ONB01 - 2023-2024 - Air Con Final

OFFICE OF THE DIRECTOR OF PUBLIC PROSECUTIONS
15th Floor, Garden Tower, Port Louis

Tel No.: 405-5673 Ext: 204 Fax No.: 212-9907
BIDDING DOCUMENTS
Issued on: 13 July 2023
Open National Bidding

_______________________________
_______________________________
Procurement Reference No: ODPP/ ONB /01/2023-2024
Project: THE SUPPLY, INSTALLATION, TESTING AND

COMMISSIONING OF VRF AIR CONDITIONING SYSTEM AT
THE OFFICE OF THE DIRECTOR OF PUBLIC PROSECUTIONS
Purchaser: OFFICE OF THE DIRECTOR OF PUBLIC

PROSECUTIONS
Foreword
The Standard Bidding Documents in this publication follow the Standard Bidding
Documents of the World Bank and have been prepared pursuant to section 7(c) of the Public
Procurement Act 2006 for use by public bodies for procurement of works of values up to
50 million rupees under Open National Bidding method. It has been simplified to facilitate
participation of Small and Medium Enterprises.
Procurement proceedings for this standard bidding document have to be conducted as per
the process specified in the Instructions contained below. Additionally, the principles
governing standard clauses as contained in the Standard Bidding Document for
Procurement of Works for values up to Rs. 300m shall apply to this SBD as well. Those
wishing to submit comments or suggestions on the Bidding Documents or to obtain
additional information on procurement in Mauritius are encouraged to contact:
Procurement Policy Office

Ministry of Finance, Economic Planning and Development
Level 8, Emmanuel Anquetil Building, Port Louis, Mauritius
Tel: No. (+230)201-3760 & Fax: No. (230)201-3758
Email: pposecretariat@govmu.org
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Section I: Instruction to Bidders
1. Introduction
The Office of the Director of Public Prosecutions also referred as the Employer,
invites eligible local contractors to submit their bid for the works described in
detail hereunder. Any resulting contract shall be subject to the terms and
conditions referred to in this document.
The Works are Supply, Installation, Testing and Commissioning of VRF Air
Conditioning System
Participation is limited to citizens of Mauritius or entities incorporated in
Mauritius. Joint Ventures should be among entities incorporated in
Mauritius
1.1 Clarifications, if any, should be addressed to Office of the Director of Public
Prosecutions.
The Employer will respond in writing to any request for clarification, provided that
such request is received 14 days prior to the deadline for submission of bids.
1.2 Bidders are advised to carefully read the complete Bidding document, including the
Particular Conditions of Contract in Section IV, before preparing their bids. The
standard forms in this document may be retyped for completion but the Bidder is
responsible for their accurate reproduction.
2. Validity of Bids
The bid validity period shall be 120 days from the date of bid submission deadline
(bid preparation and hash submission)
3. Works Completion Period

The Intended Completion period together with the testing and commissioning is
within eight months as from start date.
4. Site Visit
Bidders or their designated representatives are invited to attend a pre-bid meeting
on 21 July 2023 at 10.00hrs on Level 16, Garden Tower, Office of the Director of
Public Prosecutions.
For any additional information, Please contact Mrs S Hoosra, Office

Management Executive, on telephone number 405 5682.
5. Sealing and Marking of Bids

Bidders shall submit their bids online. No bids submitted physically shall be
accepted.
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6. Submission of Bids
Bid submission (Bid preparation and hash submission) must be executed online
before the start date and time specified for bid closing:
Bid Closing: as per Key Activity Schedule on the e-Procurement System
7. Bid Opening
Bids will be opened by the “Public body” at the Office of the Director of Public
Prosecutions, Levels 15, Garden Tower, Poudrière Street, Port Louis. Bidders or
their representatives may attend the Bid Opening if they choose to do so.
8. Evaluation of Bids
The Office of the Director of Public Prosecutions shall have the right to request
for clarification during evaluation. Offers that are substantially responsive shall be
compared on the basis of evaluated cost to determine the lowest evaluated bid.
9. Eligibility Criteria
To be eligible to participate in this bidding exercise, Bidder should:
(a) have the legal capacity to enter into a contract to execute the works;
(b) be duly registered with the CIDB under the grade that would allow him to perform
the value of works for which he is submitting his bid. ( Note 1)
(c) not be insolvent, in receivership, bankrupt, subject to legal proceedings for
any of these circumstances or in the process of being wound up;
(d) not have had your business activities suspended;
(e) not be under a declaration of ineligibility by the Government of Mauritius in
accordance with applicable laws at the date of the deadline for bid submission
or appearing on the ineligibility lists of African Development Bank, Asian
Development Bank, European Bank for Reconstruction and Development,
Inter-American Development Bank Group and World Bank Group;
(f) not have a conflict of interest in relation to this procurement requirement; and
(g) have a Business Registration Card.
Note 1 Sub-contractors undertaking works are also subject to registration with

CIDB as applicable to Contractors.
10. Qualification and Experience Criteria

Bidders should have the following minimum qualifications and experience:
(a) valid registration certificate with the CIDB under the grade that will enable
the contractor to perform the works quoted for, under the following class(es):
MEP Works.
(b) experience in three works of a similar nature over the last 3 years;
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(c) Building Services Engineer having as minimum qualification: A Degree in
Electrical / Mechanical / Building Services Engineering, Registered with the
CRPE with 5 years’ post Registration experience in VRF AC Systems or any
equivalent qualifications acceptable to the Public body.
(d) minimum amount of liquid assets and/or credit facilities net of other
contractual commitments of the Bidder of Rs. One million from Bank.
11. Contents of bid

The Bid shall comprise the following:
(a) All templates as provided on e-Procurement System and attachments
required
(b) Scanned copies of report on the financial standing of the Bidder for the last
three years, such as certified copies of Financial Statements or Audited
Accounts as filed at the Registrar of Companies before the deadline set for
submission of bids
(c) Scanned copy of Valid Registration certificate with the CIDB,
(d) Scanned copy of signed C.V of Building Services Engineer for this particular
Project mentioning the Project reference ;
(e) Scanned copy of documentary evidence of liquid assets and/or credit
facilities (Note 1);
(f) Any other documents deemed necessary as per the requirements of this
bidding document
Note 1
Bidders to demonstrate access to, or availability of, financial resources such as
liquid assets, lines of credit, and other financial means, other than any
contractual advance payments to meet the overall cash flow requirements for
the contract and its current commitments. Documentary evidence may
comprise but not limited to Bank certificate, Certificate from Auditors,
Certificate from a Professional Accountant registered with MIPA, Certificate
from Insurance companies.
12. Joint Venture

Bids submitted by a joint venture of two or more firms as partners shall comply with
the following requirements:
i. the Bid shall include all the information required as per the Qualification
Information form for each joint venture partner;
ii. the Bid shall be signed so as to be legally binding on all partners;
iii. the Bid shall include a copy of the agreement entered into by the joint
venture partners defining the division of assignments to each partner and
establishing that all partners shall be jointly and severally liable for the
execution of the Contract in accordance with the Contract terms;
alternatively, a Letter of Intent to execute a joint venture agreement in the
event of a successful bid shall be signed by all partners and submitted with
the bid, together with a copy of the proposed agreement;
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iv. one of the partners shall be nominated as being in charge, authorized to
incur liabilities, and receive instructions for and on behalf of any and all
partners of the joint venture; and
v. the execution of the entire Contract, including payment, shall be done

exclusively with the partner in charge.
13. Prices and Currency of Payment

Bidders should quote for the whole works. Prices for the execution of works shall
be quoted and fixed in Mauritian Rupees. Items for which no rate or price is entered
by Bidders, shall not be paid for by the Public Body when executed and shall be
deemed covered by the other rates and prices in the Bill of Quantities.
Bids shall cover all costs of labour, materials, equipment, overheads, profits and all
associated costs for performing the works, and shall include all duties. The whole
cost of performing the works shall be included in the items stated, and the cost of
any incidental works shall be deemed to be included in the prices quoted.
Bidders are required to submit their bid prices exclusive of VAT.
14. Bid Securing Declaration

Bidders are required to subscribe to a Bid Securing Declaration in the Bid
Submission Form.
15. Margin of Preference

Margin of Preference shall not apply.
16. Award of Contract

The Bidder having submitted the lowest evaluated responsive bid and qualified to
perform the works shall be selected for award of contract. Award of contract shall
be by issue of a Letter of Acceptance in accordance with terms and conditions
contained in Section IV: General Conditions of Contract and Particular Conditions
of Contract.
17. Performance Security and signing of contract

Within twenty-eight (28) days of the receipt of the Letter of Acceptance from the
Employer, the successful Bidder shall furnish a Performance Security, in the
amount equal to 10% of the Bid price (exclusive of VAT), in accordance with the
conditions of contract, using for that purpose the Performance Security Form
included in Section V Contract Forms.
The contract agreement shall be signed within 28 days after the successful bidder
receives the letter of acceptance unless the parties agree otherwise.
Failure of the successful Bidder to submit the above-mentioned Performance
Security or sign the contract within the required time may constitute sufficient
grounds for the annulment of the award.
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18. Notification of Award and Debriefing
Prior to the expiration of the period of bid validity, the Employer shall, for contract
amount above Rs 15 million, notify the selected bidder of the proposed award and
accordingly notify unsuccessful bidders. Subject to Challenge and Appeal, the
Employer shall notify the selected Bidder, in writing, by a Letter of Acceptance for
award of contract. Until a formal contract is prepared and executed, the notification
of award shall constitute a binding Contract.
The Office of the Director of Public Prosecutions shall after award of contract,
exceeding Rs 1 million and up to Rs 15 million, promptly inform all unsuccessful
bidders in writing of the name and address of the successful bidder and the contract
amount.
Furthermore, the Public Body shall attend to all requests for debriefing for contract
exceeding Rs 1 million, made in writing within 30 days the unsuccessful bidders
are informed of the award.
19. Advance Payment

The Public Body shall provide an Advance Payment on the Contract Price as
stipulated in the General Conditions of Contract. The Advance Payment shall be
guaranteed by an Advance Payment Security as per the format contained in Section
V.
The Advance Payment shall be limited to 10% percent of the Contract Price, less
any provisional and contingencies sums.
20. Integrity Clause

The Public Body commits itself to take all measures necessary to prevent corruption
and ensures that none of its staff, personally or through his/her close relatives or
through a third party, will in connection with the bid for, or the execution of a
contract, demand, take a promise for or accept, for him/herself or third person, any
material or immaterial benefit which he/she is not legally entitled to.
21. Rights of Public Body

The Office of the Director of Public Prosecutions reserves the right:
(a) to split the contract as per the lowest evaluated cost per lot; and
(b) to accept or reject any bid or to cancel the bidding process and reject all bids
at any time prior to contract award without incurring any liability to the
Public body.
22. Challenge and Appeal

Unsatisfied bidders shall follow procedures prescribed in Regulations 48, 49 and 50
of the Public Procurement Regulations 2008 to challenge procurement proceedings
and award of procurement contracts or to file application for review at the
Independent Review Panel.
(a) The address, Tel. & Fax No. & Email address to file Challenges in respect of
this procurement is:
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The Secretary,
Departmental Bid Committee
Office of the Director of Public Prosecutions,
Levels 15,
Garden Tower Building,
Poudrière Street,
Port Louis.
Tel: 405 5673
E-Mail: tumrowsing@govmu.org
(b) The address to file Application for Review is:

The Chairperson
Independent Review Panel,
5th Floor,
Belmont House
Intendence Street
Port Louis
Tel : +230 2602228
Emal : irp@govmu.org
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Section II: Bidding Forms
1. Bid Submission Form (to be filled on the e-PS)

Bidders are required to fill in the Bid Submission Form as a response template which
contains a copy of the Bid Securing Declaration as part of the template. This template is
applicable for a procurement where the public body may either require a Bid Security or
just a Bid Securing Declaration.
The total amount at the Bill of Quantities shall be automatically transferred from the Bill
of Quantities to the Bid Submission Form in the appropriate text box. Bidders should
ensure that the price carried forward to the Bid Submission Form is as per the total from
the Bill of Quantities.
2. Qualification Information (to be filled on the e-PS)

Bidders have to fill in the response templates provided in the e-procurement system
in respect of the data required hereunder.
The response templates cater for all the criteria and sub-criteria and also allow
bidders to upload some data as per the table format hereunder.
The information to be filled in the templates shall be used for the purpose of post-
qualification or for verification of prequalification as provided for in ITB Clause 6.
1. Individual 1.1 Constitution or legal status of Bidder: [attach copy]

Bidders or
Individual Place of registration: [insert]
Members of Principal place of business: [insert]
Joint Ventures
1.2 Bidder shall provide [insert number] of works of a nature

and amount similar to the Works performed as Contractor over the
last 5 years.
Project/Contract name Name of client and Type of work performed Value of contract
and country contact person and year of completion (national currency )
(a)
(b)
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1.3 Proposed subcontracts and firms involved. Refer to General
Conditions of Contract Clause 7.
Sections of the Works Value of Subcontractor Experience in similar work

subcontract (name and address)
(a)
(b)
[Bidders have to ascertain that sub-contractors executing works are duly registered with
the CIDB in accordance with CIDB Act 2008.
1.4 Name, address, and telephone, telex, and facsimile numbers of

banks that may provide references if contacted by the Public
Body. (Bidders to provide/upload)
2. Additional 2.1 Bidders should provide/upload any additional information

Requirements requested in the Bidding Document.
3. Templates for Bill of Quantities (available on the e-PS)

1. Bill of Quantities
1.1. Objectives
The objectives of the Bill of Quantities are:
(a) to provide sufficient information on the quantities of Works to be performed to enable

bids to be prepared efficiently and accurately; and
(b) when a Contract has been entered into, to provide a priced Bill of Quantities for use in
the periodic valuation of Works executed.
In order to attain these objectives, Works should be itemized in the Bill of Quantities in sufficient
detail to distinguish between the different classes of Works, or between Works of the same nature
carried out in different locations or in other circumstances which may give rise to different
considerations of cost. Consistent with these requirements, the layout and contents of the Bill of
Quantities should be as simple and brief as possible.
1.2. Dayworks Schedule (Not Applicable)
A Dayworks Schedule should be included only if the probability of unforeseen work, outside the
items included in the Bill of Quantities, is high. To facilitate checking by the Public Body of the
realism of rates quoted by the bidders, the Dayworks Schedule should normally comprise the
following:
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(a) A list of the various classes of labour, materials, and Constructional Plant for which
basic day work rates or prices are to be inserted by the Bidder, together with a
statement of the conditions under which the Contractor shall be paid for work
executed on a day work basis.
(b) Nominal quantities for each item of day work, to be priced by each Bidder at day work
rates as Bid. The rate to be entered by the Bidder against each basic day work item
should include the Contractor’s profit, overheads, supervision, and other charges.
1.3. Provisional Sums
A general provision for physical contingencies (quantity overruns) may be made by including a
provisional sum in the Summary Bill of Quantities. Similarly, a contingency allowance for possible
price increases should be provided as a provisional sum in the Summary priced Bill of Quantities.
The inclusion of such provisional sums often facilitates budgetary approval by avoiding the need
to request periodic supplementary approvals as the future need arises. Where such provisional
sums or contingency allowances are used, the Particular Conditions of Contract should state the
manner in which they shall be used, and under whose authority (usually the Employer’s
Representative).
The estimated cost of specialized work to be carried out, or of special goods to be supplied, by
other contractors (refer to GCC Clause 8) should be indicated in the relevant part of the Bill of
Quantities as a particular provisional sum with an appropriate brief description. A separate
procurement procedure is normally carried out by the Public Body to select such specialized
contractors. To provide an element of competition among the bidders in respect of any facilities,
amenities, attendance, etc., to be provided by the successful Bidder as prime Contractor for the
use and convenience of the specialist contractors, each related provisional sum should be followed
by an item in the Bill of Quantities inviting the Bidder to quote a sum for such amenities, facilities,
attendance, etc.
These Notes for Preparing a Bill of Quantities are intended only as information for the
Public Body or the person drafting the Bidding Documents. They should not be included
in the final Documents.
2. Online submission of Bill of Quantities
Bidders shall fill in the response templates provided for the Bill of Quantities as prepared
by the public body in the system.
Bidders may for their convenience download a set of the BOQs in Excel format which is
available in the system as a separate attachment to the Bidding document. However, they
will have to insert the prices against each item manually in the system.
3. Templates in the e-Procurement System
Template models
The list and models of templates are shown hereunder for ease of reference to public
bodies and bidders.
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The Tables shown hereunder are for information only. Bidders have to fill in the prices
and rates online in the templates provided for these tables
1. Bill of Quantity for offer and payment in fixed Mauritian Rupees
Offer
Amount(In
Item Code / Item Offer Rate(In MUR-
Reference MUR-Excluding Excluding
Sr. No. Number Description Unit Quantity VAT) VAT)
Auto Calculate
Public Public Public (Offer Rate x
Body Public Body Public Body Body Body Supplier Quantity)
1 As per Bill of Services in Section III: Statement of Requirements
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4. Form of Key Financial Information extracted from Audited Accounts/

Financial Statements ( Bidder to fill in Table below and upload online on the e-
Procurement System under the template “Any Other Documents (Ver 1.0)”)
Financial data in the currency reported in the Historical Information Remarks
Audited Accounts/Financial Statements By BEC
Previous Last Current
years year year
Statement of Financial Position (Information from Balance Sheet)
A. Current Assets
B. Current Liabilities
Working capital ratio or current ratio( A/B)
Quick ratio or Acid Test ratio (Current Asset net of
stock / B)
C. Total Assets
D. Total Liabilities
Net Worth( C-D)
Cash in hand and at Bank
Bank Overdrafts
Other Liquid Assets
Information from Income statement
Key Profitability Indicators in the currency Previous Last Current

reported in the Audited Accounts/Financial years year year
Statements
Turnover
Profit /(Loss )Before Tax
Taxation
Net Profit /(Loss) After Tax
(Net profit After tax )x 100
(Turnover)
Certified by Bidder that information are true extract from Audited Accounts/Financial
Statements
Name:
Signature:
Capacity:
Date:
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Section III: Statement of Requirements
This text hereunder is a guidance for the preparation of the Specifications and Performance
Requirements and should not form part of the final document.
A set of precise and clear Specifications is a prerequisite for bidders to respond realistically and
competitively to the requirements of the Public Body without qualifying or conditioning their bids.
Specifications must be drafted to permit the widest possible competition and, at the same time,
present a clear statement of the required standards of workmanship, materials, and performance of
the goods and services to be procured. Only if this is done shall the objectives of economy,
efficiency, and fairness in procurement be realized, responsiveness of bids be ensured, and the
subsequent task of Bid evaluation facilitated. The Specifications should require that all goods and
materials to be incorporated in the Works be new, unused, of the most recent or current models,
and incorporate all recent improvements in design and materials unless provided otherwise in the
Contract.
Samples of Specifications from previous similar Contracts are useful in preparing Specifications.
Most Specifications are normally written specially by the Public Body to suit the Contract Works in
hand. There is no standard set of Specifications for universal application in all sectors, but there
are established principles and practices, which are reflected in these Documents.
There are considerable advantages in standardizing General Specifications for repetitive Works in
recognized public sectors. The General Specifications should cover all classes of workmanship,
materials, and equipment commonly involved in construction, although not necessarily to be used
in a particular Works Contract. Deletions or addendums should then adapt the General
Specifications to apply them to the particular Works.
Care must be taken in drafting Specifications to ensure that they are not restrictive. In the
Specifications of standards for goods, materials, and workmanship, recognized international
standards should be used as much as possible. Where other particular standards are used, whether
national standards of Mauritius or other standards, the Specifications should state that goods,
materials, and workmanship that meet other authoritative standards, and which ensure
substantially equal or higher quality than the standards mentioned, shall also be acceptable. To
that effect, the following sample clause may be inserted in the Special Conditions or Specifications.
Equivalency of Standards and Codes

Wherever reference is made in the Contract to specific standards and codes to be met by the goods
and materials to be furnished, and work performed or tested, the provisions of the latest current
edition or revision of the relevant standards and codes in effect shall apply, unless otherwise
expressly stated in the Contract.
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A. SCOPE OF WORKS, SPECIFICATIONS AND PERFORMANCE

REQUIREMENTS
The objective of this document is to specify the supply, installation, testing and commissioning of
a VRF Air Conditioning System at the Office of the Director of Public Prosecutions, Levels 10 - 12,
Garden Tower Building, Poudrière Street, Port Louis, complete with accessories, additional specific
works inclusive of all required electrical, mechanical and builder´s work as more described in the
Scope of Services.
This shall include skilled labour, transport, supervision, overheads, all required tools, instruments,
sundries, meters, scaffolds, cranage, mounts and supports, submission of test certificates, as made
drawings, schematics, labeling, and the like required for completion of the above works.
Any other item not elaborated but required to complete the installation and make fully operational
as per proposed set up and specifications shall be deemed to be included in the respective rates or
elsewhere in the bid.
The existing drawings, and any other documentation in the custody of the Client, available for
examination are for illustrative purpose only. The contractor shall only refer to the actual setup
on site as per his survey for all intent and purposes of this Project.
The prospective bidder shall take note that the works are intended to be executed in a working
Office whereby many restriction is imposed by the exigencies of the service. Works shall generally
be carried after normal working hours after 16:00 during weekdays and between 08.30 and 16.00
during Saturdays and Sundays.
Considering the above, the prospective bidder shall cater to include all costs incurred for extra
hours or overtime for its personnel in the respective rates or elsewhere in the bid.
A site visit is imperative to have an overview and to assess the scope of all works on the
installation before quoting.
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1 Scope of Services
The scope of services includes carrying out :
1. Dismantling of existing compact cassette type indoor AC units, outdoor VRF units,
condensate pipework and any other unserviceable items excluding the refrigerant pipework,
electrical installations, mounts and supports that will be used for the new system ;
2. Retrieval of PCBs, sensors, EEVs, condensate pumps ...etc as directed and handing over to
the Client ;
3. Installation of new condensate drain pipework as specified ;
4. Supply, installation, testing and commissioning of vacuum condensate drainage systems ;
5. Testing and upgrading of the refrigerant pipework as specified ;
6. Testing and upgrading of the electrical installation of the Air Conditioning System ;
7. Supply, installation, testing and commissioning of VRF Air Conditioning Systems as per
specifications ;
8. All required electrical, mechanical, transportation and builder´s works in connection with
the Project, inclusive of making good of all damage caused to the satisfaction of the Client ;
9. Carting away of unserviceable obsolete items ;
10. Factory acceptance test, site acceptance test and training.
11. Preventive maintenance and servicing of the plants and equipment and components installed
as described;
The prospective bidder shall include in the offer a letter of comfort from the Manufacturer of
the Plants and Equipment extending full support for warranty, after sales services, support
and spares to the prospective bidder. The life span of the plants and equipment shall be clearly
mentioned in the offer. The life span shall be minimum 10 years.
IMPORTANT NOTE : The prospective bidder must make provision and quote for all item (i.e.
Mechanical, Electrical and/or Builder´s Works) associated with the works and be deemed to be
included, but have not been elaborated in this contract. No consequent additional claims will be
entertained regarding these items not explicitly mentioned.
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2 Regulations, Workmanship and Materials
Together with the offer, the prospective bidder shall submit a comprehensive methodology of works,
highlighting all aspect of the proposed works. A program of works, shop drawings and site
preparation drawings shall also be submitted with details regarding procurement and installation
schedule after award of the contract.
Prospective bidders are informed that only one floor at a time will be made available for the
execution of works. As such this must be taken into account in the methodology of works to be
submitted. The roof will be made available as and when required. However, disruption to air-
conditioning services will be allowed only one floor at a time.
Electrical Works
All Electrical installations shall conform to the 18th Edition (BS 7671:2018) of the IEE Regulations
(U.K.) - Requirements for Electrical Installation.
Electrical installations shall be carried out to good standards of workmanship and all equipment,
materials and fittings shall be new and according to specifications. Where no details have been
provided, products shall be manufactured to the British Standards applicable to the particular
product.
All materials will have to be approved by the Client’s representative. Materials before fixing will
be inspected on site by the Engineer. Workmanship should be of highest standard without
defects/blemish. The site may be having different contractors working simultaneously at the same
time and they are expected to maintain harmony, discipline, and extend cooperation to each other.
Any damage to the existing property would be repaired and replaced by the responsible contractor
at his own cost.
VRF Air Conditioning System
VRF Air Conditioning System installation works shall be as per manufacturer´s recommendation
which shall be submitted after award of contract in the form of site preparation drawings and shop
drawings.
Installations shall be carried out to good standards of workmanship and all equipment, materials
and fittings shall be new and according to specifications.
Where no details have been provided, products shall be manufactured to the British Standards
applicable to the particular product.
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Builder´s Work
The prospective bidder shall allow for all builder´s work required for the successful completion of
the work. The prospective bidder shall allow for the services of a specialist contractor or any other
alternate arrangement to carry out all required builder´s works and finishes as specified for
installation of the VRF Air Conditioning System at the location designated. The services shall
include making good of all surfaces damaged including walls, flooring, doors and windows, and
any other items.
Protective barrier and warning signs must be put in place where necessary to prevent people from
coming too close to the working areas and yellow tape must be put in place to indicate the working
areas.
The prospective bidder shall allow in its rate or elsewhere in the bid all required supports, pipes,
nut, bolts, adapters, accessories and any other items deemed necessary for the installation of the
indoor evaporator units and outdoor condenser units.
Transportation within and outside premises

The prospective bidder will have to allow in its offer for all conveyance of parts and equipment
within and outside the premises. The services for specialist contractor may be hired for all
transportation to the proposed location. All damages caused by the conveyance of any goods by the
contractor shall be made good to satisfaction of the Client. The contractor shall take note that works
are to be carried in a high-rise building and has to allow in the offer all cost associated with cranage
and hoisting of the plants and equipment to the required level of the building, including removal
and carting away of obsolete unserviceable items as per instructions of the Procurement Section of
the Office of the Director of Public Prosecutions.
The successful bidder shall also be responsible for liaison with all authorities for making the
necessary for blockade of roads and pathways and other required arrangements, including safety
and risk assessment, during cranage and hoisting of plants and equipment.
Makes
Equipment/materials for this project should be as per specifications/schedules. All materials and
equipment shall be new and of the best quality. Prospective bidders shall specify clearly the makes
and country of origin / country of assembly of various equipment/materials they propose to use.
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Full original catalogue or where applicable original leaflet (not photocopy) containing technical
data and technical details as proof of compliance with specifications shall be attached and submitted
with the offer to enable ease of evaluation. Omission to provide technical data shall entail
elimination from consideration. If so required, the tenderer shall have to submit samples of
materials/equipment at no extra costs. All equipment and accessories shall be to British or European
standards.
Make and country of origin of the units quoted shall be specified as well as the country of final
assembly
Prospective bidders shall include original catalogues to confirm compliance with

specifications and standards. Failure to do so may entail elimination.
The decision of ESD shall always be final and no materials/equipment shall be supplied / installed
in the Project without the approval of the Engineer.
Manner of Execution
The works shall be executed in the manner set out in the specifications or where not set out, to the
satisfaction of the ESD Engineer and all reasonable variations on site shall be carried out in
accordance with such directives as the Engineer may give. The installation shall be carried out to
the best standards of workmanship. The locations of all equipment shown on any drawings are
indicative only and should not be considered as the exact location.
All related builder’s work comprising drilling and provision of cable ducts shall also be included in
this contract. The quoted price shall include supply, installation, testing until the final
commissioning of the all equipment and accessories. Prospective bidder shall therefore quote for
any necessary builder´s works.
It is to be understood that the Project should be completed for the sum as per the bid and accepted
inclusive of any item which might not be elaborated in the specifications and/or Activity schedule
but deemed necessary for the completion of the Project. Contractors/Subcontractors shall have to
make their own arrangements for scaffolding and any other materials required for the installations.
The successful bidder shall have to take all the necessary precautions so as not to damage the
flooring, paintwork, block work and finishes during execution of the works.
Damage caused to materials/items or services on site shall have to be made good free of charge
(inclusive of paintwork) to the satisfaction of the ESD Engineer.
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Site Exigencies
The successful bidder shall respect security arrangements in force and shall seek necessary
permission and security pass for access, if any, for execution of the work. The contractor shall carry
out works outside normal office hours as specified without any increase in contract cost. Claims for
overtime works shall not be entertained. The site shall be kept tidy and no materials/refuse shall be
kept which may cause obstructions and inconvenience.
Site Visit
Prospective bidders are advised to visit the sites before submission of bid so as to be fully acquainted
with the nature of the site and extent of work involved. Prospective bidder shall contact the Client
for site visit arrangement.
Schedule of Materials and Rates

The prospective bidder shall fill in the Schedule of Materials and schedule of rates, and submit same
together with the bid documents.
All the drawings, specifications are complementary and should be read accordingly. The prospective
bidder are advised to carry out measurement on-site and check the quantities of materials. In case
discrepancies, omission or errors, the tenderer shall inform the Client prior to submission of the bid.
No extra claim shall be entertained afterwards on this issue.
Guarantee and Guarantee Period

Guarantee period for the installation, equipment and accessories unless stated otherwise in the
specifications, will generally be for at least 3 years. This guarantee period shall be effective only as
from the date of successful commissioning.
The installation shall be guaranteed against manufacturing defects, poor workmanship and other
defects (latent or visible) not related to normal wear and tear for a period of three years form date
of successful commissioning in presence of representatives of Energy Services Division.
In the event of a defect, the Contractor shall at his own expense, within reasonable time, make good
such defects as instructed to the satisfaction of the Engineer.
During the guarantee period, the Contractor shall carry out servicing and maintenance of the plants
and equipment, including all electro-mechanical equipment installed in accordance to the
manufacturer’s recommendation and as specified.
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Dismantling of existing indoor and outdoor units

The contractor shall carefully dismantle the existing indoor compact cassette type split AC unit. The
contractor shall allow for suitable polymer cover to protect the office equipment, furniture and other
Client’s property from any damage during the dismantling. The prospective bidder shall allow for
all required temporary fittings to ensure that there is no leakage of condensate water or refrigerant
in the interior of the building. The contractor shall take appropriate measures so that there is no
refrigerant leak in the building during the dismantling of the indoor units. The existing supports for
the indoor evaporator units shall also be removed.
The outdoor condenser units shall be dismantled so that it can be hoisted down.
The contractor shall allow for all cranage and transport in connection with removal and carting away
of obsolete unserviceable as per instructions of the Procurement Section of the Office of the Director
of Public Prosecutions.
Retrieval of serviceable items

The contractor shall carefully dismantle, disassemble, and retrieve specific serviceable parts from
the existing compact cassette type indoor AC units, outdoor VRF units. These items shall be cleaned
and packed in bubble-wrap and/or anti-static packaging and handed back to the Client. An inventory
of the parts handed back to the Client shall be made and provided to the Client.
The items to be retrieved from the existing compact cassette type indoor AC units, outdoor VRF
units are :
 PCB cards,
 sensors,
 Electronic Expansion Valves,
 condensate pumps,
 float switches, ...etc
Installation of new condensate drain pipework

The contractor shall allow to dismantle the existing condensate pipework, including supports and
install a new condensate drain pipework with proper drain slope and any other works deemed
necessary for the condensate drain system. All supports shall be treated with anti-corrosion paint.
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The thermal insulation shall be carried out using a combination of closed-cell elastomeric pipe
insulation tube, tapes and aluminum tapes for outer cladding. The thickness of the insulation shall
be of sufficient thickness to avoid external condensation.
Supply, installation, testing and commissioning of vacuum condensate

drainage systems
A vacuum condensate drainage system shall be installed in each floor to scavenge all condensate in
the condensate drain pipework. The vacuum condensate drainage system shall be suitably rated so
as to collect all condensate from the indoor evaporator units floor wise. The system shall be supplied
with all necessary controls, cabling, switchgear for power, piping, accessories and any other items
deemed necessary for proper operation.
The location of the vacuum condensate drainage system shall be in the riser where the condensate
drain line shall converge.
Testing and upgrading of the refrigerant pipework

The contractor shall allow to flush and test the existing refrigerant pipework for any leakage. This
shall include nitrogen pressure test for at least 72 hours and vacuum test for at least 36 hours. All
detected leakage or corroded points shall be patched up by suitable welding / brazing. The contractor
shall allow to remake the thermal insulation of the existing internal refrigerant pipework. All
supports shall be treated with anti-corrosion paint after thorough metal wire brush cleaning. The
contractor shall also allow for reinforcement of fixing supports and any other works deemed
necessary for proper functioning of the refrigerant pipework. Testing shall be preferably carried out
with the new evaporator units connected to the refrigerant pipework. The prospective bidder shall
allow in the offer for all required pipework accessories, fittings and refrigerant isolating valves as
required.
Testing and upgrading of the electrical installation of the Air Conditioning

System
The contractor shall allow for testing of the switchgears and cables supplying power to the indoor
and outdoor units. The tests shall including insulation resistance test, polarity tests, continuity test,
line / phase voltage test, operational test on existing switches and operation of residual current
devices.
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Any item found defective and confirmed by the Engineer will have to be replaced by the contractor
upon instruction from the Engineer. This shall be considered additional works that will be met from
the contingencies as per rates quoted by the contractor.
Working with False Ceiling

The prospective bidder shall take note that the office spaces are provided with false ceiling where
custom openings have been made for the compact cassette type AC unit. There are other services
inside the false ceiling and the contractor shall make his own survey so as not to disrupt the other
services. The contractor shall allow for all required specialist subcontractor for working with the
false ceiling in connection with the removal and installation of the indoor units. All damages to the
false ceiling due to the works being carried out shall be made good at the contractor´s cost prior to
commissioning of the system.
All new control and power wiring inside the false ceiling shall be enclosed in flexible conduit and
fixed to the existing hangers. Flexible conduit shall be of adequate dimension in order to satisfy
cable space factor and shall be securely fixed. If required, additional cable trays shall be used inside
false ceiling for a secure and neat installation.
Working with Waterproofing

The prospective bidder shall take note that the roof where the existing VRF condenser units are
located has been waterproofed. The contractor shall ensure that the existing waterproofing is
adequately protected during installation of new VRF condenser unit.
Steel mounting supports

The prospective bidder shall include in the offer the refurbishment of the existing steel supports
found on the roof. The prospective bidder shall allow for anti-corrosion treatment of the supports
and a two coats of protective emulsion paint. The prospective bidder shall ensure that the existing
steel supports have the required structural strength to bear the load of the new VRF Outdoor Units.
The offer shall include any require reinforcement of the existing steel supports.
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3 Specifications
VRF Air Conditioning System
# Specification Specified Proposed
A Equipment Details (to be filled by bidder):

1 VRF Air Conditioning System
2 Make
3 Model
4 Country of Origin
The VRF Air Conditioning System shall include and information and monitoring display
module which shall be installed at each floor. The exact location shall be indicated during
work execution.
The module shall allow setting the operating conditions and monitoring parameters of the
system such as load, load current, refrigerant pressure ..etc.
Bidder shall submit original technical brochures and catalogues with the parameters and
particulars specified being highlighted.
B Outdoor Units :
1 Compressor Type DC Inverter Technology
2 Configuration DC Inverter VRV cooling
units operating on distributed
load.
Two pipe System with
cooling only.
Heating mode if present
shall be inhibited.
3 Condenser Fins Protected against corrosion
4 Casing Suitable for use in tropical
climate
5 Condenser fans Aerodynamically balanced
with DC inverter motors
6 Refrigerant Isolation Valve
7 Mounting Base Existing steel supports.
Bidder to provide anti-
vibration pads.
8 Refrigerant R410a – Ozone friendly
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9 Other Particulars • The units shall be fully

tropicalized, Corrosion
resistance materials on both
metal and electronic parts
suitable for external use in
marine atmosphere and
exposed to salt sprays.
• The outdoor unit shall be
placed on an existing steel
supports found on the roof.
• The unit shall have anti-
vibration mountings.
• Internal thermal
protection of the fan and
compressor winding
• Liquid line filter drier
• Low noise DC fan motor
• The refrigerant employed
shall be ozone friendly and
shall be in line with the
Montreal Protocol
• High- and low-pressure
cut-outs.
• Stop valves (gas and
liquid) with brazed
connections.
• Aluminum ‘blue fin coil’
or similar of high corrosion
resistance and copper tubes
• Thermal, overload and
phase imbalance protection
for compressor motor.
C Indoor Units :
1 Type 4-Way blow Compact
Cassette
2 Mode of Operation Fan / Cool / Dehumidify
3 Noise Level Max 60 dB(A) 1 m from

unit on high-speed setting
4 Air Outflow Horizontal
5 Air Deflection Automatic orientable
6 Fan Speed Variable: 3 speed and

Automatic mode
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7 On-Unit Control One touch start
8 On-Unit Display Mode of Operation,

Temperature
9 Remote Control Wireless with LCD Display

and holding cradle
10 Air Filter Washable type
11 Other particulars  With inbuilt

condensate pump
 Aluminium fin coil
with copper tubes.
 Galvanised steel
panels
 Fresh-air intake
 Removable
condensate drain-pan
& washable filters,
easily accessible
 Thermal protection of
the fan motor
 Refrigerant lines to
braze onto copper
tubes
 Horizontal or vertical
discharge as found
appropriate on site
 The unit shall have
stamped louvers for
entry of return air
 Panels shall be fully
removable and it shall
be possible to have
access to the internal
components without
affecting the normal
operation of the unit.
D Power requirement :
1 The Plants and Equipment shall be powered from available
electric supply.
2 The voltage requirement of the VRF Outdoor Units shall be three
phase, four wire, 400 V ± 6 % at 50 Hz ± 1.5 % with TT earthing
system.
The voltage requirement of the indoor Units shall be single phase,
two wire, 230 V ± 6 % at 50 Hz ± 1.5 % with TT earthing system.
3 The Plants and Equipment shall be able to sustain short duration
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power cut without latent or visible adverse effect as per IEC

61000-4-11, ¨short interruption tests¨ resulting in ¨Performance
Criteria A or B¨.
4 The Plants and Equipment shall be able to sustain power cut of the
order of up to 30 seconds during change over to backup generator
and restart operation normally.
E Protection :
1 The chassis, as well as all exposed metal parts of the equipment
shall be grounded as per IEC 61140 Protection Class I.
2 For equipment with non-conducting polymer enclosure, the power
components shall be double insulated as per IEC 61140 Protection
Class II.
3 Protection against reverse phase sequence, overvoltage,
undervoltage, spikes, EMI and other electrical disturbances shall
be provided to protect the complete system.
4 All metalwork, including pipework shall be efficiently bonded and
grounded to earth.
F Manuals :
1 The manuals shall be in ENGLISH, original from the equipment
manufacturer.
2 Locally reproduced manuals shall not be accepted.
3 It shall include all aspect of the operation, maintenance and
servicing of the equipment illustrated with photographs, schematic
diagrams, exploded diagrams and step-by-step troubleshooting
guide.
4 All the maintenance and troubleshooting procedures shall be
illustrated.
5 An exploded diagram of the complete assembly indicating all the
parts as well as respective part number shall be included.
6 The complete schematic diagram of the control circuit and power
circuits shall form part of the service manual.
G Warranty :
1 Warranty of three years as from date of successful commissioning
shall be provided for the complete VRF Air Conditioning System,
including all installed accessories / components.
2 The terms of warranty shall be on-site and shall cover labour,
transport, parts and workmanship.
3 Original warranty certificates should be submitted for the VRF Air
Conditioning System
4 The Tenderer shall confirm in writing the availability of spare parts
for a period of at least ten (10) years and provide a priced list of
spare parts.
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H Testing and commissioning :

1 Testing and commissioning shall be carried out by the contractor
in the presence of the Engineer and Client´s representative after
delivery of the equipment together with all the specified
accessories and manuals.
2 The equipment has to operational for a minimum of one week trial
run before the testing and commissioning exercise.
3 The prospective bidder shall make arrangements for all tools and
instruments for ascertaining compliance to specifications.
4 Original Certificate of Origin, mentioning date of manufacture,
from the Chamber of Commerce of Country of Origin or equivalent
Government body shall be submitted prior to commissioning.
5 Relevant test certificates and commissioning sheets shall be
submitted.
Schedule of outdoor condenser units

The outdoor condenser units shall each be rated as below, connected on existing manifolds for
suction and discharge. The units shall be controlled by one of the condenser unit acting as a master
controller for the floor together with a secondary slave controller on the other condenser unit(s).
The control algorithm shall include wear leveling on the compressors. The outdoor condenser units
shall be of the same make and series so as to ensure spare parts are compatible among the different
models of different ratings.
# Floor Cooling Capacity (kWc)
1 25
2 10th 33
3 40
4 40
11th
5 40
6 28
7 12th 40
8 45
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Schedule of indoor compact cassette evaporator units

The cooling capacity of the indoor compact cassette evaporator units per floor are as below. The
exact location of units of specific cooling capacity shall be as per current on-site capacities as
surveyed by the Contractor and agreed by the Project Engineer. The indoor compact cassette
evaporator units shall be of the same make and series so as to ensure spare parts are compatible
among the different models of different ratings.
# Floor Cooling Capacity (kWc) Quantity
1 2.8 2
2 3.6 7
10th
3 5.6 7
4 7.1 5
5 2.8 24
6 11th 3.6 3
7 4.5 2
9 3.6 21
10 12th 5.6 4
11 7.1 2
Spares
The prospective tenderer shall allow for a set of spares for the VRF Air Conditioning System. A
comprehensive priced list of these shall be submitted together with the bid. All spare parts shall be
original from the Manufacturer, compatible parts shall not be accepted.
The tenderer shall include in this list all items deemed essential, critically important or not readily
available on the local market. The successful tenderer shall confirm all reference number, order
number, part number before ordering. The successful tenderer shall make all arrangements and order
these to be delivered to the Client prior to final commissioning.
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The bidder shall quote and provide the following spare parts as part of the contract (the rates and
amounts to be exclusive of VAT):
Description Qty Rate Amount
1 Set of Indoor Unit PCB comprising of all electronic 5 Sets

board(s) required for the proper functioning of the indoor
compact cassette evaporator units.
2 Set of Outdoor Unit PCB comprising of all electronic 2 Set

board(s) required for the proper functioning of the
Compressor(s)
3 Set of Outdoor Unit PCB comprising of all electronic 2 Set

board(s) required for the proper functioning of the
Condenser Fan(s)
4 Pipe temperature sensor 5 units
5 Gas pipe temperature sensor 5 units
6 Ambient temperature sensor 5 units
7 Indoor Unit Fan Motor 1 unit
8 EEV 5 units
9 Swing Motor 2 unit
10 Transformers / ELV power supply for indoor unit 2 unit
11 Condensate Pump 5 units
12 Float switch for condensate pump 5 units
13 Prospective bidder are required to give below list of

critical spare parts and their respective rates which have
not been included above but are recommended to be kept :
……………………………………………………………………
……………………………………………………………………
……………………………………………………………………
……………………………………………………………………
……………………………………………………………………
……………………………………………………………………
……………………………………………………
Total carried to Bill of Services
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Replacement of faulty items and accessories

The prospective bidder shall quote the rate for replacement of faulty items and accessories that
may be found to be unserviceable or not operating properly. The rates shall be valid for the
duration of the contract.
Item Description of Works / Item / Services Qty Rate (Rs.)
Supply, installation, testing and commissioning of all the

following, inclusive of labour, transport, supervision,
overheads, all required tools, instruments, sundries, meters,
scaffolds, mounts and supports, submission of test
certificates, as made drawings, labeling, and the like required
for completion of the work, all as per specifications
1 MCCB 4P 125A, 400V, Isc=25kA 1 unit

2 MCB 4P 100A, 400V, Isc=16kA 1 unit
6 RCBO 2P 25A, 230V, Isc=6kA 1 unit
9 RCD 4P 63 A, 30 mA 1 unit
10 RCD 2P 40 A, 30 mA 1 unit
Wiring point using 3-core 2.5 mm2 cable, inclusive of cables,
11 Lot
conduits and other required accessories
12 20A surface / flush mounted type double pole switch 1 unit
13 13A surface / flush mounted type fused connection 1 unit
Rotary switch dis-connector complete with PVC enclosure to
14 1 unit
IP 54, 4 Pole 63 A
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4 Testing, Commissioning and Training
Factory acceptance test

A factory visit shall be included in the offer to allow for witnessing of pre-shipment inspection and
factory acceptance tests carried out at the manufacturer´s premises for ESD Project Engineer. The
factory visit shall also include training on preventive maintenance, troubleshooting of common
faults, fault finding procedures, repairs, and calibration of the plant.
The training shall cover both theory and practical and the offer forming part of this contract shall
allow for all training materials. The training shall be set up by a fully qualified engineer at the
manufacturer´s facility.
The proposed visit shall be for a minimum of seven working days, and shall include all travel costs,
insurance, accommodation and subsistence costs associated with the visit.
The visit shall be included in the program of works/methodology submitted together with the offer.
Site Acceptance Tests

Upon completion of the installation and after two weeks of successful test run period, the successful
bidder shall carry out and be responsible for testing of all plants and equipment and integral system
in stages if required, to ensure that it is in proper working order and capable of performing all of its
function in accordance with the specification and to the satisfaction of the Engineer.
Any equipment damaged in commissioning shall be replaced by new ones by the contractor at his
own expense and the equipment or system concerned shall be retested and commissioned. No
instruction or action of the Engineer shall relieve the contractor of this responsibility.
The successful bidder shall provide all skilled labour, supervision, apparatus and instruments
required for testing and within a reasonable time thereafter furnish to the Engineer three certificates
of all the tests performed and accepted, signed by the contractor, or any authorised person acting on
his behalf, as prescribed.
If any part of the equipment fails to pass the specified tests, further tests shall, if required by the
Engineer, be repeated. Acceptance shall not in any way dispense the successful bidder of his
responsibility for the performance of the system after erection as a complete working system in all
aspect.
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Testing shall be carried out in two phases:

• Pre-Test: After successful completion of installation & One-week trial run
• Final Test: Two week after Pre-Test.
The minimum test to be carried out shall be :

1. Leak test ;
2. Pressure test ;
3. Inspection of insulation of refrigeration piping by IR Thermography and thermographic
reports;
4. Proper slope of the condensate drainage system, including IR Thermography and
thermographic reports;
5. Temperature ;
6. Humidity ;
7. Air flow ;
8. Noise level ;
9. Remote Control and information and monitoring display module ;
10. Any other recommended test by the manufacturer commissioning engineer ;
Commissioning
Prior to commissioning, the following drawings shall be submitted in size not less than A3 for
inspection of the installation and record purposes :
1. complete as-made drawings ;
2. complete power circuit diagram, control wiring diagram with all controls, sensors, ...etc ;
3. complete refrigerant schematic ;
4. sectional and exploded views of the VRF Air Conditioning System showing all parts with
reference/part number.
The installation shall be considered complete only after the following have been carried out:
1. Completion is reported in writing to the ESD representative.
2. Defects pointed out by ESD have been made good.
3. 3 copies of approved drawings have been delivered to the ESD (2 Hard copies + 1 laminated
copy affixed as instructed ) one soft copy - autoCAD – must also be submitted on USB
media.
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4. 1 set of user manual, maintenance and service manual delivered in original and one set in
soft copy on USB media.
5. Completion, test and commissioning certificates have been submitted and found satisfactory
by the Director ESD or his representatives.
Training
The successful bidder shall organize a comprehensive training by an expert who is responsible for
the operation and maintenance of the VRF Air Conditioning System. The training shall be divided
into categories as listed below:
1) Maintenance of the AC system (Tutoring by expert for the maintenance, Effective step for
replacing of consumable such as oil, filter, refrigerant, Steps for Pump down)
2) Operation of the AC system (Detail explanation on the electronic control system, Start and
stop of the system, Setting of parameters for different configuration and weather conditions,
Connection of external laptop/computer to the control system for viewing the parameters,
Reprograming of the system, Reviewing overall settings to check system is operating efficiently)
3) Troubleshooting of the arising faults in the AC system (Tutoring about alarm and critical
faults, Resetting procedures, Diagnosis of the alarms/faults and action to be taken)
4) After Sales service (Introduction with the team who is responsible for spare part, Provide
list of available spare parts and lead time for availability of same)
5) Test Results (Testing of the system, Viewing of test result, Acknowledge the good operation
of the system, Provide required changes if result is not good)
The training shall be for around five persons. Certificate, Documentation with photos and videos of
the training, as appropriate, shall be submitted to each participant at the end of the training. The
bidder shall include all related costs in the Bill of Services
The Training shall be included in the program of works/methodology submitted together with the
offer.
Training to End Users

The prospective tenderer shall allow for training services for non-technical personnel. The contents
shall include basic aspect of operation of the system, basic troubleshooting and any other item
featured in the user manual.
The instructional content shall include both theory and practical and shall be carried prior to
commissioning.
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5 Contractor´s Profile
The prospective bidder must have at least three years’ experience in installation and maintenance of
plants and equipment comprising of a VRF Air Conditioning System, and must be currently be
engaged in delivering these specialist and professional services.
The bidder may at his discretion employ specialist subcontractors and/or experts to work on
specialist equipment, specialist works or for special investigations, however the successful bidder
must supervise and take all responsibility and eventual liability for any interventions carried out
under this contract.
The subcontractors and/or experts to be employed must be mentioned in the offer and they must
satisfy all the conditions specified in this document.
The above shall be included in the initial offer and any consequent claims related to hiring services
of third parties shall not be entertained throughout the duration of the contract.
The contractor must be registered with the CIDB in the field of Mechanical Ventilation Works
having installed at least three similar systems in the past three years and has successfully
maintained the unit to satisfaction.
The contractor must submit proof of all above-mentioned items with the offer.
The successful tenderer shall undertake in writing to refrain from communicating to third parties
any information gathered during the contract period. This shall include any records, logs,
photograph or any other data electronic, written or verbal. All communication and correspondences
between the Client and the Contractor shall be strictly confidential.
Personnel
The contractor shall have to include in their prices all costs related to technical personnel required
for installation, maintenance and repairs to be available, including weekends, official public
holidays, officially declared confinement / lock-down for any emergencies that may arise.
The complete C.V. of all technical personnel shall be submitted together with the bidding
documents.
In addition to the skilled and experienced tradesmen required on site the successful tenderer shall
also provide the following staff :
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 One Registered Building Services Engineer (with at least five years post registration
experience in VRF AC Systems) for supervision of installation, testing and commissioning, site
visits, meeting and upon request.
 Full time HVAC / Refrigeration Technicians (holding the relevant City & Guilds of London
Institute Technician’s Certificate and three years experience) during installation works and
maintenance interventions.
 Full time Plant Mechanics (holding at least NTC3 or equivalent and having at least 2 years
experience) during installation works and maintenance interventions.
The contractor may at his discretion employ specialist subcontractors and/or experts to work on
special items, however the contractor must supervise and take all responsibility for any interventions
carried out.
The subcontractors and/or experts to be employed must be mentioned in the offer and they
must satisfy all the conditions specified in this document.
Tools, Equipment, Instruments and Sundries

The contractor shall have to include in its price any cost for tools, ladders, scaffolding, meters,
instruments ... etc, including consumables and sundries as specified which would be required for
installation and subsequent maintenance. These shall include any specialist tools, software,
equipment and instrument as required.
The contractor shall also include in its offer sundries and any miscellaneous small items that are
required such as grease and lubricating sprays, cleaning agents, wiping and cleaning materials, wire
connectors, indicator lights, labels, screws, nuts, bolts, washers, adhesives, warning tapes, filter
fabric, disposables, locks, etc.…
Occupational Safety and Health

All personnel on site must be effectively protected by the use of personal protective equipment (i.e.,
rubber gloves, approved long face shields, rubber blankets, and floor mats) to protect persons or
objects from harmful contact. The contractor is responsible for providing this protective equipment
and pre-testing prior to its use. The contractor must provide a designated safety representative for
the contract to determine when it is safe to proceed with work, and to supervise all the safety aspects.
Prior to commencing work on electrical switchgear equipment that is energized or functioning in an
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operational state, the equipment must be de-energized. It is imperative that all service work must be
performed with equipment and apparatus de-energized unless power is specifically required for
some specific procedure. In this case all reasonable precautions must be taken to avoid direct contact
with harmful voltage levels.
When switching off switchgear due to maintenance, repairs or any other intervention, it shall be
mandatory to affix a suitable labeling tag indicating that work is under progress and that it must not
be switched on. Suitable locks with single unlocking key must be used where appropriate.
The successful bidder shall undertake to abide by all provisions of the Occupational Safety
and Health Act, and shall solely be responsible for safety of any personnel working under his
supervision. The services of a Health and Safety Officer must be sought whenever required
and shall be included in the offer.
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6 Maintenance during warranty period ( 3 years )
The prospective bidder shall quote for maintenance of the plants and equipment, including all
equipment and component installed. The maintenance to be carried out shall be for a period of three
years, during the warranty period, which shall contractually start only after successful testing and
commissioning to the satisfaction of the ESD. The rates quoted for maintenance during the three
years warranty period will be used for financial evaluation of the offer.
The maintenance to be carried out shall be as per Manufacturer’s instructions and recommendations
based on existing/current site conditions. Inspection of defects, reporting and repairs shall also be
carried out by the prospective bidder which shall be covered under warranty. The contractor shall
ensure that the plants, equipment and components are in good working order, according to the
applicable legislation and to the satisfaction of the Client during the warranty period.
All interventions shall be certified by a maintenance checklist which shall be issued on the spot,
certified by the client and ESD, and shall be followed by a detailed maintenance report.
All intervention reports, inspection reports and maintenance checklists shall be duly certified
by the representative of client / ESD.
The original shall be remitted to the ESD, the duplicate copy shall accompany and be used as
evidence for any eventual claims, and, the triplicate copy shall be kept by the contractor for
reference purpose.
The following lists the sundries and consumables that shall be included in the rates for respective
maintenance or elsewhere and whose additional claim will not be entertained for preventive
maintenance :
 compressor oil – for top up as required
 refrigerants – for top up as required
 recording materials, intervention sheets, maintenance cards and checklists as
specified
 anti corrosion protective paints
 grease and lubricating sprays
 cleaning agents, wiping and cleaning materials
 cable ties, insulating tapes, wire connectors, indicator lights, die-electric sprays
 fuses, screws, nuts, bolts, washers, adhesives, warning tapes, signage and labeling
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 phenolic insulating tapes, aluminum tapes, adhesives ...etc for patchwork repairs to
insulation
 other minor items generally required for the operation and maintenance of HVAC
systems…
The maintenance to be carried out shall at minimum be quarterly and shall include the following in
addition to Manufacturer´s recommendation :
Quarterly Maintenance
A Indoor Evaporator Units
1 Clean all parts of unit and casing
2 Check for noise & vibration and adjust as necessary
3 Spray clean evaporator coil with detergent
4 Wash air filter
5 Dismantle and clean drain pan
6 Flush condensate drain system
7 Verify operation of condensate pump
8 Check Blower fans proper operation (rotation, capacity, efficiency, bearing)
9 Verify operation of refrigerant expansion valves
10 Check internal wiring for loose connections
11 Test for refrigerant leak
12 Check refrigerant pipe insulation
13 Verify piping holding clamps
14 Check all fuses
15 Check protection of all cables and connectors
16 Spray dielectric chemical on connectors
B Outdoor VRF Condenser Unit
1 Clean all parts of unit and casing
2 Check for noise & vibration and adjust as necessary
3 Wire brush clean rusty parts and retouch with paint
4 Pressure Wash condenser coil
5 Clean condenser fan blades
6 Vacuum debris in condenser enclosure
7 Check internal wiring for loose connections
8 Check fans proper operation (rotation, capacity, efficiency, bearing)
9 Check sight glass
10 Check drier
11 Test for refrigerant leak
12 Verify Discharge pressure
13 Check refrigerant pipe insulation
14 Verify piping holding clamps
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15 Check all fuses

16 Check protection of all cables and connectors
17 Spray dielectric chemical on connectors
C Vacuum Condensate Drainage Systems
1 As per manufacturer´s recommendations
Rate for maintenance

Bidders to quote only for year 1, year 2, and year 3 and for year 4 and year 5 to insert
zero in the template “Recurrent Cost” on the e-Procurement System.
ENERGY SERVICES DIVISION

Supply, Installation, Testing and Commissioning of VRF Air Conditioning System at Office of
the Director of Public Prosecutions, Level 12, Garden Tower Building, Poudrière Street, Port
Louis (Maintenance Component)
Item Description of Works / Item / Services Unit Qty Rate (Rs.) Amount (Rs.)
Preventive Maintenance and Routine Servicing of plants and equipment, inclusive of

Labour, Transport, supervision, overheads, all required test tools, instruments,
consumables and sundries, and the like required for proper operation of the plants and
equipment as described in ¨Scope of Services¨,.
Allow to undertake all required maintenance for the

all plants and equipment installed as from
commissioning on a comprehensive basis, inclusive
of all required consumables and sundries, labour
and transport, which shall be at least quarterly
visits, and shall include :
 all parts, consumables and sundries required
for the maintenance /servicing, including
1.0 supply of parts for repairs.
 attend to clearing of all faults and repairs
within reasonable delay, at maximum two
hours, upon notification.
 conduct all works as per manufacturer’s
recommendations and at proposed intervals.
 conduct regular inspection visits at least
quarterly as per specified schedule or as
requested and to submit intervention reports.
1.1 Year 1 (full warranty) 4 Quarterly Visits
Sub-Total (excluding VAT)
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7 Schedule of Materials
The prospective bidder shall fill in the table below with regards to the materials that have
been quoted for and that is proposed to be used for the present contract and upload same
online on the e-Procurement System under the template “Any Other Documents (Ver
1.0)”. Note that no changes whatsoever will be accepted after award of contract and
accordingly, the tenderer shall ensure about the availability of the materials before tendering
and filling the table below :-
# Item Make Model Origin Compliance / Deviation

with specifications
1. VRF Outdoor Unit
2. VRF Indoor Unit
3. Copper refrigerant pipes
4. PVC condensate pipes
5. MCCB
6. MCB
7. RCBO
8. RCD
9. 3-core 2.5 mm2 cable
10. 20A double pole switch
11. 13A fused connection
12. Rotary switch dis-connector
complete with PVC
enclosure to IP 54, 4 Pole
63 A
13.
14.
Note : To include in the space provided above any items to be used for the installation.
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8 General Notes
 Upon award of Contract the successful bidder shall submit a program of work for the project.
 Provisional/Contingency sums included in the Bill shall be used at the discretion of the
Employer and deducted in whole or in part if not required.
 Where and to the extent that materials, products and workmanship are not fully described or
specified, they are to be of a standard appropriate for the works and in accordance with good
installation practice, to BS or Mauritian Standards, if any.
 The item quantified as Sum or Lot in the Bill of Services must be implemented to satisfaction
of ESD and in no case will the item be remeasured for payment.
 On award of the contract, the successful bidder must submit a list of contact numbers
(including cellular phone numbers) for technicians & responsible officers.
 The contract sum shall be deemed to include for the extra costs of all overtime that may be
necessary to complete the works within the contract period.
 Prior written approval shall be sought from the Client before any power cut required for any
intervention. The client must be notified at least 5 working day in advance for any power
cut required.
 The contractor shall undertake to allow the smooth running of the Office by adhering to all
safety, sanitary, and modesty rules, regulations and directive when intervening any part of
the premises.
 The successful bidder will have to liaise with the client representative for access facilities
before any interventions.
 Installation shall not be deemed complete if testing and commissioning is not satisfactory.
 Bidders shall fill in annexed schedule of proposed materials and submit same along with
offer accompanied by relevant documents, brochures or catalogues.
 Any damage caused to the existing building / premises during the execution of the work
shall be made good by the contractor before testing and commissioning of the installation.
 All electrical, builder´s / mechanical works, including required materials are deemed to be
inclusive in the contract.
 Any unpriced item shall be deemed to be included elsewhere in the tender.
 The defects liability period, warranty period, for all items installed shall be three years.
 The rate quoted for maintenance during warranty period will be paid as and when
maintenance is carried out.
 The rate quoted for the maintenance during warranty period will be used for financial
evaluation of the offer.
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9 Bill of Services
For Serial No. 2.13 Bidders to note that:
The price for Residual Value should be carried forward to the template Bid Submission Form_
(Ver. 1.0) under Section (d) The discounts offered and the methodology for their application
are:
(i) Discount on Base Bid:
Column Discount to insert the price for Residual Value
Column Methodology to insert the following:
"Allow for buy-back of the existing obsolete unserviceable items on an as-is where-is basis.
The amount quoted shall include all cost associated with the removal and carting away of all
obsolete unserviceable items as per instructions of the Procurement Section of the Office of the
Director of Public Prosecutions as specified.
This shall include submission of a comprehensive list of the items carted away.
(Based on the estimated residual value of the obsolete items and cost associated with
transportation and carting away, the quote for this line item is expected to be negative)"
Bidders to upload the Excel Residual Value in the Template “Any Other Document” on the
e-Procurement System.

the Director of Public Prosecutions, Level 10-12, Garden Tower Building, Poudrière Street,
Port Louis.
Supply, testing and commissioning of the

following, inclusive of labour, transport,
supervision, overheads, all required test tools,
instruments, meters, packaging materials, and the
like required for proper operation of the
equipment.
Any other item not mentioned but required for the
VRF Air Conditioning System to be fully
operational as per proposed set up and
specifications shall be deemed to be included in the
respective rates or elsewhere in the bid.
Bidder(s) on submission of a bid will be deemed to
have visited the site and to have considered all on-
site conditions related to the work.
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Port Louis.
VRF Air Conditioning System comprising of

outdoor condenser units and indoor compact
cassette type evaporator units as per specifications
1.0 and schedule complete with all required supports,
pipes, refrigerant isolating valves, nut, bolts,
adapters, accessories and any other ite deemed
necessary for the installation as specified.
1.1 10th Floor Lot
1.2 11th Floor Lot
1.3 12th Floor Lot
The offer shall include dismantling of existing

plants and equipment, all installation works and
2.0
additional works as specified, inclusive of all
required materials.
Allow for dismantling the existing outdoor

condenser units and indoor compact cassette type
2.1 Lot
evaporator units for the three floors and roof as
specified.
Allow for disassembly and retrieval of serviceable

parts from the existing compact cassette type indoor
2.2 Lot
evaporator units, outdoor VRF units as specified
and handing over to the Client.
Allow for installation of new condensate drain

2.3 Lot
pipework for the three floors as specified.
Allow for Supply, installation, testing and

2.4 commissioning of vacuum condensate drainage Lot
systems for each of the three floors as specified.
Allow for testing and upgrading of the refrigerant

2.5 Lot
pipework for the three floors as specified.
Allow for testing and upgrading of the electrical

2.6 installation of the Air Conditioning System for the Lot
three floors and roof as specified.
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Port Louis.
Allow for replacement of the existing enclosures

2.7 housing the switchgears for the VRF condenser units Lot
for the three floors.
Allow for installation of Rotary switch dis-connector

2.8 complete with PVC enclosure to IP 55, 4 Pole 63 A Lot
for all eight VRF condenser units on the roof.
Allow for replacement of the existing enclosures of

the existing distribution board on the roof powering
the outdoor VRF units for the three floors.
2.9 The new enclosures shall be weatherproof to IP55. Lot
The offer shall including re-installation of existing
switchgears and other accessories present,
including wirings after testing as specified
Allow for all specialist works in connection with the

false ceiling works required for installation of the
2.10 Lot
indoor evaporator units on the three floors as
specified.
Allow for transportation within and outside premises

which shall include all transport, cranage, hoisting
2.11 Lot
or other methods of conveyance required for
installation of the VRF Air Conditioning System.
Allow for all specialist works in connection with the

refurbishment of the existing steel supports to be
2.12 Lot
used for installation of the new VRF condenser units
on the roof as specified.
Allow for buy-back of the existing obsolete

unserviceable items on an as-is where-is basis. (Bidder to
The amount quoted shall include all cost associated specify if
with the removal and carting away of all obsolete amount is
unserviceable items as per instructions of the positive or
Procurement Section of the Office of the Director of negative)
2.13 Public Prosecutions as specified. Lot
This shall include submission of a comprehensive
list of the items carted away.
(Based on the estimated residual value of the
obsolete items and cost associated with
transportation and carting away, the quote for this
line item is expected to be negative)
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Port Louis.
Allow for all electrical, mechanical and builder´s

2.14 works required in connection with installation of the Lot
VRF Air Conditioning System as specified.
Allow for installation of the VRF Air Conditioning

System, including all electrical, mechanical and
builder´s works, all necessary materials required for
2.15 completion of all works including, any coring, block- Lot
wall, demolition, modifications required, painting
and provision for scaffolding, and making good any
damages caused during work execution.
3.0 Manuals
Allow for the supply of one set of user manual,
3.1 Set 1
maintenance and service manual as specified.
4.0 Training
Allow for training to ESD & Client´s staff of all
4.1 Lot
aspects of operation and basic troubleshooting.
5.0 Sundries
Allow for supply and handing over of Spares as
5.1 Lot
specified.
Allow for submission of all documentation,
5.2 Lot
drawings and other deliverables as specified.
Any other item not mentioned but required to
complete the Installation and make fully operational
as per proposed set up and specifications.
(Please specify with details).
6.0
Item required but not elaborated will be deemed to
have been included elsewhere in the bid:
..........................................................................
.......................................................................…
7.0 Testing and Commissioning
Allow for pre-shipment witnessing of factory
7.1 Lot
inspection and acceptance tests as described.
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Port Louis.
Allow for testing and commissioning of the VRF Air
Conditioning System
As part of the testing and commissioning exercise,
the supplier may be requested to open the any
enclosure of the plants and equipment for
verification of the internal features and parts
Original Certificate of Origin, mentioning date of
manufacture, from the Chamber of Commerce of
Country of Origin or equivalent Government Body
7.2 shall be submitted prior to commissioning. Lot
A test certificate indicating the tests carried out at
the factory shall be provided for the VRF Air
Conditioning System.
Commissioning shall be deemed complete only after
all the tests have been carried out with satisfactory
test results, all manuals, as-made drawings,
warranty, origin, and test certificates in three copies
have been submitted and all obsolete items have
been carted away.
8.0 Contingencies 600,000.00
Sub-Total
VAT 15 %
Total (in Words)
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
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Section IV: General Conditions of Contract and Particular

Conditions of Contract
Any resulting contract shall be placed by means of a Letter of Acceptance and shall be subject to
the General Conditions of Contract (GCC), (Ref: W/GCC10/12-21), for the Procurement of
Works (available on website ppo.govmu.org) except where modified by the Particular Conditions
of Contract below.
Procurement Reference Number: ODPP/ONB/01/2023-2024
The clause numbers given in the first column correspond to the relevant clause number of the
General Conditions of Contract.
Particular Conditions of Contract

A. General
GCC 1.1 (r) The Employer
The Secretary,
Office of the Director of Public Prosecutions,
Levels 15,
Garden Tower Building,
Poudrière Street,
Port Louis.
GCC 1.1 (v) The Intended Completion Date for the whole of the Works shall be as follows:
The Intended Completion period together with the testing and
commissioning is within eight months as from start date.
GCC 1.1 (y) The Project Manager is Office Management Executive, Mrs HOOSRA
Shamim
Contact Number:4055682
GCC 1.1 (aa) The Site is located at the Office of the Director of Public Prosecutions,
Garden Tower Building, Poudrière Street, Port Louis.
GCC 1.1 (dd) The Start Date shall be: 14 days after Possession of the Site
GCC 1.1 (hh) The Works consist of Supply, Installation, Testing and Commissioning of
VRF Air Conditioning System at Office of the Director of Public
Prosecutions
GCC 2.2 Sectional Completions are: Not Applicable
GCC 2.3(i) The following documents also form part of the Contract:
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Performance Security
Scope of Works
Schedule of Rates
Specifications
Any Addenda issued
GCC 3.1 The language of the contract is English

The law that applies to the Contract is the law of Mauritius.
GCC 5.1 The Project manager may delegate any of his duties and responsibilities.
GCC 8.1 Schedule of other contractors: Not Applicable
GCC 13.1 Except for the cover mentioned in (d)(i) hereunder, the other insurance
covers shall be in the joint names of the Contractor and the Employer and
the minimum insurance amounts shall be:
(a) for the Works, Plant and Materials: (for the full amount of the
works including removal of debris, professional fee etc...)
(b) for loss or damage to Equipment: (for the replacement value

of the equipment that the contractor intends to use on site until the
taking over by the Employer.
(c) for loss or damage to property (except the Works, Plant,

Materials, and Equipment) in connection with Contract for an amount
representing the value of the properties that are exposed to the action
of the contractor in the execution of the works. It will extend to the
property of the Procuring Entity as well) Rs. 25 million.
(d) for personal injury or death:

(i) of the Contractor’s employees: [The Contractor shall
take an adequate insurance cover for its employees for
any claim arising in the execution of the works].
(ii) of other people: [This cover shall be for an adequate
amount for Third Party extended to the Employer
and its representatives] Rs. 15 million.
(e) for loss or damage to materials on-site and for which payment
have been included in the Interim Payment Certificate, where
applicable.
The Contractor shall choose to take the insurance covers indicated above as
separate covers or a combination of the Contractor’s All Risks coupled with
the Employer’s liability and First Loss Burglary, after approval of the
Employer. All insurance covers shall be of nil or the minimum possible
49
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deductibles at sole expense of the contractor.
GCC 14.1 Site Data are: Not Available
GCC 20.1 The Site Possession Date shall be after submission of all relevant
documents as specified in the General Conditions of Contract, clause
20.1. In case of any delay in the handing over of site, the Start Date will
be extended accordingly but at no additional cost to the Office of the
Director of Public Prosecutions
GCC 23.1 & Appointing Authority for the Adjudicator: No Adjudicator shall be
GCC 23.2 appointed for this Contract.
GCC 24. In case a dispute of any kind arises between the Employer and the Contractor
in connection with, or arising out of, the contract or the execution of works or
after completion of works and whether before or after repudiation or other
termination of Contract, including any dispute as to any opinion, instruction,
determination, certificate or valuation of the Employer’s Representative, the
matter in dispute shall, in the first place, be referred in writing to the
employer’s representative, with a copy to the other party.
The Employer and the Contractor shall make every effort to resolve the
dispute amicably by direct informal negotiation. If, after twenty-eight (28)
days, the parties have failed to resolve their dispute or difference by such mutual
consultation,
then either the Public Body or the Contractor may give notice to the other party
of its intention to refer the matter to
“ the competent courts of Mauritius”
B. Time Control
GCC 25.1 The Contractor shall submit for approval a Program for the Works within
28 days from the date of the Letter of Acceptance.
GCC 25.3 The period between Program updates is 28 days.

The amount to be withheld for late submission of an updated Program is
[insert amount].Not Applicable
C. Quality Control
GCC 33.1 The Defects Liability Period is: 3 years as from the date of successful
commissioning of the works
GCC 34.1 Should any defect arise during the contractual period and up to the end of
the Defects Liability Period and the Contractor fails to correct the Defect
within the time specified in the Project Manager’s notice, this shall
constitute a breach of the Contractor’s obligations under the contract. The
Project Manager shall assess the cost of having the defect corrected and
recover the money from monies due to the contractor or from the
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Performance Security.
GCC 39.7 Interim Payment for Plant and Material on site is not applicable.
D. Cost Control
GCC 40.1 Amend clause 40.1 by replacing 21 days by 7 and 42 days by 28 days.
GCC 41.1 (l) The term “exceptionally adverse weather conditions” is hereby defined as any one
of the following events:
(1) 100 mm rainfall or above recorded in one day at the nearest rain station;
(2) An official declaration of “Torrential Rain” by the Meteorological

Department of Mauritius; and
Cyclone warning Class III or above.
GCC 43.1 The currency of the Employer’s country is: Mauritian Rupees.
GCC 44.1 The Contract is not subject to price adjustment.
GCC 45.1 GCC Clause 45 is not applicable
GCC 46.1 The liquidated damages for the whole of the Works are 0.05 % per day.
The maximum amount of liquidated damages for the whole of the Works is 3
% of the Contract price.
GCC 47.1 The Bonus for the whole of the Works is not applicable.
GCC 48.1 The Advance Payments shall be: Not Applicable
GCC 49.1 The Performance Security amount is 10 % of the total contract price in
the form of a Bank Guarantee or issued by local insurance company
E. Finishing the Contract

GCC 56.1 The date by which operating and maintenance manuals are required is prior
to commissioning. The date by which “as built” drawings are required is
prior to commissioning.
GCC 56.2 10 % of the Contract price.

GCC 57.2 (g) The maximum number of days is: Sixty (60) Days
GCC 59.1 The percentage to apply to the value of the work not completed, representing
the Employer’s additional cost for completing the Works, is 20%
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Section V- Contract forms
Performance Security
...............................Bank/Insurance Company’s Name and Address of Issuing Branch or Office….....................................................
Beneficiary: .............................................Name and Address of Public Body................................................................
Date..............
PERFORMANCE GUARANTEE No.: ..........................................................................................
We have been informed that ..................................[name of the Contractor] ............................ (hereinafter

called "the Contractor") has entered into Contract No.............[reference number of the Contract] ............
dated........ with you, for the execution of ......................................[name of Contract and brief description of
Works] ....................(hereinafter called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, a performance

security is required.
At the request of the Contractor, we ................................. [name of Bank/Insurance Company] ..................hereby

irrevocably undertake to pay you any sum or sums not exceeding in total an amount of .......... [amount
in figures (amount in words)] ........................................... such sum being payable in the types and proportions of
currencies in which the Contract Price is payable, upon receipt by us of your first demand in writing
accompanied by a written statement stating that the Contractor is in breach of its obligation(s) under
the Contract, without your needing to prove or to show grounds for your demand or the sum
specified therein.
This guarantee shall expire and returned to us not later than twenty- one days from the date of
issuance of the Defects Liability Certificate, calculated based on a copy of such Certificate which
shall be provided to us, or on the................................day of .................................., ..................,
whichever occurs first. Consequently, any demand for payment under this guarantee must be
received by us at this office on or before that date.
………....................................................Seal of bank/Insurance Guarantee and
Signature(s).............................................................
52
53
Advance Payment Security

[Bank’s/ Insurance Company’s Name, and Address of Issuing Branch or Office]
Beneficiary: .................................. [Name and Address of Employer] ....................................

Date: ...........................................................................................................................................
Advance Payment Guarantee No.: .........................................................................................
We have been informed that . . .. . [name of the Contractor] . . . . . (hereinafter called “the
Contractor”) has entered into Contract No. . . . . . [reference number of the Contract] . . . . . dated
. . . . . .. . with you, for the execution of . . . . . . [name of contract and brief description of Works]
. . . . . (hereinafter called “the Contract”).
Furthermore, we understand that, according to the Conditions of the Contract, an advance payment
in the sum . . . . . [name of the currency and amount in figures] 1. . . . . . (. . .. . [amount in words]
. . . . . ) is to be made against an advance payment guarantee.
At the request of the Contractor, we . . .. . [name of the Bank/Insurance Company] . . . . . hereby
irrevocably undertake to pay you any sum or sums not exceeding in total an amount of . . .. . [name
of the currency and amount in figures] *. . . . . . (. . . . . [amount in words] . . . . . ) upon receipt
by us of your first demand in writing accompanied by a written statement stating that the Contractor
is in breach of its obligation under the Contract because the Contractor used the advance payment
for purposes other than the costs of mobilization in respect of the Works.
It is a condition for any claim and payment under this guarantee to be made that the advance payment
referred to above must have been received by the Contractor on its account number . . .. .
[Contractor’s account number] . . . . . at . . .. . [name and address of the Bank/Insurance
Company] . . . . . .
The maximum amount of this guarantee shall be progressively reduced by the amount of the advance
payment repaid by the Contractor as indicated in copies of interim statements or payment certificates
which shall be presented to us. This guarantee shall expire, at the latest, upon our receipt of a copy
of the interim payment certificate indicating that eighty (80) percent of the Contract Price has been
certified for payment, or on the . . . day of . . . . . .. , . . . . . 2, whichever is earlier. Consequently, any
demand for payment under this guarantee must be received by us at this office on or before that
date.
. . . . . . . . . . . . . . [Seal of Bank/Insurance Company and Signature(s)] . . . . . . . . . . . . . .
Note –
All italicized text is for guidance on how to prepare this demand guarantee and shall be deleted from the final document.
1 The Guarantor shall insert an amount representing the amount of the advance payment denominated either in the
currency(ies) of the advance payment as specified in the Contract, or in a freely convertible currency acceptable to the
Employer.
2 Insert the expected expiration date of the Time for Completion. The Employer should note that in the event of an
extension of the time for completion of the Contract, the Employer would need to request an extension of this guarantee
from the Guarantor. Such request must be in writing and must be made prior to the expiration date established in the
guarantee. In preparing this guarantee, the Employer might consider adding the following text to the form, at the end
of the penultimate paragraph: “The Guarantor agrees to a one-time extension of this guarantee for a period not to
exceed [six months][one year], in response to the Employer’s written request for such extension, such request to be
presented to the Guarantor before the expiry of the guarantee.
53
54
Letter of Acceptance
[ on letterhead paper of the Employer]
. . . . . . . [date]. . . . . ..
To: . . . . . . . . .. [ name and address of the Contractor] . . . . . . . . ..
Subject: . . . . . . . . .. [Notification of Award Contract No]. . . . . . . . . . .
This is to notify you that your Bid dated . . . . [insert date] . . . . for execution of the . . . . . . . .
. .[insert name of the contract and identification number, as given in the Appendix to Bid] .
. . . . . . . . . for the Accepted Contract Amount of .Rs . . . . . . . .[insert amount in numbers and
words and name of currency], exclusive of VAT, as corrected and modified in accordance
with the Instructions to Bidders is hereby accepted by (insert name of Public Body).
You are requested to furnish the Performance Security in accordance with the General
Conditions of Contract, using for that purpose of the Performance Security Form included in
Section V (Contract Forms) of the Bidding Document.
Authorized Signature: ..................................................................................................................
Name and Title of Signatory: .......................................................................................................
Name of Agency: .........................................................................................................................
Attachment: Contract Agreement
54
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Contract Agreement
THIS AGREEMENT made the . . . . . .day of . . . . . . . . . . . . . . . . ., . . . . . . ., between . . . . .
[name of the Employer]. . . . .. . . . . (hereinafter “the Employer”), of the one part, and . . . . .
[name of the Contractor]. . . . .(hereinafter “the Contractor”), of the other part:
WHEREAS the Employer desires that the Works known as . . . . . [name of the Contract]. . . .
.should be executed by the Contractor, and has accepted a Bid by the Contractor for the execution
and completion of these Works and the remedying of any defects therein,
The Employer and the Contractor agree as follows:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Contract documents referred to.
2. The following documents shall be deemed to form and be read and construed as part of
this Agreement. This Agreement shall prevail over all other Contract documents.
(a) the Letter of Acceptance

(b) the Bid
(c) the Addenda Nos . . . . . [insert addenda numbers if any]. . . . .
(d) the Appendix to the General Conditions of Contract
(e) the General Conditions of Contract;
(f) the Specification
(g) the Drawings; and
(h) the completed Schedules,
3. In consideration of the payments to be made by the Employer to the Contractor as

indicated in this Agreement, the Contractor hereby covenants with the Employer to execute the
Works and to remedy defects therein in conformity in all respects with the provisions of the
Contract.
4. The Employer hereby covenants to pay the Contractor in consideration of the execution
and completion of the Works and the remedying of defects therein, the Contract Price or such
other sum as may become payable under the provisions of the Contract at the times and in the
manner prescribed by the Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with the laws of Mauritius on the day, month and year indicated above.
Signed by: Signed by:

for and on behalf of the Employer for and on behalf the Contractor
in the in the
presence of: presence of:
Witness, Name, Signature, Address, Date Witness, Name, Signature, Address, Date
55

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OFFICE OF THE DIRECTOR OF PUBLIC PROSECUTIONS

15th Floor, Garden Tower, Port Louis

Open National Bidding

Project: THE SUPPLY, INSTALLATION, TESTING AND

Purchaser: OFFICE OF THE DIRECTOR OF PUBLIC

Procurement Policy Office

3. Works Completion Period

For any additional information, Please contact Mrs S Hoosra, Office

5. Sealing and Marking of Bids

Note 1 Sub-contractors undertaking works are also subject to registration with

10. Qualification and Experience Criteria

11. Contents of bid

12. Joint Venture

v. the execution of the entire Contract, including payment, shall be done

13. Prices and Currency of Payment

14. Bid Securing Declaration

15. Margin of Preference

16. Award of Contract

17. Performance Security and signing of contract

19. Advance Payment

20. Integrity Clause

21. Rights of Public Body

22. Challenge and Appeal

(b) The address to file Application for Review is:

1. Bid Submission Form (to be filled on the e-PS)

2. Qualification Information (to be filled on the e-PS)

1. Individual 1.1 Constitution or legal status of Bidder: [attach copy]

1.2 Bidder shall provide [insert number] of works of a nature

Sections of the Works Value of Subcontractor Experience in similar work

1.4 Name, address, and telephone, telex, and facsimile numbers of

2. Additional 2.1 Bidders should provide/upload any additional information

3. Templates for Bill of Quantities (available on the e-PS)

The objectives of the Bill of Quantities are:

(a) to provide sufficient information on the quantities of Works to be performed to enable

1.2. Dayworks Schedule (Not Applicable)

1.3. Provisional Sums

2. Online submission of Bill of Quantities

3. Templates in the e-Procurement System

1. Bill of Quantity for offer and payment in fixed Mauritian Rupees

4. Form of Key Financial Information extracted from Audited Accounts/

Key Profitability Indicators in the currency Previous Last Current

Section III: Statement of Requirements

Equivalency of Standards and Codes

A. SCOPE OF WORKS, SPECIFICATIONS AND PERFORMANCE

The scope of services includes carrying out :

3. Installation of new condensate drain pipework as specified ;

4. Supply, installation, testing and commissioning of vacuum condensate drainage systems ;

5. Testing and upgrading of the refrigerant pipework as specified ;

9. Carting away of unserviceable obsolete items ;

10. Factory acceptance test, site acceptance test and training.

2 Regulations, Workmanship and Materials

VRF Air Conditioning System

Transportation within and outside premises

Prospective bidders shall include original catalogues to confirm compliance with

Schedule of Materials and Rates

Guarantee and Guarantee Period

Dismantling of existing indoor and outdoor units

Retrieval of serviceable items

Installation of new condensate drain pipework

Supply, installation, testing and commissioning of vacuum condensate

Testing and upgrading of the refrigerant pipework

Testing and upgrading of the electrical installation of the Air Conditioning