, , No. SOL/Gen./2013/

Transcription

1 , , No. SOL/Gen./2013/ Date : Sealed tenders are invited for Comprehensive AMC of Computers (Lenovo & HP), HP printer 1010, 4250, 2550, 2300, 1007, 1515 & 3015, Switches and Server, in the School premises at North Campus as well as South Study Centre, SOL South Moti Bagh, so as to reach the office of the undersigned by 1.00 p.m. up to 29/11/13. Blank tender forms can be obtained from the office of the undersigned by 1.00 p.m. up to 28/11/13 or can be downloaded from the website or In case of downloaded tender document, bidder has to submit two Bank Drafts, one for the cost of tender document and another for the EMD value. Bank drafts should be drawn in favour of the Executive Director, School of Open Learning, University of Delhi. Earnest Money : Rs 50,000/- Cost of tender form : Rs. 500/- Last date and Time for Submission of Tender : 29/11/13 by 1.00 p.m. Opening of technical bid : 29/11/13 at 3.00 p.m.. Name of Contractor :

2 , , No. SOL/Gen./2013/ Date :... Sub: Invitation of sealed quotations with two bids (Technical & Financial) system for Comprehensive AMC of Computers, Printers Switches and Server 1. Introduction The School of Open Learning, University of Delhi has been using Information & Technology solutions to provide Students Support Services to students. The office intends to have Comprehensive Annual Maintenance Contract of Computers (Lenovo & HP make), Printers (HP laser jet 1010, 4250, 2550, 2300, 3015, 1007, CLJCP 1515), Server and Switches (Dlink L- 3 & 8 Port KVM). The bidders are requested to submit their duly filled proposal (enclosed format), with requisite enclosures up to 29/11/13 by 1.00 p.m. addressed to A.R.(General), Room No.206, SOL, University of Delhi, Delhi-7 under sealed cover.

3 2. Items to be covered under Comprehensive AMC The details of Comprehensive AMC for Computers required at North & South campus are as follows: S.No. Description No. of Computers 1. Comprehensive AMC of Lenovo make 32 computers with following Specification:- - VBU-E2200/1 GB/S160 GB/DVD/NO FD - Chapter Id Lenovo L TFT Monitor - Chapter Id Comprehensive AMC of Computers of 240 HP make with following specifications: - Motherboard Intel chipset Q965 - CPU 2 DUO 2.4 GHZ - HDD Samsung 80 GB - DVD ROM LG - RAM DDR2 512 MB - KBD HP - Mouse HP optical - Monitor HP TFT HP laser jet (33 at North & 16 at South) 4. HP laser jet (at South Study Centre) 5. HP laser jet (one at North & South) 6. HP laser jet (at North) 7. HP laser jet HP laser jet (49 at North & 13 at South) 9. HP CLJCP 1515 colour 6 01 (at North) 10. Dlink L-3 DGS (at North) Port IP KVM switch 01 (at North) 12. Server Configuration: - Intel Xeon with Quad GHz 05 - Additional Hardware QLOGIC 4 GBPS SING PORT PCI- EXP HBA Notebook Computers (HCL infiniti Powerlite 02

4 3. Terms and conditions: 1. General 1. Comprehensive Annual maintenance Contract will cover all nonconsumable parts. 2. The agency should be a limited /Pvt. Ltd. firm & authorized service partner of HP/ Lenovo. The authorization certificate should be submitted along with the technical bid. 3. The maintenance should be both preventive and break down maintenance. The Preventive Maintenance Services should be carried out at second month of each quarter for all the computers covered under CAMC and each machine should be labeled after preventive maintenance. The Preventive maintenance means quarterly servicing of the equipment whether the equipments have suffered a break down or not and it would include servicing and cleaning. 4. The SOL has the right to accept or reject any or all the quotations at its sole discretion without assigning any reason. 5. The SOL shall not be responsible for any delay in submission of the quotation. The quotation submitted by telex/telegram/fax or E- mail would not be considered. No further correspondence will be entertained on this matter. 6. The offers in the prescribed format should be addressed to A.R. (General), SOL, DU under sealed cover. The first sealed cover shall be super scribed Quotation for Technical Bid with Commercial Terms and Conditions. The second sealed cover shall be super scribed Quotation for Financial Bid. Both these Envelopes, after being sealed properly, shall be put into a third cover, which should be properly sealed before it is submitted. The third sealed cover shall be addressed to the A.R. (General), School of Open Learning, 5, Cavalry Lines, University of Delhi, Delhi-7 super scribed with. Quotation for comprehensive AMC of Computers, Printers & Switches.

5 7. The first cover shall contain all details about supply Service capability, experience, number of qualified service engineers, service centers with technical resources available for the support services, and other information as per conditions to qualify for evaluation of technical bid. The earnest money deposit shall be kept in this envelope. Those who do not qualify the prequalification conditions shall be summarily rejected and their Financial Bids shall not be opened. 8. The Technical Bids with Commercial Terms and conditions shall be opened in the first instance in the presence of quotationers representatives who may wish to present. Only one authorized representative per quotationer will be permitted to be present at the time of opening of the quotation. 9. The technical bid with EMD will be opened first and evaluated on the basis of documents as required and qualification criteria for its acceptability. The tenderers shall also be called for discussions if needed and shall also be allowed to give desired information along with the supporting documents to suit the requirement to treat the bidders at par. Those firms who do not provide desired information and documents as required shall be rejected as technically unqualified bidder. 10. The bidder is required to deposit the EMD of Rs 50,000/- in the form of DD/Pay Order drawn in favour of Executive Director, School of Open Learning, University of Delhi along with Technical Bid. Quotation without EMD will not be considered. 11. Price shall be written both in figure and words in prescribed form, where there is difference between rate quoted in words and figures, the rate quoted in words shall prevail. The price bid shall be evaluated on the basis of overall CAMC charges for all the items mentioned above will be taken together.

6 12. The Registration number of the firm along with ST/CST number and PAN, TIN number be given in the tender, without TIN number the quotation will not be considered. 13. The Excise duty, Sales Tax, VAT etc. as applicable should be quoted separately in the absence of which it will be presumed that they are included in the rates and SOL shall have no liability to pay these charges. 14. The successful bidder shall furnish a Bank Guarantee valid up to three months after the date of expiry of the contract, for an amount equivalent to 10% of the amount of comprehensive AMC towards performance guarantee. 15. This office will have the right to terminate the contract without assigning any reason at any time if the service of the firm is found unsatisfactory without making payment and the Bank Guarantee against performance guarantee submitted by the firm will be forfeited. 16. If required, before finalizing the contract, SOL may inspect the site to check and verify the infrastructure facility of the concerned bidder with its existing repairs facilities and staff and to judge the facts whether firm will be able to undertake the CAMC or otherwise. 17. Some of the machines are still under CAMC, they will be brought under new CAMC after the completion of old CAMC. -- All the AMC will start tentatively from 01/02/14 except the comprehensive AMC of 3015 printer will start from 01/04/ Incomplete/ conditional offers will not be accepted. 19. The Engineer to be deputed for carrying out on site maintenance & repair should be well versed with equipment and mobile phone to facilitate them at work place. He should have degree/ diploma in relevant field. Certificate to be attached.

7 20. A certificate shall be furnished by the bidder along with the technical bid that all cost of Resident Engineer has been included in financial bid. 21. The call should be carried out within 24 hours of time of receipt of call. In case of undue delay, penalty per working day will be imposed as follows: 1. HP Computers Rs. 100/- each 2. Lenovo Computers Rs. 100/- each 3. HP laser jet 1010 Rs. 50/- each 4. HP laser jet 4250 Rs. 250/- each 5. HP laser jet 2550 Rs. 250/- each 6. HP laser jet 3015 Rs. 250/- each 7. HP laser jet 2300 Rs. 250/- each 8. HP laser jet 1007 Rs. 50/- each 9. HP CLJCP 1515 colour 6 Rs. 250/- each 10. Dlink L-3 DGS3627 Rs. 250/- each Port KVM switch Rs.100/- each 12. Server Rs. 300/- each 22. The contract can be terminated summarily by this office at any time without giving any notice and without assigning any reason, if the work of the contractor is found unsatisfactory during the contract. In this connection the decision of the competent authority of SOL shall be final and binding on the firm. 23. The SOL shall have right to inspect company s site to assess infrastructure before awarding the comprehensive AMC of computers, printers and other items and it may reject the company in the event of dissatisfaction about company s infrastructure or otherwise.

8 24. The SOL would provide quarterly payment for CAMC after getting satisfactory reports from the user and report of preventive maintenance duly signed by in-charge computer. If Preventive Maintenance is not carried out during the period, the following penalty is applicable: 1. HP Computers Rs. 100/- each 2. Lenovo Computers Rs. 100/- each 3. HP laser jet 1010 Rs. 150/- each 4. HP laser jet 4250 Rs. 400/- each 5. HP laser jet 2550 Rs. 400/- each 6. HP laser jet 3015 Rs. 400/- each 7. HP laser jet 2300 Rs. 400/- each 8. HP laser jet 1007 Rs. 150/- each 9. HP CLJCP 1515 colour 6 Rs. 400/- each 10. Dlink L-3 DGS3627 Rs. 400/- each Port KVM switch Rs. 400/- each 12. Server Rs. 425/- each 25. PM shall be carried out within a month to the following period. If not, then a penalty equal to thrice the amount of penalty rate is applicable, beyond this period, 5% of CAMC amount will be added on weekly basis. If the penalty amount of the Vendor exceeds the CAMC amount then the issue will be taken to the higher authorities and vendor may not be considered for subsequent award of CAMC. 26. If Resident Engineer does not report for duty, vendor should provide alternative of the same capacity. If vendor fails to provide alternate arrangement then per day will be deducted from the CAMC charges under the contract Qualification Criteria: 1. The bidder should have been in the business of computer Hardware maintenance Services for at least preceding three years. A certificate from the authorized signatory of the company is to be submitted along with the quotation (technical bid) in this regard.

9 2. The agency should be a limited /Pvt. Ltd. firm & authorized service partner of HP/ Lenovo. The authorization certificate should be submitted along with the technical bid. 3. The bidder should have a minimum turnover of Rs. 50,00,000/- per annum in Computer Hardware Maintenance Service operations alone during each of the last three financial years viz , & The bidder is required to attach a certificate to that effect from the Chartered Accountant. The balance sheets reflecting the amounts mentioned in the Certificate towards the computer hardware maintenance service operations are also to be submitted. 3. The bidder should have executed, the maintenance of Computers, printers & server under a CAMC, for various organizations, two of which must be a Govt. organization, PSU in each of last three financial years viz , & At least one AMC of Govt. Organization or PSU should be amounting to Rs.15 lakhs or more. 4. The bidder is required to deposit the Earnest Money of Rs. 50,000/- along with technical bid. The earnest money deposit (EMD) shall be in the form of a Demand Draft/Pay Order drawn in favour of the Executive Director, School of Open Learning, University of Delhi, Delhi-7. The quotation shall be summarily rejected in the absence of EMD. 5. The EMD of the successful bidder shall be returned within one week after furnishing of necessary Bank Guarantee as performance security. 6. The EMD is liable to be forfeited if the quotationer withdraws or impairs or derogates the bid in any respect or manner within the period of validity of the offer. If the successful quotationer fails to furnish the Bank Guarantee, the EMD shall be liable to be forfeited. 7. The Registration number of the firm along with ST, CST number and PAN, TIN be given in the Performa, without PAN, TIN number the quotations will not be considered.

10 3.3 Services to be provided by CAMC provider 1. Resident Engineer is to be provided for the upkeep of the office equipment. 2. Generally successful bidder shall have to provide services for the repair and maintenance of the equipment during the normal working hours/days viz a.m. to 5.00 p.m. Monday to Friday. If SOL requires the services on Saturday/Sunday or Gazetted holiday in any emergency, the CAMC provider would have to provide their services on these days also at no extra cost. 4. The resident engineer to be deputed for carrying out maintenance and repairs to possess degree/ diploma in the relevant field and shall be well versed in solving day-to day problems encountered in the computers and shall also be capable of installing the relevant softwares. He should be equipped with maintenance kits comprising tool box, multi-meter, diagnostic software and external CD ROM/combo drives including driver software and any other tools required for carrying out such services and mobile phone to facilitate them at work place. Bidder is requested to forward resume of resident engineer to computer-in-charge. 5. The vendor shall also provide the regular preventive maintenance service and under this activity following jobs are to be done: a. Cleaning of all equipments externally using soft cloth, carbon tetra chloride & appropriate polish etc. the material in question will be provided by successful vendor within CAMC charges. b. Internal cleaning of the equipments (only which are under CAMC) using vaccum cleaner/ other appropriate means. c. Trouble shooting for operational problems related to software/ antivirus.

11 6. The CAMC provider shall provide new and original spare parts, assemblies and subassemblies in place of such items, which develop defects/ suffer breakdown during the period of CAMC. In order to cross check this point, the IT division may even sometimes ask the CAMC provider to provide copy of invoice to ensure that only genuine spare parts are being procured from Master Parts Reseller and not from grey market. 7. CAMC provider should keep some appropriate inventory at the site to minimize down time. 8. Repair of the hardware shall be done by contractor only in no case repairing through subcontractors will be acceptable. If it is found that sub-contractors are employed for the repair of hardware than this contract may be rescinded. 9. Frequent faults of same nature in the same PCs will be considered inefficient attendance by the CAMC contractor and if repeated faults of same nature in the same PC & printers are noticed frequently, notice of termination of contract for the company will be issued. 10. After expiry of the contract all the machines are to be handed over by the outgoing CAMC vendor to the officer in-charge of the maintenance or to the new CAMC vendor within 7 working days of expiry of contract in working conditions and a certificate to this effect is required to be obtained by the firm from the concerned officer incharge of the maintenance and to be produced along with the final claim of the CAMC charges. The faults pointed out by new CAMC vendor during the inspection before take over of the Computer systems are to be rectified within next one working day by the outgoing CAMC vendor, and any further delay in rectification of faults thus pointed out shall make him liable for imposition of penalty as per Tender terms and conditions applicable to outgoing CAMC vendor. Failure to handover all the machines after 7 days will attract penalty at the rate of Rs.100 per day per machine not handed over.

12 11. The vendor(s) shall be required to furnish the proof of qualification/ experience of its CAMC Engineers to IT Cell before deploying them for CAMC work. Asstt. Registrar (Gen.)

13 General Information Proforma (To be filled in by the bidder for the technical bid) 1. Name of the company: 2. Head/Regd. Office Address: (a) Postal (b) Fax No. (c) Telephone No.(s) (d) Address (e) Website Address 3. Former name of company (if any) 4. Delhi Office Address: (a) Postal (b) Fax No. (c) Telephone No. (s) (d) Address 5. Type of Organization Individual Partnership Incorporated 6. Service Centre Details (a) Postal address (b) Contact Person (c) Fax No. (d) Telephone No. (s) (e) Mobile No. (f) Working hours

14 (g) address 7. (i) Year of establishment (ii) Year in which Computer Hardware Maintenance Services were started. 8. Amount of EMD deposited Draft No. Bank Detail Amount 10. Details of supporting documents enclosed. 11. Name and address of the authorized signatory /contact person for this AMC 12. Whether letter of authority for attending bid opening enclosed with tender? 13. Total staff strength of the company on its payroll regular for last 2 years Engineers/other Staff Daily wagers 14. Whether PAN certificate is attached? 15. TIN/Sales Tax/VAT Regd. No. 16. Works Contract Tax identification No. 17. Whether the company has ISO certification? Signature of Tenderer Date: Name Place :Office Seal Asstt. Registrar (Gen.)

15 Details of all Annual Maintenance Contracts Executed /under execution since (to be submitted along with Technical bid) S.No. Name of Organization/ Address Contract Period Value of CAMC (in Rs.) Size of the CAMC (numbers)

16 Financial bid (To be filled in by the bidder for the financial bid) S.No. Description Qty. Rate Amount 1. Comprehensive AMC of Lenovo 32 computers with following Specification:- - VBU-E2200/1 GB/S160 GB/DVD/NO FD - Chapter Id Lenovo L TFT Monitor - Chapter Id Comprehensive AMC of HP 240 Computers with following specifications: - Motherboard Intel chipset Q965 - CPU 2 DUO 2.4 GHZ, HDD Samsung 80 GB - DVD ROM LG, RAM DDR2 512 MB - KBD HP, Mouse HP optical - Monitor HP TFT HP laser jet HP laser jet (at South Study Centre) 5. HP laser jet (one at North & South) 6. HP laser jet (at North) 7. HP laser jet HP laser jet (49 at North & 13 at South) 9. HP CLJCP 1515 colour 6 01

17 (at North) 10. Dlink L-3 DGS (at North) Port IP KVM switch 01 (at North) 12. Server Configuration: - Intel Xeon with Quad GHz 05 - Additional Hardware QLOGIC 4 GBPS SING PORT PCI- EXP HBA 02 - Notebook Computers (HCL infiniti Powerlite 02 Asstt. Registrar (Gen.)

18 Check List for CMAC of Computer & Printers etc 1. The agency should be a limited/ Pvt. Ltd. firm & authorized Service partner of HP/ Lenovo. Yes/ No 2. The authorization certificate should be attached Yes/ No 3. The bidder should be in business of Computer hardware maintenance services for last three years. 4. The bidder should have a min. turnover of Rs. For the last three financial years. 5. The bidder should have executed the maintenance of Computers for various organization, two of which must be a Govt. Organization 6. At least one single AMC order of Govt. Organization or PSU should be amounting to Rs.15 lakhs 7. The bidder has to deposit EMD of Rs.50,000/- along with Technical bid. 8.. The firm should have mentioned along with copy of ST, PAN & TIN number Yes/ No Yes/ No Yes/ No Yes/ No Yes/ No Yes/ No