Tender Cost : Rs. 1000/-
INDIRAGANDHINATIONALOPENUNIVERSITY
ELECTRONIC MEDIA PRODUCTION CENTRE
TENDER DOCUMENT
For
Comprehensive Annual Operation & Maintenance Contract of EduSat Hub & Teaching End
at IGNOU, Maidan Garhi, New Delhi
Last Date & Time for submission of Bids:07/09/2011 upto 03.00 P.M.
Pre Bid Meeting:31/08/2011 at11.30 A.M.
Venue:Sanchar Kendra
IGNOU Campus,
Maidan Garhi,
New Delhi – 110 068
Signature and seal of the tenderer
Dated
1
TABLE OF CONTENT
CHAPTER: 1 Eligibility Criteria of Bidder/Tenderer
1.Eligibility Criteria
2.Schedule of Invitation to Tender
CHAPTER: 2Scope of Work
1.Scope of Work
CHAPTER: 3Instructions to the Bidder
1.General instructions
2.Deposit of Earnest Money
3.Last date for Submission of Tender Document
4.Submission of Bid
5.Technical Bid
6.Financial Bid
7.Clarification of Bids
8.Effect and Validity of Offer
9.Tender opening and Selection of Service Provider
10.Acceptance of offer
11.Signing of Agreement
CHAPTER: 4 Conditions of Contract
1.Performance Guarantee Bond Security Deposit
2.Deployment of Engineers and Other Personnel
3.Delivery of Services
4.Call attendance and Penalty
5.Payment of AMC Charges
6.Freight and Taxes
7.Extension of AMC Period
8.Termination of Agreement
9.Other Terms and Conditions
10.Checklist/Index for technical Bid
11.Safety Measures
12.Arbitration
CHAPTER: 5List of Hardware
CHAPTER: 6Contract Form
ANNEXURE:1.Bid proposal sheet /Forward letter
2Company profile
Financial Bid Performa
Check list
Signature and seal of the tenderer
Dated
2
INDIRAGANDHINATIONALOPENUNIVERSITY
ELECTRONIC MEDIA PRODUCTION CENTRE
MAIDAN GARHI, NEW DELHI – 110 068
F. No. : EMPC/275/PUR/HUB/10
Dated: 8th August 2011
To,
Sub.:Comprehensive Annual Operation & Maintenance contract of EduSat Hub & Teaching End
Dear Sir,
Sealed tenders are invited for the Comprehensive Annual Operation and Maintenance Contract of EduSat Hub & Teaching end at EMPC, IGNOU. The detailed Tender Document containing Terms & conditions, background information, technical details and list of equipments to be covered under the contract may kindly be downloaded from University Website :
You are requested to send your competitive quote duly sealed addressed toDirector, Electronic Media Production Centre, IGNOU, Maidan Garhi, New Delhi-110068, along with Tender Document Cost Rs. 1000/- through Bank draft in favour of “IGNOU, NEW DELHI' so as to reach this office on or before 15.00 hrs. on 7th September, 2011 which shall be opened on the same day at 15.30 hrs in the presence of bidders who may be present.
The envelop may be superscribed as “Tender for Comprehensive Annual Operation & Maintenance contract of EduSat Hub & Teaching End.”
Yours faithfully,
(S.C. Katoch)
Asstt. Registrar
Encl: As stated above.
Signature and seal of the tenderer
Dated
3
TENDER DOCUMENT
TENDER NO:EMPC/275/PUR/HUB/10
Sub:Comprehensive Annual Operation and Maintenance Contract for EduSat Hub & Teaching End at Indira GandhiNational Open University, Maidan Garhi, New Delhi -68
On behalf of Indira Gandhi National Open University (IGNOU), New Delhi, India, the Director, EMPC invites tenders from established, reliable and reputed firms dealing in DVB-RCS Technology at for two years for Operation & Comprehensive maintenance contract on annual basis,extendable further for one year at IGNOU Headquarter, New Delhi. Entire maintenance contract will be given to one such organization and no intermediary will be entertained. The firm should have a track record of maintaining, at least one network of minimum 50 nodes. The firm should have at least 5 years of experience in maintaining DVB- RCS network setup. The annual turn over of the firm should be at least Rs. 1 Crore in each of the last two years 2008-09 and 2009-10. The firm must have ISO or equivalent certification for maintenance services.
a)The tender form containing the details of terms and conditions duly filled in along with the demand draft for Earnest money in favor of 'IGNOU' should reach to the Director, Electronic Media Production Centre, IGNOU, Maidan Garhi, New Delhi-110068 by 3 p.m. on 7th September 2011 and shall be opened on the same day at 3.30 p.m.. One representative of the firm may be present at the time of opening of the Technical Bid.
b)For any Technical clarification, a Pre Bid conference will be held on 31stAugust 2011 at 11.30Hours, inElectronic Media Production Centre, IGNOU Complex, Maidan Garhi, New Delhi-110068
All interested eligible bidders are requested to submit their bids duly filled in as per the criteria given in this document:
1)Technical Bid and EMD should be sealed in a separate envelope subscribing “Technical Bid for Tender No: IG/ ”
2)Commercial Bid should be sealed in a separate envelope subscribing “Commercial Bid for Tender No: IG/
3)Demand Draft for Earnest money in favor of IGNOU must be enclosed put with the Technical Bid and terms and conditions
Both Technical and Commercial Bid envelopes should be enclosed and sealed in a separate envelope subscribing the “Tender for AMC OF EduSat Hub & Teaching End”. The sealed envelope should be addressed to:
Director, Electronic Media Production Centre, IGNOU, Maidan Garhi, New Delhi-1110068.
Last Date of Submission: 7th September 2011 up to 3:00 p.m.
The completed Tender documents are to be submitted with Tender Document Fee Amount of
Rs. 1000/- in cash or DD in favour of IGNOU, payable at New Delhi. Tender fee Demand draft must be kept in the Technical Bid. As such the Technical Bid envelope must have (i) duly filled in Technical Bid (ii) Demand Draft for EMD and (iii) Demand draft for Tender Fee.
Signature and seal of the tenderer
Dated
4
CHAPTER : 1
Eligibility Criteria of Tenderer/ Bidder
1)Eligibility Criteria:
The bidder should be
a)ISO 9001/9002 Certified Company with at least 5-years experience in providing Annual Maintenance support for EduSat Hub setup with consistent good record in reputed organizations.
b)The bidders must have successfully carried out the job of Comprehensive Annual Maintenance of DVB RCS EduSat Hub & Teaching End equipments of at least two reputed organizations out of which one should be preferably a reputed educational institution of higher learning/University.
c)The bidder should have the experience of providing satisfactory services for all of the equipments used in EduSat Hub.
d)The bidder should have an Annual Turn over of more than Rs. 1 Cr. for the past two years 2008-09 and 2009-10. This has to be substantiated by the Balance sheet of the Firm / Company for the relevant years and if break up of figures are not available in the Balance sheet then it should carry a certificate by the CA firm who has audited the accounts of the bidder.
e)The Bidder should have posted net profit in the last two financial years.
f)The bidder should have at least one of its service centre located in Delhi/NCR.
g)Letter from the Principal/OEM (in case of third party ITEM) supporting the tenderer for the entire AMC period including the extended period as per clause forsupply of spares parts and necessary support to the bidder, if required by them, to upkeep the systems and network setup up in AMC.
h)The bidder should not have been blacklisted on any account by any government organization.
i)The bidder should submit all documentary evidences in support of the eligibility criteria.
j)Adequate infrastructures to satisfactorily execute the AMC Contract.
k)Failure of submission of any of the documents in Technical Bidwill make the bid rejected as non-responsive. IGNOU will have the option to treat some documents as mandatory/optional in the benefit of the university i.e. IGNOU.
Signature and seal of the tenderer
Dated
5
2)Schedule of Invitation to Tender
A)Name & Address of the Purchaser : Director,
Electronic Media Production Centre,
IGNOU Complex, Maidan Garhi,
New Delhi-68
B)Locations where the AMC Services:IGNOU HQ at Maidan Garhi, New Delhi
are to be performed
C)Place of submitting Tender:Office of the Director,
Electronic Media Production Centre, IGNOU Complex,
Maidan Garhi, New Delhi-68
D)Last Date & Timefor Submission :7th September 2011 up to 3.00 p.m.
of Tender is on or before
E)Date & Time of Opening of tender:7th September 2011 at 3.30 p.m.
F)Date till which the Tender is valid:90 days from the date of opening of Financial bid
Note: IGNOU shall not be responsible for non-receipt/non-delivery of the tender documents due to any reasons whatsoever.
Signature and seal of the tenderer
Dated
6
CHAPTER : 2
Scope of Work
Comprehensive Annual Operation & Maintenance Contract (CAOMC) of Edusat Hub and Teaching End of IGNOU Edusat Network
The successful bidder shall maintain all the equipment as listed in Chapter 5 ‘List of Hardware’ of the Tender document under a “On site Comprehensive” Annual Operation and Maintenance Agreement initially for a period of 2 (two) years. However order from IGNOU will be placed on annual basis based on the satisfactory performance of the services. It may further be extendable for third year on mutual agreement without increase in AMC Cost. A formal letter from the University to this effect & acceptance from the vendor will suffice.
1)For each quarter of the annual contract period, performance certificate from Engineering Unit of EMPC shall be obtained by the vendor. The bills along with the weekly reports and performance certificate on prescribed performance shall be submitted to the office Director (EMPC) immediately after expiry of the each quarter for the release of the payment. Payment will be released subject to deducting penalty, if any. Monthly review meeting on the activity will be a must to attend and sort out issues with mutual discussion.
I)The Activities under Comprehensive Annual Operations & Maintenance shall be carried on-site as given below:
1)Vendor has to carry out onsite comprehensive maintenance of mini Hub and Teaching end of IGNOU Edusat Network.
2)Technical operations on all days (24 X 7) on shift basis, minimum 1 (One) person per shift for operation at any given time to be available at the Hub/ Teading End.
3)Vendor must provide break down service on 24 hours X 7 days basis for Edusat hub and teaching end.
4)One qualified engineer shall be deputed during office hours for
preventive maintenance, system configuration & testing of the network. In addi-tion, the engineer shall attend to any emergency situation round the clock.
5)The term comprehensive means vendor will diagnose, repair /replace the faulty component / system / peripherals / software for Edusat Hub and teaching end at IGNOU using its own resources within given time frame and make the system operational.
6)Vendor has to do software loading (if required), upgrades and bug fixation of the software use in the Hub and teaching end.
7)Vendor has to prepare detailed maintenance report for each maintenance activity carried out for Hub/ teaching end.
8)Record keeping of periodical logs of the Hub equipment and maintenance of transmission logbook.
Signature and seal of the tenderer
Dated
7
9)list of items to be covered under comprehensive on site annual maintenance contract (CAMC) for IGNOU Edusat Hub and teaching end are given in
Chapter 5.
10)Vendor shall carry out preventive maintenance on regular intervals under CAMC of Edusat Hub and teaching end of IGNOU network.
11)Incidental and related services like recording of Edusat transmissions, operation of VCRs, Vision switcher etc. as part of the Edusat operation.
12)Appropriate and speedy corrective action in case of equipment breakdowns.
13)The service provider shall be responsible to maintain spares for upkeep of the hub. IGNOU shall not be obliged to provide any support on this account.
14)All protocols for Satellite assess should be strictly followed as directed by ISRO. Unsatis- factory performance during any time of the contract period will call for termination of the contract without notice.
II)Special Conditions :
1)The Vendor should submit undertaking for the AMC of the complete Hub and Teaching end for at least 3 years.
2)The Vendor should submit or provide undertaking from the OEM of Hub (M/s Adventech Communications, Canada) that the OEM will support the Vendor fully, in both Hardware and Software in maintaining the Hub and shall provide spares in case of failure of Hub.
III)OTHER GENERAL CONDITIONS
1)Contractor should make sure that Hub is kept operational as per requirement of IGNOU. No violation of International and National satellite transmission law.
2)Any abnormality seen during operation or before up-linking is to be brought to the notice of IGNOU.
3)The Service Provider will be responsible for any loss or damage to the property as a result of negligence/carelessness of the workers. The persons employed by the service provider shall have no right or demand for any employment in EMPC-IGNOU and to this effect an undertaking is to be furnished by the persons employed by the service provider.
4)The persons engaged by service provider for the purpose of this agreement shall be on the roll of the service provider. And such person engaged by service provider shall not have any claim for their regular appointment or engagement in IGNOU under this on any other Project of IGNOU.
5)IGNOU shall not be liable for any damage or loss to the person engaged by the service provider for this project under this agreement.
6)The Service Provider shall reimburse to IGNOU for any loss or damage to the person or property of IGNOU.
Signature and seal of the tenderer
Dated
8
7)During breakdowns beyond office hours the service engineer has to report/attend the problem within three hours from the time of reporting, otherwise a penalty of not less than
Rs. 1,000/- shall be imposed.
8)If the service provider fails, neglects or defaults in delivering service as required under this agreement, a penalty shall be imposed minimum at the rate of Rs. 5,000/- per day for breakdown time more than 6 hours. This amount shall be deducted from the monthly bills of the service provider.
IV)OBLIGATION OF IGNOU
1)All the Users Manual of the equipment.
2)The guidance and instruction necessary as required from time to time.
3)The log book/stationery items to shift staff.
Signature and seal of the tenderer
Dated
9
CHAPTER : 3
INSTRUCTIONS TO THE BIDDER
1)General instructions
The offers complete in all respect, in prescribed formats, should be submitted on or before the time and date fixed for the receipt of offers as set forth herewith in the tender documents. Offers received after stipulated time and date shall be summarily rejected.
2)Deposit of Earnest Money
a)Tenders submitted without Earnest Money deposit shall be rejected.
b)The bidder shall be required to deposit earnest money of Rs. 80,000/- (Rupees Eighty Thousand only) through fixed deposit receipt/Bank Draft/Pay Order drawn in favor of the IGNOU, payable at New Delhi from any commercial banks in an acceptable form. The EMD must accompany the “Technical bid and Terms and conditions.” hereafter referred as ‘Technical Bid’, otherwise the offer shall not be considered.
c)The EMD shall remain deposited with IGNOU till the period of validity of offer.
d)No interest shall be payable by IGNOU on EMD.
e)The EMD deposit is liable to be forfeited, if the tenderer withdraws, amends, impair or derogates from the tender in any respect, within the period of validity of his offer.
f)The EMD of the successful tenderer shall be returned after the Contract Performance Guarantee is furnished by him.
g)If the successful tenderer fail to furnish Contract Performance Guarantee then the EMD shall be liable to be forfeited by IGNOU and IGNOU will have the choice to award the contract to second lowest bidder.
3)Last date for Submission of Tender Document
Sealed Technical and Financial Bids placed separately in a single sealed envelope complete in all respect, along with the earnest money and tender document fee, should reach the office of Director, Electronic Media Production Centre,IGNOU Complex, Maidan Garhi, New Delhi- 110068 on or before 7th September 2011 up to 03:00 PM.
4)Procedure for Submitting the Bids – Two-Bid System:
(a)The tender will be on the basis of “two bid system” and offers are to be submitted in triple sealed covers. The first inner sealed cover marked envelope ‘A’ will contain technical bids having all details including the list of equipment to be supplied but with price column blanked out. There will be no mention of the prices anywhere in the “Technical Bid”. However, terms and conditions like delivery, validity, duty/taxes, FOB/FOR, payment terms, warranty etc. must be included in the technical bid. Bank Drafts for Earnest money and for the cost of tender form will also be placed in Envelope ‘A’. This cover will clearly be superscribed with “A: Technical Bid” alongwith tender no. and items description.
Signature and seal of the tenderer
Dated
10
The second sealed tender cover will contain the price schedule duly filled in and signed and should contain all the commercial details of the bid and will be superscribed with “B: Commercial Bid” alongwith tender number. These two covers shall be put into an outer cover and sealed. The outer cover should duly bear the tender number and date of closing/opening prominent by underlining alongwith the address of the office. If on the basis of technical evaluation, IGNOU considers it necessary that the changes in technical parameters would affect the prices, the bidders can be asked to submit the revised bid in respect of all or any of the items. The revised bid shall be submitted in a sealed cover clearly super scribed as “Revised Commercial Bid”.
(b)All the firms interested in participating shall submit their tender duly sealed either in tender box placed in EMPC or send the same by registered post so as to reach before the scheduled time and date indicated in the tender notice. Tenders received late will NOT be opened and summarily rejected. The purchaser shall not be held responsible for delay, loss or non-receipt of tenders by post.
All the tenders should be addressed to the Director, EMPC, IGNOU, Maidan Garhi, New Delhi 110068.
Purchaser reserves the right to ignore any tender, which fails to comply with these instructions. Only one tender is to be included in one cover; otherwise all the tenders found enclosed in a single cover will be summarily rejected.
5)Technical Bid