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Maharashtra Maritime Board
Chief Executive Officer
E-Tender Notice
for
Tender for Non- Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
July 2017
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
2
E- TENDER NOTICE
Online Tenders (e-tender) for the following work are invited by ―Chief Executive Officer‖ Maharashtra Maritime Board, Mumbai on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.in as per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in and https://mahammb.maharashtra.gov.in from 13/07/2016 at 11.00hrs (IST) onwards.
NOTICE DETAILS
Tender Reference no.
(Original) MMB/CEO/Computer Amc/2017
Name of the Work
Tender for Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
Estimated Cost of Tender
16,00,000/- (Rupees Sixteen Lacs only)
Cost of Blank Tender document & mode of payment.
Rs.3000/-(Rupees Three Thousand Only) (Non Refundable) to be paid through Online Payment Modes i.e. Net Banking, Debit Card and Credit Card during Tender Document Download Stage
EMD Amount & Mode of Payment.
Rs. 50000 (Rupees Fifty Thousand Only) to be paid through Online Payment Modes i.e.
Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage.
Date ,Time and Place of Pre Bid Meeting
dt 14.07.2017 at 11am in the office of the Chief Executive Officer, Maharashtra Maritime
Board, Indian Mercantile Chambers, 3rd
floor, RK Marg, Ballard Estate, Mumbai —400 001
Address for Communication
Chief Executive Officer, Maharashtra Maritime Board, Indian Mercantile Chambers, 3rd
floor, RK Marg, Ballard Estate, Mumbai —400 001.
Contact Telephone & Fax Numbers
Email –ceommb@ gmail.com. Tel. No.022—22671734 Telefax. No.022—22614331
e-Tendering Helpline 24 x 7 Help Desk Number 0120-4200462,0120-4001002
Mobile no 8826246593d Email –[email protected]
Note: - 1. Chief Executive Officer, Maharashtra Maritime Board reserves right to accept or reject any or all tenders without giving
any reason thereof. 2. Bids will remain valid for 120 days from the date of opening of the tender. (Price Bid).
3. The detailed tender notice is available in the office of the undersigned and our website
https://mahammb.maharashtra.gov.in
Place: Mumbai Sd/-
Chief Executive Officer
Maharashtra Maritime Board,
Mumbai
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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E-TENDER TIME SCHEDULE
Please Note: All bid related activities (Process) like Tender Document Download, Bid Preparation, and Bid Submission will be governed by the time schedule given under key dates below :
(F) Critical Dates:
Activities DD / MM / YYYY Hrs. Mins
1 Publishing Date 13 07 2017 17 00
2 Document Sale Start Date
13 07 2017 17 00
3 Document Sale End Date
20 07 2017 17 00
4 Seek Clarification Start Date
20 07 2017 13 00
5 Seek Clarification End Date
20 07 2017 17 00
6 Pre Bid Meeting Date
15 07 2017 15 00
7 Bid Submission Start Date
13 07 2017 11 00
8 Bid Submission End Date
20 07 2017 17 00
9 Bid Opening Date
21 07 2017 17 00
*Dates mentioned here, are scheduled dates for Bid Opening Activities. Any changes in dates of opening of technical and commercial tenders shall be notified in 'Press Notice / Corrigendum' section on the e-Tendering sub portal of the department before opening of the same.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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GENERAL INSTRUCTIONS:
The bidders are requested to familiarize themselves with the use of the e-Tendering portal of Government of Maharashtra well in advance.
To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and subsequently purchase the Tender Document and its supporting documents, kindly visit following e-Tendering website of Government of Maharashtra: http://mahatenders.gov.in
The Contractors participating first time for e-Tenders on GoM e-tendering portal will have to complete the Online Registration Process for the e-Tendering portal. A link for enrolment of new bidders has been provided onhttps://mahatenders.gov.in
All bidders interested in participating in the online e-Tendering process are required to procure Digital e-Token having 2 certificates inside it, one for Signing/Verification purpose and another for Encryption/Decryption purpose. The tender should be prepared & submitted online using individual‘s Digital e-Token.
e-Tendering Tool Kit for Bidders (detailed Help documents, designed for bidders) has been provided on e-Tendering website in order to guide them through different stages involved during e-Tendering such as online procedure for Tender Document Purchase, Bid Preparation, Bid Submission.
(https://mahatenders.gov.in)
Bidders will have to pay cost of Tender Document through online modes of payment such as Net Banking, Debit Card and Credit Card through SBI Online during Tender document Download stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.
Similarly, Bidders will have to pay Earnest Money Deposit through online modes of payment such as Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.
If any assistance is required regarding e-Tendering (registration/upload/download) please contact GoM e-Tendering Help Desk on number 1800-3070-2232. (Helpline),
Mobile : +91-7878107985 , +91-7878107986 ,+ 91-7878007972 and +91-7878007973
For a bidder, online bidding process consists of following 2 stages:
1. Online Tender Document Purchase and Download 2. Online Bid Preparation and Submission TENDER DOCUMENT PURCHASE AND DOWNLOAD:
The tender document is uploaded / released on Government of Maharashtra, (GOM) e-tendering website https://mahatenders.gov.in
Tender document and supporting documents may be purchased and downloaded from following link of Maharashtra Maritime Board on e-Tendering website of Government of Maharashtra, https://mahatenders.gov.in by making payment through Online Payment mode i.e. Net Banking, Debit Card and Credit Card.
INSTRUCTION TO BIDDERS
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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The payment for Tender document and supporting documents will not be accepted by the department through any offline mode such as Cash, Cheque or Demand Draft.
The Tender document and supporting documents will be available online only. It will not be sold/issued manually from Maharashtra Maritime Board‘s office.
If for any reason a bidder fails to make this payment through online mode, system won‘t allow the bidder proceed further for next stage resulting in his/her elimination from Online Bidding Process.
Subsequently, bid has to be prepared and submitted online only as per the E-TENDER TIME SCHEDULE.
The bidders are required to download the tender document within the pre-scribed date & time mentioned in online tender schedule. After expiry of the date and time for tender document download, Department/Corporation will not be responsible for any such failure on account of bidders for not downloading the document within the schedule even though they have paid the cost of the tender to the Department /corporation. In such case the cost of the tender paid by the bidders will not be refunded.
PREPARATION & SUBMISSION OF BIDS:
Both the Tenders (Technical as well as Commercial) shall have to be prepared and subsequently submitted online only. Tenders not submitted through online mode will not be entertained.
EARNEST MONEY DEPOSIT (EMD)
Bidders are required to pay Earnest Money Deposit (if applicable) through Online Payment modes i.e. Net Banking, Debit Card and Credit Card during Bid Preparation Stage.
This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.
If the bidder fails to make this payment through online mode due to any reason, system won‘t allow the bidder to complete Bid Preparation stage resulting in his/her elimination from Online Bidding Process.
In Bid Preparation stage, bidders get access to Online Technical and Commercial Envelopes where they require uploading documents related to technical eligibility criteria and quote commercial offer for the work/item in respective online envelopes.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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1. Introduction
Maharashtra is one of the prominent coastal states in India with a coastline of around 720 km.
The coastline is regulated and administered by the Maharashtra Maritime Board (MMB), which is
the nodal agency governing the regulatory framework of the state‘s maritime sector. In
accordance with the Inland Vessel Act, 1917, MMB also acts as the regulator for inland water
transportation in the state. Over the years, MMB has taken a number of initiatives to harness the
potential of the coastline by developing Greenfield ports, captive jetties, multipurpose jetties,
inland water transport and shipyards.
E-Tenders for ―Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board‖ are invited by the ―Administrative Wing‖ Maharashtra Maritime Board, on behalf of Chief Executive Officer, Maharashtra Maritime Board on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.inas per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in 13.07.2017 at 11 AM hrs (IST) onwards.
2. Terms of Reference
The initial contract shall be valid for a period of one year subject to satisfactory fulfilment of the obligations under the contract. MMB may, at its discretion renew/extend the contract on the same terms and conditions on yearly basis for a maximum of two years i.e. a total of three years.
2.1 Scope of Work
A. SERVICE AND SUPPORT:
I. The bidder shall make arrangement for skilled manpower at nearest District Head
Quarter so that calls may be attended within stipulated earliest time.
B. Non-Comprehensive Maintenance:
The rates quoted should cover maintenance of operating system, software
installation, installation of patches, configuration of applications, e.g. client
applications, connection of computers to network and any other work which may be
assigned by MMB under the Scope of Work at Annexure-C. Replacement of faulty
parts shall not be covered in the rates quotes. MMB shall pay additionally in case any
hardware require replacement. The rates of the various parts shall be submitted
along with the proposal, MMB shall adhere to the same rates. In case proposed rates
seem high from the prevailing market rate, then authority at its discretion may
disqualify the bidder.
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C. MAINTENANCE:
I. The bidder shall provide maintenance services for all working days. In exigencies, even calls should be attended on holidays also, without any extra charges.
II. The bidder shall fulfil all the responsibilities as per the tender document including liaisoning for troubleshooting & maintenance of Computers and peripherals including their networking with other equipment. The AMC shall be comprehensive.
III. Preventive maintenance of all the items covered under AMC (as per Annexure- D) would be carried out on Half Yearly basis. A Preventive Maintenance Report from the user would be submitted to Administrative Department of MMB, failing which an appropriate penalty would be imposed.
D. RESPONSIBILITIES OF THE BIDDER:
The bidder shall be responsible for the following activities, namely:-
I. Total Hardware maintenance including repair and replacement of faulty parts, (Please
refer items mentioned in Annexure-D) excluding consumable item.
II. The bidder shall be responsible for taking backup data and program available on
PCs/Laptop/Server before attending the fault and shall also be responsible for reloading
the same. The backup copies are to be returned to the users, under acknowledgement.
All the existing configurations to the corresponding computer have to be restored back by
the bidder. Even in case of hard disc failure or virus infection, the bidder should make all
the attempts to recover the data wherever possible.
III. The bidder shall have the required drivers (CD/DVD/Hard disc etc) for maintaining the
PCs and peripherals for configuring them. Details of items kept for this purpose should be
informed to Administrative Department in writing.
IV. Half yearly Preventive Maintenance of hardware devices, etc., as per Annexure -D and
submission of report thereof. The bill for that quarter will be paid only after the bidder
submits preventive maintenance report to the satisfaction of MMB.
V. Half yearly preventive maintenance also includes regular cleaning of individual Desktop
Computers, Printers, Multifunctional Devices, Scanners, and Laptops including their
interworking with other equipment‘s.
VI. Regular virus cleaning of all Desktop Computers/Servers as per requirement of MMB.
VII. Shifting and reinstallation of Desktop Computers/Printers, etc., as and when required by
MMB.
E. Part Replacement
Bidder is required to keep with him sufficient stock of spares for each item under
AMC at the beginning of the contract period. If required Bidder shall replace the faulty
parts. MMB shall pay additionally in case any hardware require replacement. The
rates of the various parts shall be submitted along with the proposal, MMB shall
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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adhere to the same rates. In case proposed rates seems high from the prevailing
market rate, then authority at its discretion may disqualify the bidder.
F. Faulty Repair and Up-Time
I. A logbook in physical form as well as in electronic form shall be maintained in which the
Service Provider shall record all the complaints related to computers and peripherals and
submit a weekly report with all the complaints along with root cause analysis (RCA). All
the complaints received shall be attended by them in following manner: (A) Critical* faults
immediately, on same working day. (B) Major# faults within 24 hours by replacement
method, with the available spares, if instructed by the Admin Department. Other Major
faults within 48 hrs, which are to be got serviced from authorized service centres of
manufactures. Minor$ fault in Desktop and peripherals may also be attended as early as
possible with the convenience of the User, not beyond 72 hours.
Note: * Critical = The situation is causing high impact on the related work/business and the dependents are also suffering; # Major = Important work of individual is affecting causing loss of man hours; $ Minor = OS Updation, patch Updation, Updation of software, corruption of browser etc paper jam message on printer, ups beeping etc.
If the bidder fails to rectify the faults of the system, even after the Quarterly maximum limit of penalty of ten per cent (10%) of the amount for the whole year has been reached, MMB, at its discretion, may terminate the contract and get faults rectified or the faulty parts replaced through a third party and recover the cost of such repair or cost of replacement of the faulty parts and other expenses, if any, incurred by it for getting the faults rectified, from the bidder either from the pending bills of the bidder or by encashment of the bank guarantee / security deposits, as the case may be. All additional resources required/deployed by the bidder to meet uptime shall be provided without any additional cost to MMB
II. The fault reported shall be attended immediately by the service engineers of the bidder.
The repairs shall be carried out on-site it-self. However, in case the equipment is required
to be taken to the workshop of the bidder, a prior approval of MMB shall be required. The
bidder shall provide stand-by equipment equivalent to repairable machine in complete
working order till such repair is carried out.
3. Qualifying criteria
Bidder shall accept all the Terms and Conditions and sign, stamp on each and every page of
Part-1, Part-2 and Part-3 and Annexure from A to F of the tender Document which shall be
serially numbered and certified by the bidder that Bid contain ___ number of pages as token of
acceptance.
The annual turnover of the Bidder shall not be less than Rs. 50 lakhs (Rupees Fifty Lakh) out of
which at least Rs. 30.00 lakh or more in ICT hardware Maintenance Service only in the three
preceding financial years. Turnover certificate from Chartered Accountant indicating that the
turnover is from the above mentioned Service in this regard shall be enclosed.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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The Vendors/ Service providers having their office in Mumbai will only be considered. Stationing
of Service Engineer in Mumbai shall be a must. Detail of current resources deployed may be
submitted along with technical bid.
If the application is made by a partnership firm, current address of the firm and full names and
current address of the partners of the firm shall accompany the application. Any supporting
documents as called for by the MMB as and when required shall be submitted by the firm.
If the application is made by a limited company, it should be signed by duly authorized person
holding the power of attorney. Any supporting documents as called for by the MMB as and when
required shall be submitted by the Company.
Documentary proof with respect to the details furnished in the application form regarding eligibility
criteria shall be furnished along with the application form. In this regard, copies of the work order
and completion certificates shall be submitted. Incomplete applications or applications without
proper proof for establishing their credentials will be summarily rejected and no correspondence
will be entertained in this regard.
The bidder shall provide performance certificates of minimum five years‘ experience (of which at
least two year experience with Government Organizations/ PSU) doing maintenance of Desktop
computers approximately 100 or more devices p.a.)
The bidder shall provide the list of its customers along with their contact address and phone
number (present and past) for verification.
The bidder shall enclose testimonials in support of experience mentioned in the preceding para.
The bidder shall furnish copies of PAN/TIN/GST registration certificate along with the Audited
Profit and Loss and Balance sheet for last three years.
The bidder shall furnish the copies of Acknowledgements for the last three years for Income Tax
returns filed with Income Tax Department.
The firm shall have adequate physical infrastructure based in Mumbai to support AMC project,
such as in-house test cum repair centre and the bidder shall have more than 5 technical staff on
their pay roll.
The Bidder shall necessarily be a legally valid entity either in the form of a Limited Company or a
Private Limited Company registered under the Companies Act, 1956. Incorporation/Registration
certificate along with MoA/Bylaws (or similar document) should be furnished as documentary
proof.
The Bidding Agency should not have been black listed by any State Government, Central
Government or any other Public Sector undertaking or a Corporation as on the date of RFP
opening. An affidavit (Duly Notarized) to this effect should be submitted by the bidder on its letter
head.
Satisfactory service certificates should be produced from two of their existing major clients with
details of contact person, Telephone No., email etc.
4. Documents Supporting the Minimum Eligibility Criteria
The Technical Bid must contain:
Undertaking from the Bidder - as per format given in Annexure ‗A‘.
Compliance of Terms and Conditions - as per format given in Annexure ‗B‘
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annual financial statements viz. Balance Sheet, Profit & Loss Account together with
Income-tax Return of the company for the last three financial years.
Income Tax PAN Card Number and TIN.
Copy of GST registration Certificate.
Details along with proof for the last five financial years‘ experience of providing the
maintenance of Desktop (100 nos. or more) Computers and devices. Bidders shall
enclose experience certificates from three agencies out of which at least two year from
Govt. organization / PSU/ Bank. (Document shall contain Purchase order along with
successful completion certificate).
Details of similar nature of work performed during the past period by the firm in the
offices their names with period, along with documents supporting the same, along with
their contact numbers, addresses, etc.
An affidavit stating that in the last three years, they have not been blacklisted by any
firm/organization/PSU.
Signed copies of Part-1, Part-2 and Part-3 of the tender and Annexure A to D and F.
In proof of having fully adhered to the minimum eligibility criteria, attested copy of
Certificates of Incorporation issued by the respective registrar of firms/companies.
Financial Bids The Financial Bid should be in a separate sealed envelope super scribed as ―Financial Bid for Annual Maintenance Contract for Computers and peripherals‖.
The Financial Bid shall contain nothing but prices as per the format enclosed as Annexure
‗E‘. The bidders are advised to use the prescribed format only (Annexure-E), otherwise, the
Financial Bid will be summarily rejected.
In no case any terms and conditions or technical deviations or any other amendment shall be
included in the Financial Bid. Any additional options, terms, etc. shall be ignored while
evaluating the Financial Bid.
5. Earnest Money Deposit
Earnest money of Rs.50000- in words (Rupees Fifty Thousand only) shall be paid via online using
NEFT/RTGS or payment gateway mode. The said amount of earnest money shall not carry any
interest whatsoever.
The amount of earnest money will be refunded to the unsuccessful tenderer on deciding about
the acceptance or otherwise of the tender or on expiry of the validity period whichever is earlier.
In case of the successful tenderer, it will be refunded on his paying the initial security deposit and
completing the tender documents or will be transferred towards a part of security deposit to be
paid after awarding of the work. If successful tenderer does not pay the security deposit in the
prescribed time limit and complete the agreement bond, his earnest money deposit will be
forfeited.
Earnest money of the un-successful tenderers will be refunded on their application only after an
intimation of rejection of their tender is sent to them or on the expiry of the validity period
whichever is earlier.
Bidders shall not be permitted to withdraw their offer or modify the terms and conditions thereof.
In case the bidder fails to observe and comply with the stipulations made herein or backs out after
quoting the rates, the aforesaid bid security shall be forfeited.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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The bids without Earnest Money shall be summarily rejected.
The bid security may be forfeited: (a) If the bidder withdraws his bid during the period of bid
validity specified by the bidder in the bid form; or (b) In case of successful bidder, if the bidder
fails to sign the contract in accordance with the terms of the tender document Or fails to furnish
required performance security in accordance with the terms of tender document within the time
frame specified by the Client OR Fails or refuses to honor his own quoted prices for the services
or part thereof.
6. Bid procedure
The technical bids of the tender shall be opened by a committee nominated by the CEO, MMB,
Mumbai in the presence of the authorised representatives of the bidders, if present, at 13.00 Hrs
on 15.07. 2017 in the main office of the MMB.
The technical bids, which do not contain full information and documents called for, shall be
rejected.
The technical bids shall be evaluated based on the available documents submitted by the bidder.
To assist in the examination, evaluation, and comparison of the bids, and qualification of the
bidders, the Client may, at its discretion, ask any bidder for a clarification of its bid. Any
clarification submitted by a bidder that is not in response to a request by the Client shall not be
considered. The Client's request for clarification and the response shall be in writing.
If a bidder does not provide clarifications of its bid by the date and time set in the Client's request
for clarification, its bid may be rejected.
Based on Technical Scoring, the Authority at its discretion may limit the number of qualified
bidders.
The Financial Bids of all the technically qualified Bidders shall be opened on the appointed date
and time in presence of the qualified bidders/their authorized representatives, who choose to be
present at the time of opening of the financial bids.
The financial bid price, as indicated in the financial bid submission form of each bidder shall be
read out on the spot, however, it shall be clearly stated that the final financial bid prices would be
arrived at after detailed scrutiny/correction of arithmetical error in the financial bid.
After evaluating the price bids received, the bidder who quoted the lowest (Grand total) (L-1)
Price will be awarded the work. Mere becoming the lowest bidder, prior to financial bid scrutiny
will not give any right to the lowest bidder to claim that he is successful in the bidding process.
In case the financial bid of more than one agency is same as L-1, then MMB will be assigning
marks to various eligibility parameters like turnover, number of years of relevant experience etc.
of such L-1 bidders and work will be awarded to the bidders who score highest marks, among the
L-1 bidders.
Conditional Bids will be rejected.
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7. Penalty
The down-time penalty charges if not rectified within 72 hours or not replaced by stand by equipment shall be as follows:
SN Items Penalty Amount in Rs. Per day per device
1. Desktop/ laptop Rs 500.00
2 Printer / Fax Rs 200.00
3 Scanner Rs 200.00
Penalty on non-completion of Preventive Maintenance in time:
The preventive maintenance shall be completed within the particular Half year and any
slippage in this will attract a penalty of 3% of the annual contract amount.
Quarterly maximum limit of all the penalties taken together shall be limited to be of ten
per cent (10%) of the Annual contract amount.
8. Notification of Award by Issuance of “Letter of Acceptance”
After determining the successful evaluated bidder, Client shall issue a Letter of
Acceptance (LoA) in duplicate, who will return one copy to Client duly acknowledged,
accepted and signed by the authorized signatory, within seven (7) days of receipt of the
same.
9. Validity
Offers must be valid for acceptance for the minimum period of 120 (One hundred twenty days)
counted from the Bid Submission End Date. Offers without the minimum validity period will be liable
for rejection. In the absence of any categorical mention regarding validity of the offer, it will be
construed that the offer is valid as called for in the covering page and it will be incumbent on the
bidders to accept order, if any, when placed within such validity.
10. Payment terms
Payments due under this contract shall be made as per the payment terms described below:
After the end of every quarter, the service provider shall submit a report for the work
executed during the quarter. The payment will be made on quarterly basis, i.e., 25% of
the annual charges (total quoted amount) for each completed quarter, subject to the
completion of work to the satisfaction of MMB and only after the verification of bills
complete in all respects. If the work has not been performed to the satisfaction of MMB,
payments will not be made till the remedial measures are taken.
Due to administrative reasons, any hardware items may be withdrawn from the contract
by MMB. In such cases, payment for those items will be made to the bidder up to the
period the same was kept under AMC.
Tax at prevailing rates as per Income Tax Act will be deducted at source. The cost of the
Contract shall remain valid for a period of three years.
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All payments shall be made in Indian Currency by means of Bank ECS/Account
Payee Cheque.
In addition to the Contract payments, the Client shall pay for any additional services
required by the Client, which are not specified in the Price Schedule.
In addition to this MMB shall pay in case any faulty item/hardware is required to be
replaced. The rates of various parts shall be submitted along with the proposal. MMB
shall adhere to the same rates. In case proposed rates seem high from the prevailing
market rate, then authority at its discretion shall disqualify the bidder.
11. Scrutiny and evaluation of proposals
i. Responsiveness of proposal
A responsive proposal is one which conforms to all the requirements of the Bid Document. A
proposal shall be treated non-responsive for any of the following reasons:
a. The information as indicated in Annexures is not furnished.
b. Validity of the proposal is not confirmed.
c. The proposal and supporting documents show significant variations and or
inconsistency/ies.
d. Proposal not duly signed by the authorized signatory.
e. Proposal containing interlineations, erasures or overwriting except corrections made by
the bidder duly initiated will be liable for rejection
f. Proposal containing incorrect statement and incomplete information.
g. MMB will reserve the right to accept / reject any offer either in full or in part or accept any
offer other than the lowest offer without assigning any reason whatsoever.
h. Conditional offers shall be liable for rejection.
ii. Scrutiny of Tender Submission
The responsive bids shall be examined in detail for their technical contents. The compliance of
the bidder with the Eligibility criteria as indicated in above para will be assessed. In the process of
this assessment some clarifications may become necessary. These shall be sought and furnished
in writing. However, the basic proposal shall not be permitted to be changed / altered either to
fulfil minimum qualifying criteria or to make a non-responsive proposal responsive or to qualify for
meeting the technical bid parameters. The proposals, which are found deficient or defective or
unacceptable due to any reason, shall be treated as non-responsive.
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iii. Scrutiny of financial bid
Financial bids of responsive proposals that are found acceptable on scrutiny of technical contents
and satisfy the criteria for evaluation, as specified in above section of Tender Document will be
opened in the presence of authorized representatives of concerned Bidders who may wish to be
present.
12. Pre-bid meeting
The bidder or his official representative who have downloaded the bid document from
https://mahatenders.gov.in and interested to participate is invited to attend a pre-bid meeting
which shall take place as specified in the E-Tender Time Schedule in this document.
The purpose of the meeting will be to clarify issues and to answer questions on any matter
related to this tender that may be raised at that stage. The bidders are requested to submit any
question/clarification in writing or by fax or by e-mail to MMB, not later than 2 days before the
meeting.
13. Performance security:
i. The successful bidder shall furnish the performance security within 2 weeks of the receipt of the
work order failing which MMB reserves the right to annul the work order.
ii. In the event of bidder‘s failure to discharge its obligations under the contract, the Performance
Security shall be encashed and the proceeds thereof shall be forfeited without any further
reference to the bidder.
iii. The Performance Security amount shall not accrue any interest.
iv. The performance security should be kept valid one month more than the validity of contract. The
bidder will extend the validity of the Performance Security, if and whenever specifically advised by
MMB, at its own cost.
v. The Demand Draft or Pay order shall be enforceable at MMB.
vi. The amount of performance security shall be 4% of the value of the contract.
vii. Performance security will be discharged by MMB and returned to the Contractor within 30 days
following the date of completion of the Contractor‘s performance obligations, including any
warranty obligations, under the contract.
14. Opening of tenders:
i. The tenders will be opened as per the Bid Opening Date specified in the E-Tender Time
Schedule provided in this document.
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ii. In case of an unscheduled holiday on the bid opening date, the bids will be opened on next
working day. Accordingly, bid closing date / time will get extended up to the next working day.
15. Liability:
Except as otherwise expressly provided, neither MMB nor its servants, agents, nominees, shall
have any liability or responsibility whatsoever to whomsoever for loss or damage to the
equipment and/or loss or damage to the property of successful bidder and/or its sub-contractors,
irrespective of how much loss or damage is caused unless caused by wilful and gross negligence
of MMB and/or its servants, agents, nominees, assignees.
The successful bidder shall protect, defend, indemnify and hold harmless MMB from and against
such loss or damage and any suit, claim or expense resulting there from.
Neither MMB nor its servants, agents, nominees, assignees, sub-contractors shall have any
liability or responsibility whatsoever for injury to, illness, or death of any employee of the
successful bidder irrespective of how such injury, illness or death is caused unless caused by
wilful and gross negligence of MMB and/or its servants, agents, nominees, assignees. The
successful bidder shall protect, defend, indemnify and hold harmless MMB from and against such
loss or damage and any suit, claim or expense resulting there from.
16. Force majeure:
i. In the event of either of the parties being rendered unable, wholly or in part by force majeure to
carry out its obligations under the agreement when entered into, it is agreed that on such party
giving notice and full particulars of such force majeure in writing or by telegram / telex / fax to
other party as soon as possible (within maximum one week), after the occurrence of the cause
relied on then the obligations of the party giving such notice with proper documentary evidence so
far as they are affected by such force majeure, shall be suspended during the continuance of any
inability so caused but for no longer period, and such cause as far as possible be remedied with
all reasonable effort.
ii. The term ―Force Majeure" as used herein shall mean ‗Acts of God‘ including Landslides,
Lightning, Earthquake, Fires, Storms, Floods, declared Wars, Blockades, insurrection, riots,
Government regulations etc., which are not within the control of the party claiming suspension of
its obligations within the meaning of the above Clause and which renders performance of the
contract by the said party completely impossible.
iii. The contract arising out of this tender shall be interpreted in accordance with and governed by
the laws of India. The personnel employed by the successful bidder shall be the sole
responsibility and liability of the successful bidder and also expenses in connection with their
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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employment shall be borne by the successful bidder. MMB shall not bear any responsibility or
have liability whatsoever arising out of this contract, including the liability under the Workmen‘s
Compensation Act or any other Act (s) applicable. The successful bidder shall comply with
provisions of various labour laws enacted by the Central /State Government, as amended from
time to time.
iv. All statutory requirements / obligations there under, as may be applicable to the contract labour,
will have to be adhered to by the successful bidder and any failure on his part on this account
shall be responsibility of the successful bidder. The successful bidder will abide by rules,
regulations, by-laws and statues, imposed by the Government and other local authorities etc. The
Successful bidder has to ensure that the payment of wages / salaries / allowances / overtime etc.
shall be subject to the minimum wage rates notified by the State Govt. from time to time. The
payment of wages shall be made directly by the successful bidder to his staff and not through
VENDORS or any other party or person. No amount shall be deducted from the wages of the
workmen by way of commission of any nature whatsoever, except for statutory deductions.
v. Liability on account of non-observance/no-compliance of any statutory requirement shall be
responsibility of successful bidder. The successful bidder shall keep MMB indemnified for any
claims/ damages / disputes that may arise under any provision of law at any point of time during
the currency of the contract or thereafter for the relevant period.
17. Arbitration:
All disputes and differences whatsoever arising between the parties out of or relating to the
construction, meaning and operation or effect of this Tender and consequent Contract or the
breach thereof shall be mutually settled. However, in case no such mutual settlement is arrived
at, the matter shall be settled by arbitration in accordance with the provision of arbitration of the
Indian Arbitration & Conciliation Act, 1996 and any statutory modification or re-enactment thereof
and the Rules made there under and for the time being in force. The venue of arbitration shall be
at Mumbai unless otherwise agreed by MMB.
18. Applicable law:
The contract arising out of this tender shall be interpreted in accordance with the Law of India.
19. Miscellaneous
MMB, in its sole discretion and without incurring any obligation or liability, reserves the right, at any time, to:
Suspend and/or cancel the Selection Process and/or amend and/or supplement the Selection Process or modify the dates or other terms and conditions relating thereto;
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Consult with any Applicant in order to receive clarification or further information;
Retain any information and/or evidence submitted to the Authority by, on behalf of and/or in relation to any bidder; and/or
Independently verify, disqualify, reject and/or accept any and all submissions or other information and/or evidence submitted by or on behalf of any bidder.
ANNEXURE –A
Cover Letter Format (In letter head)
TENDERERS PARTICULARS FOR TENDER NO: ………………………………
To,
Chief Executive Officer,
Maharashtra Maritime Board, Mumbai.
Dear Sir,
Being duly authorized to represent and act on behalf of
_____________________________________hereinafter called ―The Tenderer‖ and having visited the
site and examined the Scope of work, Specifications, Schedules and the tender document for ― Tender for
Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head
office of Maharashtra Maritime Board‖
I/ we here by submit my/our offer as follows:
a) Technical Bid– (in separate sealed cover along with EMD of Rs. ___/- & other documents) (Cover I)
(b) Financial Bid– part of the tender document.
2. The two sealed covers containing technical bids and financial bids referred to above have been put in
main cover (Cover III) as required.
3. I hereby undertake to abide by various terms and conditions contained in your TENDER No:
____(Copy, duly signed, enclosed). We understand that MMB reserves the right to,
a) Amend the scope of tender
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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b) Reject or accept any tender including the lowest, cancel the tender process and reject all tender.
c) We agree that the MMB will not be liable for any such action and will be under no obligation to inform
the Tenderer of the grounds for such action.
d) I also certify that the details furnished in the bids, various enclosures and other documents are true and
correct.
4. I also express my willingness to sign the contract incorporating the Standard terms and special
conditions of the contract as contained in the Tender.
Yours Sincerely
(Signature of the Owner/ Bidder/ Authorized signatory and please indicate capacity which signed Viz. on
own behalf or as Power of Attorney or Authorized signatory of the owner. Please also include the contact
No. and address in the Place)
Note:-Please put this offer letter in Cover I (containing Technical Bid) along with other required
documents.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annexure -B
FORMAT FOR SUBMISSION OF TECHNICAL BID
1) Name of the Organization / agency
2) Registered / Corporate Office Address
3) Address for communication (including fax and e-mail)
4) Organization details and brief profile
5) Certificate of incorporation/registration
6) Memorandum of Association and Article of Association or By-laws (in case of firm)
7) Brief details of Head Office and field/ branch offices
8) The bidder should submit the Income Tax return for last three previous years ending 31st
March 2017 with the Technical bid of Tender documents.
9) Copy of GST registration Certificate.
10) Details along with proof for the last five financial years‘ experience of providing the
maintenance of Desktop (1000 nos. or more) Computers and devices. Bidders shall enclose
experience certificates from three agencies out of which at least two year from Govt.
organization / PSU/ Bank. (Document shall contain Purchase order along with successful
completion certificate).
11) Details of similar nature of work performed during the past period by the firm in the offices
their names with period, along with documents supporting the same, along with their contact
numbers, addresses, etc.
12) Certificate of statutory auditor certifying the Annual turnover of the agency for each of the last
three financial years preceding the due date for submission of this tender
13) Duly Notarized affidavit by the Bidding Agency stating that it has not been black listed by any
State Government, Central Government or any other Public Sector undertaking or a
Corporation as on the date of RFP opening
The bids are liable to be rejected in case of failure to comply with any of the above requirements.
Signature:
Name of Authorised Representative:
Date:
Place:
Seal:
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annexure-C
Scope of Work
The bidder who is awarded the work shall be responsible for:-
Receiving of all complaints with respect to Computer Hardware and Peripherals installed in the
head office of the MMB or provide any other related service as may be instructed by MMB, issue
call numbers and monitor the rectification of lodged complaints so that the complaints lodged are
attended within stipulated time.
Integration and testing of complete system shall be done as and when required.
The personnel deployed should be capable and fully aware of application software, commands,
installation and re-installation of devices and any other associated work, etc.
The personnel deployed should be able to set various policies as and when required for the
smooth functioning.
Hardware maintenance which includes repair / replacement of all the parts/items of Desktop
Computers, Printers, Multifunctional Devices, Scanners, Xerox Machine, Laptops etc., in totality.
Replacement of Consumables- cartridge/ Toner/Printer Heads/ Mouse/ Key Boards is not
included under this contract.
Ensuring that all the Desktop Computers, Laptops have only licensed software.
Maintenance and operation of Computer Hardware and Peripherals.
Updating the users by rendering assistance if there is any software up gradation, introduction of
new software (e.g. MS Office, configuration of e-mail accounts in Outlook, etc.).
After repairing the device, the same should be made ready for use along with installation of the
applications, connecting to LAN, updating AV etc.
Half yearly preventive maintenance of hardware devices. This includes cleaning of dust from the
hardware items etc. The preventive maintenance shall in any case may be completed within the
particular Half year and any slippage in this will attract a penalty of 3% of the annual contract
amount.
Note: - The bidder shall make arrangement for skilled manpower near to head office so that calls may be attended within stipulated earliest time. Service engineers should have the knowledge of using tools for Data Recovery activities under Desktop/Laptop. Further if, due to any administrative reasons, a hardware item is withdrawn by MMB from the list of hardware items specified under Annexure D, no payment will be made to the bidder for that item from the date of withdrawal of such item from the scope of the AMC. We hereby declare that we have fully understood the above stated Scope of Work
Signature:
Name of Authorised Representative:
Date:
Place: Seal:
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annexure-D
S.N. Item Approximate Count
1.
Desktop PCs (includes make- Wipro, HP, HCL and
ACER )
60
2.
Laptop (includes make- Wipro, HP, HCL and ACER,Dell ) 15
3
Printers(includes make- Wipro, HP, HCL ,Rico )
25
4.
scanner
2
5
Fax Machine
2
*Count mentioned is approximate and actuals may vary.
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annexure- E
Financial Bid
(This Annexure is to be submitted in financial bid in a separate sealed envelope)
S.N Item Approx. Qty Rate per unit Amount (excluding taxes)
1
Desktop PCs (includes make- Wipro, HP, HCL and ACER )
60
2
Laptop (includes make- Wipro, HP, HCL and ACER,Dell ) 15
3
Printers(includes make- Wipro, HP, HCL ,Rico ) 25
4
scanner
2
5
Fax Machine
2
Grand Total
Total as above (before tax) Rs.____________________
Taxes, if any (rate of tax __________ %) (If the bidder is exempted from payment of applicable
taxes, he shall provide certificate for such exemption from the competent authority).
Rs.____________________
Grand Total (excluding taxes) Rs.____________________
Grand Total in words (excluding taxes) (Rupees ……………………………………..………….…..)
Note :
Any Hardware item can be withdrawn from AMC (due to administrative reasons) at any time and
payment be made only for the part period till such withdrawal.
In addition to this MMB shall pay in case any faulty item/hardware is required to be replaced. The
rates of various parts shall be submitted along with the proposal. MMB shall adhere to the same
rates. In case proposed rates seems high from the prevailing market rate, then authority at its
discretion shall disqualify the bidder.
The Financial Bid shall contain nothing but prices only.
Bidders are requested to ensure that after quoting the prices this Annexure is duly signed with
company seal. Financial bid submitted without sign and company seal will not be accepted
/ considered.
Signature & Seal of Tenderer
Name and Title of Signatory:
Name of Firm:
Address:
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Annexure –F
Details Regarding Annual Turnover
Annual Turnover
SI. No Financial Year Annual Turnover in Rupees (Lakhs)
1 2014-15
2 2015-16
3 2016-17
Copies of the Audited Balance Sheet and Profit and Loss Account for the last three Financial Years 2013-14, 2014-15 and 2015-16 should be attached
Place:
Date :
Signature of the Tenderer with seal
Annexure- G
Details Regarding Similar Orders
SI. No Name of the Client
Nature of Job (Enclosed Purchase
Value of Purchase
Date of Commencement
Date of Completion
Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board
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Orders) Order
Note: Mode of proof: Copy of Purchase Order/Contract for providing ‗Award of Work‘. Copy of Completion Certificate‘/Final Invoice/Letter indicating return of Security Deposit for providing satisfactory ‗Completion of Work‘. Should be furnished for each of the Projects.
Signature:
Name of Authorized Representative:
Date:
Place:
Seal: