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UNIVERSITYCOLLEGE OF MEDICAL SCIENCES
(UNIVERSITY OF DELHI)G.T.BHospital
DilshadGarden, DELHI-110 095
Misc.F.NO.(5) (14)/UCMS/CS/AMC/2010-11 Dated: 29.11.2010
(Speed Post)
M/s…………………………….
…………………………………
…………………………………
Sub:- Comprehensive Annual Maintenance Contract of Servers, Computers Other Peripherals and Local Area Networking (LAN)
Sir
Sealed bids are invited in two bid system (Technical Bid and Price Bid) from the reputed firms (on official letterheads) duly filled in Annexure – I & II for award of Comprehensive Annual Maintenance Contract (CAMC) of Servers, Computers Other Peripherals and Local Area Networking (LAN) etc. listed in Annexure – II. The firm should be fulfilled the following eligibility conditions:-
- The firm should be in existence for atleast 3 years.
- The firm must have previous experience in maintaining hardware & software and network systems in Govt. offices & organizations(certificates from at least two such offices/organizations – where the firm is presently holding AMC – indicating ‘satisfactory performance/service providing’ by the firm have to be furnished on the letterhead of the concerned office/organization. The College would be free to verify such certificates from the concerned office/organization, if felt necessary).
- The firm must have expertise in preventive on-site maintenance and repair of servers, standalone computers, Printers, Printer’s Head, Scanners, Laptops, Projectors, Associated Peripherals, Network Components, and Other Hardware Parts and Accessories.
- The firm should have a RepairingCentre at Delhi/NCR with adequate Technical Staff (not less than five) and equipments for repair work so as to ensure at least 99.5% uptime for servers, 99% uptime for PCs and 98% uptime for Peripherals. The College reserve the right to inspect the repair centers and satisfactory itself about the quality and reliability of the service that can be rendered by the firm before opening financial bid.
- The firm also must have expertise in LAN trouble shooting.
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- The firm must be a ‘registered’ firm and should also be registered with the Delhi/NCR Sales Tax Department for Works Contract Tax (certificates of registration have to be provided to this College)
- The firm must have duly allotted PAN and also TIN (Allotted by the Delhi/NCR Sales Tax Department for works contract tax). These numbers must be printed on the bills submitted by the firm for payment.
- Authenticated copies of Income Tax Returns filed in the last two years have to be furnished.
- Bid with overriding condition will be summarily rejected
IF ANYParticipatingFIRM DOES NOT FULFIL ALL OR ANY OF THE ABVOE ELIGIBILITY CONTITIONS, THE BID OF THE SUCH FIRM IS LIABLE TO BE REJECTED.
Scope of the work for which bids are being invited:
- Comprehensive maintenance of Servers, Computers, Peripherals and Local Area Networking (LAN), UPS, UPS’s Batteries etc installed in University College of Medical Sciences & G.T.B Hospital, Delhi - 110095. (List of items to be covered under the AMC annexed herewith may be seen at Annexure-II)
- Maintenance of Local Area Network (LAN) installed in this College including Configuration and Reconfiguration as and when required of Routers and Managed Switches. (The scope of work shall however not include the cost of the Routers and Switches).
- Maintenance of softwares (i.e. MS-Office etc.), UPS and UPS’s Batteries (On-lines and Off-lines) procured by this College and installed in the computer and peripherals.
- The parts/components/sub-assembles used for repair/replacement by the firm will be the same/equivalent or higher make and functional capability as originally available in the system except consumable like ribbons, Laser printers toner, floppies, CDs and information outlet (in case of LAN). The firm arrange all parts/Components/sub-assemblies including fuser assembly of printer free of cost.
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Terms and Conditions of the Annual Maintenance Contract (AMC)
1)The period of contract shall be for one year tentatively from the date of commencement of the contract. However, the contract can be terminated at any time during the period of contract after giving notice of one month without assigning any reason.
2)The rate quoted will remain in force for the full period of the contract. No demand for revision of rates on any account shall be entertained during the contract period. It will be open to the College to extend the term of the agreement beyond the contractual period of one year on the same terms and conditions.
3)Provision of two Resident Engineers having more than 3 years experience from 9:00 a.m. to 4:30 p.m. on all working days of the College. Qualification of the Resident Engineer should be a Graduate with Post-Graduate in Computer Science/Diploma in Computer Hardware or equivalent.
4)The Resident Engineers of the firm should maintain a log book cum attendance book under our concerned department. All complaints lodged will be entered in the log book with date and time of lodging of complaint and thereafter the date and time of attending the complaint by the Engineer with details of repairs done to restore the machine to the satisfaction in the College will be entered in the log book. Records of preventive maintenance done will also be entered in the book. Preventive maintenance which must be done at least once in a month for every machine shall include thorough cleaning, checking of hardware/software and replacement of any parts showing signs of wear and tear which if not replaced is likely to cause trouble in the functioning. The log book shall be kept in the custody of the concerned unit-incharge in the College who shall countersign all entries made with remarks on day to day basis.
5)If complaint is reported before 3:00 p.m. it will have to be attended on the same day, and if complaint is reported after 3:00 p.m., then complaint should be attended preferably on the same day, failing which on the next day before 11:00 a.m. As far as possible, the repairs would be carried out On-site itself. If it is found that repair is further time-consuming, the firm shall provide a similar stand-by machine of matching specifications so that work of the userwill not hampered or delayed. If, however, the firm fails to repair or provide a standby machine within 24 hours, then a penalty of Rs.500/- (Rupees Five hundred only) per day will be charged per machine. It may be noted that in case of intermittent failures and repetitive problems due to improper diagnosis or repair, the system will be treated as continuously down.
6)It shall be the onus of the firm to ensure that the Resident Engineers are equipped with mobile phone so as to enable this office to contact the Engineer immediately.
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7)The firm shall maintain the removal of virus, software patch updating, HDD crash recovery, system administration, network administration software support/troubleshooting to keep the system fully operational. The firm will be responsible for providing virus free computing environment in the College. Anti-virus software will, however, be provided by the College.
8)The firm shall maintain the repair, maintenance and troubleshooting of all LAN components to keep the LAN fully operational.
9)The firm shall maintain the equipments as per manufacturer’s guidelines and shall use standard components for replacement. In case of an instance of sub-standard repair/replacement of parts by the firm, it may lead to cancellation of the contract and any other legal action may be taken against the firm.
10)The College shall not be liable to make payment over and above the comprehensive maintenance cost, in any case. All types of repair/replacement of spare parts including Plastic Parts and Cables shall be covered under the comprehensive maintenance contract, except the Force Majeure conditions which includes only fire, theft, natural calamities, deliberate damage/tampering, etc.
11) Maintenance charges under the AMC shall not include the cost of consumables and supply items such as ribbons, media like magnetic tapes, cartridges, printer bands, Printer’s heads, UPS batteries,floppy diskettes, and computer stationery. In case of Printers, the maintenance charges under the AMC shall include all parts including Fuser Assemblies, Fuser Units and Teflon sheets. However, the cost of Toner cartridge of Printer will not be included in the AMC.
12)No advance payment shall be made. Payment of maintenance shall be made on quarterly basis i.e. after completion of every quarter time of AMC by the firm. For making the payment, the firm will have to attach with their quarterly bill a report of ‘satisfactory service’ from the Unit Incharge, who is looking after the AMC. The bill submitted by the firm for quarterly payment must bear PAN and also TIN allotted by the Delhi/NCR Sales Tax Department for works contract tax. TDS, WCT any other Tax as applicable as per prevailing rates will be deducted before making the payment.
13)It may also be noted that in case of the firm with whom the contract has been entered into, backs out in mid-stream without any explicit consent of the College, the firm may be liable for recovery at higher rates vis-à-vis those contracted with it, which may have to be incurred by the College on maintenance for the balance period of contract through alternative means. Further, the act of backing out will automatically debar the firm from any further dealing with the College. In such case, Security Money may be forfeited.
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14)Any of the equipments may be withdrawn at any time during the period of maintenance contract, maintenance charges for such equipments will be deducted on pro-rata basis. Similarly equipments can be added during the period of maintenance and maintenance charges will be paid pro-rata basis.
15)It shall be the responsibility of the firm entering the contract not only to make the terms under AMC work satisfactorily throughout the contract period but also to hand over the items under AMC to the College in working condition on expiry of the contract.
16)The firm to whom the AMC would be granted shall be required to submit a performance Security in the form of a Bank Guarantee of an amount of at least 10% of the total contractual amount in favour of “The Principal, University College of Medical Sciences”and should remain valid at least for a period of sixty days beyond the date of expiry of the contractual period. The contract shall not be valid unless the Performance Security is submitted.
17)In case of any dispute or differences arising at any time between this College and the contracted firm, only Courts of Delhi shall have the jurisdiction.
18)The performance shall be monitored during the first three months and if the performance is not found satisfactory, contract may be terminated.
19)The bidder is required to submit the “Technical and Financial Bid” on the Prescribed format (annexure I and Annexure –II) in two separate sealed cover clearly superscribed “Technical Bid” and “Financial Bid” should be sealed in two separate envelopes and these two envelopes should be placed inside the main sealedenvelope superscribed “Quotations for comprehensive Annual Maintenance of Computers Peripherals and LAN” should addressed and submitted to the Asstt. Registrar (Store) Room No. 6 (Ground Floor), University College of Medical Sciences, DilshadGarden, Delhi-110095, so as to reach the College latest by 22-12-2010 upto 11:00 a.m.
20)Bids received after due date and time mentioned above, as well as those received without separate sealed envelopes as mentioned above will not be accepted.
21)The College reserves the right to reduce or increase the number of items offered for maintenance contract.
22)The College also reserves the right to reject any bid without assigning any reason at any stage.
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23)An Earnest Money Deposit of Rs. 25000/- (Rupees Twenty-five thousand only) through a Demand Draft/Pay Order issued by a scheduled Bank in New Delhi drawn in favour of “The Principal, University College of Medical Sciences”, payable at Delhi should be valid for at least 60 days beyond the valid period of the Bid. Bid received without Earnest Money Deposit will not be considered.
24)The EMD of the unsuccessful bidders shall be returned after finalization of AMC, without any interest. In respect to the successful bidder, the EMD shall be returned without any interest only on receipt of Performance Security (10% of AMC value) and commencement of the AMC. EMD of the bidder will be forfeited, if the bidder withdraws or amends its tender or impairs or deviates from the bid in any respect with in the period of validity of its bid. Further, if the successful bidder fails to furnish required Performance Security within period specified, EMD will be forfeited.
25)A copy of the complete terms and conditions laid down in this bid duly signed & stamped by the firm has to be attached with the offer.
26)The Technical Bid will be openedon 22-12-2010 at 2:30 p.m.in the College in the presence of representative of the firms who have submitted bids. If no representative turns up, then the Technical Bid will be opened by the Committee.
27)After scrutiny of the Technical Bid as per the terms and conditions and other specifications laid down in this Bid, the firms satisfactorily fulfilling the terms and conditions and other specifications would be shortlisted and the Financial Bids of the shortlisted firms shall be opened at a later date.
28)It may be noted that incomplete or conditional bidshall not be entertained and no communication shall be made in future in this regard.
29) If any further amendment/modification made by the College in this regard, the same shall be uploaded on the College website only. Which will be bounded on all firms participating in the bid process.
This is also available on the website of this College
Yours sincerely,Chairman,
Computer Committee / (Rajesh Kumar)
Asstt. Registrar (Store)
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ANNEXURE- I
“TECHNICAL BID”
The technical bid shall contain following information /article(s) in a sealed cover superscribed “Technical Bid”.
- Name, address, setup and status of the organization. Authorized person with Mobile number.
- The bidder shall be a company registered with the Registrar of companies and registered with Delhi Sales tax for Works contract Tax. Document in support of registration with the Registrar of companies and alongwith the Delhi Sales Tax Department for Works Contract Tax.
- EMD of Rs.25,000/- (Rupees Twenty Five Thousand only) in form of DD/pay order in favour “The Principal, University College of Medical Sciences” payable at Delhi.
- Details of testing and repair facility available with the company.
- List of at least 2 qualified services Engineers with details of qualification and having more than 3 years of experience in the relevant field as per the performa enclosed. The qualification and experience of resident engineer deputed to College may be verified. Copies of qualification and experience certificates to be enclosed.
S.No. / Name / Educational/Technical qualifications / Area of specialization / Experience (in years) / Date of joining the firm
- List of clients with name, complete address and contact person with Mobile number where the company is currently maintaining more than 100 computers on LAN in a single location in Delhi as per the performa enclosed. Copies of two such work order or any other documentary evidence from reputed Organization clearly showing that more than 100 computers are being maintained at a single location should be attached.
S.NO. / Name of the Organization with contact person with Mobile No. / Details of equipment’s under maintenance / No. of resident engineers provided / Period of
contract / AMC Charges
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ANNEXURE – I (continued)
- List of maintenance contracts satisfactorily executed by the agency in last 3 years. Minimum 3 such maintenance contracts of more than 100 computers connected in LAN under Window NT/Windows 2000/2003 Server environment should be listed. A Performance Certificate to this effect from at least two reputed Organization shall be furnished.
S.NO. / Name of the reputed Organization / No. of resident engineers / No. of PCs / Period of
contract / AMC Charges
8. Tender document duly signed in each page.
Signature with Name of the Bidder
(with full address, contact details and official stamp of the firm)
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ANNEXURE – II
Proforma for “FINANCIAL BID”
(The sealed envelope containing the bid should be superscribed FINANCIAL BID)
S.No. / Comprehensive maintenance including plastic parts, cables, etc. as per the attached terms and conditions / Qty. / Rate per Unit/ per Annum / TotalPentium IV 2.0/2.4 GHz, 400 MHz FSB, Intel Chipset 845G, 256 MB DDR SDRAM, 512 MB L2 Cache, 40 GB 7200 rpm HDD, 1.44 Mb FDD, 52X CDROM Drive, 15” SVGA Color Monitor (Samtron), Integrated graphics with 32 MB VRAM, Power Supply, 101 Keys PS2 Keyboard, Logitech PS/2 Mouse, Serial, Parallel & USB Ports, ATX cabinet, MIDI Device, Standard Game Port, C-Media, Audio Device with port, cable, connectors, etc. (14 CRT + 1 TFT monitor 17”) / 15
Pentium IV 2.0/2.4 GHz, 400 MHz FSB, Intel Chipset 845 G, 256 MB DDR SDRAM, 512 MB L2 Cache, 40 GB 7200 rpm HDD, 1.44 MB FDD, CD Witer, 15” SVGA Color Monitor (Samtron), Integrated graphics with 32 MB VRAM, Power Supply, 101 Keys PS2 Keyboard, Logitech PS/2 Mouse, Serial, Parallel & USB Ports, ATX cabinet, MIDI Device, Standard Game Port, C-Media, Audio Device with port, cable, connectors, etc. (15 CRT + 1 TFT monitor 17”) / 16
Pentium IV 2.0GHz, 400 MHz FSB, Intel Chipset 845 G, 256 MB DDR SDRAM, 256 MB L2 Cache, 80 GB HDD, 1.44 MB FDD, 48X CDROM Drive, Color Monitor, Integrated graphics with 32 MB VRAM, Power Supply, 101 Keys PS2 Keyboard, Mouse, Serial, Parallel & USB Ports, ATX cabinet, MIDI Device, Standard Game Port, C-Media, Audio Device with port, cable, connectors, etc. / 2
Pentium IV 1.5GHz, 128 MB RAM, 30 GB HDD, 1.44 & 1.2MB FDD, CD Writer, 15” Color Monitor, Power Supply, Keyboard, Mouse, Serial, Parallel & USB ports, cables, connectors, etc. / 1
Pentium IV Desktop – 845G chipset motherboard 1 MB Cache, 256 MB RAM, 1.44 MB FDD, 50X CD Writer, USB Parallel port, 80 GB 7200rpm HDD, color monitor, Keyboard, Power supply, Mouse, Serial, Parallel, USB ports, connectors, cables, etc – (Stores) / 1
Pentium IV (HP-Compaq) 3.00 GHz, 800 MHz system bus, intel 856G mother board, 512KB DDR RAM, 512 Kb L2 Cache, 80GB ultra DMA dual channel HDD, 15” SVGA Digital colour monitor, 104 keys keyboard, network card, scroll mouse, combo 12X DVD drive, amplifiers, speakers and microphone, parallel, serial and USB ports etc. / 12
Pentium IV (HP-Compaq) 3.00 GHz, 800 MHz system bus, intel 915G mother board, 512KB DDR RAM, 1024 Kb L2 Cache, 80GB HDD, 17” TFT Monitor, 104 keys keyboard, network card, scroll mouse, CD (52X Rd, 48X Wr), speakers and microphone, parallel, serial and USB ports etc. / 2
Pentium IV 2.40 GHz, RAM – 512, HDD – 80 GB, DVD ROM / 125
Pentium IV Desktop Computer :-HP DX 2280 Intel Pentium D-820 dual Core 2.8 GHz with 512 Mb DDR @ RAM 400MHz. DVD writer, 17” TFT (SVGA)in lieu of 17” CRT Monitor, Norton Antivirus for Desktop editor-one year. MS-Office 2007, Ed: Professional License with MOLP with media and documentation. / 13
Pentium IV HP Dx 2280 Windows XP Professional (Preloaded) 256 MB DDR2 RAM, 17” SVGA Monitor Network card, etc. DVD-8x - Rewriter, DDR2 RAM 512 MB, 400 MHz 17” TFT (SVGA) / 26
Pentium IV (HP DX 2280 ) Dual Core HT 2.8 GHz I.0 MB Cache, DDR II -256 MB, 160 GB HDD SATA II Combo Drive (CD-RW & DVD), 56 Kb Fax Modem, Internet/MM ready keyboard, Mouse Optical, 2 USB front 6 back, 1 parallel, 17” colour LCD monitor, Operating system: Window XP Pro
Option: 256 MB RAM, Wi-fi Card, Bluetooth, MS Office 2007 Single user Prof. (AE), Pagemaker (AE), Photoshop (AE), Norton Anti Virus / 1
Laptop HP – nx5000 1.5GB, Compaq6710b 1.5GB / 2
Signature with Name of the Bidder