Chittaranjan National Cancer Institute
37 S. P. Mukherjee Road, Kolkata 700026
Notice no 542/2018

The Director, CNCI, invites sealed rate quotations from the bonafide and resourceful Service Providers for AMC with one resident man power for the period from April 2018 to March 2019, for all the computers in the Hospital and Research buildings of CNCI, including server of Library under the following terms and conditions.

Specification:-

  1. No. of computers for AMC 85 desktop and Two laptop
  2. No of server = 3 (hardware and software troubleshooting) Ubuntu and Microsoft server 2016
  3. One Resident man power during office hours i.e. from 9.30am to 5.00 pm( for one year from April 2018 to March 2019

Estimated cost for the project: - Rs.2, 50,000 .00 (approx)

Last date of submitting quotations: 12-03-2018 upto 2pm

Opening of quotations: 12-03-2018 at 3pm

Interested bidders are requested to visit CNCI Website: and notice board for detailed tender notice/information.

DIRECTOR

Terms and conditions

  1. EMD of Rs. 5,000.00 are to be submitted in the form of Demand Draft drawn in favour of the Director, CNCI, Kolkata, payable at Kolkata. No quotation will be considered without EMD.
  2. EMD is refunded to all bidders as per rule. However, EMD shall be liable to be forfeited if the successful bidder withdraws his tender after opening.
  3. Tender documents may be downloaded from the official web site :
  4. Prices should be quoted in Indian Rupee. Plus GST as applicable. The percentage and element of duties and taxes in the price should be specifically stated, with detail itemwise price breakup.
  5. Incomplete offer will not be entertained. Each page of the above documents should bear the dated initials of the tenderer under seal of the company, in token of confirmation of having understood the Contents.
  6. The tenderer should liable to provide for AMC with resident man powerfor three years if institutes requires.
  7. Quotations should have validity of minimum 60 Days.
  8. Bids received after the specified date and time will not be considered/ entertained.
  9. Successful bidder will have to make an agreement for maintenance of computer of service. No work of any kind should be commenced without proper execution of an agreement, duily accepted by the CNCI.
  10. Non-fulfillment of the conditions of executing the contract by the supplier would constitute sufficient ground for annulment of the award and forfeiture of EMD.
  11. No variation of price will be allowed during the period of contract.
  12. Self Attested copies of Registration Certificate of ROC or Trade License and credential certificates should be submitted along with the offer.
  13. Place of submission of the tender document - Department of Library (Room No. 506), Research Wing of CNCI, Kolkata.-700026.
  14. Last date of submission of tender is upto14.00 hrs on 05-03-2018
  15. Tenders will be opened at 15.00 Hrs. on 06-03-2018 in presence of committee. Bids received after the specified date and time of receipt will not be considered.
  16. In the event of the date being declared as a closed holiday for purchaser’s office, the due date for submission of bids and opening of bids will be the following working day at the appointed time.
  17. Payment Terms. Advance payment, half yearly basis.
  18. Transportation procedures, charges, if any will have to be borne by the supplier/agency and no such charges will be paid by CNCI.
  19. The tenderer must have experience of supply of similar type of work to any equivalent or bigger reputed reputed organisation in Kolkata/WB. Credentials of the same to be submitted furnishing all the details of the work during tender.
  20. The tenderer must have authorized service centre within the city limit of Kolkata/ Howrah, for providing maintanances service. The address, fax, Telephone number, Mobile number of contact person should be clearly mentioned in the offer.
  21. With regard to interpretation of terms and conditions, the decision of CNCI shall be final and binding to the Bidder.
  22. CNCI reserves the right to accept or reject any or all quotations without assigning any reason.
  23. Settlement of any dispute emanating from the resultant contract is subject to the jurisdiction of Kolkata only.
  24. Maintenance will include- CPU, Monitor, Keyboard, DVD or CD Drive, FDDs, SMPS, and Server etc..
  25. Maintenance is to be provided round the clock.
  26. Service Engineer will visit for routine check up once in each month.
  27. In case of damage of hardware due to servicing during amc period those parts are to be supplied and installed by the vendor.
  28. Vendor shall have to install the relevant OS Drivers, Antivirus and other software provided by the Institute.
  29. Photocopy of the Pan No. and GST certificate of the vendor is to be submitted.
  30. The servicing, repairs etc. of the CPU, Memory, Monitor, Speakers, Microphone, Mouse, Key-Board etc. shall normally be carried out at the site where the same are installed. However if it is necessary to carry the all items to workshop for the reapir purpose, contractor shall bear transporation and other incidental charges and no claim will be entertained.
  31. In case the computer cannot be repaired within the office premises and is required to be taken to the firm’s workshop stand-by arrangement will be provide by the firm without any extra charge. The firm will have to take care of virus problem in the computers under AMC Contract.
  32. The firm will provide genuine parts of computers in case replacement of parts in needed. The parts shall be of the same make. In the event of their non-availability, good quality parts should be used under intimation to this Office.
  33. The contract includes support like installation of MS Office Software, internet service and other software support (the concerned original CDs and their product keys in all cases will be provided by department concerned) as per the requirement of the user.
  34. Installation, uninstallation, maintenance, upkeep, removal, re-installation, repair, etc. of any software/hardware purchased by the office from time to time.
  35. Maintenance of operating systems, software installation and configuration of internet/e-mail on computers.
  36. The firm shall be responsible for all risks involved, liabilities and obligations arising out of this contract under any provisions of law in force from time to time.
  37. The machines are presently in their proper designated places. However, in the interest of work or in emergency situation, they may be shifted to some other location within the Office of CNCI.
  38. The firm will be responsible for the safety of his staff during the performance of their duty at the CNCI’s site and CNCI will remain indemnified for any claims.
  39. TDS at the prescribed rate from time to time would be made from the bills in accordance with the provision of Income Tax Act, 1961.
  40. Any other deductions mandated by the prevailing laws applicable to such contracts would also be made.
  41. The vendor will provide one qualified resident engineer on working days i.e. Monday to Saturday 9.30 Am to 5 Pm. The engineer should be equipped with mobile phones and should have own transport facility to ensure their timely availability. An amount of Rs. 250 per day will be deducted from AMC payable if any service engineer remains absence without providing substitute engineer.
  42. Minimum turn over yearly two corer in central govt., state government, autonomous bodies and any reputed organization.
  43. The firm should be making net profit/turn over of minimum 2 crores during the financial years 2014 to 2017. Copies of audited balance sheet or Profit/Loss statement for the period to be provided as proof. If balance sheet for 2017 Financial Year is not yet audited, such firms shall submit audited balance sheet for 2013 to 2016 Financial Years.
  44. The firm should not have been blacklisted by any Govt. Department or Public Sector Undertaking.
  45. The firm should have Income Tax PAN, TIN No, GST No and the latest Clearance Certificate. (Self-attested copies of pan card, TIN No, GST No and latest Income tax return to be submitted)
  46. The firm should be registered with respective Tax Authorities for GST, Sales Tax, Excise Duty, etc. as applicable for the nature of work undertaken by them. Self-attested copy of proof to be submitted regarding the same. If the firm doesn‟t come under the purview of service tax / GST, an undertaking stating the same should be submitted by the firm/company with seal.
  47. If any of the shortlisted Vendors are unable to fulfill the orders within the stipulated period, then the Organisation will have the right to allot those unfulfilled orders to other participating vendors after giving 15-days‟ notice to the defaulting Vendor. Also during the period of the AMC contract due to unsatisfactory service to our branches/offices, CNCI will have the right to cancel the contact and award the contract to other participating vendors.
  48. At any point of time, CNCI may at its discretion decide that certain computers should be formatted due to malware, disk space issues, security threat or incompatibility of software. Organisation will raise call for Formatting and Reinstallation and such requests should be fulfilled as part of Comprehensive AMC. Formatting and subsequent reinstallation should be done in compliance with maintenance standards terms of AMC.
  49. During periodic Per Month visits, all computers should be updated with latest available Antivirus patches and OS patches Also latest copy of Software, wherever applicable to be dumped in every computer as mentioned. This activity will be a part of PM visit and no additional charges will be applicable.
  1. Turn Around Time (TAT), Provision for Standby and Penalties

CNCI expects proper service support during contract period. The Hardware should be set right within 24 hours of reporting the complaint. In case the machine is down for more than 3 working days and no substitute is provided by the vendor, penalty per day may be charged as under, maximum Rs. 1000.00 per case.

Serial No / Item / Penalty Per Day
1 / CPU / 200
2 / Monitor / 100
3 / Mouse/Keyboard / 40

The penalty may be recovered from the amount payable to the vendor by the Organisation. The vendor can provide substitute equipment for a maximum of 15 days. Penalties deducted by the organisation from half yearly payment for lapses by the vendor as mentioned here will not be reimbursed at any circumstance.

  1. Escalation Details and Changes

Escalation matrix of company should be shared to the CNCI for escalating service related concerns. This should include district level and state level officials.

The vendor shall promptly inform any changes in key persons of escalation, contact details or any other changes related to the company to CNCI.

It will be the sole responsibility of the company to ensure that no activity pertaining to service support is hindered by the absence of any official. Company may ensure this by appointing sufficient alternate personnel at each level of escalation and informing us.

  1. Spare Stock: A spare stock of mutually agreed items of 10% of the AMC value to be kept at site. CNCI will provide an almirah with key to keep the stock at site.

Director