Information Technology Division. Kolkata. SUB: PUBLIC e-tender FOR PROCUREMENT OF MANAGED PRINT SERVICES.

Transcription

1 Information Technology Division. Kolkata SUB: PUBLIC e-tender FOR PROCUREMENT OF MANAGED PRINT SERVICES. Balmer Lawrie & Co. Ltd. (BL), a Govt. of India Enterprise, wishes to procure managed print service for Kolkata requirement. Offers are invited from reputed and competent OEM manufacturers for such manufacturers for supply of the Multi Functional Devices (Print, Copy, Scan) (MFD) at Kolkata with following terms and conditions as mentioned in this thirteen (13) paged public e-tender. Sl. New Items Indicative Quantity Duration Kolkata 1 A3 Color Laserjet MFD with Full Auto Duplex 2 5 Years 2 A3 Mono Laserjet MFD with Full Auto Duplex 12 5 Years All original consumables and necessary maintenance for seamless operation of the MFD s will be borne by OEM during the period of contract. Refill/Refurbished items should not be used at any point of time during the period of contract. Includes Print Management Software. 1. PRODUCT SPECIFICATION The Bank Guarantee format is given in Annexure-I. Undertaking for maintainability of equipment/s spare parts & consumables given in Annexure-II. The detailed specifications of the MFD s are given in Annexure-III. Managed Print Software specification In Annexure-IV. 2. VALIDITY OF OFFER The offer shall remain valid for acceptance for a period of Ninety (90) days from date of opening of the Tender Document. All prices shall remain firm and valid during the period of contract ending on 31/03/ PREQUALIFICATION CRITERION The following Pre-qualification criteria would apply. Pre-qualification criterion may be relaxed at the sole discretion of BL. 3.1 The bidder should be an Original Equipment Manufacturer (OEM) having five (5) years of Manufacturing Experience in the quoted product category. This should be supported by appropriate documentary evidence. 3.2 The bidder shall be a registered company and posses valid sales tax / service tax registration certificate, provident fund registration certificate and other necessary licenses. 3.3 The bidder should have a minimum annual turnover of Rupees Twenty (20) crores of printer sales for each of the last three (3) financial years. This has to be substantiated by the Balance Sheet of the Firm / Company for the relevant years and should also be supported by appropriate documentary evidence. 3.4 The OEM shall have own local support office at Kolkata. 4 The bidder should be agreeable to hold the price and configuration till 31/03/2016 and in case there occurs any change in the specifications on account of the quoted product being phased out for any reason whatsoever, OEM should be able to supply systems of same/higher configuration(s) of same make at the same prices as stated in the order already placed on them. 5 DELIVERY Installation and ordered for has to be completed latest by four weeks (4) from the date of receipt of the BL Purchase Order. The cost of delivery and installation, if any, will have to be borne by the supplier and no separate charges will be paid be BL. ***1of12***

2 5.1 Delivery is deemed to be completed when the following are received at the location in full : Printers and accessories as per ordered specifications Supporting Managed Printing software s including media containing all relevant device drivers Associated Documents / Manuals / Licenses. 5.2 Installation is deemed to be completed when : MFD s along with system software as specified in the Purchase Order becomes fully functional, after delivery within the scheduled last date of installation The supplier shall be responsible for complete installing an integration with BL setup The items should be delivered and installed under the supervision and guidance of BL officials. 6 PENALTY FOR LATE DELIVERIES In case of failure to deliver the items as per our delivery schedules, penalty shall be recovered from the one percent of the basic order value per week of delay subject to a maximum capping of twenty percent. 7 PENALTY FOR DELIVERY OF NON-COMPLIANT SPECIFICATION Subsequent to the physical delivery of the MFD s at BL s locations, if it comes to BL s notice that the delivered material does not comply with the ordered specification, the OEM will be asked to replace / rectify the delivered items. In such cases the date of clearance by the BL personnel as to the compliance of ordered specification after the replacement / rectification has been carried out by the vendor would be considered as the final date of delivery and the Penalty for Late Delivery clause as stated above would be applicable. 8 PAYMENT TERMS 8.1 Payment will be from Kolkata as monthly arrears effected after successful installation and on receipt of invoices & installation reports (first month only) duly signed by BL personnel along with performance bank guarantee (see Annexure I) amounting to ten (10)% of the order value valid for five(5) years. Performance bank guarantee and Undertaking for maintainability of equipment spare parts (see Annexure II) need to be submitted at BL H.O. Kolkata. First Invoice shall be produced only on certified delivery of entire order quantity. 8.2 EFT will be the only mode of payment. 9 EARNEST MONEY AND TENDER FEES The OEM will require to submit a refundable interest-free earnest money of Rupees Five Lakhs (`5,00,000/- EMD is payable by Pay Order / Demand Draft drawn on Balmer Lawrie & Co. Ltd. payable at Kolkata. Offers not accompanied with earnest money, are liable to be rejected. The Earnest money deposited shall be refunded to the unsuccessful OEM s on submission of official request. No tender fees are payable. Successful bidder will be refunded on submission of official request along with invoices. 10 MAINTAINABILITY Successful OEM has to necessarily sign an undertaking for maintainability certificate as per as per Annexure-II enclosed. 11 MONTHLY MAINTENANCE CONTRACT The OEM will have to provide on-site comprehensive Monthly Maintenance free of cost. 12 TAXES AND DUTIES Taxes and duties as applicable on the date of dispatch shall be payable to the bidder at an actual. However In case any increase occurs in Taxes and Duties on account of delayed delivery on your part, such increases shall be on bidders account. 13 TECHNO-COMMERCIAL CRITERION 13.1 OEM should meet the Pre-Qualification criteria Technical specification offered by the bidder should meet the specification given in this Tender BL reserves the right to ask the selected OEM to organize demonstration of the MFD s quoted in this tender at BL premises to confirm the successful capability and operational ability of the MFD s quoted in this tender with BL setup The Price Bid for qualified OEM will be opened after successful techno-commercial compliance. ***2of12***

3 14 PRICE EVALUATION CRITERION 14.1 Price Evaluation would be done based on Total Life Cycle operating cost (TCO) of five (5) years Overall L1 (lowest) OEM will be chosen. 15 SUBMISSION OF OFFER 15.1 The OEM shall submit his response through bid submission to the e-tender on Procurement platform at by following the procedure given below. The bidder would be required to register on the procurement market place and submit their bids online. No offline bids shall be entertained by the Tender Inviting Authority. The bidders shall submit their eligibility and qualification documents, Technical bid, Financial bid etc. in the standard formats prescribed in this e-tender documents displayed in procurement web site. The bidder shall upload the scanned copies of all the relevant certificates, documents etc., in support of their eligibility criteria/technical bids in the e-procurement web site. However, bulky documents need not be scanned and uploaded but physical copy of the same should be sent to this e-tender Inviting Authority office before the tender closing date. The bidder shall sign on the statements, documents, certificates, uploaded by him, owning responsibility for their correctness / authenticity Registration with e-procurement platform For registration and online bid submission bidder may contact HELP DESK of M/s C1 India Pvt. Ltd., or they can register themselves online by logging in to the website Or contacting Tuhin Ghosh - tuhin.ghosh@c1india.com Cell / Ritabrata Chakraborty - ritabrata.chakraborty@c1india.com Cell / Ujjal Mitra - ujjal.mitra@c1india.com / Rajesh Kumar - rajesh.kumar@c1india.com Cell / Chandan Pedamkar chandan.b@c1india.com Land Ph : Digital Certificate authentication The bidder shall authenticate the bid with his Digital Certificate for submitting the bid electronically on e-procurement platform and the bids not authenticated by digital certificate of the bidder will not be accepted on the e-procurement platform. All the bidders who do not have Digital Certificate need to obtain Digital Certificate. Bidders may contact Help Desk of C1 India Pvt. Ltd Submission of Hard copies : After submission of the bid online, the bidders are requested to submit the demand drafts / Bank Guarantee towards EMD in a separately sealed envelope mentioning the Tender along with other documents in a separate envelope mentioning the Tender as required, to the Tender inviting Authority latest by the due date. Under no circumstances HARD COPY of Price Bid should be submitted Corrigendum to tender : The bidder has to keep track of any changes by viewing the addendum / corrigendum s issued by the tender Inviting Authority on time-to-time basis in the e-procurement platform. The Company calling for tenders shall not be responsible for any claims / problems arising out of this Bid Submission Acknowledgement : The user should complete all the processes and steps required for bid submission. The successful bid submission can be ascertained once acknowledgement is given by the system through bid submission number after completing all the processes and steps. Tender Inviting Authority and C1 India Pvt. Ltd. will not be responsible for incomplete bid submission by users. Users may also note that the incomplete bids will not be saved by the system and not available for the Tender Inviting Authority for processing Before uploading scanned documents, the bidders shall sign on all the statements, documents, certificates uploaded by him, owning responsibility for correctness / authenticity. ***3of12***

4 15.7 Disclaimer Clause : Balmer Lawrie & Co. Ltd. or the service provider (C1 India Pvt. Ltd.) will not be responsible for any failure of submission of bids due to failure of internet or other connectivity problems or reasons thereof. 16 The company reserves the right to accept or reject any or all offers or to split the order/s without assigning any cause. Bids of any Tenderer may be rejected if a conflict of interest between the Tenderer and the company is detected at any stage. 17 Incomplete offers are liable to be summarily rejected. THE LAST DATE OF SUBMISSION [A] Of the required hard copy documents is till fifteen hundred (1500) hours IST on 25/02/2016, [B] Of the online E-bidding is till twenty three hundred (2300) hours IST on 25/02/2016. Clarifications can be obtained in writing from the undersigned during BL office working hours on any date before the due date of submission of this tender. Shri P.M. Dutta, Sr. Manager (IT), Balmer Lawrie & Co. Ltd., 21, Netaji.Subhas Road, Kolkata , dutta.pm@balmerlawrie.com ***4of12***

5 PUBLIC e-tender ENQUIRY NO.: BL/ /MPS/06 Dated : 16/02/2016 Shri P.M. Dutta, Sr. Manager (IT), Balmer Lawrie & Co. Ltd., 21, Netaji Subhas Road, Kolkata PUBLIC e-tender FOR PROCUREMENT OF MANAGED PRINT SERVICES TECHNO COMMERCIAL BID : ACCEPTANCE OF COMMERCIAL TERMS We are glad to submit our Techno-Commercial offer for Procurement Of Managed Print Services against your Tender Enquiry BL/ /MPS/06, Dated 16/02/ PARTICULARS OF COMPANY 1.1 Name of company : 1.2 Nature of Business : (OEM) 1.3 Full address : Registered Office : Dealing Office : 1.4 Phone : 1.5 Fax : Contact Person Name : Mobile : 2. DETAILS OF CERTIFICATES (Please enclose certificate of Incorporation) Sl. Particulars Registration Nos. Remarks 1 Income Tax Copy Of Registration Certificate / Pan card 2 Central Sales Tax Copy Of Registration Certificate 3 State Sales Tax Copy Of Registration Certificate 4 VAT Copy Of Registration Certificate 5 Service Tax Copy Of Registration Certificate 6 Provident Fund Copy Of Registration Certificate Note : Please attach copy of latest certificates. 3. DETAILS OF BANKER (for EFT) 1 Name of the Bank 2 Name of the Branch 3 Branch Code 4 Address 5 City Name 6 Telephone of Bank 7 IFSC Code 8 Type of account (SB, Current or Cash Credit with code) 9 Account (as appearing on cheque book) Note : Submit cancelled / photocopy of Cheque leaf issued by the bank specified above ***5of12***

6 4. ANNUAL TURNOVER (TO) AND PROFIT AFTER TAX (PAT) (`/Lakhs) Sl. FY FY FY Remarks 1 TO 2 PAT Note :Please submit annual reports. 5. OTHER INFORMATIONS 1 Is the Manufacturing unit (Principal in case of dealers / distributors ) ISO 9001 certified Yes No 2 Is the company a sick / potentially sick company? Yes No 3 Has the company been black listed by any Public Sector Enterprise? Yes No 4 Does the company have business with any other unit(s) of BL (If yes, attach details). Yes No We agree to all the Terms and Conditions set in the PUBLIC e-tender Enquiry BL/ /MPS/06 Dated 16/02/2016 and submit herewith a signed and sealed copy of the e-tender Notice, as our token of acceptance of all terms and conditions of the Tender. We also hereby confirm maintainability of all the equipment for a period as mentioned in the clause number ten (10) of Page no three (3) of this e-tender document from the date of installation. Confirmation of the specifications as given in Annexure-I. (Signature of Authorized Signatory with stamp) Name (in block letters) : Date : Place : Enclosed : 1.Copy of e-tender Notice No BL/ /HARDWARE/XX, Dated 16/02/2016 duly signed and sealed. 2. Specification sheet as per Annexure I duly sealed and signed. ***6of12***

7 Shri P. M. Dutta, Sr. Manager (IT), Balmer Lawrie & Co. Ltd., 21, N.S. Road, Kolkata PUBLIC e-tender FOR PROCUREMENT OF MANAGED PRINT SERVICES PRICE BID (TO BE SUBMITTED ONLINE ONLY) We are glad to submit our best Price offer for PROCUREMENT OF MANAGED PRINT SERVICES against your Tender Enquiry BL/ /MPS/06, Dated 16/02/ PRICE IN OPEX MODEL Sl. Item Description Model Offered Unit Basic Rental Price (`/Unit/Yr.) (Including Managed Print Software) Total A4 Strikes / Year (6,00,000) Color Mono (2 Nos. (12 Nos. MFD) MFD) 55,000 5,45,000 Basic (`) Basic (`) Price/Strike Price/Strike Color Black Black Not Black Applicable 1 A3 Color Laserjet MFD with Full Auto Duplex Nos. 2 A3 Mono Laserjet MFD with Full Auto Nos. Duplex Security deposit in any form will not admissible for any/all of the items mentioned above. 2.0 TAXES AND DUTIES Following taxes and duties will be applicable: Sl. Taxes & Duties (%) Laserjet Multi Functional Device SOFTWARE A3 Color A3 Mono Managed Print Service 1 CST Included 2 Sales Tax Included 3 VAT Included 4 Service Tax Included 5 Any other taxes and Included duties % 6 Any other Charges We agree to keep the above offer is valid for ninety (90) days and the price shall remain firm till 31/03/2016. Statutory Taxes as applicable on the date of invoice. (Signature of Authorized Signatory with stamp) Name (in block letters) : Date : Place : ***7of12***

8 Annexure I BANK GUARANTEE Letter of Guarantee : Dated : day of THE GUARANTEE is executed at Kolkata on the day of, by <set out full name and address of the Bank> (hereinafter referred to as the Bank which expression shall unless expressly executed or repugnant to the context or meaning thereof mean and include its successors and assigns). Whereas Balmer Lawrie & Co. Limited., an existing company within the meaning of the Companies Act 1955 and having its Registered Office at 21, Netaji Subhas Road, Kolkata hereinafter referred to as the Company issued a Tender being hereinafter referred to as the said Tender for and pursuant thereto Messer s /Mr. <set out full name and address of the bidder> hereinafter referred to as the bidder which term or expression where ever the context so requires shall mean and include the partners of the bidder for the time being/his/its heirs executors administrators successors and assigns <delete which are not applicable> has accepted the said Tender and filed its quotation. And whereas the quotation of the bidder had been accepted by the Company and in pursuance thereof an Purchase Order being <BL PO no.> dated <BL PO Date.> hereinafter referred to as the said Purchase Order has been placed by the Company on the bidder for AND WHEREAS under the terms of the said Purchase Order the bidder is required to furnish the Company at their/his/its own costs and expenses a Bank Guarantee for ` <Numeric> (Rupees <in words> only) as performance guarantee for the fulfillment of the terms and conditions of the said Tender and to do execute and perform the obligations of the bidder under the Agreement dated the day of hereinafter referred to as the Agreement entered into by and between the Company of the one part and the bidder of the other part, the terms of the said Tender and the terms contained in the said Order which expression shall include all amendments and/or modifications and/or variation thereto. And Whereas the <Bidder> had agreed to provide to the Company a Bank Guarantee as security for the due performance of their/his/its obligations truly and faithfully as herein before mentioned. NOW THIS GUARANTEE WITNESSETH as follows : 1. In consideration of the aforesaid premises at the request of the bidder we, <set out full name of the Bank> the bankers of the bidder hereby irrevocably and unconditionally guarantee that the bidder shall perform fully and faithfully their/his/its contractual obligations under the Agreement dated the day of, entered into by and between the company of the one part and the bidder of the other part, the terms and conditions of the said Tender and the said Purchase Order. 2. We <set out full name of the Bank> do hereby undertake to pay to the Company without any deductions whatsoever a sum not exceeding ` <In Numeric> (Rupees <in words> only) without any protest, demur or proof or condition on receipt of a written demand from the Company stating that the amount claimed is due by way of loss and damage caused to or would be caused to or suffered by the Company due to bad workmanship or by reason of breach of any of the terms and conditions of the Agreement, the said Tender and the said Purchase Order herein before mentioned. 3. This Guarantee is issued as security against due performance of the obligations of <the bidder> or under the Agreement aforesaid and the said Tender and the said Purchase Order herein before mentioned and subject to the conditions that our liabilities under this Guarantee is limited to a maximum sum of ` <numeric> (Rupees <in words> only) or the amount of loss or damage suffered or to be suffered by the Company in its opinion at any period of time, whichever is lower). ***8of12***

9 Annexure I [Contd.] 4. We, <set out the full name and address of the Bank> further agrees that the undertaking herein contained shall remain in full force for a period of sixty (60) months from the date of the satisfactory execution of the Contract. 5. This Guarantee shall not be affected by any amendment or change in the Agreement or change in the constitutions of the Bank and / or the Company and / or the Bidder. 6. We, <set out the full name of the Bank> undertake not to revoke this Agreement during its currency except with the previous consent of the company in writing. 7. All claim under this Guarantee must be presented to us within the time stipulated after which date the Company's claim/right under this Guarantee shall be forfeited and we, <set out the full name of the Bank> shall be released and discharged from all liabilities hereunder. 8. This instrument shall be returned upon its expiry or settlement of claims, if any, thereunder. 9. Not withstanding anything contained herein before our total liabilities under this Guarantee shall not exceed a sum of ` <In Numeric> (Rupees <in words> only) and unless a demand or claim in writing under this Guarantee reaches us on or before the day of <last date of claim> and if no claim is received by us by that date all rights and claims of the Company under this Guarantee shall be forfeited and we, <set out the full name of the Bank> shall be released and discharged of all our liabilities under this Guarantee thereafter. 10. We have power to issue this guarantee is your favor under our Memorandum and Articles of Association and the undersigned has full power to execute this Guarantee under the Power of Attorney dated the day of, granted to <set out the full name> by the Bank.. Signature of Authorized Signatory Name : Designation with Office Seal Place : Dated : <dd/mm/yyyy> ***9of12***

10 Annexure-II Sub : Undertaking for maintainability of equipment/s spare parts & consumables Ref : Tender Dated <dd/mm/yyyy> I/We.<Name of Authorized Signatory>.. (Designation) for and on behalf of M/ s.. (Name & full address of the firm), hereby, solemnly affirm to give an undertaking that I/We will, give an undertaking to make availability of requisite OEM make original spare parts and brand new OEM make original consumables only free from all costs whatsoever to Balmer Lawrie & Co. Ltd. for the maintainability period of five (5) years from the date of successful installation. Refurbished or Refilled will not considered at any point of time during the period of contract. If at any point of time during the period of contract Balmer Lawrie & Co. Ltd. finds Refurbished or Refilled items has been used in such of incidence the decision of Balmer Lawrie & Co. Ltd. will be final and exhaustive. In case of failure to supply the <Name the firm> make original spares to keep the device up and running we, <Name & full address of the firm> will replace the printer with an equivalent of higher model of same <Name the firm> make free from all costs whatsoever to Balmer Lawrie & Co. Ltd. during the tenure of the contract with Balmer Lawrie & Co. Ltd and <Name the firm>. The twelve number mono laserjet printers will have 99.9% uptime during the period of contract and at any point of time non-functional printer at Balmer Lawrie & Co. Ltd. premises should not exceed two in numbers. All calls logged by Balmer Lawrie & Co. Ltd. on/before 1100 hours IST should be replaced with equivalent printer or repaired and made completely operational within the next business day (NBD). The two number color laserjet printers will have 99.9% uptime during the period of contract and at any point of time a standby working color printer should be available at the premises of Balmer Lawrie & Co. Ltd. All calls logged by Balmer Lawrie & Co. Ltd. on/before 1100 hours IST should be replaced with equivalent printer or repaired and made completely operational within the next business day (NBD). Signature of Authorized Signatory with office seal Designation Name : Place : Date : ***10of12***

11 Annexure-III TENDERED SPECIFICATIONS SPECIFICATION FOR A3 COLOR LASERJET MFD WITH FULL AUTO DUPLEX Sl. Feature Tender Specifications Specifications Offered (To be filled up by bidder) 1 Print Technology Color Laserjet 2 Print Quality 600 * 600 dpi or more 3 [3.1] Print speed (A4 ISO) Black: 18 ppm or more Color: 18 ppm or more [3.3] Scan resolution 600 Color dpi or more [3.4] Copy resolution Black : 600 * 600 dpi or more 4 First A4 page print 10 seconds 5 Media Size A3, A4 6 Monthly print volume 2000 pages 7 Paper Feeding Automatic front flat bed 8 Duplex Automatic Full Duplex 9 Input Paper Hold Capacity 500 sheets or more 10 Interface & Protocol Inbuilt Gigabit Ethernet (TCP/IP) 11 Printer Drivers Compatibility Windows VISTA all variants, Windows 7 (all variants), Windows 8 (all variants), Windows 10 (32 & 64 bits), Windows Server 2008 & 2012 all. 12 Power Source AC V AC, 50/60 Hz with Indian type power cable / conversion plug 13 Software As per Annexure-III 14 Supply of Toner Cartridges Original new OEM cartridges to be supplied by (Mono & Color) OEM during the tenure of contract. 15 Make & Model < To be mentioned by the OEM> SPECIFICATION FOR A3 MONO (BLACK) LASERJET MFD WITH FULL AUTO DUPLEX Sl. Feature Tender Specifications Specifications Offered (To be filled up by bidder) 1 Print Technology Mono (Black) Laserjet 2 Print Quality 600 * 600 dpi or more 3 [3.1] Print speed (A4 ISO) Black: 25 ppm or more [3.3] Scan resolution Color 600 dpi or more [3.4] Copy resolution Black : 600 * 600 dpi or more 4 First page print 12 seconds 5 Media Size A3, A4 6 Monthly print volume 2000 pages 7 Paper Feeding Automatic front flat bed 8 Duplex Automatic Full Duplex 9 Input Paper Hold Capacity 500 sheets or more 10 Interface & Protocol Inbuilt Gigabit Ethernet (TCP/IP) 11 Printer Drivers Compatibility Windows VISTA all variants, Windows 7 (all variants), Windows 8 (all variants), Windows 10 (32 & 64 bits), Windows Server 2008 & 2012 all. 12 Power Source AC V AC, 50/60 Hz with Indian type power cable / conversion plug. 13 Software As per Annexure-III 14 Make & Model < To be mentioned by the OEM> ***11of12***

12 SPECIFICATION FOR MANAGED PRINT SOFTWARE Annexure-IV Sl. Feature Tender Specifications Specifications Offered (To be filled up by bidder) 1 Authentication & Management User-wise unique PIN to take the Print, Copy and Scan. The software should be manage all the MFD s from a single central location. Device consumables replenishment alerts from a single central location. 2 Filtering IP based and User-wise Print (Mono & Color separately) Scan (Mono & Color separately) Copy (Mono & Color separately) 3 Anywhere Print (Mono & Color separately) Copy (Mono & Color separately) 4 Setting of User-wise Quota Print (Mono & Color separately) Copy (Mono & Color separately) Scan (Mono & Color separately) 5 Shared Printing Voluminous print, copy and scan be shared among multiple MFD s 6 7 Setting of User-wise editable Policy Management Reports 8 Additional prerequisite Hardware/Software required for MPS solution implementation 9 OEM Software Make & Version Print (Mono & Color separately) in Days of week with start and end time Scan (Mono & Color separately) in Days of week with start and end time Copy (Mono & Color separately) in Days of week with start and end time Restrict maximum print queue Consolidated Print (Mono & Color separately) report with date range. Consolidated Copy (Mono & Color separately) report with date range. Department-wise Print (Mono & Color separately) report with date range. Department-wise copy (Mono & Color separately) report with date range. User-wise Print (Mono & Color separately) report with date range. User-wise copy (Mono & Color separately) report with date range. User-wise Print (Mono & Color separately) with date range. <To be mentioned by the OEM> <To be mentioned by the OEM> ***12of12***