibility

Thanking you,

Yours faithfully

(Signature of the Authority)

Name :

Designation :

Seal :

- 20 -


Form -1

Prior Experience :

[Using the format below provide information on each assignment 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 consulting

services similar to the ones requested under this assignment.] The agency should give

information about maximum of three projects covering the areas of design as indicated.

Name of agency/Firm:

Assignment/job name:

Nature of Assignment:

Description of Project

Approx. value of the contract (in

Rupees):

Country:

Location within country:

Duration of Assignment/job (months) :

Name of Employer:

Address and contact details:

- 21 -


Total No of staff-months of the

Assignment/job:

Approx. value of the Assignment/job

provided by your firm under the contract

(in Rupees):

Start date (month/year):

Completion date (month/year):

Name of associated agencies, if any:

No of professional staff-months provided

by associated agencies:

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:

Note: Please attach Letter of Intent or Purchase Order or certificate of successful completion

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

Witness: Agency:

Signature Signature

Name Name

Address Designation

Company

- 22 -


Date Date

Form-2

(On Letter head of the Company)

Approach and Methodolgy

[Explain your understanding of the objectives of the Assignment/job, approach to the

Assignment/job, methodology for carrying out the activities and obtaining the expected output,

and the degree of detail of such output. You should highlight the problems being addressed and

their importance, and explain the technical approach you would adopt to address them. You

should also explain the methodologies you propose to adopt and highlight the compatibility of

those methodologies with the proposed approach]

Date:_________

Head of the Agency

- 23 -


Form -3

(On Letter head of the Company)

To,

______________________

______________________

______________________

______________________

This is to certify that M/s.__________________________ has not been blacklisted by

any agency in India or abroad.

This is true to the best of my knowledge and belief.

Place:_________ ( )

Date:_________ Head of the Agency

- 24 -


Annexure – 3

Financial Proposal Format

To,

_________________________

_________________________

_________________________

________________________

Sir,

With reference to the scope of work and check testing requirements of S&L scheme of

the Bureau of Energy Efficiency, Ministry of Power, Government of India

M/s.___________________________ is pleased to quote the following financial proposal.

S.

No.

Equipment / Appliances

(Products)

Min. no. of samples

to be tested per year

Per unit

management

cost

(Exclusive of

procurement,

testing,

transportation

and GST)

(In Rs.)

Total Cost

(In lakh

Rs.)

1 FF Refrigerator 113

2 TFL 10

3

Room Air

Conditioner(Split &

Window) 98

4 Distribution

Transformers 126

5 DC Refrigerator 110

6 Induction motor 5

7 Agricultural Pumps 376

- 25 -


8 Ceiling Fans 70

9 LPG Stove 42

10 Electrical Geysers 153

11 Color Televisions 131

12 Washing Machine 0

13 Diesel Engine Pumps 0

14 Laptop 0

15 Ballast 0

16 Office Automation

Products 0

17 DG generator 0

18 Solid state Inverter 0

19

Room Air

Conditioner(Variable

speed) 86

20 LED Lamps 8

Total project Cost (In lakh rupees)

There are no other additional costs involved thereon.

Note: 1) Above mentioned quotes will be valid for a period of one year.

2) Total Project Cost shall be considered as a financial quote.

Place:_________ ( )

Date:_________ Head of the Agency

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