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Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
Society for Promotion of Information Technology and e-Governance Page 1
Request for Proposal (RFP)
For
The Procurement of Global Positioning System (GPS) based
Mobile Phones
RFP No. DIT-F (11)5/2003-Vol-III
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
Society for Promotion of Information Technology and e-Governance Page 2
Member Secretary (EC), SITEG Department of Information
Technology 24, SDA Complex, Kasumpti, Shimla-171009
Table of Contents
Contents Table of Contents .......................................................................................................................................... 2
1. INVITATION FOR BIDS ............................................................................................................................ 4
1. INTRODUCTION .................................................................................................................................... 5
2. OBJECTIVE……………………………………………………………………………………………………………………………………….5
3. SPECIFICATIONS FOR GPS BASED MOBILE PHONES ............................................................................. 6
4. INSTRUCTIONS TO BIDDERS ................................................................................................................. 6
4.1 DEFINITIONS .................................................................................................................. ……….7
4.2 COST OF THE TENDER DOCUMENT ........................................................................................ 7
4.3 SCHEDULE OF TENDER .......................................................................................................... 7
4.4 PROCEDURE FOR SUBMISSION OF BIDS ................................................................................. 8
4.5 EARNEST MONEY DEPOSIT (EMD)…………………………………………………………………………………..….10
4.6 COSTS INCURRED WITH TENDERING .................................................................................... 11
4.7 AMENDMENT IN TENDER DOCUMENT ................................................................................. 11
4.8 LANGUAGE OF BIDS ............................................................................................................ 11
4.9 BID CURRENCY ...................................................................................................................... 11
4.10 VALIDITY ............................................................................................................................... 12
4.11 DEADLINE FOR SUBMISSION OF BIDS…………………………………………………………………………………12
4.12 PRE-BID MEETING ……………………………………………………………………………………………………………..12
4.13 LATE BIDS ………………………………………………………………………………………………………………………….12
4.14 MODIFICATIONS & WITHDRAWAL ...................................................................................... 12
4.15 BID EVALUATION PROCESS ................................................................................................. 13
5. ELIGIBILITY CRITERIA FOR THE BIDDER ............................................................................................. 15
5.1 GENERAL ............................................................................................................................ 15
5.2 SCOPE OF WORK ................................................................................................................. 17
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
Society for Promotion of Information Technology and e-Governance Page 3
6. TERMS AND CONDITIONS OF THE TENDER ...................................................................................... 18
6.1 GENERAL CONDITIONS ........................................................................................................ 18
6.2 PURCHASER'S RIGHT TO REJECT ANY / ALL BIDS .................................................................. 18
6.3 BID REJECTION CRITERIA ...................................................................................................... 19
6.4 DELIVERY PERIOD & INSTALLATION ...................................................................................... 20
6.5 RECOVERIES FROM SUPPLIER/ SELECTED BIDDER……………………………………………………………..20
6.6 RESPONSIBILITIES OF THE BIDDER ........................................................................................ 20
6.7 SCHEDULE OF PAYMENT ....................................................................................................... 20
6.8 RATES ................................................................................................................................... 21
6.9 MODIFICATION IN THE ORDER…………………………………………………………………………………….21
6.10 SUBCONTRACT…………………………………………………………………………………………………………….21
6.11 SPECIFICATIONS…………………………………………………………………………………………………………..22
6.12 PENALTIES ........................................................................................................................... 22
6.13 TAXES AND DUTIES ............................................................................................................. 22
6.14 PERFORMANCE GUARANTEE.............................................................................................. 22
6.15 INSURANCE ......................................................................................................................... 23
6.16 INDEMNITY ......................................................................................................................... 23
6.17 CONFIDENTIALITY ............................................................................................................... 24
6.18 FORCE MAJEURE DURING THE PENDENCY ......................................................................... 24
6.19 ARBITRATION ...................................................................................................................... 25
6.20 JURISDICTION OF COURTS ................................................................................................. 25
7. PRELIMINARY SCRUTINY ................................................................................................................... 25
8. FORMAT FOR COMMERCIAL OFFER ................................................................................................... 25
9. TRANSPORTATION…………………………………………………………………………………………………………………………25
10. SIGNING OF THE BID ........................................................................................................................... 25
11. COSTS OF PREPARATION & SUBMISSION OF BID ............................................................................... 26
12. CONFIDENTIALITY OF THE BID DOCUMENT ....................................................................................... 26
13. OWNERSHIP AND RETENTION OF DOCUMENTS ................................................................................ 26
14. PERFORMA A, B, C & D………………………………………………………………………………………………………………….27
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
Society for Promotion of Information Technology and e-Governance Page 4
INVITATION FOR BIDS
S. No. Key Activities Date
1. Sale of Tender 12/08/2013
2.
Last date of receiving queries from
bidders 27/08/2013
3. Pre-Bid Meeting 31/08/2013
4. Corrigendum 06/09/2013
5. Last date of submission of document 13/09/2013
6. Opening of Bids 16/09/2013
7. Tender Download Site www.himachaldit.gov.in
8. Contact Details Member Secretary (EC), SITEG, Department
of Information Technology, Block No.24, SDA
Complex, Shimla-171009
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
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1. INTRODUCTION
Aryabhatta Geo-informatics and Space Application Centre (AGiSAC) has been setup by the Government
of Himachal Pradesh to facilitate use of spatial and geo-spatial technologies for the planning and
development activities in the state and has developed geo-informatics system for the various
departments. The view of setting of AGiSAC is that all the relevant departments would make use of
geo-informatics based decentralized applications and decision making in their functioning and to
undertake monitoring and evaluation of Government Schemes and programmes using geo-informatics
applications and hence it is an endeavor to instutionalize geo-informatics applications in Himachal
Pradesh.
In view of the above, SITEG, Department of Information Technology, Government of Himachal
Pradesh invites sealed tenders for the procurement of Global Positioning System (GPS) based mobile
phones for the mobile based GIS web applications developed by AGiSAC.
2. OBJECTIVE
The web application (GPS based) developed by AGiSAC is being accessed over internet through mobile
and for the same purpose AGiSAC requires GPS based mobile phones with Java support. The
procurement of GPS based mobile phones approved by the Government for various departments is as
under:
Sr.No. Department Requirement of Mobiles
1 Rural Development 77
2 Public Works Department 15
3 Irrigation and Public Health 10
4 Forest 100
5 Town & country planning 10
6 Environment 25
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
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3. SPECIFICATIONS FOR GPS ENABLED MOBILE PHONES
Following are the desired specifications for the GPS enabled mobile phones:
Item Features
Operating System Android/ Windows/ Symbian/ Bada/ Java/ ios
Internal Memory At least 40 MB
Display Type: Capacitive Touch Screen Size: 3.5 inch, 320 x 480 pixels resolution
or Keypad (Optional): screen size must be 2 inch
Camera Minimum 2 Mega Pixel
GPS GPS with A-GPS support
Network Minimum 2G
GPS Accuracy +/- 15 meters
Battery 1200 mAh
Stand by: upto 240 h
Talk time: upto 4 h
4. INSTRUCTIONS TO BIDDERS
The Bidder is expected to have read and examined all the instructions, forms, terms and specifications
in the Tender Document with full understanding of its implications. Failure to furnish all information
required in the Tender Document or submission of a bid not substantially responsive to the Tender
Document in every respect will be at the Bidder's risk and may result in outright rejection of the bid.
The Bidders are advised to strictly adhere to the Performa provided for that purpose in this document.
Any deviation in this matter will lead to disqualification of the Tender.
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4.1 DEFINITIONS
The following definitions shall govern for the respective terms as hereinafter mentioned in this Document:
SITEG: Society for Promotion of IT and e- Governance,
Department of Information Technology, Shimla, H.P.
Bidder: The prospective tenderer who has submitted the
tender fee and intends to offer the goods and
services mentioned in this document.
Original Equipment Manufacturer (OEM): Original equipment manufacturer in case of hardware
and original developer in case of software.
AGISAC: Aryabhatta Geo-informatics and Space Application
Centre
4.2 COST OF THE TENDER DOCUMENT
The Bidder shall deposit Rs.10,000 (Rupees Ten Thousand Only) in the form of a Demand Draft favoring
Member Secretary (EC) as the cost of the tender document along with the forwarding letter from the
Bidder giving its address & contact details. Payment made through any other mode will not be
accepted and decision of the SITEG in this regard shall be final, conclusive and binding on the Bidder.
4.3 SCHEDULE OF TENDER
4.3.1 The Tender Document will be available for purchase from the SITEG, Department of Information
Technology, Shimla, H.P as per details mentioned in "INVITATION FOR BIDS".
4.3.2 Bids will be accepted as per details mentioned in "INVITATION FOR BIDS". The SITEG may at their
discretion extend the bid submission date. Incase, there is any change in the schedule, it will be
notified on the official web site of Department of Information Technology i.e. at himachaldit.gov.in
4.3.3 The Qualification Bids will be opened as per details mentioned in "INVITATION FOR BIDS". The
Bidders or their authorized representatives may be present, if they desire.
4.3.4 The Commercial Bids of only technically qualified Bidders will be opened at a date announced by
the SITEG and/or the Consultant at the time of opening of the Qualification Bids. The Bidders who
Tender for the Procurement of Global Positioning System (GPS) based Mobile Phones
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have been declared eligible after evaluation of the Qualification bids or their authorized
representatives may be present, if they desire.
4.3.5 The address for all the above activities is:
SITEG, Department of Information Technology,
STPI Building, Block No. 24,
SDA Complex, Kasumpti, Shimla-171009.
4.3.6 Clarification regarding Tender Document: A prospective Bidder requiring any clarification about the
Tender Document may request the Purchaser in writing by Fax/ E-Mail/ Speed post at the
Purchaser's address indicated in the Invitation for Bids. An envelope containing request for
clarification or any other correspondence regarding this Tender sent by post must be super scribed
clearly by the words "Immediate: Tender for the procurement of GPS based mobile phones"". The
Purchaser will respond in writing, only to such requests for clarification, which it receives as per
details mentioned in "INVITATION FOR BIDS". Written copies of the Purchaser's response to the
query (without identifying its source) will be sent to all the prospective Bidders who have
purchased the Tender Document on the date when clarification is issued. Such clarifications will be
binding on all the Bidders. However, the Purchaser will not be responsible for non-receipt of a
clarification, due to transmission loss/ delay or any other reason.
4.4 PROCEDURE FOR SUBMISSION OF BIDS
It is proposed to have a seven cover system (envelope) for this tender.
a) Tender fee of Rs.10,000 only.
b) Earnest Money Deposit of Rs.2 Lacs only.
c) Eligibility/ Technical Qualification Bid.
d) Commercial Bid.
e) First Copy of Eligibility Bid (Photo copy of unmodified eligibility bid (exact replica) but duly
signed and sealed)
f) First Copy of Commercial Bid (Photo copy of unmodified commercial bid (exact replica) but
duly signed and sealed)
Sealed Tenders are invited in two parts:
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1. ELIGIBILITY CUM TECHNICAL BID:
In support of his eligibility cum technical bid, a Bidder must submit the relevant documents
strictly in accordance with Performa B marked with page numbers.
2. COMMERCIAL BID:
The Commercial Bid shall consist of:
(i) Price Bid in Proforma D.
(ii) The rate quoted by bidder should be FOR in Shimla.
(iii) Price Bid should include AMC charges for all items. The Bidder should quote for 5 years'
warranty after making his own assessment in association with the ASP/ OEM. The rates
quoted by him will be used for comparing the bids.
Technical Bid as Envelope-1 and Commercial Bid as Envelope-2 put together in separate sealed
Envelope 3 marked "Tender for the Procurement of Global Positioning System (GPS) based Mobile
Phones".
I. Eligibility Bid - (Envelope-1) in one cover.
II. Commercial Bid - (Envelope-2) in one cover.
Each copy of Eligibility Bid and single copy of Commercial Bid of the Tender should be covered in
separate sealed covers super-scribed "Eligibility Bid" and "Commercial Bid" respectively. Each copy of
Eligibility bid should also be marked as "Original" and "Copy" as the case may be. The copy of Eligibility
Bid should be put in a separate sealed cover super scribed "Eligibility Bid" and Commercial bid shall be
put in a separate cover super-scribed "Commercial Bid". Please note that prices should not be
indicated in the Eligibility Bid and should only be indicated in the Commercial Bid.
The two envelopes containing two copies of Eligibility Bid and original copy of Commercial Bid shall be
super scribed with Tender Number and the wordings "DO NOT OPEN BEFORE" Time and Date ....... and
shall be put in another single sealed envelope duly sealed and clearly marked "Tender for the
Procurement of Global Positioning System (GPS) based Mobile Phones".
The cover thus prepared should also indicate clearly the name, address, telephone number, E-mail ID
and fax number of the Bidder.
Each copy of the tender should be a complete document and should be bound as a volume. The
document should be page numbered and appropriately flagged and must contain the list of contents
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with page numbers. Any deficiency in the documentation may result in the rejection of the Bid.
In case of any discrepancy observed by the Nodal Agency in the contents of the submitted original
paper bid documents with respective copies, the information furnished on original paper bid
document will prevail over others.
Bidder must ensure that Eligibility Bid do not contain any Financial information.
Telex/Telegraphic/Tele-fax bids will not be considered. All out-station bids, if sent by post, should be
sent through registered post/Speed post/Courier only.
If the outer envelope is not sealed and marked as indicated above, the Nodal Agency will assume no
responsibility for the bid's misplacement or premature opening.
4.5 EARNEST MONEY DEPOSIT:
I. The Bidder shall furnish, as part of its bid, bid security of an amount equal to Rs.2,00,000/-
(Rupees Two Lakhs Only). The bid security is required to protect the SITEG against the risk of
Bidder' conduct.
II. The bid security shall be denominated in the INDIAN RUPEES only and shall be in the form of a
Demand Draft, payable to the Member Secretary (EC), SITEG. Any bid not secured in accordance
with the above will be rejected as non-responsive. Unsuccessful Bidders' bid security will be
returned as promptly as possible but not later than 30 days after the expiration of the period of
bid validity prescribed by the SITEG.
III. The successful Bidder's bid security will be discharged upon the Bidder signing the Contract and
furnishing the performance Guarantee.
IV. The EMD may be forfeited:
a) If a Bidder withdraws his bid or increases his quoted prices during the period of
bid validity or its extended period, if any; or
b) In the case of a successful Bidder if the Bidder fails to sign the Contract for any
reason not attributable to the State Nodal Agency or to furnish Performance Bank
Guarantee within specified time in accordance with the format given in the RFP.
c) During the bid process, if a Bidder indulges in any such deliberate act as would
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jeopardize or unnecessarily delay the process of bid evaluation and finalization.
The decision of the Nodal Agency regarding forfeiture of the Bid Security shall be
final & shall not be called upon question under any circumstances.
d) If more than one bid's are submitted by same organization/ other divisions of
same organization. In such a scenario Nodal Agency reserves the right to
disqualify the bids and forfeit the EMD.
e) During the bid process, if any information provided by the Bidder to the Nodal
Agency is found false / manipulated / hidden in the bid. The decision of Nodal
Agency regarding forfeiture of the Bid Security and rejection of bid shall be final &
shall not be called upon question under any circumstances.
4.6 COSTS INCURRED WITH TENDERING
The Bidder shall bear all costs associated with the preparation and submission of its Bid, including
cost of presentation for the purposes of clarification of the Bid, if so desired, the SITEG will in
no case be responsible or liable for those costs, regardless of the conduct or outcome of the
Tendering Process.
4.7 AMENDMENT IN TENDER DOCUMENT
4.7.1 At any time upto the last date of receipt of Bids, the SITEG may, for any reason, whether at its
own initiative or in response to a clarification requested by a prospective Bidder, modify the
Tender Document by an amendment. All such amendments shall be uploaded to the website of
the Department of Information Technology and shall be binding on all the Bidders.
4.7.2 In order to afford prospective Bidders reasonable time to take the amendment into account in
preparing their Bids, the SITEG may, at its discretion, extend the last date for the receipt of Bids.
4.8 LANGUAGE OF BIDS
The Bids prepared by the Bidder and all correspondence and documents relating to the Bids exchanged
by the Bidder and the SITEG, shall be written in the English Language, provided that any printed
literature furnished by the Bidder may be written in another language so long as it is accompanied by
an English translation in which case, for purposes of interpretation of the Bid, the English translation
shall govern.
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4.9 BID CURRENCY
The Prices in the bid document shall be expressed in Indian Rupees only.
The contract price shall be paid in Indian rupees.
4.10 VALIDITY
Bids shall remain valid for 180 days from the last date of submission. The Bidders may be required to
give consent for the extension of the period of validity of the bid beyond initial 180 days, if so desired
by the SITEG in writing or by fax. Refusal to grant such consent would result in rejection of bid without
forfeiture of the EMD. However any extension of validity of bids will not entitle the Bidder to revise
/modify the bid. The decision of the SITEG in this behalf will be final, conclusive and binding on the
Bidder.
4.11 DEADLINE FOR SUBMISSION OF BIDS
Bids will be received by the Purchaser at the specified address not later than 5:00 pm on
13/09/2013.
The Purchaser may, at its discretion, extend this deadline for any administrative reason.
Bids submitted after the prescribe time will not be taken in account in the offer submitted by the
Bidder.
4.12 PRE-BID MEETING
Pre-bid meeting of the bidders will be held on 31/08/2013 at 11:00 am. Only those persons who have
purchased the RFP document shall be allowed to participate in the Pre-Bid meeting. During the
course of the pre-bid meeting, the bidders will be free to seek clarification and make suggestions
for consideration of the tender.
4.13 LATE BIDS
Any bid received by the Purchaser after the deadline for submission of bids prescribed by
the Purchaser, as per clause 4.11 will be rejected.
4.14 MODIFICATIONS & WITHDRAWAL
The bid submitted may be withdrawn or resubmitted before the expiry of the last date of submission
by making a request in writing to the Member Secretary (EC), SITEG to this effect. No Bidder shall be
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allowed to withdraw the bid after the deadline for submission of bids.
4.15 BID EVALUATION PROCESS
4.15.1 Bid evaluation process will be as follows:
i. The Bids shall be opened at 16/09/2013 or on any other later day and time fixed in the
Conference Hall, SITEG, 24, SDA Complex, STPI Building, Kasumpti, Shimla in the presence
of representatives of the Bidders who may choose to attend the proceedings. The
representatives of Bidders will sign a register in evidence of their presence.
ii. The prospective bidder must comply with general qualifications and eligibility criteria
mentioned below. In case the bidder does not fulfill the eligibility criteria, such bids will be
rejected and shall not be considered for further evaluation.
iii. In the first instance, envelopes super scribed with the words 'Eligibility Bid' only will be
opened, and eligibility of each Bidder will be ascertained. Commercial or Technical Bids of
only those Bidders shall be opened who are found to be eligible as per the criteria laid
down in clause.
iv. The envelopes containing Technical Bids of only the Eligible Bidders will be opened in the
presence of all Bidders or their authorized representatives.
v. In case, less than two participating bidders qualify on technical criteria, then the SITEG, at
its sole discretion, may qualify three (total) bidders on the basis of the lowest deviations
(only minor).The decision of SITEG in this regard shall be final and conclusive.
vi. The SITEG may, at its sole discretion, decide to seek more information from the bidders in
order to normalize the bids. However, bidders will be notified separately, if such
normalization exercise as part of the technical evaluation is carried out.
vii. Bidders who are shortlisted based upon technical criteria may be asked, if necessary, to
make a presentation/ demonstration on their product / solution at SITEG HO, at their own
cost. SITEG will finalize appropriate and suitable technologies on the basis of proposed
product / solution. SITEG in its best interest reserves the right to reject / modify the
proposed product / solution.
viii. All technically qualified bidders will be evaluated based upon their commercial offers. The
bidder offering lowest commercials will be considered as the successful bidder for award
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of contract. This commercial comparison shall be made based upon the technical proposal
of the Bidder.
ix. Opening of Bid Security: After various aspects are checked and the Bidder is found eligible
on the basis of techno-financial parameters, the envelope containing Bid Security shall be
opened. The Eligible Bidders who have given Bid Security also will be deemed to be
substantially Responsive for the purpose of opening Commercial Bid.
4.15.2 Evaluation and Comparison of Commercial Bids
i. The Bidders are required to complete their Commercial Bid in Performa-D. The bid value
must include all levies and duties including customs duty, excise duty, sales tax/VAT,
service tax etc. However it is preferred that OEM or their Authorized partner shall have
dump/depot in the state of Himachal Pradesh. If there is a reduction in any of the
statutory duties and levies before the dispatch of goods, the benefit of the same will be
passed on to the Purchaser.
ii. Price quoted in Performa-D will be treated as final amount and will be used for the
comparison of bid during financial evaluation.
iii. The Bidder shall not quote prices subject to any conditions. Bids containing any conditional
prices may be rejected or the Purchaser may take a final decision in its discretion about
such conditionality.
iv. Arithmetical errors will be rectified on the following basis: 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 shall prevail and the total shall be corrected. If the Bidder does
not accept the corrections of errors, its bid will be rejected. If there is any discrepancy
between word and figures, the amount in words will prevail.
4.15.3 Award Of Contract
i. Award of contract will be made to the lowest Bidder (L 1).
ii. Post Qualification: The lowest Bidder can be denied the right of continuing with the
contract, if the equipment being supplied by him, fails the standard performance
criteria. In such an event, the next lowest bidder (L-2) shall be considered.
iii. Notification of Award:
Prior to the expiry of the period of Bid validity, the Purchaser will notify the
successful Bidder in writing by speed post or Fax or email that his Bid has
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been accepted.
The liability of the supplier(s) to deliver the Goods and perform the services
will commence from the date of notification of Award. The Delivery Period
shall be counted from the date of 'Notification of Award of Contract'. The
"date of delivery" shall be the date on which the equipment /material is
received at the destinations.
Upon the successful Bidders' furnishing of performance security, the
purchaser will promptly notify each unsuccessful Bidder and will refund
their Bid Security.
iv. Signing of Contract: After the Purchaser notifies the successful Bidder(s) that his
'Bid' has been accepted, the Purchaser will sign an agreement (described as
Contract herein after) with the successful Bidder on mutually agreed terms for
efficacious implementation of the order. The Purchaser's liability of taking the
goods from the selected supplier (s) shall commence only from date of signing
the date of the Contract
5. TECHNICAL & ELIGIBILITY CRITERIA FOR THE BIDDER
Only those Bidders who fulfill the following General criteria are eligible to respond to the RFP.
Offers received from the bidders who do not fulfill all or any of the following eligibility criteria
are liable to be rejected.
5.1 General
S.No. Criteria Relevant Documents Required
1. 1 The bidder should be registered under
Indian Companies Act 1956
Registration Letter
2. 2 Detailed Profile of Company Relevant documents (Not more than 10 Pages)
3. 3 A Bidder should be manufacturer or
authorized distributor or large scale system
integrator of the required GPS based phones
systems/peripherals/software
Letter of Authorization and undertaking as per
Performa ‘B’ from the OEM
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4. 4 A Bidder should have minimum overall
turnover of Rs.1 Cr in each of last three
financial years (2010-11, 2011-12, 2012-13).
CA certified audited balance sheet of last three
years
5. 5 The Bidder (or his OEM) must be able to
establish his capability to execute this order
by showing satisfactory/ timely delivery of
GPS based mobile phones.
List of 3 such orders
6. 7 The Bidder can choose to have a separate
Authorized Service Provider (ASP). There is
no turnover criterion for the ASP but it
should provide the first level of OEM's
support which is fully backed up by the
O.E.M.
Letter of declaration is required in this regard
7. 8 The Bidder should already have reasonable
support base in this region (particularly in
Himachal Pradesh). The Purchaser's
discretion regarding reasonableness of
support base shall be final. It is clarified that
this clause pertains to only the existing level
of support. The actual support required to
implement this arrangement has been
described in the relevant section.
Details of service / support centres required for the
same. In case if bidder don't have such setup in
Himachal, bidder has to produce the undertaking
to establish a support base in Himachal exclusively
for this project
8. 10 Company should be in existence from more
than 5 years
Letter of establishment
9. 11 Benchmarking Report of the products (if any
) done by reputed organization regarding
overall performance of the product
Benchmarking reports
10. 12 Receipt of Rs. 10,000/- towards the cost of
the tender document.
11. 13
EMD as per clause 4.5
12. 14 Acceptability of all conditions contained in
the Tender Document by the Bidder.
Declaration in Performa 'A' by an authorized
signatory
5.1.1 Bidding firm/company should be in existence in India for minimum of five years as on
30.07.2013. The bidder should be registered under Indian Companies Act 1956.
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5.1.2 The Bidder Company should have a registered office & Service Tax, Sales Tax and VAT
Registration in Himachal Pradesh.
5.1.3 Annual Turnover of the bidder for the last three financial years (2010-11, 2011-12 and 2012-13) as
per the last published audited balance sheets), should be at least Rs. 1 Crore.
5.1.4 The bidder must have successfully supplied GPS based mobile phones to any state/central
government organization/PSU's (excluding Banks)/private firms only in India.
5.1.5 The net worth of the bidder in the last financial year, i.e. 2012-13 should be positive.
5.1.6 The bidder company should be in same line of business for past five years.
5.1.7 Bidder or the OEM should have not been black listed as of RFP issue date by the Central /any of
the State Governments in India or any Financial Institutions in India. An undertaking to this
effect must be submitted in their letter head.
5.1.8 The Bidder Company should have ISO/ equivalent standard.
5.1.9 Bidder must comply with all above-mentioned criteria. Non-compliance of any of the criteria will
entail rejection of the offer summarily. SITEG reserves the right to verify/evaluate the claims
made by the bidder independently. Any decision of SITEG in this regard shall be final, conclusive
and binding upon the bidder.
5.2 SCOPE OF WORK
i. SITEG desires to provide the Supply and Maintenance of Global Positioning System (GPS) mobile
phones for AGiSAC.
a) The successful bidder shall supply 250 (approx.) GPS based mobile phones to AGiSAC.
b) The Successful bidder shall supply and maintain the requisite number of GPS based mobile
phones at AGiSAC and provide warranty as per "Warranty" clause as specified in the RFP
requirement.
c) As a proof of delivery, the successful bidder shall submit delivery challans.
ii. Project Deliverables, Milestones & Time Schedule:
Sr.No. Project activity/ Scope of work Deliverables Timelines
1. Supply of 250 (approx.) GPS
based mobile phones for various
departments
Delivery challans of all the supplied
devices
T0+6
Weeks
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iii. WARRENTY
The bidder shall provide carry in onsite warranty support for 5 years. The selected bidder should
have service centres in Shimla to meet the SLA.
6. TERMS AND CONDITIONS OF THE TENDER
6.1 GENERAL CONDITIONS
6.1.1 Minimum validity of the Tender must be 45 days from the date of opening of the Tender.
6.1.2 SITEG reserves the right, not an obligation, to carry out the capability assessment of the Bidder
and pre dispatch inspections at the cost of the Bidder. The SITEGs decision shall be final in this
regard.
6.1.3 SITEG will neither provide nor shall pay any charges for boarding, lodging and transportation
facilities for the Bidder or their Representative.
6.1.4 The products/ services offered should strictly conform to the specifications given in the product
literature. The models proposed / marked for withdrawal from the market or models under
quality testing should not be offered.
6.1.5 In case the services/ products delivered or installed are not having the equipment and software as
specified in the Purchase Order, found in the testing by SITEG, the Bidder will have to replace the
service / product or upgrade it as per specifications in the purchase order. All the expenses in this
regard for transportation of equipment or for up-gradation shall be entirely borne by the Bidder.
6.1.6 It is implicit that the Bidder has guaranteed that all the equipment supplied is original & new
including all its components and as per the technical specifications. All the hardware and
software supplied is licensed and legally obtained in the name of SITEG.
6.2 PURCHASER'S RIGHT TO REJECT ANY / ALL BIDS
6.2.1 The SITEG reserves the right to accept or reject any bid in part/full or annul the bidding process
and reject all bids at any time prior to award of contract without assigning any reason, without
thereby incurring any liability to the affected Bidder(s) or any obligation to inform the affected
Bidder(s) of the ground for its action. Any decision of the SITEG in this regard shall be final,
conclusive and binding on the Bidders.
6.2.2 The SITEG in its best interest reserves the right to accept or reject any technology /make
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proposed by the Bidder without assigning any reason thereof.
6.2.3 The SITEG reserves the right to re-issue the tender and or any part thereof without assigning
any reason whatsoever, at the sole discretion of the SITEG. Any decision in this regard shall be
final, conclusive and binding on the Bidder(s).
6.2.4 The SITEG reserves right to give minor deviations to any or all of the Bidder(s) in the techno
commercial specifications of bid. Any decision of the SITEG in this regard shall be final and shall be
binding on the Bidder.
6.2.5 The SITEG reserves the right to issue Purchase Order in phases or to alter the quantities specified
in the offer. The SITEG also reserves the right to delete one or more items from the list of items
specified in offer. Any decision of the SITEG in this regard shall be final, conclusive and binding on
the Bidder.
6.3 BID REJECTION CRITERIA
The bid(s) will be rejected in case of any one or more of the following conditions:
6.3.1 Bids not substantive and in strict compliance with the Performa given in this document.
6.3.2 Bids not made in compliance with the procedure mentioned in this document.
6.3.3 Failure on part of the Bidder to provide appropriate information as required in the bid proposal or
any additional information as requested by the SITEG, including any supporting document.
6.3.4 Incomplete or conditional bids or bids that do not fulfill all or any of the conditions as specified in
this document.
6.3.5 Bids without earnest money deposit.
6.3.6 The submission of more than one bid under different names by one Bidder. If the same is found at
any stage, all the bids by that Bidder will be rejected.
6.3.7 Material inconsistencies in the information submitted.
6.3.8 Misrepresentations in the bid proposal or any supporting documentation.
6.3.9 Bid proposal received after the last date and time specified in this document.
6.3.10 Bids found in unsealed cover, unsigned bids, bids signed by unauthorized person and unsigned
corrections in the bids.
6.3.11 Bids containing erasures or overwriting except as necessary to correct errors made by the Bidder,
in which case such corrections shall be authenticated by the person or persons signing the bid.
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6.4 DELIVERY & INSTALLATION
6.4.1 Subject to the conditions of the contract, the delivery of the goods and completion of the
related services shall be in accordance with the delivery schedule specified in the bidding
document. The details of supply/shipping and other documents to be furnished by the
successful/selected bidder are specified in the bidding document.
6.4.2 The contract for the supply can be repudiated at any time by the purchase officer, if the supplies
are not made to his satisfaction after giving an opportunity to the bidder of being heard and
recording the reasons for repudiation.
6.4.3 The Supplier/selected bidder shall arrange to supply, delivery and commission the ordered
mobile phones /system as per specifications within the specified delivery/completion period at
various departments and/or their offices/locations mentioned in the PO/WO.
6.5 RECOVERIES FROM SUPPLIER/ SELECTED BIDDER
6.5.1 Recovery of liquidated damages, short supply, breakage, rejected articles shall be made ordinarily
from bills.
6.5.2 The Purchase Officer shall withhold amount to the extent of short supply, broken/damaged or
for rejected phones/ system unless these are replaced satisfactorily. In case of failure to withhold
the amount, it shall be recovered from his dues and performance security deposit available with
SITEG.
6.5.3 The balance, if any, shall be demanded from the Supplier/Selected Bidder and when recovery is
not possible, the Purchase Officer shall take recourse to law in force
6.6 RESPONSIBILITIES OF THE BIDDER
6.6.1 The Bidder shall supply and deliver the mobile phones to AGiSAC.
6.6.2 The Bidder must provide details of the support to be given to the SITEG. The Bidder, in this
respect is responsible for: installation, customization, parameterization, implementation,
maintenance, testing, commissioning and support.
6.7 SCHEDULE OF PAYMENT
6.7.1 No payment will be made in advance.
6.7.2 Payment shall be made to successful bidder only after the mobile phones are supplied and
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delivered at the desired locations by the purchaser with applicable rates given in Performa-D, no
other charges shall be payable.
6.7.3 On receipt of such invoice after verification by SITEG and after deducting Income Tax, other
taxes and any Penalties (as applicable), SITEG shall pay the amount within a period of 15
days from the date of receipt of the invoice and accompanying documents as provided here in
above.
6.8 RATES
The rates quoted shall remain firm throughout the period of contract and this contract will
remain valid upto the date of completion of the job by the Tenderer and shall not be subject to
any upward modification whatsoever. This includes the support period of five years also for the
services offered like maintenance etc.
6.9 MODIFICATION IN THE ORDER
i. The Purchaser may at any time, by written order given to the Supplier make changes
within the general scope of the Contract in anyone or more of the following:
the specifications of the Goods
the method of shipment or packing
the service to be provided by the Supplier
quantity of goods
Any other change that the purchaser may deem fit
ii. If any such change causes an increase or decrease in the cost of, or the time required
for, the Supplier's performance of any part of the work under the Contract, an
equitable adjustment shall be made in the Contract price or delivery Schedule, or both,
and the Contract shall accordingly be amended. Any claims by the Supplier for
adjustment under this clause must be put forth within 30 days from the date of the
Supplier's receipt of the Purchaser's change
6.10 SUBCONTRACT
The Supplier shall not assign in whole or in part, its obligations to perform under the
Contract, except with the Purchaser's prior written consent.
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The Supplier shall notify the Purchaser, in advance and in writing, of all Sub Contracts
awarded under the Contract if not already specified in his bid. Such notification, in his
original bid of later (even if with prior approval of Purchaser) shall not relieve the
Supplier of any liability or obligations under the Contract.
6.11 SPECIFICATIONS
The stores/goods / services to be supplied by the successful bidder against this tender
shall be in accordance with the minimum standards / specifications mentioned in the
tender clause: 3 of this document. The specifications may, however, improve in
keeping with latest technological trends at the time of bidding (and at shipment too
without any rise in price).
6.12 PENALTIES FOR DELAY IN DELIVERY & SUPPORT
6.12.1 Service Level Requirements
The selected bidder shall provide a standby system within 48 hours (not including holidays) of
similar or higher configuration when the fault is not rectifiable and device is to be taken out of
site for any such repair/replacement and all charges towards such as transportation, repair, and
replacement will be borne by the Bidder/ Tenderer.
6.12.2 Penalty for non-achievement of Service Level Requirements
A penalty of Rs.500/- per day per mobile phone (maximum up to purchase price of the mobile
phone) shall be imposed for downtime of respective device for a period beyond 48 hours after
lodge of complaint by the department (not including holidays) for all devices for which standby
has not been provided.
6.13 TAXES AND DUTIES
The Bidder shall be solely responsible for the payment of all taxes including VAT, duties, license
fees, octroi etc. incurred until completion of the project.
6.14 PERFORMANCE GUARANTEE
• Within 7 days of 'Issuance of Letter of Intent (LOI)', the Supplier shall furnish Performance
Security to the Purchaser @ 15% of the order value to ensure proper after- sales service
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during the comprehensive onsite warranty period.
• The proceeds of the Performance Security shall be payable to the Purchaser as compensation
for any loss resulting from the Supplier's failure to complete his obligations under the
Contract. The Purchaser may claim such compensation in addition to initiating any other legal
proceedings.
The Performance Security shall be given in one of the following forms:
An irrevocable and unconditional Bank Guarantee in favour of the Purchaser issued by a
Nationalized/ Scheduled bank in a format given by the Purchaser.
The Bank Guarantee will be valid for a period of 5 years and 6 months (extendable further
with the direction of the Purchaser, if the need arises) and will be provided in a format to
be given by the Purchaser. This Bank Guarantee will be released to the Supplier not later
than 30 days following the date of completion of the Supplier's performance related
obligations, under the Contract.
6.15 INSURANCE
SITEG will not pay for any insurance charges against loss or damage incidental to manufacture or
acquisition, transportation, storage and delivery etc. The insurance shall be purchased by the
Bidder, in an amount equal to the exact value of the goods up to the delivery at site on all risks
basis, including war Risks and strike clauses etc.
6.16 INDEMNITY
6.14.1 The Bidder shall, at their own expense, defend and indemnify the SITEG against all third party
claims or infringement of intellectual Property Right, including Patent, trademark, copyright,
trade secret or industrial design rights arising from use of the unaltered proprietary products or
any part thereof in India or abroad.
6.14.2 The Bidder shall expeditiously extinguish any such claims and shall have full rights to defend itself
there from. If the SITEG is required to pay compensation to a third party resulting from such
infringement, the Bidder shall be fully responsible therefore, including all expenses and court and
legal fees.
6.14.3 SITEG will give notice to the Bidder of any such claim without delay, provide reasonable assistance
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to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express
any intent to settle the claim.
6.14.4 The Bidder shall grant to the SITEG a fully paid-up, irrevocable, non-exclusive license throughout
the territory of India or abroad to access, replicate and use of all the software supplied by the
Bidder, including-all inventions, designs and marks embodied therein in perpetuity for their own
use.
6.17 CONFIDENTIALITY
6.17.1 The Bidder shall not, and without the SITEG's prior written consent, disclose the contract or any
provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by
or on behalf of the SITEG in connection therewith to any person other than a person employed by
the Bidder in the performance of the contract. Disclosure to any such employed person shall be
made in confidence and shall extend only as far as may be necessary for purposes of such
performance.
6.17.2 The Bidder shall not without the SITEG's prior written consent, make use of any document or
information.
6.17.3 Any document other than the contract itself shall remain the property of the SITEG and shall be
returned (in all copies) to the SITEG on completion of the Bidder's performance under the
contract if so required by the SITEG.
6.18 FORCE MAJEURE DURING THE PENDENCY
During the pendency of the contract if the performance in whole or part thereof by either party is
prevented/ delayed by causes arising due to any war, hostilities, civil commotion, act of public
enemy, sabotage, fire, floods, explosion, epidemics, non-availability of raw material, and other
consumables, or any other causes including breakdown of equipment beyond their reasonable
control neither of the two parties shall be made liable for loss or damage due to delay or failure
to perform the contract during the pendency of forced conditions provided that the happenings
are notified in writing within 7 days from the date of occurrence. The work shall be resumed
under the contract as soon as possible after resumption of normalcy.
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6.19 ARBITRATION
All disputes, differences, claims and demands arising under or pursuant to or touching the
contract shall be referred to the sole arbitrator to be appointed by the Member Secretary (EC),
SITEG, Shimla, H.P. The award of the sole arbitrator shall be final and binding on both the parties
under the provisions of the Arbitration and Conciliation Act, 1966 or by statutory modification/re-
enactment thereof for the time being in force. Such arbitration shall be held at Shimla.
6.20 JURISDICTION OF COURTS
In all matters and disputes arising there under, the appropriate Courts at Shimla, or any
competent court in H.P. only shall have the jurisdiction to entertain and try them.
7. PRELIMINARY SCRUTINY
SITEG will scrutinize the offers/bids to determine whether they are complete, whether any errors
have been made in the offer/bid, whether required technical documentation has been furnished,
whether the documents have been properly signed, and whether items are quoted as per the
schedule.
8. FORMAT FOR COMMERCIAL OFFER
The commercial offer should be quoted in Indian Rupees as per the format given in Performa-D.
9. TRANSPORTATION
• The entire cost of carriage/transportation from the port of discharge to the destination
shall be borne by the Supplier.
• Where the Supplier is required to effect delivery to some other address within Himachal
Pradesh, the supplier shall be required to meet all transport and storage expenses until
delivery is completed.
10. SIGNING OF THE BID
The bid shall be signed by a person or persons duly authorized by the Bidder with signature duly
attested. In the case of a body corporate, the bid shall be signed by the duly authorized officers.
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11. COSTS OF PREPARATION & SUBMISSION OF BID
The bidder shall bear all costs for the preparation and submission of the bid. SITEG shall not be
responsible or liable for reimbursing/compensating these costs, regardless of the conduct or
outcome of the bidding process. The bidder shall certify that the solution offered is complete in
all respects. In case any of the component required for the completion of the project is found
missing, the same will be treated as included in the solution and no cost will be charged.
12. CONFIDENTIALITY OF THE BID DOCUMENT
The bidder, irrespective of his/her participation in the bidding process, shall treat the details of
the documents as secret and confidential.
13. OWNERSHIP AND RETENTION OF DOCUMENTS
SITEG shall own the documents, prepared by or for the selected bidder arising out of or in
connection with the Contract. Forthwith upon expiry or earlier termination of the Contract and at
any other time on demand by SITEG, the Vendor shall deliver to SITEG all documents provided by
or originating from SITEG and all documents produced by or from or for the Vendor in the course
of performing the Service(s), unless otherwise directed in writing by SITEG at no additional cost.
The bidder shall not, without the prior written consent of SITEG Store, copy, distribute or retain
any such Documents. The bidder shall preserve all documents provided by or originating from
SITEG and all documents produced by or from or for the bidder in the course of performing the
Service(s) in accordance with the legal, statutory, regulatory obligations of SITEG in this regard.
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P R O F O R M A – A
D E C L A R A T I O N R E G A R D I N G A C C E P T A N C E O F T E R M S & C O N D I T I O N S C O N T A I N E D
I N T H E T E N D E R D O C U M E N T
To,
The Member Secretary,
Society for Promotion of Information Technology and e-governance,
STPI Building,
24, SDA Complex,
Kasumpti,
Shimla.
Sir,
I have carefully gone through the Terms & Conditions contained in the Tender Document regarding
procurement of GPS based mobile phones for the government of Himachal Pradesh. I declare that all the
provisions of this Tender Document contained the RFP document are acceptable to my Company. I further
certify that I am an authorized signatory of my company and am, therefore, competent to make this
declaration. Yours truly,
Name: _________________________
Designation: _____________________
Company: ______________________
Address: ____________________
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P R O F O R M A – B
D E C L E R A T I O N B Y T H E O . E . M .
To
The Member Secretary,
Society for Promotion of Information Technology and e-governance,
STPI Building,
24, SDA Complex,
Kasumpati, Shimla (HP) - 171 009
Subject : Authorization to a distributor for tender No. ________________
Dear Sir,
Please refer to your Notice Inviting Tenders for procurement of GPS based mobile phones.
M/S___________(Bidder), who is our reliable distributor for the last years, is hereby authorized to
quote on our behalf for this prestigious tender. M/S_________ (Bidder) is likely to continue as our
business partner during years to come. We undertake the following regarding the supply of all the
equipments and related software as described in this tender
1. The machines/ equipment supplied in this tender shall be manufactured by us as per the
specifications required by the Purchaser. M/S________ (Bidder) shall not be allowed to do any
hardware integration on our machines.
2. It will be ensured that in the event of being awarded the contract the machines will be delivered
by M/s (Bidder) & maintained by M/S_________ (ASP) properly as per the conditions of the
contract. For this purpose, we shall provide M/S__________________________________________
_________________________ (Bidder) necessary technical support including technical updates,
software version updates (such as Firmware, Operating System), required patches, replacements &
spares to the Bidder as well as ASP as per the RFP conditions. If M/s fails to maintain the
hardware and SITEG is compelled to appoint an operator due to non-maintenance of the equipment
supplied by us or for any other reason whatsoever, we will provide necessary support to the new
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operator for total period 5 years as per the RFP and SLA to be signed with the Bidder, in the event of
his being successful. It is reiterated that if the bidder does not operate or maintain the network for
any reason whatsoever and SITEG decides to appoint another operator, warranty support shall be
transferred to such other operator without any additional charges. An original copy of equipment
warranty (repair / replacement) shall be submitted to the client/ purchaser at the time of installation.
On the whole, it shall be ensured that the clauses regarding supply, service and maintenance of
equipment do not get affected in implementation due to non-availability of equipment, spares and
lack of technical inputs from our side during 5 year's warranty period. We shall ensure adherence to
conditions regarding delivery and installation of equipment to be procured from us as per the RFP
and SLA to be signed with the Bidder.
3. The equipment supplied will not be under end of life/ end of sale within the duration of project
(i.e. within period of 5 years' warranty). Also the supplied equipments in this project should not be
declared end of support within ten years of its installation in this Project. In case it happens will have
to replace that equipment with an equivalent new equipment of same make, free of cost.
4. If due to any reason whatsoever, the tie up between our Company & M/S -------- (Bidder)
breaks down subsequently or supply/ installation does not take place for a reason not attributable to
SITEG, alternative arrangements made by SITEG shall be acceptable to us for honouring the terms of
the contract regarding supply of the components and related services to be provided by us as per the
original contract. Yours very truly,
Name : _____________________________
Designation
Company
Date
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P R O F O R M A – C
T E C H N I C A L C U M E L I G I B I L I T Y C H E C K
S.No. Criteria Relevant Page No. Yes / No.
Documents
1 The bidder should be registered under Indian
Companies Act 1956
Registration Letter
2 Detailed Profile of Company Relevant documents
(Not more than 10
Pages)
3 A Bidder should be manufacturer or
authorized distributor or large scale system
integrator of the required GPS based phones
systems/peripherals/software
Letter of Authorization
and undertaking as per
Performa B from the
OEM
4 A Bidder should have minimum overall
turnover of Rs. 1 Cr in each of last three
financial years (2010-11, 2011-12, 2012-13).
CA certified audited
balance sheet of last
three years
5 The Bidder (or his OEM) must be able to
establish his capability to execute this order
by showing satisfactory/ timely delivery and
supply of GPS based mobile phones.
List of 3 such orders
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6 The Bidder can choose to have a separate
Authorized Service Provider (ASP). There
is no turnover criterion for the ASP but it
should provide the first level of OEM's
support which is fully backed up by the
O.E.M. by means of a written
understanding regarding maintenance.
However, the Purchaser shall have the
final discretion in this regard and can
even ask for a trilateral agreement with
the Bidder and the OEM in such cases to
ensure timely delivery and maintenance.
Letter of declaration is
required in this regard
7 The Bidder should already have
reasonable support base in this region
(particularly in Himachal Pradesh). The
Purchaser's discretion regarding
reasonableness of support base shall be
final. It is clarified that this clause
pertains to only the existing level of
support. The actual support required to
implement this arrangement has been
described in the relevant section.
Details of service /
support centres required
for the same. In case if
bidder don't have such
setup in Himachal,
bidder has to produce
the undertaking to
establish a support base
in Himachal exclusively
for this project
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Sr. No.
Description Price in INR including all
taxes
Price in Words
1. Charges per GPS based mobile phone
PERFORMA-D
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