Standard Template For Contract Procedure For Energy Audits Services For Indian Railway Installations

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
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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)
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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.
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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.
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(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
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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
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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)
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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
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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
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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
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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
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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)
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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.
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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 DD/MM/YYYY

for submission of bids
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 Agency will sign the contract
commencement after fulfilling all the
formalities/pre-conditions within -
-- days of issuance of the letter of
intent.
11. Expected date of completion of The agency is expected to
the project. complete the project within----
days after the signing of the
contract.
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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
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4 Designation of the person to whom all

tender
5 Address of the person to whom all

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
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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
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1.2 Form2
Organizational Profile
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 FY FY

2010-11 2011-12 2012-13
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1.14 Annual Profits** FY FY FY

2010-11 2011-12 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.
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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
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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. Position Name Details of

No. Tasks Assigned
1. Team Leader
2.
3.
2. Team Members
Sl. Position Name Details of

No. Tasks
Assigned
1.
2.
3.
4.
5.
6.
3. Certified Energy Managers/Auditors in the key team members
Sl. No. Name Year of Experience

Registration
 The bidders should propose separate teams for different utilities.
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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.]
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__________________________________________________________
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.
Page 23
1.8 Form8
Work Schedule
Sl. Name Activity Total Number of Weeks

No. 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: _____________________
Page 24
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):
Page 25
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 [Should mention the exact roles,

Assignment/job provided by responsibilities, deliverables and
your staff within the impacts]
Assignment/job:
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
Page 26
Envelope B
1.10 Form1
FINANCIAL 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:
Page 27
1.11 Form2
Financial Cost Split
SUMMARY OF COSTS
S.No. Particulars Amount in Amount in

Rupees words
1 Remuneration( Fee for Energy Audit
(inclusive of all taxes)
2 Total
Authorized Signature Name: ...............................................................
Designation..........................................................................................
Name of firm:
Address:
Page 28
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
Page 29
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.
Page 30
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.
*********
Page 31

Standard Template For Contract Procedure For Energy Audits Services For Indian Railway Installations

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Standard Template For Contract Procedure For Energy Audits Services For Indian Railway Installations

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

Standard Template for Contract

This document is a having general contract procedures for Energy Audit

Planning and Guidance

As per Bureau of Energy Efficiency (BEE), Notification, dated 28/04/2010,

Brief Description of the Energy Audit Tender

Indian Railway invites tenders for conducting comprehensive Energy Audit

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

Qualification Criteria for Energy Auditing Agencies/Firms will be considered

4. Terms and Conditions

Terms and Conditions for contracting Energy Audit Agencies/Firms will be

5. Availability and Submission of Proposal

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

Instructions to Energy Audits Agencies/Firms

(d) “Day” means calendar day.

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

(f) “Instructions to ENERGY AUDIT AGENCY/FIRM (Please refer section 1,

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

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

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

(j) “RFP/TENDER DOCUMENT” means the Request for Proposal prepared

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

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

ABOUT INDIAN RAILWAYS (IR)

bidders. However, tender inviting authority may specify their pre-

3.1 Pre-Qualification Criteria

b The Agency should submit three years audited Balance Sheets.

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

e The agency must not be blacklisted by any central/state

f Consortium/Joint Ventures will be allowed

g The agency is desired to have experience in implementation of energy

Bid Evaluation Methodology Single Stage – Two Envelope Procedure:

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

No amendments or changes to the Technical Proposal are permitted.

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

Preliminary Evaluation: The technical proposal will be reviewed for

Technical Evaluation: The technical evaluation will be based on the

Following details shall be furnished by bidder:-

Work Schedule along with time line for

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

Financial Proposal Evaluation: The Financial Proposal should be

Financial Proposal of only such firms will be considered whose offers

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

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

5. Clarification and Amendment of Tender Document

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

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

inviting authority may amend the tender document by issuing an

7. Preparation, Submission and Opening of Proposal

7.2 The Proposal as well as all related correspondence exchanged by the

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

7.4 The Financial Proposal shall contain no overwriting, except as necessary

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

7.7 The Proposal must be sent to the address/addresses indicated in the

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

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

9. Timelines for Completion of the project and Termination

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

Information relating to evaluation of Proposal and recommendations

11. FORCE MAJEURE

FORCE MAJEURE shall mean and be limited to the following:

b) Riot or Civil commotion