"Tender Document"
Bidders are requested to go through the instructions to the bidders and terms and conditions below:-
1. E-tenders are invited for Maintenance Contract for Computers , Printers, Server, UPSs and network switches as detail in clause 9. The Contract period will initially be for two years, extendable with same terms & conditions/rates upto three months from the date of issue of work order , subject to satisfactory performance during the contract period.
2. Maintenance contract will be provided to single party in case the next tender is not finalized in time. For this purpose the final value of the contract will be considered irrespective to the individual rates.
3. The price quoted in bid will be valid for a period upto 3 months from the date of opening of financial bids.
4. The tender shall be received as per two bid system. Bidders shall upload Pre-qualification cum Technical Bid and Financial Bid. Financial bids of only technically qualified parties shall be opened.
5. The tender form fee is Rs.2500/- (Rs. Two thousand five hundred only) (non-refundable) and non interest bearing.
6. Refundable but non-interest bearing earnest money deposit (EMD) amounting to Rs. 60000/- (sixty thousand only) shall have to be deposited through online/e-payment mode.
7. The tender, complete in all respects are to be submitted upto 10:55 a.m. on ------.
8. Maintenance Contract will be onsite i.e. primarily at Markfed House, Block No.4, Dakshin Marg, Sector 35-B, Chandigarh and few other locations in Chandigarh only.
9. Maintenance Contract will be for 134 PCs, 107 Laser printers, 5 Inkjet printers, one server, 40 UPSs and 24 Network switches.( Annexure ‘A’) situated in Tricity only.
10. Bidder will be responsible for undertaking quarterly Preventive Maintenance, Regular Maintenance and replacement of spare parts/components of equipment whenever required.
11. Bidder will be responsible for the loss of &/or to any equipment covered under maintenance contract owing to negligence on his or his representative’s part while maintaining the equipment.
12. One full time resident Engineer with conveyance will be placed at the disposal of Programmer, Computer Cell Markfed. Resident engineer will remain present from 9:00 AM to 5:30 PM during all working days and shall be made available on holidays or beyond office hours, if need arises. The bidder will have to bear all expenses like mobile, conveyance, insurance and Provident fund and all statutory expenses etc. of resident engineer.
13. During periodic maintenance, if any physical damage on items under maintenance contract is noticed by Resident engineer, he shall inform the same to Programmer Markfed before handling such machine.
14. The Maintenance contract includes :
a) Computer
i. Cost of all repair/ replacement of spare parts includes Motherboard, processor, SMPS, RAM, Hard disk drives, CD/DVD Drives, Keyboard, Mouse, power cables etc .
ii. For HP/Dell/Lenovo PCs, replacement parts if required should preferably be OEM.
iii. Consumables like Keyboard/Mouse replacement shall be of Logitech/Microsoft/i ball brand.
iv. OEM replaced parts (defective) shall be Markfed property.
v. Reinstallation/Installation and updating of operating system along with relevant drivers will be responsibility of the Bidder.
vi. Reinstallation/Installation of new/existing software will be responsibility of bidder. Relevant new software shall be provided by Markfed.
vii. Bidder will have to take care of Antivirus/Malware/Spyware related problems in Computers by using/configuring Antivirus. (antivirus shall be provided by Markfed).
viii. Bidder will be responsible for the backup/recovery/safety of data in case of re-installation of operating system except in case of hard disk failure.
b) Printer
i. Cost of all spare and parts of Printers excluding toners/cartridges.
ii. Quarterly comprehensive servicing of printers.
iii. Bidder will have to take care of installation of printers, basics troubleshooting and printer-software related issues. Drivers for printers shall be provided by Markfed.
c) UPS
i. Cost of all spare and parts of UPS excluding batteries.
ii. Installation of battery in UPS will be done by Bidder. Batteries will be provided by Markfed as and when required.
d) Network
i. Management and basic troubleshooting of Local Area network.
ii. Cost of all spare and parts of Network switches.
iii. Bidder will have to install I/O, face plates, lay media (LAN cable) and network switches as and when replacement is required.
iv. I/O, face plates, media and network switches will be provided by Markfed.
e) Server
i. Cost of all repair/ replacement of spare parts includes Motherboard, processor, SMPS, RAM, Hard disk drives, CD/DVD Drives, Keyboard, Mouse, power cables etc.
ii. Quarterly comprehensive servicing of server.
15 The bidder should give undertaking that before quoting he has inspected the 78 PCs (2003 Model) and he undertakes to maintain these 78 PCs properly so that in the event of allotment of AMC, he is responsible for the maintenance for entire period.
16 Bidder will have to provide dedicated helpline number/email id for handling complaints.
17 No equipment listed in Annexure ‘A’ except server should remain non-functional for more than 24 hours of notification of the problem through resident engineer/email failing which Rs. 100/- will be deducted for 2nd day, Rs. 150/- for next 3th day and Rs. 200/- for each day or a part thereof thereafter on every un-rectified problem subject to the maximum penalty of Rs. 800/- per equipment. In case of failure beyond six days, Markfed reserves the right to get the equipment repaired at risk and cost of the contractor.
17. The servicing/repairs of the equipment shall be normally be carried out at the location where the same is installed. However, if it is essential to carry any component to workshop/service center for repair, bidder will bear transportation & other incidental charges. Bidder will also provide standby equipment, if onsite repair is not possible. Permission to take equipment or its parts thereof outside Markfed shall be taken in writing from concerned functional head or from his authorized representative.
18. New equipment purchased from time to time, or equipment reaching their expiry of warranty/guarantee period, will also have to be serviced/maintained at the same terms and conditions, and the AMC has also to be done at the same terms & conditions and rates as one for existing latest equipment.
19. Security: Bidder has to provide security(refundable &interest free) equal to the amount of quarterly payment in the shape of Demand Draft/ Bank Guarantee within 15 days of the issue of work order. The bank guarantee if submitted should be valid throughout the contract period.
20. Payment: Payment mode will be electronic only. Bidder will have to provide bank details along with cancelled cheque.
21. The payment shall be made on quarterly basis after performance on receipt of bill along with quarterly preventive maintenance reports.
22. The rates quoted in Annexure to Financial bid should be quoted in Indian Rupees only in words as well as figures. Inclusive of GST as applicable.
23. The incomplete and conditional tenders are not accepted by the portal and shall be summarily rejected.
24. This tender is non-transferable.
25. Punjab Markfed, Chandigarh may in its discretion extend the last date for submission of the Tender and such extension shall be binding on all the Bidders. As all the bidders are requested to submit financial bid after such extension, it shall be responsibility of the bidders who have already filed bids to finally submitted bids after each of such extensions.
26. The Bidder should be in existence for over 5 years in the trade with the maintenance & business with turnover of more than ten lac per annum during the last 2 years. Self-attested copy of Registration Certificate and certified balance sheets for last two years in support be submitted.
27. The Bidder should have undertaken/ completed maintenance contracts of a total value of five lacs successfully in at least one Central/State/PSU Departments for Computers, Printers, UPSs, Server and Network Switches during the last two years. A certificate to this effect be submitted.
28. Bidder should not have been blacklisted by the Central/State Govt./PSU.
29. Managing Director, Markfed reserves the right to amend or withdraw any of the terms and conditions contained in the tender document or to reject any or all the tenders in whole or in part without giving any notice or assigning any reason.
30. Further Addendum/Corrigendum if any will be uploaded on etender.punjabgovt.gov.in only. The decision of Managing Director, Markfed in this regard, shall be final and binding on all.
31. Payment shall be subject to the applicable taxes and duties to be borne by Markfed.
32. After completion of contract period, bidder will ensure complete handing over the equipment to Markfed in working condition, thereafter, the security/bank guarantee shall be returned to bidder.
33. In the matter of interpreting the terms and conditions of the MC as well as dispute, if any arising due to the Maintenance Contract , the case will be presented before Managing Director Markfed or his representative , who shall be sole arbitrator and the decision of the Arbitrator shall be final and binding on both parties.
34. Markfed reserves the right to terminate the contract on account of unsatisfactory service/breach of contract terms & conditions at any time.
35. All disputes shall be in the jurisdiction of Courts in Chandigarh.
36. Bidder shall sign on all the paged of terms & conditions documents as way of acceptance.
37. The successful bidder has to take up the work within 7 working days from the issue of work order, if the bidder does not take up the work by the stipulated date, his EMD may be forfeited and work may be allotted to the next lowest bidder. No notice from Markfed for the purpose shall be required.