Official Open

GeBIZ Specification Form (GSF)

NP’s Reference No. EEO/20/0086
(to correspond with GRF No.):

A. Instructions for Suppliers:

This Invitation to Quote(ITQ) comes in 2 parts:

a. Instructions and Guide to GeBIZ Trading Partners (separate attachment in the ITQ)
b. GeBIZ Specification Form

Important:
This GSF is to be attached to the GeBIZ response. Suppliers have to fill in all relevant parts (A, B and
C) of this document. If GSF is not submitted, your bid may be disqualified.

Name of Company:
Name of Contact Person:
Email address:
Contact no.:

Additional Terms and Conditions

1. Overseas Suppliers

All overseas suppliers shall quote for CIF (Cost, Insurance & Freight) for equipment purchases and all
costs till delivery to Ngee Ann Polytechnic or otherwise stated in the specifications.

2. Acceptance of Quotation

The Polytechnic does not bind itself to accept the lowest, the whole or any quotation. It also reserves
the right to award by item, or part thereof, or in whole unless otherwise stated in the specifications.
The price quoted for the items shall be deemed valid irrespective of whether this quotation is accepted
in part or in whole. The supplier shall allow for this in the quotation price.

3. Period Contracts

For Period Contracts, the quantities indicated are estimates and Ngee Ann Polytechnic is not obliged
to fulfill the total amount.

4. Termination of Contract

The Polytechnic shall also have the right to terminate the Contract by giving 1 month’s notice in
writing unless stated otherwise in the specifications; and the Supplier shall have no claim for any
damages or compensation.

5. Terms and conditions for Data Disclosure

Pls refer to Annex A

6. Terms and conditions for Workplace Safety and Health (WSH)

Pls refer to Annex B if work/services* is carried out in Ngee Ann Polytechnic

*Includes: Work related with building refurbishment, mechanical & electrical,
facilities/equipment/machineries maintenance; Erection/installation of tents, large
machineries/equipment and displays; Set-up for large-scale events, etc. within NP premises.

1
 Official Open

B. Specifications & Compliance Schedule

* For items not ticked , we assume that supplier cannot meet this particular specification.

Item 1 Description: Supply, replace and install inverter single-split ceiling cassette air-
conditioning system at Blk 31-05-06 and Blk 80-06-04
Item 2 Description: Supply, replace and install inverter single-split wall mounted air-
conditioning system at Blk 27-01-14
Item 3 Description: Supply and install of inverter multi-split wall mounted air-conditioning
system at Blk 83-07-05
Item 4 Description: Supply and install inverter single-split ceiling cassette air-conditioning
system at Blk 83-07-05
To be filled in by
supplier
Specifications: Compliance* Remarks
Yes No
a. Supplier shall supply, replace and install single and multi-split air-conditioning
systems at the following locations within Ngee Ann Polytechnic (NP) campus:

1) Blk 31-05-06
2) Blk 27-01-14
3) Blk 80-06-04
4) Blk 83-07-05
b. Supplier shall carry out the following works to Blk 31-05-06 and Blk 80-06-04
(Item 1).

i. Dismantle and dispose-off existing air-conditioning system and

condensing unit including old refrigerant copper pipes comes with (c/w)
insulation, drainage pipes c/w insulation, cable tray, electrical trunking,
power, control cable, support brackets and all unwanted debris.

ii. Supply and install 2 sets of inverter single-split ceiling cassette air-
conditioning system with at least a cooling capacity of 36,000Btu/hr and
meet the minimum energy efficient 3-tick model. Supplier shall install one
set at Blk 31-05-06 and one set at Blk 80-06-04.

iii. The works shall include:

 New refrigerant copper pipes c/w armaflex 1’’ thickness
 New drainage pvc pipe c/w armaflex insulation
 New cable tray, pvc trunking, power and control cables
 New stainless steel brackets
 New wired room thermostat
 Refrigerant pipes distance between condensing unit and fan coil unit
up to 40 metres.

2
 Official Open

Item 1 Description: Supply, replace and install inverter single-split ceiling cassette air-
conditioning system at Blk 31-05-06 and Blk 80-06-04
Item 2 Description: Supply, replace and install inverter single-split wall mounted air-
conditioning system at Blk 27-01-14
Item 3 Description: Supply and install of inverter multi-split wall mounted air-conditioning
system at Blk 83-07-05
Item 4 Description: Supply and install inverter single-split ceiling cassette air-conditioning
system at Blk 83-07-05
To be filled in by
supplier
Specifications: Compliance* Remarks
Yes No
c. Supplier shall carry out the following works to Blk 27-01-14 (Item 2).
i. Dismantle and dispose-off existing air-conditioning system and
condensing unit including old refrigerant copper pipes c/w insulation,
drainage pipes c/w insulation, cable tray, electrical trunking, power, control
cable, support brackets and all unwanted debris.

ii. Supply and install 1 set of inverter single-split wall mounted air-
conditioning system with at least a cooling capacity of 24,000Btu/hr and
meet the minimum energy efficient 3-tick model

iii. The work shall include:

 New refrigerant copper pipes c/w armaflex 1’’ thickness
 New drainage pvc pipe c/w armaflex insulation
 New cable tray, pvc trunking, power and control cables
 New stainless steel brackets
 New wired room thermostat
 Refrigerant pipes distance between condensing unit and fan coil unit
up to 40 metres.

d. Supplier shall carry out the following works to Blk 83-07-05 (Items 3 & 4).

i. Supply and install 1 set of inverter multi-split wall mounted air-

conditioning system consisting of 1 condensing unit with at least a cooling
capacity of 24,000 Btu/hr. Supply and install 2 fan coil units. Each fan coil
unit with at least a cooling capacity of 12,000 Btu/hr and meet the
minimum energy efficient of 3-tick model.

ii. Supply and install 2 sets of inverter single-split ceiling cassette air-
conditioning system, each set with at least a cooling capacity of 24,000
btu/hr and meet the minimum energy efficient of 3-tick model.

iii. The work shall include:

 New refrigerant copper pipes c/w armaflex 1’’ thickness
 New drainage pvc pipe c/w armaflex insulation
 New cable tray, pvc trunking, power and control cables
 New stainless steel brackets
 New wired room thermostats
 Refrigerant pipes distance between condensing unit and fan coil unit
up to 40 metres.

iv. Electrical Works:

 Supply and install 3 nos of isolators (Wiring point c/w 20A DP
weatherproof isolator) for air con units up to 25 metres.

3
 Official Open

Item 1 Description: Supply, replace and install inverter single-split ceiling cassette air-
conditioning system at Blk 31-05-06 and Blk 80-06-04
Item 2 Description: Supply, replace and install inverter single-split wall mounted air-
conditioning system at Blk 27-01-14
Item 3 Description: Supply and install of inverter multi-split wall mounted air-conditioning
system at Blk 83-07-05
Item 4 Description: Supply and install inverter single-split ceiling cassette air-conditioning
system at Blk 83-07-05
To be filled in by
supplier
Specifications: Compliance* Remarks
Yes No
e. All payment (in Singapore Dollars) will be made within thirty (30) days from the
date of invoice upon successful acceptance of goods or services.

The supplier, who is registered with Singapore’s Accounting & Corporate

Regulatory Authority (ACRA), shall submit invoices electronically online via
the Vendors@Gov Portal (www.vendors.gov.sg) when requesting for
payment.

The successful supplier shall register with Vendors@Gov to create a vendor

account. The Polytechnic will use the bank account details and email address
registered with Vendors@Gov for payment and issuance of e-remittance
advice. Payment will be made via GIRO. The successful supplier shall update
any changes in the vendor details within Vendors@Gov. For assistance,
please visit the Vendors@Gov main page – https://vendors.gov.sg.

f. This ITQ shall be awarded in whole to one supplier.

g. The supplier shall provide a 1-year warranty which includes all parts
replacement, associated labour and transport cost.
h. The supplier shall complete the work within two weeks upon issuance of the
Letter of Acceptance and Invoicing Instruction. Suppliers who do not comply
with this clause may be disqualified from further evaluation.

i. Supplier may contact the following personnel for clarification and queries.

Name: Mr Alan Lee

Email: Alan_LEE@np.edu.sg

4
 Official Open

Other Specifications: To be filled in by supplier

Compliance* Remarks
Yes No
a. Evaluation Criteria

The Supplier shall note that the evaluation criteria for award of contract is
as follows:

The Supplier shall note that the evaluation criteria for award of contract is
as follows:

1. Price 70 points
2. Quality 30 points

i. Track record - The number of similar projects undertaken with

minimum project value of $20,000 from 2017 to 2020 - (max 25
points)

ii. Safety - Biz Safe Level of Certification – (max 5 points)

Annex C is provided only as a reference. It is mandatory for supplier’s

track record information to include the name of Company/Organisation,
Contract Description, Contract Period, Contract Sum and Details of the
Contact Person(s).

Non-submission or incomplete submission of track record may lead

to disqualification.

C. Price Schedule (To be filled in by supplier)

The prices quoted must be GST exclusive and correspond to the figures entered in the GeBIZ response.

Item Description Quantity Unit Price (S$) Total Price (S$)

Item 1: Supply, replace and install inverter single- 2 sets
split ceiling cassette air-conditioning system at
Blk 31-05-06 and Blk 80-06-04
Item 2: Supply, replace and install inverter single- 1 set
split wall mounted air-conditioning system at Blk
27-01-14
Item 3: Supply and install of inverter multi-split 1 set
wall mounted air-conditioning system at Blk 83-
07-05
Item 4: Supply and install inverter single-split 2 sets
ceiling cassette air-conditioning system at Blk 83-
07-05
Grand Total

5
Official Open

Annex A

Terms and Conditions for Data Disclosure

1. Security

The contractor shall take all reasonable measures to ensure that personal data held in connection
with this agreement is protected against loss, and against unauthorised access, use, modification,
disclosure or other misuse in accordance with the specifications set out in the Gebiz Specification
Form (GSF) , and that only authorised personnel have access to the data.

The contractor shall not vary the specifications set out in GSF without the prior written approval of the
agency.

Explanation :
A schedule setting out the required specifications may be attached. The nature and extent of these
will vary depending on the circumstances of the contract. More stringent controls might be needed
where sensitive personal data is involved or where the contractor has direct access to databases held
by the agency.

2. Use

The contractor shall use any personal data held in connection with this agreement only for the
purposes of fulfilling its obligations under this agreement.

3. Disclosure

The contractor shall not disclose any personal data obtained in connection with this agreement
without the written authority of the agency. The contractor shall immediately notify the agency when it
becomes aware that a disclosure of personal data may be required by law.

Explanation :
Although the contractor may have a legal duty to disclose personal data, the contractor should inform
the agency of any request for information as early as possible. This will enable the agency to obtain
any relevant advice as to the legality of the request and to intervene in any proceedings before any
disclosure is made.

4. Transfer of personal data outside Singapore

The contractor shall not transfer personal data held in connection with this agreement outside
Singapore, or allow parties outside Singapore to have access to it, without the prior approval of the
agency.

Explanation :
While this form of disclosure is covered by clause 3 (on Disclosure), there may be value in stating this
restriction specifically because of the high risk associated with trans-border flows of data. Generally,
once data goes beyond Singapore’s borders, it may be either impractical or impossible for an agency
to prevent any unauthorised use or disclosure of that data.

5. Employee awareness of data protection requirements and undertakings

The contractor shall ensure that any employee of the contractor or any subcontractor requiring access
to any personal data held in conjunction with this agreement makes an undertaking in writing not to
access, use, disclose or retain personal data except in performing their duties of employment and is
informed that failure to comply with this undertaking may be a criminal offence and may also lead the
contractor to take disciplinary action against the employee.

6. Advising the agency of any breach of the data protection clause

The contractor shall in respect of any personal data held in connection with this agreement
immediately notify the agency where the contractor becomes aware of a breach of clauses [Clause 1
to 5 above] by itself or any subcontractor.

6
Official Open

Explanation :
The contractor has an obligation to immediately notify the agency where it becomes aware that,
through one of its employees, it has breached the contractual provisions relating to security,
unauthorised disclosure and unauthorised use, and also where an employee has had access to
personal information without having signed the necessary undertaking.

7. Reasonable requests, directions and guidelines

The contractor shall in respect of any personal data held in connection with this agreement cooperate
with any reasonable requests, directions or guidelines of the agency [or agency’s delegate] arising in
connection with the handling of personal data.

8. Ensuring clauses have effect after the contract has ended

Clause 1 to 7 shall continue to have effect after the termination or completion of the agreement.

Explanation :
Even though contracts should normally provide for all personal data to be returned at the end of the
agreement or be destroyed, it is wise to ensure that, should any personal data inadvertently remain
with the contractor, the protection that existed during the agreement continues to have effect after the
agreement has ended. In addition, where a breach comes to light after the agreement has ended, the
relevant clauses should also continue to apply.

9. Sub-contracting

In an event that sub-contracting is necessary, written authority from Ngee Ann Polytechnic has to be
obtained before data can be disclosed. There should be an agreement between the contractor and
sub-contractor to ensure that protection of personal data.

10. Secure erasure/destruction of data upon completion of the contract

Upon completion of the contract, the Contractor shall return all materials received or generated under
this Contract (including approved photocopied materials) and perform secure erasure/destruction of
data.

7
Official Open

Annex B

Terms and Conditions for Workplace Safety and Health (WSH)

A. NP Contractors Requirements

Upon award of the ITQ, contractors are to:

1. Submit to NP project representatives before commence of project/work task:
- A copy of work statement describing how the work is to be carried out
- A copy of risk assessment
- Project/organization WSH Structure
- Project/organization Emergency contact personnel and contact number
- *List of workers carrying out the work task (upon request)
2. Ensure that:
- WSH legal requirements and good WSH practices are complied with
- Employees and subcontractors are aware of and discharge their duties and
responsibilities

A. WSH Act - Legal Responsibilities and Requirements

Contractors are to:

1. Implement control measures as stated in the work statement, risk assessment, or any other
measures where necessary to ensure the safety and health of workers and any other people
affect by or around the vicinity of the work area.
2. Put in place adequate barrier and/or signage to alert and ensure the safety of any person that
may be affected by the work.
3. Provide workers with :
- Proper and necessary tools and equipment (including personal protective equipment)
- WSH induction and adequate training
- Adequate supervision
4. Brief workers on :
- How to carry out the work task
- The risk assessment
- Any other related WSH matters

C. NP Rules

1. No smoking within NP premises.

2. No horseplay while at work.
3. No resting or consuming of food at location which endanger the workers’ health and safety of
the person (eg. At the ledge of building, enclose room with chemical storage, etc).
4. Contact NP Campus Hotline 6460 6999 for any emergency situation.

D. Violations

The polytechnic reserve the right to take appropriate actions against the contractor for any safety and
health violations. This may include the following:
1. Issuance of warning letter.
2. Disallowing a particular worker to work in the polytechnic premises.
3. Suspension of the work process until remedial actions are taken.

8
 Official Open

Annex C

Track record - The number of similar projects undertaken with minimum project value of $20,000
from 2017 to 2020 - (max 25 points)
(To be completed and submitted as an attachment in the GeBIZ response)

Note: Annex C is provided only as a reference. It is mandatory for supplier’s track record information to
include the name of Company/Organisation, Contract Description, Contract Period, Contract Sum and
Details of the Contact Person(s). Non-submission or incomplete submission of track record may lead to
disqualification.

Name of Description Contract Officer-in- Address & Tel. No. Total

Period Email Address
Company/ of Contract charge of the Company Contract
Organisation Sum

I/We declare that the above statements are correct, you are authorized to make all investigations which the
Polytechnic deemed necessary.

Name of Supplier : ______________________________________

Designation : ______________________________________

NRIC No : ______________________________________
(Please only provide the last 4 characters of your NRIC number)

Date: : ______________________________________