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GOVERNMENTOFINDIA,MINISTRYOFDEFENCE(FINANCE) O/oTHEPRINCIPALCONTROLLEROFDEFENCEACCOUNTS

G‐BLOCK,KKAMRAJMARG,NEWDELHI–110011

REQUEST FOR PROPOSAL No. ED/3423/2013/VOL-I Dated : 16.01.2014 Invitation of Bids for Comprehensive Annual Maintenance Contract of Server, Computers and peripherals, UPS & Networking etc.

1. Bids (Technical & Commercial) in separate sealed cover are invited for and on behalf of President of

India for Comprehensive Annual Maintenance contract of Server, Computers, Peripherals, UPS & Networking listed in Part - ll of this RFP. Please super scribe the above mentioned Title, RFP number and date of opening of the Bids on the sealed cover to avoid the Bid being declared invalid. Both the envelopes must be enclosed in a third sealed envelope and super scribed with the Tender number and due date.

2. The address and contact numbers for sending Bids or seeking clarifications regarding this RFP are

given below: a. Bids/queries to be addressed to EDP & Systems Manager b. Postal address for sending the Bids O/o The Principal Controller of Defence Accounts

G Block, K Kamraj Marg, New Delhi -110011 c. Name/designation of Contact personnel Gopal Prasad Agrawal, A.O.(EDP) d. Telephone number of the contact personnel 011-23013343, 23012578, 23017471 (Extn. 316)

011-23016322 e. E-mail ID of the contact personnel pcda_nd@nic.in f. Fax number 011-23013290 3. This RFP is divided in to five parts as follows:

Part-l: Contains GeneraI lnformation and instructions for the Bidders about the RFP such as the time, cost of tender document, EMD, place of submission and opening of tenders, Validity period of tenders, etc.

Part-ll: Containing essential details of the services required, such as the Schedule of Requirements (SOR), Scope of work, Technical details and eligibility criteria, etc. Part-lll: Contains Standard Conditions of RFP, which will form part of the Contract with the successful Bidder. Part-lV: Contains Special Conditions applicable to this RFP and which will also form part of the contract with the successful Bidder. Part-V: Contains Evaluation Criteria and Format for Price Bids.

4. This RFP is being issued with no financial commitment and the customer reserves the right to

change or vary any part thereof at any stage. Customer also reserves the right to withdraw the RFP, should it become necessary at any stage.

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REQUEST FOR PROPOSAL (RFP) (Particulars of the Buyer Issuing the RFP)

Invitation of Bids for “Comprehensive AMC of Server, Computers, Peripherals, UPS & Networking etc”

Request for Proposal (RFP) No. ED/3423/2013/VOL-I dated 16/01/2014

Salient features of RFP or Tender Enquiry

1 Tender number ED/3423/2013/VOL-I 2 Name of work. Comprehensive AMC of Server, Computers, Peripherals,

UPS & Networking etc” 3 Date of issue of

tender 16.01.2014

4 Submission of tender

The tender documentation must be submitted separately in three sealed covers. These sealed covers must be enclosed in big envelope. On the cover of the envelope, title of the tender notice must be indicated with last date of receiving tenders. The envelopes should be addressed to EDP & Systems Manager, O/o The PCDA, ‘G’ Block, K.Kamraj Marg, New Delhi 110011. The three sealed envelopes should contain-

1. First Sealed cover- Tender document price Rs.100/- as DD/Bankers Cheque & EMD (Earnest Money Deposit) Rs.40,000/- as DD/Bankers Cheques along with letter as per Annexure I (Page -14 ).

2. Second sealed cover- Technical Bid as per Annexure II (Page 15-16)

3. Third sealed cover- Price Bid as per Annexure III (Page 17-18)

Note: The tenders should be sent through registered/speed post only at the above address.

5 Contact Details for bid/queries

Name: Sh. Gopal Prasad Agrawal, AO(EDP) Phone: 011-23013343, 23012578, 23017471 (Extn 316) 011-23016322 e-Mail: pcda_nd@nic.in

6 Receipt of tender –time and date

06.02.2014, 1200 hours

7 Opening of Technical Bid

06.02.2014, 1500 hours in Conference Hall at PCDA office, ‘G’ Block, K.Kamraj Marg, New Delhi 110011.

8 Earnest Money 40,000/-(Fixed) 9 Cost of Tender

Document 100/- (Non Refundable)

10 Payment Terms The payment will be released on quarterly basis only. 11 Performance

Guarantee. 10% of the contract value within 30 days of receipt of the confirmed order.

12 Authority for acceptance of tender

PCDA , New Delhi

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Part I – General information

1. Last date and time for depositing the bids: 06.02.2014, 1200hours.

The sealed bids (both commercial and technical) should be deposited/reach by the due

date and time. The responsibility to ensure this lies with the Bidder.

2. Procedure for submission of tender-

a. (i) The tender documents must be submitted separately in three sealed covers. These

sealed covers must be enclosed in big envelopes. On the cover of the envelope, title of

the tender notice must be indicated along with the last date of receiving tenders. The

envelope should be addressed to EDP & Systems Manager, office of the Principal

Controller of Defence Accounts, ‘G’ Block, K.Kamraj Marg, New Delhi 110011. The

three sealed envelopes should contain

(ii) First Sealed cover- Tender document price Rs.100/- & EMD (Earnest Money

Deposit ) Rs.40,000/- as DD/Bankers Cheque along with letter as per annexure I

(iii) Second sealed cover- Technical Bid as per annexure II (Form A and Form B)

(iv) Third sealed cover- Financial/Price Bid as per annexure III (Form A and Form B)

b. Documents to be submitted in FIRST SEALED COVER:

Earnest Money Deposit and Cost of Tender Document in FIRST SEALED COVER – Along

with duly filled letter in annexure I, An Earnest Money Deposit Rs.40,000/- and Cost of

Tender Rs. 100/- should be enclosed along with the Tender in the form of Demand

Draft/Bankers cheques of any nationalized bank or private sector bank authorized to deal

with government service i.e. ICICI Bank, HDFC Bank or Axis Bank drawn in favour of the PCDA ‘G’ Block, New Delhi. The tender submitted without Requisite Earnest Money and cost of tender will not be entertained. No exemption shall be there on this account

for any reason.

c. Second Sealed Cover- Technical Bid in second sealed cover:- The bidder must enclose the signed Technical Bid

in the form A & form B (Annexure- II), which should be based on scope of work as

mentioned in Schedule ‘A’ along with completely filled in following documents;

(i) Technical form A of (Annexure- II) – Supplier information.

(ii) Technical form B of (Annexure –II) – Technical competent parameter & Information

based on technical bid as mentioned in Schedule ‘B’.

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d. Third Sealed Cover – Price Bid: It should contain Price Bid, which should be based on

scope of work as per Schedule ‘A’ and Technical Bid as per Schedule ‘B’. The bidder

should quote the price amount along with breakup like Basic Price, excise duty, and other

legal justified charges, CST/VAT, Service Tax, etc. in Form ‘A’ and Form B’’ of annexure III

which should be firm and final.

e. Manner of depositing bids: Sealed bids should be sent by speed post/registered post

only at the address given above so as to reach by the due date and time. Late tenders will

not be considered. No responsibility will be taken for postal delay or non-delivery/ non-

receipt of bid documents. Bids sent by FAX/TELEFAX or e-mail will not be considered. On the cover of the envelope, title of the tender notice must be indicated along with last date of receiving tenders.

3. Time and date for opening of bids: 06.02.2014, 1500 hrs. (If due to any exigency, the due date for opening of the Bids is declared a closed holiday,

the Bids will be opened on the next working day at the same time or on any other day/time,

as intimated by the Buyer). 4. Place of opening bids:

Conference Hall in office of the PCDA, ‘G’ Block, K Kamraj Marg, New Delhi – 110011. The bidders may depute their representatives, duly authorized in writing, to attend the

opening of Bids on the due date and time. Rates and important commercial/technical

clauses quoted by all Bidders will be read out in the presence of the representatives of all

the Bidders. This event will not be postponed due to non-presence of your representative.

Opening of Tender document: i. The envelopes containing the Technical Bid and EMD & cost of tender will be opened

on the day of opening of the tender before the Board of Officer.

ii. Envelopes of the Financial Bid will be opened only of those firms whose offers in the

Technical bid fulfill the requirements of specified by the PCDA, ‘G’ Block, New Delhi. Financial Bid will be opened before the technically qualified bidders or their representatives on same day or at a date & time to be notified later.

iii. Technical Bids of those agencies/parties, which are not according to the tender

requirements, the Financial Bid (envelope) together with EMD will be returned in due

course of time.

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5. Forwarding of bids – Bids should be forwarded by the bidders under their original memo /

letter pad interalia furnishing details like TIN number, VAT/CST number, Bank address with

EFT Account if applicable, etc and complete postal & e-mail address of their office.

6. Modification and Withdrawal of Bids; A bidder may modify for withdraw his bid after

submission provided that the written notice of modification or withdrawal is received by the

Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may be sent

by fax but is should be followed by a signed confirmation should reach the purchaser not

later than the deadline for submission of bids. No bid shall be modified after the deadline

for submission of bids. No bid may be withdrawn in the interval between the deadline for

submission of bids and expiration of the period of bid validity specified. Withdrawal of a bid

during this period will result in Bidder’s forfeiture of bid security.

7. Clarification regarding contents of the bids: During evaluation and comparison of bids,

the Buyer may, at its discretion, ask the bidder for clarification of his bid. The request for

clarification will be given in writing and no change in prices or substance of the bid will be

sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be

entertained.

8. Rejection of bids: Canvassing by the bidder in any form, unsolicited letter and post-tender

correction may invoke summary rejection with forfeiture of EMD. Conditional tenders will be

rejected.

9. Unwillingness to quote: Bidders unwilling to quote should ensure that intimation to this

effect reaches before the due date and time of opening of the bid, failing which the

defaulting bidder may be removed from the list for the given range of items as mentioned in

this RFP.

10. Validity of bids: The bids should remain valid for three months from the last date of

submission of bids.

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11. Earnest Money Deposit: bidders are required to submit Earnest Money Deposit (EMD) for

amount of Rs.40,000/- (Rupees Forty Thousand only) along with their bids. The EMD

may be submitted in the form of an crossed Bank Draft/Bankers cheque in favour of “The PCDA ‘G’ Block, New Delhi” from any of the public sector banks or a private sector bank

authorized to conduct government business as per Form DPM-16 (Available in MoD

website and can be provided on request). EMD is to remain valid for a period of forty-five

days beyond the final bid validity period. EMD of the unsuccessful bidders will be returned

to them at the earliest after expiry of the final bid validity and latest on or before the 30th

day after the award of the contract. The bid security of the successful bidder would be

returned, after the receipt of Performance Security from them as called for in the contract.

The EMD will be forfeited if the bidder withdraws or amends or impairs or derogates from

the tender in any respect within the validity period of their tender. No interest will be payable by “PCDA, ‘G’ Block, New Delhi” on the Earnest Money Deposit.

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Part II – Essential Details of Items/Services required 1. Scope of work: – Scope of work is mentioned in Schedule ‘A’. 2. Requirement of per-site/equipment inspection: - Vendor, for the purpose of inspection of

computer hardware and networking installation in the office premise may visit the site

between 4.00 PM to 5.00PM on all working days from 20/01/2014 to 28/01/2014.

3. Technical Specifications: - Technical bids are mentioned in Annexure – II.

Part III – Standard Conditions of RFP The bidder is required to give confirmation of their acceptance of the Standard Conditions of

the Request for Proposal mentioned below which will automatically be considered as part of

the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected by

the Buyer. Failure to do so may result in rejection of the Bid submitted by the Bidder.

1. Law: The Contract shall be considered and made in accordance with the laws of the Union

of India. The contract shall be governed by and interpreted in accordance with the laws of

the Republic of India.

2. Effective Date of the Contract: The contract shall come into effect on the date of

signatures of both the parties on the contract (Effective Date) and shall remain valid for one

year, until the completion of the obligations of the parties under the contract. The deliveries

and supplies and performance of the services shall commence from the effective date of

the contract.

3. Arbitration: All disputes or differences arising out of or in connection with the Contract shall

be settled by bilateral discussions. Any dispute, disagreement or question arising out of or

relating to the Contract or relating to construction or performance, which cannot be settled

amicably, may be resolved through arbitration. The standard clause of arbitration is as per

Forms DPM-7, DPM-8 and DPM-9 (Available in MoD website and can be provided on

request).

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4. Penalty for use of Undue influence: The Seller undertakes that he has not given, offered

or promised to give, directly or indirectly, any gift, consideration, reward, commission, fees,

brokerage or inducement to any person in service of the Buyer or otherwise in procuring

the Contracts or forbearing to do or for having done or forborne to do any act in relation to

the obtaining or execution of the present Contract or any other Contract with the

Government of India for showing or forbearing to show favour or disfavour to any person in

relation to the present Contract or any other Contract with the Government of India. Any

breach of the aforesaid undertaking by the Seller or any one employed by him or acting on

his behalf (whether with or without the knowledge of the Seller) or the commission of any

offers by the Seller or anyone employed by him or acting on his behalf, as defined in

Chapter IX of the Indian Penal Code, 1860 or the Prevention of Corruption Act, 1986 or any

other Act enacted for the prevention of corruption shall entitle the Buyer to cancel the

contract and all or any other contracts with the Seller and recover from the Seller the

amount of any loss arising from such cancellation. A decision of the Buyer or his nominee

to the effect that a breach of the undertaking had been committed shall be final and binding

on the Seller. Giving or offering of any gift, bribe or inducement or any attempt at any such

act on behalf of the Seller towards any officer/employee of the Buyer or to any other person

in a position to influence any officer/employee of the Buyer for showing any favour in

relation to this or any other contract, shall render the Seller to such liability/ penalty as the

Buyer may deem proper, including but not limited to termination of the contract, imposition

of penal damages, forfeiture of the Bank Guarantee and refund of the amounts paid by the

Buyer.

5. Fall clauses: If the AMC rate contract holder reduces its price or even offers to provide the services similar to those of the contract, at a price lower than the rate contract price, to any person or organization during the currency of the AMC contract, the same will amended accordingly.

The contractor/firm shall furnish the following certificate to the Paying Authority along with each bill for payment for services made against the contract – “We certify that there has been no reduction in service price of the AMC supplied to the Government under the contract herein and such services have not been offered/sold by me/us to any person/organization including the customer or any department of Central Government or any department of a state Government or and Statutory Undertaking of the Central or state Government as the case may be up to the date of bill/the date of completion of services against all job orders/contract placed during the currency of the Contract at price lower than the price charged to the government under the contract.”

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6. Access to Books of Accounts: In case it is found to the satisfaction of the Buyer that the

Seller has engaged an Agent or paid commission or influenced any person to obtain the

contract as described in clauses relating to Agents/Agency Commission and penalty for use

of undue influence, the Seller, on a specific request of the Buyer, shall provide necessary

information/ inspection of the relevant financial documents/information.

7. Non-disclosure of Contract documents: Except with the written consent of the Buyer/

Seller, other party shall not disclose the contract or any provision, specification, plan,

design, pattern, sample or information thereof to any third party.

8. Termination of Contract: The Buyer shall have the right to terminate this contract in part or

in full in any of the following cases:

(a) At any time without assigning any reason after giving a notice of one month.

(b) The Seller is declared bankrupt or becomes insolvent.

(c) The Buyer has noticed that the Seller has utilised the services of any Indian/Foreign

agent in getting this contract and paid any commission to such individual/company etc.

(d) As per decision of the Arbitration Tribunal.

(e)The Seller will not be entitled to claim any compensation against such termination.

However, while terminating the contract, if any payment in terms of due to seller for

maintenance services already performed in terms of the contract, the same would be

paid to it as per the contract terms.

10. Notices: Any notice required or permitted by the contract shall be written in the

Hindi/English language and may be delivered personally or may be sent by FAX or

registered pre-paid mail/airmail, addressed to the last known address of the party to whom

it is sent.

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11. Transfer and Sub-letting: The Seller has no right to give, bargain, sell, assign or sublet or

otherwise dispose of the Contract or any part thereof, as well as to give or to let a third

party take benefit or advantage of the present contract or any part thereof.

12. Patents and other Industrial Property Rights: The prices stated in the present Contract

shall be deemed to include all amounts payable for the use of patents, copyrights,

registered charges, trademarks and payments for any other industrial property rights. The

Seller shall indemnify the Buyer against all claims from a third party at any time on account

of the infringement of any or all the rights mentioned in the previous paragraphs, whether

such claims arise in respect of manufacture or use. The Seller shall be responsible for the

completion of the supplies including spares, tools, technical literature and training

aggregates irrespective of the fact of infringement of the supplies, irrespective of the fact of

infringement of any or all the rights mentioned above.

13. Liquidated Damage: In the event of the Seller's failure to submit the Bonds, Guarantees

and Documents, supply the stores/goods and conduct trials, installation of equipment, training,

etc. as specified in this contract, the Buyer may, at his discretion, withhold any payment until

the completion of the contract. If the vendor fails to rectify the fault including replacement of

parts within a maximum period of two working days, the BUYER may also deduct from the

SELLER as agreed, liquidated damages to the sum of 0.5% of the contract price of the

delayed/undelivered stores/services mentioned above for every week of delay or part of a

week, subject to the maximum value of the Liquidated Damages being not higher than 10% of

the total value of goods/services delayed beyond the original date of delivery /completion of

supplies/service as indicated in the contract/supply order. An amount of Rs. 200/- (Rs. Two

Hundred only) per day will be deducted from AMC payable if any service engineer remains

absent / leave without providing substitute.

14 Amendments: No provision of present Contract shall be changed or modified in any way

(including this provision) either in whole or in part except by an instrument in writing made

after the date of this Contract and signed on behalf of both the parties and which expressly

states to amend the present Contract.

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15) Taxes and Duties i) General 1. If Bidder desires to ask for Sales Tax / VAT extra, the same must be specifically stated. In

the absence of any such stipulation, it will be presumed that the prices include all such

charges and no claim for the same will be entertained.

2. If reimbursement of any Duty/Tax is intended as extra over the quoted prices, the Bidder

must specifically say so. In the absence of any such stipulation it will be presumed that the

prices quoted are firm and final and no claim on account of such duty/tax will be entrained

after the opening of tenders.

3. If a Bidder chooses to quote a price inclusive of any duty/tax and does not confirm inclusive

of such duty/tax so included is firm and final, he should clearly indicate the rate of such

duty/tax and quantum of such duty/tax included in the price. Failure to do so may result in

ignoring of such offers summarily.

4. If a Bidder is exempted from payment of any duty/tax upto any value of supplies from them,

he should clearly state that no such duty/tax will be charged by him up to the limit of

exemption which he may have. If any concession is available in regard to rate/quantum of

any Duty/tax, it should be brought out clearly. Stipulations like, the said duty/tax was

presently not applicable but the same will be charged if it becomes leviable later on, will not

be accepted unless in such cases it is clearly stated by a Bidder that such duty/tax will not

be charged by him even if the same becomes applicable later on. In respect of the Bidders,

who fail to comply with this requirement, their quoted prices shall be loaded with the

quantum of such duty/tax which is normally applicable on the item in question for the

purpose of comparing their prices with other Bidders.

5. Any change in any duty/tax upward/downward as a result of any statutory variation in

exercise taking place within contract terms shall be allowed to the extent of actual quantum

of such duty/tax paid by the supplier. Similarly, in case of downward revision in any

duty/tax, the actual quantum of reduction of such duty/tax shall be reimbursed to the Buyer

by the Seller. All such adjustments shall include all reliefs, exemptions, rebates, concession

etc. if any obtained by the Seller.

ii) Octroi Duty & Local Taxes: Octroi exemption certificate will be provided by the buyer.

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Part IV – Special Conditions of RFP The Bidder is required to give confirmation of their acceptance of Special Conditions of the RFP mentioned below which will automatically be considered as part of the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected by the Buyer. Failure to do so may result in rejection of Bid submitted by the Bidder. 1. Performance Guarantee: The Bidder will be required to furnish a Performance Guarantee by way of Bank Guarantee through a public sector bank or a private sector bank authorized to conduct government business (ICICI Bank Ltd., Axis Bank Ltd or HDFC Bank Ltd.) for a sum equal to 10% of the contract value within 30 days of receipt of the confirmed order. Performance Bank Guarantee should be valid up to 60 days beyond the date of warranty. The specimen of PBG is given in Form DPM-15 (Available in MoD website and can be provided on request). 2. Option Clause: The contract will have an Option Clause, wherein the Buyer can exercise an option to extend the AMC for one year or part thereof in accordance with the same terms & conditions of the present contract. This will be applicable within the currency of contract. The Bidder is to confirm the acceptance of the same for inclusion in the contract. It will be entirely the discretion of the Buyer to exercise this option or not. 3. Tolerance Clause – To take care of any change in the requirement during the period starting from issue of RFP till placement of the contract, Buyer reserves the right to increase or decrease the quantity of the computer hardware proposed for AMC without any change in the terms & conditions and prices quoted by the Seller. 4. Validity of the contract: The contract should be valid for one year from date of signing of both the parties on the contract. The rates quoted will remain in force for the full period of the contract as well as for any extended period beyond the initial AMC period.However, if there is any reduction in prices/taxes in the market is noticed, vendor should pass on the benefit of the reduced prices to the buyer. 5. Payment Terms: The payment will be made by PCDA New Delhi through electronic mode (RTGS/NEFT). The payment will be released on quarterly basis only, after satisfactory completion of maintenance services in each quarter. No advance payment in any case would be made. The bank details like bank account number, bank name, IFSC Code, MICR Code for E-payment must be submitted with the bill. 6. Security: As the working site of the PCDA, New Delhi is in Restricted Areas comes under the jurisdictions of Defence Security Zone. It is responsibility of buyer to clear the police verification of its professional who will be visiting PCDA, New Delhi for maintenance of Computer Equipments & networking. 7. It may also be noted that in case of contractor backing out in midstream without any explicit consent of the PCDA, New Delhi, he will be liable to recovery at higher rates, vis-à-vis, those contracted with it, which may have to be incurred by PCDA, New Delhi on maintenance of machines from the balance period of contract through alternative means. The above act of backing out would automatically debar the firm from any further dealing with this Ministry/Department/office. 8. The PCDA, New Delhi reserves the right to claim damages from the vendor to the extent of loss suffered by it on account of any omission or commission by the vendor. The damage could be to the equipment/property either covered or not covered under AMC.

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Part V – Evaluation Criteria & Price Bid issues

1. Evaluation Criteria - The broad guidelines for evaluation of Bids will be as follows:

a. Only those bids will be evaluated which are found to be fulfilling all the eligibility and

qualifying requirements of the RFP, both technically and commercially.

b. The Lowest Bid will be decided upon the lowest price quoted by the particular Bidder as

per the Price Format given at Form ‘A’ (Annexure– III). The consideration of taxes and

duties in evaluation process will be as follows:

i. Ultimate cost to the buyer would be the deciding factor for ranking of bids.

ii. Sales tax and other local levies, i.e. octroi, entry tax etc would be ignored.

iii. The Bidders are required to spell out the rates of VAT, Service Tax, etc in

unambiguous terms; otherwise their offers will be loaded with the maximum rates of

duties and taxes for the purpose of comparison of prices.

iv. If there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price will prevail and the total price

will be corrected. If there is a discrepancy between words and figures, the amount in

words will prevail for calculation of price.

v. The Lowest Acceptable Bid will be considered further for placement of contract /

Supply Order after complete clarification and price negotiations as decided by the

Buyer.

Yours Sincerely,

(G. P. Agrawal) Accounts Officer

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Annexure I EMD Letter with Bank Draft

(To be inserted in First Envelope) Tender number – ED/3423/2013/VOL-I

Date. / / To,

The PCDA ‘G’ Block, K.Kamraj Marg New Delhi – 110011.

Subject: Submission of Earnest Money deposit and cost of tender document. Dear Sir,

1. With reference to Tender number ED/3423/2013/VOL-I, The required Earnest

Money deposit Rs.40,000/- (Rupees Forty Thousand only) is being deposited vide

Bank Draft number ----------------- dated -------- from ( name of bank, branch name,

city) -------------------------------------------------------------------------------------------------- is

attached with this letter for consideration of tender.

2. The price of tender document Rs. 100/- (Rupees One Hundred only), is attached

along with this letter as Demand Draft/Bankers Cheque No.------------date ------ of ----

--------------- (Name of Bank) in favour of “The PCDA, ‘G’ Block, payable at New

Delhi.

Thanking you, ------------------------------------

(Authorised Signatory) Name ----------------------------

Seal of organization

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Annexure – II Form ‘A’

Principal Controller of Defence Accounts ‘G’ Block, K.Kamraj Marg, New Delhi – 110011.

Tender Number:- ED/3423/2013/VOL-I

SUPPLIER INFORMATION ( To be inserted in second Envelope of Technical bid then sealed )

S.No. Particulars Relevant information from firm/company 1 Name of the firm/company

2 Postal Address of the firm/company

3 Telephone Nos. , Mobile Nos. & Fax Number

4 Email address, if any

5 Name of contact person, designation with Mobile No. (if any)

7 Commercial Tax department

VAT No ………………………………… TIN No.………………………………

8 Income tax PAN Number ……………………………… 9 Court cases against you

or your firm/ company (if any),

Yes/No

10 If yes, brief account of these cases and their status. ( Enclose extra sheets)

……………………………………………. …………………………………………….. ……………………………………………..

------------------------------------ (Authorised Signatory)

Name ----------------------------

Seal of organization

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FORM ‘B’

Annexure II

Principal Controller of Defence Accounts

‘G’ Block, K.Kamraj Marg, New Delhi 110011. Tender Number – ED/3423/2013/VOL-I

Technical Bid Technical competence Parameters & Information.

(To be inserted in Second Envelope & then sealed )

Sl. No.

Particular Confirmation (in Yes/No)

Remarks

1.a) ISO 9001:2000 certificate of minimum one year old. b) ISO 20000 certification for maintenance services 2 support relationship (channel partner, service partner

etc.) with OEM (Original Equipment Manufacturer) of the items mentioned in the Form-B Annexure III

3 The firm’s turnover of minimum of Rs.50 Lakhs or above for preceding three financial years.

4 Firm has Office/Branch at Delhi. 5 Service Tax No. 6 VAT Registration No. 7 Firm has ESIC registration No. 8 Firm has EPF registration No. 9 Firm has TIN Number 10 Firm has PAN Number 11 Minimum three (03) years of experience in Govt

Organizations/Undertaking/PSUs/ Reputed private firms in rendering Comprehensive AMC of Computer Hardware & Networking

12 One past contract of Rs. 5 Lakhs or above in Govt Organizations/Undertaking/PSUs/Reputed private firms in AMC of computer Hardware.

13 One running contract of Rs.5 Lakhs or above in Govt Organizations/Undertaking/PSUs/ Reputed private firms in AMC of computer Hardware.

14 One past contract Rs.2 Lakhs or above in Govt Organizations/Undertaking/PSUs/Reputed private firms in AMC of Networking.

15 One running contract of Rs.2 Lakhs or above in Govt Organizations/Undertaking/PSUs/Reputed private firms in AMC of Networking.

Supporting document should be attached.

Note: Attach extra sheet, if required (Signature and seal of Authorized signatory)

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FORM ‘A’

Annexure -III

Principal Controller of Defence Accounts ‘G’ Block, K.Kamraj Marg, New Delhi 110011.

Tender Number – ED/3423/2013/VOL-I

FINANCIAL BID/PRICE BID

(To be inserted in Third Envelopes & then sealed ) 1. Name of firm/company: ……………………………………………….. 2. Address: ………………………………………………. ………………………………………………. ……………………………………………… 3. Total amount of items 1 to 6 in rupees based on tender scope of work, technical Bid and

terms & conditions : “ Comprehensive Annual Maintenances Contract of Server, Computers, Peripherals, UPS & Networking etc”

4. ( in figures ) Rs…………………………………………………………….. (in words) Rs………………………………………………………………. Place …………….. Date ……………. Signature of Authorized signatory Name & Seal …………………

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FORM ‘B’

Annexure -III Principal Controller of Defence Accounts

‘G’ Block, K.Kamraj Marg, New Delhi 110011. Tender Number – ED/3423/2013/VOL-I

FORMAT FOR FINANCIAL /PRICE BID with price breakup The vendor must fill all columns. Financial bid in respect of only those vendor’s whose bids are technically qualified, will be opened. Items to be covered under AMC are as under.

Sr. No. HARDWARE Quantity

Month & Year of

purchase

Unit rate (in Rs.)

Taxes, if any

(in Rs.)

Total Amount (in Rs.)

01 Servers

i) IBM X3800 Servers 01 Jan 2007 02 Desktop PCs

i) IBM PIV Desktop PCs 02 Aug 2006 ii) HCL P-IV Desktop PCs 10 July 2007 iii) Hp Compaq DX 2280 98 April 2008

03 Printers i) Hp Laser Printer (MONO) HP LJ 1022n 23 Feb 2008 ii) Hp Laser Printer HP 1007 13 March 2009 iii) Hp COLOR LASER PRINTERS (HP CLJ 2700n) 04 Feb 2008 iv) Hp Laser Jet P1505n 20 Feb 2010 v) Samsung Color Laser Jet CLP 310N 02 March 2010 vi) HP color Laser Jet CM2320FXI 01 March 2011 vii) HP color Laser Jet CP2025dn 01 June 2011

Viii) HP color Laser Jet CP1525n 01 June 2011 ix) Hp Laser jet printer 1020 plus 04 March 2012 x) Hp Laser jet printer P1108 (AMC will commence from 01/04/ 2014) 38 March 2013

xi) TVS DM Printer MSP255 (AMC will commence from 01/04/ 2014) 05 March 2013 04 UPS

i) ONLINE UPS 5 KVA (MAKE: UNILINE) 02 March 2004 II) OFFLINE UPS 500 VA (MAKE UNILINE, 02 BATTERY) 60 Dec 2007 Iii) Online UPS 3KVA 02 Aug 2007

iv) Online UPS 5KVA (Make Tritronics) 14 March 2012 05 SCANNER

i) HP 5590 02 Feb 2008 ii) HP SCANJET G2410 02 March 2009

iii) HP SCANJET G2410 05 Dec 2012

06 Networking

i) Layer 2 Switch- WSC 2960-24 TT-L (Make Cisco) 10

ii) Layer 3 Switch-WSC3560G-24TS-S3560 GTS ( Make Cisco ) 02

iv) 24 Port Jack Panel ( D Link) 12

v) 17” LCD display drawer with 8 port KVM switch 01

In Jan 2008 the network setup has

been established

Signature of Authorized signatory Name & Seal ……………………

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SCHEDULE-‘A’ SCOPE OF WORK 1. Provision of man power (Engineers)

1.1 Two qualified engineers having professional degree in hardware & software maintenance shall be deputed to attend maintenance call (full time) at our site for all working days from 0930 hrs to 1800 hrs (Monday to Friday). Provision for availability of service engineers on Saturday, Sunday & other Gazetted holidays should be made in case of exigencies for which no extra charge would be paid. An amount of Rs. 200/- per day will be deducted from AMC payable if any Service engineer remains absent / leave without providing substitute.

1.2 Resident engineers should be able to resolve the problem of computer

hardware/software and networking etc and experience should be more than three years. The resume of the persons to be deployed needs to be submitted along with Technical Bid.

1.3 The traveling expenses of engineers will be borne by the firm. 1.4 The firm shall ensure that character and antecedents of engineers verified from police

authority before their deployment.

1.5 The firm will provide insurance cover to its workmen/Resident Engineers in this office. The workmen/ engineers or their legal heirs shall not claim any insurance/job benefit from the PCDA, New Delhi in case workmen/ engineers suffer any loss or damage to their life or person or property while working in the PCDA, New Delhi premises.

2. Repair & Maintenance Service.

2.1 Computer Hardware All parts of Servers, Desktop Computers, Laser Printers, Dot Matrix Printers (Printer

Cables, printer knobs, paper guide, power codes, cables, power adapter, Laser Printer

fuser assembly set, Paper tray(s), Teflon, Mouse, Keyboard etc.,) Logic Card of the UPS,

Logic card of Printers, Glass and Logic Card of the Scanner, excluding ribbons, printer head and toner cartridges, shall be covered under the Comprehensive Annual

Maintenance Contract. Any spares/parts, if replaced, should be new, genuine and of same brand/model with applicable warranty. For defective hard disk, the contractor will

provide the new hard disk of same make/model at no extra cost and the defective hard disk

will remain the property of the PCDA New Delhi. The replaced parts/faulty parts/old

obsolete parts will became the property of the PCDA, New Delhi.

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2.2 With respect to the Networking, the following are covered:

Switch 2960/3560 : All logical problems will be covered in AMC like : O/s problem, BIOS

problem, Hanging problem, port problem. If switch is found not in working condition

support will be back to back from Cisco Singapore. The vendor will need to provide stand

by switch (any make) if problem is not resolved within two days.

LIU: Providing the LAN cable & connectors, Crimping, termination and ensure the network

availability is also in the scope of work.

Nodes I/O :AMC should cover connector problem, I/O re-crimping, dust problem, data

transfer problem like Ping Command & wiring problems from switch to node.

Jack Panel: Connectivity between jack panel to switch and I/O. Jack panel port need to re-

crimp.

LCD :Any type of logical problem should be covered in AMC viz., logic card problem, no

display problem, keyboard key problem, etc. 3. Response Time: The response time of the seller should not exceed 4 hours from the time

of breakdown intimation is provided by the Buyer.

4. The contractor will be required to provide a total of 95% up time of all equipment under the

contract.

5. Installation of operating systems Windows XP, LINUX, Windows 98, Windows Server

2003/2008 (including setting up/configuring mail server and making backup arrangements),

Visual Fox Pro 6.0 Applications,

6. Anti virus :- An antivirus server will be setup in the office. All the computers connected to

LAN will be updated through the server regularly. The same will be updated online once a

day. All connected job will be managed by the resident engineer. In addition, antivirus

management in respect of the PCs will also be done by the resident engineer.

7. Creating and troubleshooting of windows active directory service.

8. Maintain the systems inventory details in proper manner and Resolving anti-virus issues at

client side.

9. Update of the software/drivers required for the networking components during the contract

period.

10. Maintain and configuring Windows Server 2003/2008 - Domain controller. Creating and

maintaining of users, taking backup of system and other related activities under windows

advanced server.

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11. The systems support should include the trouble shooting for O.S. (i.e. Windows XP, LINUX

etc.) creating and deleting of network ID, network rights management, configuration

management etc.

12. Trouble Shooting in Hardware and related issues.

13. Trouble shooting/software support should also be extended to all the Hardware which is under warranty. Resident Engineers will also co-ordinate with the OEM for trouble shooting/ Software support.

14. The preventive maintenance should be completed during the first week of every quarter.

15. The numbers indicated in the Form B of Annexure III may vary (increase / decrease) to any

extend as per the discretion of PCDA NEW DELHI.

16. Whenever any equipment cannot be repaired on site within two working days time, the

vendor shall have to provide replacement of the equipment of matching specification, till the

said equipment is repaired. If he is not able to repair the equipment, he will supply new

equipment of same specification and brand. Prior permission of the PCDA, New Delhi

would be required in case certain components/sub systems are to be shifted out of the

location. On such occasions, before taking over the goods or components, the seller will

give suitable bank guarantee to the Buyer to cover the estimated current value of item

being taken. Payment will be released on quarterly basis in arrears based on successful

maintenance and on submission of preventive maintenance completion certificate.

17.The vendor shall have to execute a contract with the Department, incorporating the term

and conditions.

18.The contractor will physically inspect all the hardware to be covered under AMC and submit detailed hardware configuration report of each equipment before taking charge and commencement of AMC. The contractor shall be required to hand over all the

equipment in working condition at the time of end/termination of the contract, otherwise the

equipment found faulty, shall be made good at his risk and cost, by arranging its repairs, if

any, shall be deducted from the liable payments/performance bank guarantee as

applicable.

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Schedule -B

TECHNICAL BIDS

Tenders are invited from only those firms which follow the following conditions. Supporting documents, may please be attached else the firm will be disqualified at the Technical bid stage itself and the financial bid will not be opened. All the documents should be in the following sequence and should be properly flagged.

1. The Firm should have ISO 9001:2000 certification of minimum one year old. Preference will be given to the firms having ISO 20000 certification of maintenance service.

2. The firm must have turnover of minimum of Rs. 50 Laksh or above for preceding three financial years.

3. The Firm should have appropriate support relationship (channel partner, service partner etc.) with OEM (Original Equipment Manufacturer) of the items mentioned in the Form-B Annexure III, so as to ensure that priority support level from OEM is available to vendor for problem resolution.

4. Resume of engineers to be deployed

5. Firm must have an Office / Branch at Delhi/NCR Delhi.

6. Service Tax Registration Certificate.

7. The firm must have ESIC registration.

8. The firm must have EPF registration.

9. The firm must have TIN No.

10. The firm must have PAN No.

11. Minimum three (03) years of experience in Government Organizations/Undertaking/PSUs/ Reputed private firms in rendering Comprehensive AMC of Computer Hardware & Networking (Satisfactory performance certificate required from at least 2 organizations).

12. It must have one past contract of Rs. 5 Lakhs or above in Government Organizations/ Undertaking/PSUs/Reputed private firms in AMC of computer Hardware.

13. It must have one running contract of Rs.5 Lakhs or above in Government Organizations/ Undertaking/PSUs/Reputed private firms in AMC of computer Hardware.

14. It must have one past contract of Rs.2 Lakhs or above in Government Organizations/ Undertaking/PSUs/Reputed private firms in AMC of Networking.

15. It must have one running contract of Rs.2 Lakhs or above in Government Organizations/ Undertaking/PSUs/Reputed private firms in AMC of Networking.