D-24015/1/2004-C&G GOVERNMENT OF INDIA OFFICE OF THE DIRECTOR GENERAL OF CIVIL AVIATION OPP. SAFDARJUNG AIRPORT, NEW DELHI

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1 D-24015/1/2004-C&G GOVERNMENT OF INDIA OFFICE OF THE DIRECTOR GENERAL OF CIVIL AVIATION OPP. SAFDARJUNG AIRPORT, NEW DELHI NAME OF WORK : COMPREHENSIVE AMC OF PERSONAL COMPUTERS, PRINTERS, SCANNERS, CD-WRITERS, UPSs. TIME ALLOWED : ONE YEAR RUNNING CONTRACT EARNEST MONEY : DEMAND DRAFT OF Rs.1,00,000 (ONE LAKH ONLY) DRAWN IN FAVOUR OF ACCOUNTS OFFICER, CENTRAL PAY & ACCOUNTS OFFICE, CIVIL AVIATION DEPARTMENT, NEW DELHI TIME /DATE FOR -RECEIPT OF TENDER : 24 th September, OPENING OF TECHNICAL BID : 24 th September, OPENING OF PRICE BID : 30 th September, TENDER ISSUED TO NAME OF WORK : COMPREHENSIVE AMC OF PERSONAL COMPUTERS, PRINTERS, SCANNERS, CD-WRITERS, UPSs.

2 INDEX TO DOCUMENTS Sl. No. Contents Page No. 1. Notice Inviting Tenders 1 2. General Terms & Conditions Tender Form/Configuration of Equipments/ Schedule of Quantity 6-7 (Certified that this NIT consists of 11 pages) (R.S. Kataria) Dy. Director (Administration)

3 NOTICE INVITING TENDERS Tenders in the prescribed form are invited for the following works from authorized service providers and reputed registered firms, who should have at least 5 years experience of doing AMC work in Government Organisations/ Public Sector Undertakings for Comprehensive Annual Maintenance Contract of Personal Computers, Printers, Servers, Scanners, CD Writers (Hardware, Peripherals, Accessories and Software), UPSs installed in Directorate General of Civil Aviation. The firms fulfilling the terms and conditions may deposit their bids superscribed as Quotations for Comprehensive Annual Maintenance Contract of Computers and Peripherals and addressed to Mrs. Bharati Das, Director of Finance and Administration, Office of the Director General of Civil Aviation, Technical Center, Opposite Safdarjung Airport, New Delhi The tenders shall be received upto 1500 Hrs on and shall be opened on the same day at 1600 hrs. The techno / commercial Bids should be in two separate Sealed Covers clearly marked as TECHNICAL BID and PRICE BID, respectively. NAME OF WORK : COMPREHENSIVE AMC OF PERSONAL COMPUTERS, PRINTERS, SERVERS SCANNERS CD- WRITERS, UPSs, ETC. Last date for obtaining of tender Forms : 23 rd September 2004 Earnest money to be deposited The Tender has to be accompanied by an Earnest Money Deposit of Rs. 1,00,000/= (Rupees One Lakh only) in the form of Demand Draft in favour of the Accounts Officer, Central Pay and Accounts Office Civil Aviation Department, Safdarjung Airport, New Delhi Period One Year

4 Tenders should be submitted with the following documents, failing which the tender shall be rejected: 1. Copies of their PAN/ S.T. No., Valid Income Tax Clearance Certificate alongwith documentary proof of turnover of Rs One crore per annum on maintenance of PCs etc. during last one year. 2. The details of past experience of providing maintenance and the Performance Certificate issued by the customers (Government Department only) from at least three such existing clients (Organisations) 3. List of customers along with copies of orders of AMC executed within last 3 years. 4. The address of the workshop with telephone and fax numbers at New Delhi. TENDER RECEIVED WITHOUT EARNEST MONEY SHALL NOT BE CONSIDERED AT ALL.

5 D-24015/1/2004-C&G GOVERNMENT OF INDIA OFFICE OF THE DIRECTOR GENERAL OF CIVIL AVIATION OPP. SAFDARJUNG AIRPORT, NEW DELHI NAME OF WORK : COMPREHENSIVE AMC OF PERSONAL COMPUTERS, PRINTERS, SCANNERS, CD-WRITERS, UPSs. GENERAL TERMS & CONDITIONS 1. Scope of work 1.1 The scope of work covers comprehensive maintenance of Personal Computers, Servers, Printers, Scanners, CD Writers and UPSs, Hardware etc. in the Office of the Director General Civil Aviation, Opposite Safdarjung Airport, New Delhi. The details of such items may be seen in Annexure. 1.2 The scope of work also includes maintenance of softwares procured by this office and installed in the computers and peripherals. 1.3 The scope of work covers provision of technical staff in the O/o DGCA from 0930 to 1800 hrs. on all working days and if required, on Saturdays and Sundays and also after 1800 hrs. on working days. Minimum two qualified service engineers in computer/ electronics/ telecommunication engineering with an experience of not less than 3 years in computer hardware as well as software maintenance will be at the disposal of the directorate. 1.4 The firm shall also be responsible for deployment of necessary staff for regular cleaning of all hardware s using suitable cleaning material and equipment. Each equipment has to be cleaned once in a month regularly and if required twice in a month. A register shall be maintained showing the clearing of each equipment and shall be produced to the Section Officer (C&G) every week for verification. 1.5 The engineers deployed shall be responsible for preventive and corrective maintenance of all PCs and peripherals mentioned under schedule of quantities and also maintenance of software s. Any lapse in the maintenance of hardware and software by the deployed engineers shall be viewed seriously and the firm shall be penalized for the lapses as deemed fit.

6 1.6 The firm shall maintain the equipments as per manufacturer s guidelines and shall use standard components for replacement. Until and unless written order of Director (Finance & Administration)/Dy. Director (Administration) are conveyed, the original specification/characteristics/ features shall not be changed. 1.7 The firm must provide necessary support for maintaining VIRUS free Computer environment in the Department. 1.8 The necessary support for maintaining VIRUS free computer environment in Department and help in upgrading the software s Virus Detection mechanism would be provided by the firm. 1.9 The firm must be specialized in LAN troubleshooting Preventive maintenance with virus detection and cleaning would be carried out on quarterly basis. A Preventive Maintenance Report from the user would be submitted to C&G Section failing which an `appropriate, penalty by way of fine would be imposed Any reported fault would be taken up by the service engineers within one hour. As far as possible, the repairs would be carried out on site itself. However, in case the equipment is taken to the workshop, the firm would provide a standby for the same. Also stand-by inventory of computer (P-IV), Laser Printer and UPS should be kept in the Department A logbook shall be maintained in which the resident engineer shall record all the complaints made. All the complaints received shall be attended by them in following manner: - i) Minor faults immediately. ii) Major faults within 4 hours by replacement method, with the available spares, if instructed by Director (Finance & Administration)/Dy. Director (Administration). iii) Major faults within 48 hrs, except for the Laser Printers which are to be got serviced from authorized service centers of manufacturers. iv) The firm shall be responsible for taking backup data and programme available on PCs before attending the fault and shall be also responsible for reloading the same. The backup copies are to be returned to the users, under acknowledgement. v) If the equipment is required to be transported to the firm s/ manufacturer s service workshop for repairs, the same shall be undertaken at the risk and cost of the firm. vi) The replacement of components shall be as per manufacturers instructions and as per the decision of the Director (F&A)/ Dy. Director (Admn.).

7 vii) The firm shall have the required drivers (CDs and Floppies) for maintaining the PCs and peripherals for configuring them. viii) Repair and servicing of equipments can be carried out at site or at the firm s works after attending the complaint by replacement method and the same shall be done within 7 days of the receipt of the complaints. The replacement of components shall be free of charge. ix) The replacement also involves all items of equipments: - - including major parts such as monitor tubes, print heads of printers, adaptors of Deskjet printers, SMF batteries of UPS, HDD, SMPS, CPU, motherboards, but - excluding, consumables such as computer stationery, ribbon, ink cartridges etc The scope of software maintenance covers:- a) Maintenance of all softwares already installed in the personal computers and peripherals and the softwares to be installed at later stage. b) Providing basic training on the use of PC to user, if required The rates quoted should also cover the maintenance of operating system, software installation, installation of patches, data recovery, preemptive actions against virus spread, detection/removal of virus, configuration of internet, configuration of applications (client/server), Lotus Notes server and client applications, connection of computers to projector for presentation The contract shall initially be for a period of one year, extendable upto 3 rd year on the basis of performance of past year The contract can be terminated at any time by either party after serving advance notice of three months. Directorate General of Civil Aviation shall have the right to terminate the contract without assigning any reason, whatsoever to the firm. 2. Penalty 2.1 If the firm does not attend to the complaint within 4 hours from the time of registration of complaints with the resident engineer deployed by the firm or on the telephone no. (given by the firm for lodging complaints), a 2% of the value of AMC charges of the equipments not available for the use shall be levied. If a sub assembly of the equipment fails, the penalty shall be applicable for the same scheduled item. 2.2 Penalty shall be 2% of the value of AMC charges for that equipment for each day (excluding first 24 hours, if the equipment is not set right within the stipulated time mentioned under item Sl. No. 1.7)

8 2.3 If the fault is set right by replacing the defective sub assembly and equipments, the same should be re-installed after servicing within 7 days (if 7 th day falls on holiday then next morning day). In case of default, penalty shall be levied at the rate of 1% of the value of the AMC charges for the scheduled item. 2.4 Penalty shall also be levied for the absence of resident diploma engineer at the rate of Rs. 500 /- (Rupees Five Hundred only) for every working day. 3. Payment 3.1 No advance payment will be made in any case. 3.2 Payment shall be made pro-rata on quarterly basis at the end of each quarter after certification of satisfactory work. 3.3 Payment for any inclusion / deletion of Computer /Printer/ CD Writer/ Scanner during the AMC period will be calculated on pro-rata basis. No advance payment in any case would be made. 3.4 Penalty shall be deducted from the running payments. 3.5 Security deposit amounting to 10% of the value of work in the form of Bank Guarantee is to be furnished after the finalisation of the contract. The EMD would also remain with the Directorate till the completion of the contract. 4. Tender Documents 4.1 The quotation should reach the Director (Finance & Administration), Directorate General of Civil Aviation, Opp. Safdarjung Airport, New Delhi in a sealed cover addressed to her and superscribed QUOTATION FOR REPAIR AND MAINTENANCE OF COMPUTERS & PERIPHERALS. 4.2 The bidder shall submit the tender in two parts viz. TECHNICAL BID and PRICE BID respectively. The two bids then shall be marked and superscribed as indicated in para 4.1. above. 4.3 The TECHNICAL BID of all the tenders will be opened first. Thereafter, the PRICE BID of only those tenderers shall be opened after three days whose TECHNICAL BIDS are found acceptable. If third day falls on closed day, the bid will be opened on the next working day. 4.4 The Technical Bid shall include company profile, location of office and factory, space occupied by office and factory, no. of employees with their

9 technical qualifications, turnover giving breakup of segments from where the revenue is generated, list of Govt. Departments/Ministries along with name and address of contact person and no. of different hardware items under AMC where such maintenance works have been undertaken. PARTICULAR TERMS AND CONDITIONS 5. Preventive Terms and Conditions: The firm shall carry out preventive maintenance regularly and shall plan, as per schedule of quantities, such that maintenance is carried out in each equipment at least once in three months. A separate logbook should be maintained to record the preventive maintenance carried out on each equipment. 5.2 The schedule of preventive maintenance shall be as follows:- i) Cleaning of all equipment using dry vaccum air, brush soft muslin clothes. ii) Running of test programmes to ensure quality print/date reliability. iii) Checking of power supply source for proper grounding and safety of equipment. iv) Ensuring that the covers, screws, switches etc. are firmly fastened in respect of each equipment. v) Shifting of equipment as and when required. vi) Running of diagnostic software for system performance. Signed on behalf of the firm Signature of the Authorised Signatory Name: Designation: Phone: Seal of the Firm: Signed on behalf of the Ministry of Civil Aviation Name: Designation: Date: Place: Date:

10 QUOTATION TECHNICAL BIDDING (CHECK LIST) i) Whether the firm is a Pvt. Limited firm in existence for over 5 years in the trade. If yes, necessary supportive document has been attached. ii) Whether the firm is registered with Delhi Sales Tax Department for Works Contract Tax. If yes, necessary supportive document has been attached. iii) Whether the firm is at least five years experience doing maintenance work for Govt. organization / PSU s. if yes performance certificates from at least three such Existing client (Organisations) have been attached. iv) Whether the firm is the authorized service provider for Compaq / Digital and IBM Computers if yes, necessary supportive document has been attached. v) Whether the firm is expertised to provide maintenance of various computers and its peripherals of various brands / make specially digital computers, Compaq PC and PH laser / Inkjet printer. If yes necessary supportive document has been attached. vi) vii) Whether income tax clearance certificate for the last two years, is attached. Whether the firm is specialized in LAN trouble shooting viii) Whether client list highlighting Major Govt. / PSU accounts has been attached ix) Whether the party is Authorised service provider of two brands among Compaq/hp/IBM/HCL x) Whether the firm is ISO Certified in maintenance fields

11 ANNEXURE Sno Item Type 1 Server Pentium III 2 Computer Pentium, Pentium Pro PII PIII PIV 3 Printer LQ 1050+DX (Dot Matrix) DeskJet LaserJet 4 Scanner 5 CD Writer 6 UPS 0.5 KVA offline 2 KVA online 1KVA 5KVA online