Bidding Document for Amc of Comptuers/Server/Network Switches/Wifi

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BIDDING DOCUMENT FOR AMC OF COMPTUERS/SERVER/NETWORK SWITCHES/WIFI

F.No. F.No. 20-61/AMC/Computers/2015-16/SPS-IV Date: .02.2016

To,

………………………………………………….

………………………………………………….

We have a requirement of the goods & services as indicated below, tender for which will be opened at 3.30 P.M. on 11.3.2016 and you are invited to submit your most competitive quotation for the same. All relevant details are given below.

i)  Description of the goods required and the required quantity:

ii)  Guiding specification and other technical detail:

iii)  Price Structure

a)  The rates and prices quoted shall be in Indian Rupees only.

b)  The rates and prices quoted by the supplier shall remain firm and fixed during the currency of the contract and shall not be subject to variation on any account, whatsoever, including stator variations, if any.

iv)  Terms of Payment : The Institute will make quarterly payments, after the receipt of satisfactory certificate from the Liaison officer.

v)  Paying Authority: Comptroller, NDRI, Karnal – 132001

vi)  Liquidated Damge Clause:

(a)  In the event of the contract awardee firm do not attend the complaint or fails to set a particular Computer/Printer/UPS etc. in order, within 48 hours of its reporting, an amount equal to AMC charges for two quarters in respect of that particular item will be levied.

(b)  In case the equipment is not repaired within the period of maximum seven days and is sent to manufacturer/open market and is found damaged beyond repairs, the AMC firm has to replace the same with a fresh equipment of the same or better configuration. If the contract awardee firm fails to do so, the actual market / repair cost of the equipment will be charged from the AMC holding firm along with transportation/packing charges etc.

vii)  Dispute Resolution Mechanism:

(a)  If any dispute or difference of any kind arises between the purchaser and the supplier in connection with the contract, the parties shall make every effort to resolve the same amicably by mutual discussions.

(b)  However, if the parties fail to resolve the disputes or differences by such mutual discussion within 30 days, either the purchaser or the supplier may give notice to the other party of its intention to refer the same to arbitration.

(c)  The arbitration will be conducted by a sole arbitrator, who will be appointed by the Secretary, ICAR and the procedure to be followed in this respect will be as per the Indian Arbitration act, 1996.

(d)  The venue of the arbitration shall be the place (i.e. NDRI, Karnal), from where the contract is issued.

2. Other Terms & Conditions : As per Annexure-I

3. You are also required to fulfill the following conditions and also furnish the required details s indicated in subsequent paragraphs.

a) Please furnish a certified copy of PAN Card, Certificate of Registration of Company, VAT Registration Certificate etc., otherwise the quotation will be rejected straightly.

c) Please indicate if you are registered with any Govt. organization; and, if registered, furnish all relevant details.

d) Please state whether business dealings with you presently stand banned by any Government organization; and, if so, furnish relevant details.

e) The quotation(s) as well as the contract shall be written in English language. All correspondence and other documents pertaining to the quotation(s) and the contract, which the parties exchange, shall also be written in English.

The quotation and all correspondence and documents relating to the quotation exchanged between the bidder and the purchaser may also be written in Hindi language, provided that the same is accompanied by an English translation, in which case, for the purpose of interpretation of the quotation, the English translation shall govern.

f) The contract shall be governed by the laws of India and the interpreted in accordance with such laws.

g) The quotation / offer shall remain valid for acceptance for a period not less than 60 days after the specified date of opening of the offer.

4. The quotation shall be sealed in an envelope. The envelope shall be addressed to the “AAO (Procurement), NDRI, Karnal” and it should also bear the “Tender Enquiry F.No. 20-61/AMC/Computers&UPS/15-16/SPS-IV and the words “DO NOT OPEN BEFORE 3.30 P.M. on 11.03.2016”.

The envelope should then be put inside another envelope, which will also be duly sealed.

The outer envelope will bear the full address of the purchaser. The supplier should ensure that its tender (i.e. quotation), duly sealed as above, reaches the purchaser at least one hour before the time and date of opening of tenders.

The supplier may, at its choice, send the tender by regd. Post or by speed post.

Alternatively, the supplier may also hand deliver the tender to the purchaser, in which case the purchaser shall give the supplier a receipt, indicating the time & date of receipt of the tender.

5. The tenders, which are received late by the purchaser will be ignored. Further, the purchaser does not accept any liability and responsibility for the tenders in case the same are not properly sealed & marked and / or sent as above.

6. The tenders, which are received in time, will be opened at purchaser’s office at 3.30 P.M. on 11.03.2016. The purchaser will open the tenders in the presence of the tenderers’ duly authorized representatives, who choose to attend the tender opening.

7. The purchaser will evaluate and compare the quotations, which are substantially responsive i.e. which are properly prepared & signed and meet the required terms, conditions, specification etc. The purchaser will award the contract to the supplier(s), whose quotation will be determined to be responsive and offering the best evaluated price.

8. Notwithstanding the above, the purchaser, reserves the right to accept or reject any quotation or annual the tendering process and reject all quotations at any time prior to award of the contract, without assigning any reason, whatsoever, and without incurring any liability or obligation, whatsoever, to the affected tenderer or tenderers.

9. Please submit your quotation accordingly. Your price quotation may be furnished in the format enclosed as Annexure – II. You are also required to return this original tender enquiry (all the pages), as it is, duly signed by you on every page, for our record. You may retain a photocopy of this tender enquiry for your record.

Note : Earnest Money in shape of Demand Draft drawn in favor of ICAR Unit NDRI, Karnal is required to be enclosed with the Bid/Quotations which will be released on finalization of procurement. The Bidders, who are currently registered and, also, will continue to remain registered during the Bid validity period with Directorate General of Supplies & Disposals or with Central Purchase Organisation including NSIC or MSME are exempted from furnishing Bid Security / earnest money. In case the Bidder falls in these categories, it should furnish certified copy of its valid registration details (with DGS&D or NSIC or MSME, as the case may be). Price preference up to 15% over the quotation on valid Micro Small & Medium Enterprises (MSME) will be given on merit basis, if technically qualified.

Asst. Administrative Officer

E-Mail: ,

Ph.: 0184-2259067, 2259025 (O),

Fax: 0184-2250042 (O)

Enclosures: Annexures – 1 & II

ANNEXURE-I

Terms & Conditions (Technical) for

AMC of Computer, Network Switches and Wi-Fi installations

(2015)

i)  The annual maintenance contract shall be for a period of one year, commencing with effect from the date of award.

ii)  The contract can be extended on the basis of satisfactory working of the firm for a maximum period of 3 months.

iii)  Eligibility Criteria: Minimum Turnover 50 Lakhs per annum & minimum two job orders of Rs. 2.00 Lakhs during last five years.

iv)  The contract awardee firm (called ‘the firm’ onwards) shall deposit a bank guarantee equivalent to 10% of the total cost of the contract, for the contract period in favour of ICAR UNIT, NDRI, Karnal. The bank guarantee will be refunded only after the handing over the items placed under annual maintenance contract, in the event of termination or expiry of the contract.

v)  The deduction of income tax, as applicable, will be made from the bill(s) of the firm at source.

vi)  The contractor should have an experience of executing similar AMC contracts of PC installations including LAN at academic/R&D institutions of repute handling at least 100 computers/LAN at a single location. Contract copies mentioning the number of computers/printers and other peripherals maintained, should be attached with the tender document for supporting their claims.

vii)  All the computers and LAN with all networking equipments (LAN Switches with managed/unmanaged configuration, Access Points with Wireless configuration), etc., in working conditions, shall be covered under this contract.

viii)  The firm will maintain all the equipments placed under contract in working condition upto the date of completion/termination of the contract.

ix)  Provisions of maintenance shall be on all the working days from Monday to Saturday between 9:30 a.m. to 5:00 p.m. In emergency, the services shall be provided by the firm beyond these hours with prior arrangement without any additional consideration.

x)  The firm shall provide the following services as part of maintenance:-

·  Preventive maintenance including regular (every fortnight) adjustments, cleaning of mechanical/ electrical/ electronic parts of all the equipments placed under contract. The complaint register and compliance as per the AMC contract with date and time will be reviewed for release of payment

·  Corrective maintenance in case of a breakdown and repair/replacement of defective, unserviceable and burnt parts, if any, with genuine parts, including hard disk, RAM, monitors (TFT & CRT), Keyboard, Mouse, LAN Cards, SMPS, CD/DVD Drives, CD/DVD Writers, Combo Drives, etc., with the same part(s) of standard make/brand removed, within 24 hours from the time of complaint.

·  Virus-free computer systems and network servers connected on the LAN with the latest original anti-virus software packages such as MacAfee, Norton and Quick Heal (should be mentioned in the quotation, fully licensed and approved by this Institute) from time to time by the firm on a regular basis.

·  To maintain even newly installed computer systems (under warranty) as virus-free by the firm without any additional charges. The firm will arrange the aforesaid anti-Virus software at its cost.

·  Installation/setting and maintenance of Proxy Server, Mail Server, Web Server, etc., and to provide solutions to network security.

·  Providing assistance in Software loading/maintenance. Only licensed OS/software is supposed to be used.

·  Standard Operation Procedure (SOP) for each type of PC should be prepared to minimise the time to solve software problems.

·  Providing solution of the day-to-day Internet and networking problems.

·  Replacement of old batteries connected to any power supply systems. The new batteries will be provided by the institute.

·  The repair of equipments includes all possible reasons, due to which the same may be out of order or beyond repair. Hence, the firm has to repair/replace the same within permissible time limits without any excuse otherwise the liquidated damage clause will be applicable. A committee should look into such problems on a quarterly basis, which are beyond repair before giving a clean chit for not repairable.

xi)  The firm shall post its resident engineer(s) for maintenance of computers, all Networking equipments along with a telephone attendant for lodging the complaints (he will provide docket number of complaint to the user at lodging of complaint) with sufficient inventory of spare parts for use.

xii)  A transparent and robust tracking mechanism of complaints should be devised, which could be accessed by the complainants and other authorised officers.

xiii)  The resident engineer(s) posted should be well qualified & trained for providing onsite maintenance support and repair services. The engineer(s)/firm should have expertise in repair variety of computer systems. The engineer(s) posted for the purpose should provide documentary evidence of holding such qualification and experience to the Institute.

xiv)  The team posted for AMC should be wearing apron/uniform with Firms Logo; should have its own transport facilities for reaching to all parts of the Institute-campus within the stipulated period.

xv)  The resident engineer(s) to be deputed at the campus by the firm, must maintain a complaint log book and customer slip (a sample of the slip should be submitted with tender documents) may be issued to the users whenever the engineer attends complaint/routine call.

xvi)  Suitable sitting place for resident engineers will be provided by the Institute.

xvii)  The annual maintenance contract covers all to and fro expenses.

xviii)  An up time of 95% shall be maintained for each individual computer system and other equipment placed under contract, in each quarter, failing which the AMC amount for that quarter will be forfeited.

xix)  The firm shall not be liable for any breakdown arising due to fire, theft, flood and any other natural calamities.

xx)  The Institute can terminate the AMC at any time without assigning any reasons.

xxi)  If the firm stops maintaining the items placed under annual maintenance contract, the ICAR-NDRI shall have the right to realise the bank guarantee / security deposited by the firm.

xxii)  In case, any item under annual maintenance contract is not repaired within the stipulated time of 4 hours for minor fault and 24 hours for major fault. A penalty of Rs.1000 per day per item will be penalised to the firm and after a maximum of four days, thereafter, the institute will be free to get the same repaired directly from manufacturer/open market. In such a situation, the repair expenses including transportation, if any, will be deducted from the amount payable to the firm holding AMC and liquidated damage clause will be applicable.