government of west bengal - malda district

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Government of West Bengal District eGovernance Society

Office of the District Magistrate New Collectorate Building

Malda

TENDER DOCUMENT

For

Establishment and Commissioning of Structured Local Area Network (LAN) based on Ethernet Technology throughout the Campus of the District Collectorate comprising various office buildings (Entire New Collectrorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc.) under the District Magistrate, Malda with Design, Supply, Installation and Integration of LAN items including OFC along with delivery of necessary Documentations.

NIT No. 01/DeGS/MLD/2013 Date: 12/11/2013

NAME & ADDRESS OF THE BIDDER

TENDER FEE DD NO. NAME OF WORKS

Earnest Money : 1,00,000/-[Rupees One Lakh only]

Tender Fee : 0/- [Rupees ZERO only]

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TABLE OF CONTENTS

Section Content Page No.

I Executive Summary, Table locating the offices with their criticality, Rough Design Diagram , Notice Inviting Tender

3-11

II Bid Form 12-13

III Bidder’s Profile 14-16

IV Instruction to Bidders 17

V Terms and Conditions of the Contract 18-28

VI Article of Agreement, Performance of Bank Guarantee , Letter of Indemnity

29-34

VII Schedule of Rates 35-36

VIII Technical Specifications and Conditions 37-46

Read, understood & complied with Signature of the Bidder

Name:

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SECTION-I

1.0 Executive Overview The District Administration (DA) at Malda District Head Quarter, West Bengal comprises of more than thirty offices of different capacity which are spread across a radius of about 1500 metre. These offices though operated under the control of the District Magistrate, are isolated (unconnected) to each other in terms of Information and Communication Technology Systems and therefore, there are lot of discrepancy and latency in flow of information from one office to the other. In order to improve their operational efficiency and productivity as a whole, the DA has decided to integrate all these offices through operation of one or more single window Application(s) over a Local Area Network (LAN) for e-Governance purpose. One of the major applications, namely, e-Office is proposed to run over the said LAN. e-Office is an product suite developed by NIC, Govt. Of India and covers various components like e-file, Knowledge Management System , Collaboration and Messaging Services , Leave Management System, Personnel Information System. e-File is the widely used application of e-Office product suite and is a workflow based system that replaces the existing manual handling of files with a more efficient electronic system. This system involves all stages, including the diarisation of inward receipts, creation of files, movement of receipts and files and finally, the archival of records. The core of the e-filing system is to attach scan document and merge with the file. There may be n number of pages to be scanned and merged with a file. Finally, the objective is to view the entire DA as a single entity. In view of the above, a structured LAN based on Ethernet Technology is proposed to be established to connect District Collectorate, Malda comprising various office buildings such as Collectorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc under the District Magistrate, Malda with survey, design, supply, Installation, Integration with NICNET and commissioning of entire LAN. The LAN is required to deliver tolerable network throughput for smooth and uninterrupted operation of about 250 (total) users who will operate with the software like eOffice. The LAN should have provision for high availability (through redundant connectivity or any other mechanism) for some of the critical offices and also, should consume minimum time to repair / recover in case of any failure in general. The design of the proposed LAN is intended to exploit the benefits of ring topology with a single management facility at the Network Operation Centre. 2. 0 The Major components of the work as envisaged are:

A. Site survey: It is proposed to have site survey for planning appropriate layout of the network as designed meeting the required criteria. The bidder should visit the site for such survey during the working hours with prior appointment with the either of the contacts as mentioned in the “NIT” in order to help preparing the design document.

B. Design (as per survey) the network for delivering the network performance criteria. However, the

DA, Maldah reserves the right to suggest incorporating changes in the interest of the better performance, reliability and availability of the proposed network at no extra cost.

C. Supply the network items as per Design following the technical standards and specifications.

D. Install LAN items (both active and passive) and Test with appropriate meters (OTDR, PENTA

SCAN etc) in phases as mentioned in (3.0) and Integrate with NIC Network.

E. Integrate and Commission the network in phases as per details mentioned in (3.0). F. Install a complete hardware and software (NMS) setup for appropriate monitoring and

management of the network system so installed.

G. Deploy Manpower for Network Support subject to satisfaction of the DA, Maldah for which the proposed personnel (for support) may be interviewed by the DA, Maldah.

H. Document the entire Network as implemented and submit which is one of the payment crieteria.

http://eoffice.gov.in/kms_page

http://eoffice.gov.in/kms_page

http://eoffice.gov.in/cams_page

http://eoffice.gov.in/leave_page

http://eoffice.gov.in/pis_page

http://eoffice.gov.in/pis_page

3.0 The Work Phases as envisaged though it’s left to the bidder’s convenience

A. Establishment of LAN within the Collectorate Building B. Establishment of OFC for DM Bungalow, ADM(G) Bungalow, Circuit House, Gram Unnayan Bhavan and integration with Collectorate Building LAN C. Establishment of OFC for Zilla Parishad, Indoor Stadium and integration with Collectorate Building LAN D. Establishment of OFC for ADM(LR) Building at Abhirampur , and Office of the PO-Cum-DWO, Proposed Minority Bhavan, and integration with Collectorate Building LAN E. Map the entire LAN with Network Management Software (NMS) and Commission the entire LAN.

4.0 Proposed Network Architecture : The following (Fig. 1) is a rough network architecture given as envision. However, the bidder is free to redesign for optimum performance as asked in the section VIII.

Fig: 1

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5.0 Critical and Non Critical Nodes / Offices and Proposed NOC and distances of various buildings from the NOC. The Network operation centre is at the NIC or the room adjacent to the NIC at the New Collectorate Building at 1st floor. Room is of size 10’x12’ with proper electrical facility.

Sl No

Building Floor No.

Name of Officer/Office Distance from NOC (approx.)

No of users (approx.)

Critical / Non Critical (Yes/No)

Redundancy Required (Yes/No)

1 New Collectorate Buildings

2nd Floor District Magistrate 25 ft 1 Yes Yes at switch level


2nd Floor Additional District Magistrate (General)

35 ft

1 Yes Yes at switch level


2nd Floor Additional District Magistrate (Dev.)

35 ft 1 Yes Yes at switch level


2nd Floor CA Section comprising 4 official



2nd Floor ADM (ZP ) 45 ft 1 Yes Yes at switch level


2nd Floor ADM(LR) 47 ft 1 Yes Yes at switch level


2nd Floor Election Section with 5 Nodes



2nd Floor Development Section with 5 Nodes



2nd Floor SDO(Sadar) with 5 nodes



3rd Floor Establishment Section with 5 nodes



3rd Floor General Section with 5 nodes



3rd Floor JM Section with 3 nodes 155 ft 3 Yes Yes at switch level


3rd Floor RM Section with 3 nodes



Ground Floor

Nazareth Section with 6 nodes



Ground Floor

Letter Receive and Dispatch Section with 3 Nodes



Ground Floor

Treasury – I with 3 nodes



Ground Floor

Treasury –II with 3 nodes



Ground Floor

MV Section with 2 nodes



2nd Floor Food Section with 3 nodes



2nd Floor LA Section with 5 nodes 155 ft 5 Yes Yes at switch level


2nd Floor Literacy Section with 2 nodes

165 ft 2 No


1st Floor Disaster Management Section with 4 nodes

75 ft 4 No


Ground Floor

Nazareth Section with 1 nodes

165 ft 1 No

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Ground Floor

Treasury – I with 6 nodes

175 ft 6 No


Ground Floor

Treasury –II with 8 nodes

160 ft 8 No


Ground Floor

Letter Receive and Dispatch Section with 1 Node

100 ft 1 No


Ground Floor

MV Section with 8 nodes

165 ft 8 No


Ground Floor

SWO Section with 5 nodes

175 ft 5 No


Ground Floor

ATO Chamber with 2 nodes

170 ft 2 No


1st Floor Election Section with 7 nodes

150 ft 7 No


Ground Floor

R.T.C Section with 3 nodes

200 ft 3 No


1st Floor Development Section with 8 nodes

55 ft 8 No


1st Floor Gun License Section with 2 nodes

120 ft 2 No


1st Floor Protection Officer Section with 2 nodes

120 ft 2 No


2nd Floor Census & Health Section with 5 nodes

160 ft 5 No


2nd Floor ICDS Section with 3 nodes

200 ft 3 No


2nd Floor OC ST/SC Section with 2 nodes

220 ft 2 No


2nd Floor Passport Section with 2 nodes

110 ft 2 No


2nd Floor L.A. Section with 10 nodes

135 ft 10 No


2nd Floor General Section with 2 nodes

120 ft 2 No


2nd Floor Establishment Section with 4 nodes

55 ft 4 No


2nd Floor RM Section with 1 nodes

150 ft 1 No


2nd Floor JM Section with 4 nodes 200 ft 4 No


2nd Floor Food Section with 4 nodes

200 ft 4 No


3rd Floor Conference Hall with 3 node



3rd Floor Excise Section with 6 nodes

225 ft 6 No


3rd Floor Vigilance Section with 4 nodes

225 ft 4 No


3rd Floor R.R & R Section with 6 nodes

230 ft 6 No


3rd Floor SC/ST Section with 2 nodes

225 ft 2 No


3rd Floor Sainik ,N.V.F with 3 nodes

250 ft 3 No


3rd Floor Loan & Compensation Section with 3 nodes

220 ft 3 No

52 New Collectorate 3rd Floor Godown with 2 nodes 250 ft 2 No

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Buildings 53 New Collectorate

Buildings 3rd Floor Certificate Section with

2 nodes 220 ft 2 No


3rd Floor 1 node each with VC Room, Library & Webel

250 ft 1 No

55 District Magistrate’s Bungalow

Ground Floor

DM Bungalow with 5 nodes

400 mtr 5 Yes Yes at switch level and optical channel

56 Additional District Magistrate (Gen.) Bungalow

Ground Floor

ADM (G) Bungalow with 2 nodes

75 mtr.

2 Yes Yes at switch level and optical channel

57 Circuit House Ground Floor

Circuit House with 5 nodes


58 Gram Unnayan Bhavan

Ground Floor

Switch Room at Gram Unnayan Bhavan consisting 5 nodes



1st Floor DRDC with 5 nodes Within the radius of 50 ft at Gram Unnayan Bhavan



2nd Floor DPRDO with 10 nodes Within the radius of 75 ft at Gram Unnayan Bhavan



3rd Floor MGNREGS with 10 nodes

Within the radius of 100 ft at Gram Unnayan Bhavan



Ground Floor

WBSCST Dev Corp with 3 nodes

Within the radius of 75 ft at Gram Unnayan Bhavan



Ground Floor

SHG with 2 nodes Within the radius of 75 ft at Gram Unnayan Bhavan

2 No

64 Zilla Parishad 1st Floor Switch room at Zillaparishad consisting 5 nodes


65 Zilla Parishad 1st Floor Sabhadhipati, ZP Within the radius of 50 ft at Zilla Parishad


66 Zilla Parishad 1st Floor AEO , ZP Within the radius of 30 ft at Zilla Parishad


67 Zilla Parishad 1st Floor Secretary , ZP Within the radius of 20 ft at Zilla Parishad


68 Zilla Parishad 1st Floor Dy. Sec., ZP Within the radius of 25 ft at Zilla Parishad


69 Zilla Parishad 1st Floor Finance Controller Within the radius of 30 ft at Zilla Parishad


70 Zilla Parishad 2nd Floor Accounts Section with 2 nodes

Within the radius of 75 ft at Zilla Parishad


71 Zilla Parishad 2nd Floor General Section with 5 nodes



72 Zilla Parishad 1st Floor PA /CA of Sabhadhipati and AEO,ZP

Within the radius of 50 ft at Zilla


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Parishad 73 Zilla Parishad 2nd Floor Engineering section with

5 nodes Within the radius of 75 ft at Zilla Parishad


74 Zilla Parishad 3rd Floor TSC with 2 nodes Within the radius of 75 ft at Zilla Parishad


75 Zilla Parishad 3rd Floor Statistical Section with 3 nodes



76 ADM (LR) Buildings

Ground Floor

5 nodes including DL&LRO

3000 mtr 5 Yes Yes at switch level

77 Indoor Stadium Switch room at Indoor Stadium consisting 10 nodes following

400 mtr

0 Yes Yes at switch level and optical channel

78 Indoor Stadium DPO SSM including 5 nodes

Within the radius of 50 ft at Stadium


79 Indoor Stadium MAME Section with 5 nodes

Within the radius of 50 ft at Stadium


80 PO-Cum DWO Ground Floor

PO-Cum-DWO with 5 nodes


81 Proposed Minority Bhavan

Ground Floor


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Government of West Bengal District eGovernance Society

Office of the District Magistrate New Collectorate Building

Malda

NOTICE INVITING TENDER

NIT No. 01/DeGS/MLD/2013 Date. 12/11/2013 Properly sealed tenders are invited from reputed Company/Firm/Supplier/System Integrator for Establishment and Commissioning of Structured Local Area Network (LAN) based on Ethernet Technology throughout the Campus of the District Collectorate comprising various office buildings (Entire New Collectrorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc.) under the District Magistrate, Malda with Design, Supply, Installation and Integration of LAN items including OFC along with delivery of necessary Documentations.. Bidder who fulfills the eligibility criteria mentioned in the Paragraph no. I under Section V describing terms and conditions should submit the tenders.

1. EMD : Rs. 1,00,000 /- ( One Lakh Only)

2. Mode of payment : Tender document is downloadable from https://wbtenders.gov.in/ and from http://malda.gov.in and EMD is to be paid in the form of current dated Demand Draft issued by a scheduled bank, drawn in favour of “District eGovernence Society, Malda” and should reach at the ‘District eGovernance Society, General Section , 2nd Floor, New Collectorate Buildings , Malda’ on or before 28/11/2013 upto 12 noon during working days.

3. Pre-Bid Meeting : Pre-Bid meeting shall be held on 18/11/2013 at 11 am in the

National Informatics Centre (NIC) ,New Collectorate Building,Malda

4. Last Date of Pre-Bid query Submission : 19/11/2013 5. Time & last date of submission of Bid : 26/11/2013 upto 12 noon.

6. Time & date of presentation : 29/11/2013 at 12 noon

7. Time & Date of Bid opening : 29/11/2013 at 12 noon

8. Time & Date of Opening of Financial Bid : 29/11/2013

9. Time & Date of Result : 29/11/2013

10. It is mandatory that the intending Bidder shall be able to supply all the items put to tender and hence they have to quote for all the items in, failing which the tender is liable for rejection.

11. The tender, which is not accompanied by the requisite EMD, shall be summarily rejected. Tender will not be accepted/received after last date & time. District eGovernance Society, Malda reserves the right to reject any or all tenders without assigning any reason what-so-ever.

http://wbtenders.nic.in/

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12. The Rate should be exclusively for “District eGovernance Society, Malda”.

13. The technical and commercial bids should be in two separate sealed covers clearly marked as “Technical Proposal” and “Price Proposal”. The bid has to be accompanied by an Earnest Money Deposit (EMD) of Rs 1,00,000.(Rupees One Lakh Only) in the form of a demand Draft in favour of ‘District eGovernance Society, Malda’ , Payable at Malda.

14. The offer should be submitted in two separate sealed envelopes marked as "Envelope No.1" (Technical Proposal) and "Envelope No.2" (Price Proposal) and superscribed "Offer for Supply and installation of items as per NIT vide Reference No. 01/DeGS/MLD/2013 Dated 12/11/2013 addressed to District eGovernance Society, Malda and should be sent so as to reach him not later than 12 Noon on 26/11/2013. The Envelope No. 1 (Technical Proposal ) and Envelope No. 2 (Price Proposal) as described above must also required to be submitted in the Portal of E-Tender i.e. https://wbtenders.gov.in/ upto 12 noon of 26/11/2013.

Envelop No.1 (Technical Proposal) should contain the following:

i. Detailed technical aspects of the offer, including necessary brochures, etc. for the items to be supplied, as per the Schedule of Quantities. ii. Copy of the valid "authorized dealer/distributor certificate” of the product proposed to be supplied. iii. Copy of the terms and conditions (Section V) duly signed and stamped for having accepted the same. iv. Details of Past Experience (with supporting documents) v. Call Centre details for post-sale service iv Supporting documents required for conditions mentioned at paragraph no. I of Section V v. Section-III (Bidder’s Profile) duly filled in, signed and stamped along with necessary supporting documents. vi. Proper Design Plan with diagram vii. Duly filled in form specified in Annexure-1 under Section-VIII, signed, and stamped

Envelop No. 2 (Price Proposal) should contain the following:

i. The Schedule of Quantities as per the specifications and the most competitive prices offered in respect of the items therein as per SECTION VII . PDF document containing item and quantity wise Price Proposal mentioned in Section VII must be submitted in E-Tender Portal along with the Bill of Quantity( BoQ).

15. The COMMERCIAL BID should contain the rate against each item separately. The quoted unit rate will be considered for evaluation Purpose.

16. Technical and Commercial Bid should be in clear words, categorically mentioning each and every term specifying the rates, etc. Any kind of ambiguous/Obscure/ Unclear items would lead the firm’s bid being disqualified.

17. The rates quoted should be legible. Pencil entries and over written entries shall be rejected.

18. Completion period of work mentioned in this tender shall be 45 Days which shall be reckoned from the day of receipt of Work Order.

19. Liquidated damages for delay shall be 0.25% (Zero Point Two five percent) of the accepted cost of tender per week beyond the stipulated date of completion, up to a maximum of 5% (five Percent only) of the contract amount.


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SECTION-II

BID FORM To

The Chairman District eGovernance Society New Collectorate Building Malda

Dear Sir,

Having examined the specifications and schedule of quantities relating to the works specified in the memorandum hereinafter set out and having visited and examined the site of the works specified in the said memorandum and having acquired the requisite information relating thereto as affecting the tender, I/We hereby offer to execute the works specified in the said memorandum within the time specified in the said memorandum at the rates mentioned in the attached schedule of quantities and in accordance in all respects with the specifications and instructions in writing referred to in the Articles of Agreement, Terms and Conditions of Contract, Schedule of Quantities and with such materials as are provided for, and in all other respects and in accordance with such conditions so far as they may be applicable.

MEMORANDUM

(a) Description of works : Establishment and Commissioning of Structured Local Area Network (LAN) based on Ethernet Technology throughout the Campus of the District Collectorate comprising various office buildings (Entire New Collectrorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc.) under the District Magistrate, Malda with Design, Supply, Installation and Integration of LAN items including OFC along with delivery of necessary Documentations as per the specification mentioned in the NIT No 01/DeGS/MLD/2013

(b) Estimated Cost : Rs. 50 Lakhs.

(c) Earnest money : Rs. 1,00,000.00

(d) Percentage, if any, to be deducted from bills : 10% as Retention Money

(e) Time allowed for completion of the works : 45 Days from the day of receipt of purchase order

Should this tender be accepted, I/We hereby agree to abide by the terms and provisions of the said conditions of Contract annexed hereto so far as they may be applicable and in default thereof to forfeit and pay to the ………………………………………………., the amount mentioned in the said conditions.

I/We have deposited a sum of Rs. 1, 00,000.00 as earnest money, which is not to bear any interest. Should I/We fail to execute the contract when called upon to do so, I/We do hereby agree that this sum shall be forfeited by me.

5 Our bankers are : (i)

(ii)

(iii)

6. The names of partners of our firm are : Name of the partner of the firm authorized to sign :

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OR Name of person having Power of Attorney to sign the contract. : (Certified true copy of the Power of Attorney should be attached) I/We undertake, if our Bid is accepted, to execute the work in accordance with specifications, time limits, terms & conditions stipulated in the tender document.

If our Bid is accepted, we shall submit the securities as per the conditions mentioned in the contract.

We agree to abide by this Bid for a period of 30 days from the date fixed for Bid opening (Qualifying Bid) and it shall remain binding upon us and may be accepted at any time before the expiry of that period.

Until a format Agreement is prepared & executed, this Bid together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

Bid submitted by us is properly sealed & prepared so as to prevent any subsequent alteration & replacement.

Dated this................................... day of....................................

Signature of Authorized

Signatory..................................................................

In the capacity of....................................................

Duly authorized to sign the Bid for and on behalf of

Read, understood & complied with Signature of the Bidder

[* Strikeout whichever is not applicable]

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SECTION-III

BIDDER'S PROFILE

Sr. No

Items Details

1 Name of the Bidder

2 Address of the Registered Office Address

Telephone

FAX

E-mail

3 Address of the Office at Malda a. Address - 1 :

Telephone

FAX

E-mail

b. Address - 2:

Telephone

FAX

E-mail

4 Name and Designation of the person authorised to make commitments to the Office of DM, Malda

Name Designation Mobile Phone

FAX

E-mail

5 Bidder's Web site (if any)

6 Type of Organisation (Whether sole proprietorship, partnership/private limited/public limited company or cooperative body

7 Details of Registration- Registering Authority :

Registration Date :

Registration No. : 8 VAT Reg. Number :

(i)Sales Tax clearance certificate no

9 P. Tax Clearance

10 Trade License

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11 Income Tax Number I.T clearance certificate no: (ii) PAN

12 Clientele (Certificate regarding after sales and support from the mentioned companies should be furnished)

Banks & FIs :

Govt. Undertaking :

Reputed Concerns :

13 Details of qualified engineers at Malda. Number :

Qualification and nature of Work handled :

14 Brands of hardware, peripherals of which the Bidder is OEM/Authorised Dealer/Reseller (Certificate from the principal agencies should be enclosed in case of Authorised Dealers/Resellers)

15 Whether Bidder is a systems integrator (Details of

system integration work done may be given)

16 Whether Bidder has the ability to provide alternative equipment to ensure that there is no breakdown in the Office's operations in case they are not able to immediately repair the malfunctioning hardware and peripherals

17 Details of previous experience: The supplier should have experience of executing similar works during the last 3 years. The firm should have executed at least 3 similar works whose value is not less than Rs.10.00 lakh or at least 2 similar works whose value is not less than Rs.15.00 lakh or 1 similar work whose value is not less than Rs. 30.00 lakh in the past three years. Details in this regard should be furnished by the supplier as under :

Name and Location of Work

Value and nature of Order Whether executed satisfactorily and on time Date of Completion of work

18 Annual Turnover (Rs. lakh) (2010-11):

(2011-12):

(2012-13):

19 Audited Balance Sheet, P&L A/c and annual report for last 3 years must be furnished:

20 Names and addresses of bankers.

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I/We hereby declare that the information furnished above is true & complete.

Date:

Place: Signature of Bidder/Authorized signatory...............................

Name of the Bidder.................................................................

Read, understood & complied with

Signature of the Bidder

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SECTION-IV

Instructions to Bidders

Submission of Proposals (Methodology)

The Proposal shall be submitted in two separate envelopes – Part-I covering the Technical, and Qualification aspects hereinafter referred to as ‘Technical Proposal’ and Part II covering only the price schedules hereinafter referred to as the ‘Price Proposal’. The two parts should be in two separate covers, each super-scribed with the name of the Project (Proposal for Procurement of items specified in the notice above well as “Technical Proposal” and “Price Proposal” as the case may be.

1. Documents comprising the Technical Proposal Envelope, should:

(a) Comply with the TCC (Section-V) and Section VIII (Annexure-1) (b) Be accompanied by duly filled in Proposal Form (Section-II) and (Section-III). The forms must be

duly signed by the Bidder (c) Be accompanied with proper network design for each building and the campus following the

paragraph 4.0 of Section I (d) Be accompanied by duly filled in form (Section-VII (Un-priced)). The forms must be duly singed

by the bidder. The un-priced Bill of Material (BoM) must have exact mapping with each element of the Bidder’s Network Diagram. The deliverables mentioned in Table-B of Annexure-1 under Section – VIII must also require to match with each elements of the Bidder’s Network Diagram

(e) Be accompanied by the certificates from the OEM pertaining to the standards and certifications mentioned in Annexure-1, Section VIII 2. Any Technical Proposal not containing the above and / or containing price will be liable for rejection. 3. Documents comprising Price Proposal Envelope should be:

With Full Price Schedule of the Goods and/or System and/or Services Schedule of rates (Section-VII). PDF document containing item and quantity wise Price Proposal mentioned in Section VII must be submitted in E-Tender Portal along with the Bill of Quantity( BoQ).The amount should be mentioned both in words and figures. Each copy of the Proposal should be in two parts, as mentioned below. 4. The Bidders shall seal the “Technical Proposal” and “Price Proposal” separately and the same shall:

(i) be addressed to the Chairman, District eGovernance Society, Malda at the address given; and (ii) bear the Name Establishment and Commissioning of Structured Local Area Network (LAN) based on Ethernet Technology throughout the Campus of the District Collectorate with Design, Supply, Installation, and Integration of LAN items including OFC along with delivery of necessary Documentations. FOR DISTRICT eGOVERNANCE SOCIETY, MALDA” and a statement: “DO NOT OPEN BEFORE 29/11/2013”. (Strike out whichever is not applicable)

5. Proposals must be received by District eGovernance Society, Malda at the address specified and also must be submitted in the e-Tender Web Portal i.e. https://wbtenders.gov.in/ using their Digital Signature Certificate, not later than the date & time specified in Request for Proposal. 6. The bidder should follow the pre-bid query format as given in Annexure-III of Section VIII. 7. The selected bidder must provide the deliverables as mentioned in Items (1) to (4) of Table-B of Annexure-1 of Section VIII after the completion of the project (Commissioning the LAN for the District Administration satisfying the performance Criteria) subsequent to incorporating corrections and modifications if any, in each phase of the project. Such submission will be considered as one of the pre-cursors to payment.


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SECTION-V

TERMS & CONDITIONS OF CONTRACT (TCC)

Definitions In this Contract, the following terms shall be interpreted as indicated: (a)“The Goods” means all of the equipment, machinery, and/or other materials which the Supplier is required to supply to the DeGS-MALDA;

(b)“The DeGS-MALDA” means District eGovernance Society, Malda; (c)“The Services” means those services ancillary to the supply of the Goods, such as

transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training and other such obligations of the Supplier covered under the Purchase/Job Contract;

(d)“TCC” means the Terms and Conditions of Contract contained in this section; (e)“The Supplier” or “the Bidder” means the firm/company who will work as System

integrator and will be supplying or intending to supply the Goods and Services and carry out the work of establishment and commissioning Campus LAN under this Contract; and

(f)“The Project Site” means various branches/Administrative offices under the control of District Magistrate, Malda.

Country of Origin All goods and related services to be supplied under the Contract shall have their origin in eligible source countries, as per the prevailing Import Trade Control Regulations in India.

For purposes of this clause, “origin” means the place where the goods are produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembly of components, a commercially-recognized product results that is substantially different in basic characteristics or in purpose or utility from its components.

Standards

The Goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications, and, when no applicable standard is mentioned, to the authoritative standards appropriate to the Goods’ country of origin. Such standards shall be the latest issued by the institution concerned.

Use of Contract Documents and Information The Supplier shall not, without the DEGS-MALDA’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 DEGS-MALDA in connection therewith, to any person other than a person employed by the Supplier 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. The Supplier shall not, without the DEGS-MALDA’s prior written consent, make use of any document or information enumerated in this document except for purposes of performing the Contract. Any document, other than the Contract itself, shall remain the property of the DEGS-MALDA and shall be returned (in all copies) to the DEGS-MALDA on completion of the Supplier’s performance under the Contract, if so required by the DEGS-MALDA. Patent Rights

The Supplier shall indemnify the DEGS-MALDA against all third-party claims of infringement of license agreement, patent, trademark, or industrial design, intellectual property or copy rights etc. arising from use of the Goods or any part thereof in India.

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I. Eligibility of Bidder/Supplier/Bidder

i. Suppliers should be registered in India

ii. The supplier should have at least 3 (three) years experience in the field of supply of switches for LAN

iii. The supplier should have OEM presence in India or channel partners / service providers, authorised distributors / dealers / resellers.

iv. The supplier should have sufficient experience and proper infrastructure to provide requisite after sales service and support in the District of Malda. In case repair of a particular equipment / system, the supplier should be able to provide an alternative arrangement to ensure that there is no interruption in the functioning of the office.

v. The supplier should have experience of executing similar works during the last 3 years. The firm should have executed at least 3 similar works whose value is not less than Rs. 10.00 lakhs or at least 2 similar works whose value is not less than Rs. 15.00 lakh or 1 similar work whose value is not less than Rs. 30.00 lakh in the past three years. Details in this regard should be furnished by the supplier.

vi. The supplier's clientele should include banks, financial institutions, government undertakings and other reputed concerns, references of which should be made available.

vii. The suppliers should be system integrators so that hardware installation and software configuration are done smoothly.

viii. The supplying agency should be a profit making entity for the past 3 (three) years and its Annual Turnover during the last 3 years should not be less than 50 lakh. Details of the same needs to be provided.

ix. The bidder should submit documentary evidence in support of fulfilling eligibility criteria mentioned above along with the information i.e. Bidder Profile details as per SECTION III of the tender document. II. Submission of Tenders

1. The bidder must obtain for himself at his own responsibility and at his own expense all the information which may be necessary for the purpose of submission of offer.

2. The suppliers may get themselves acquainted with the proposed work and study the specifications of the contract, site conditions, prevailing laws, regulations, other related issues, etc., carefully before tendering. The same shall be done at their own expense, responsibility and risk. No request for change of tendering conditions for want of information on any particular issue will be entertained

3. The rates quoted in the offer shall be for the complete item including supply, installation, testing, commissioning, configuring etc. The rate shall be firm and shall not be subject to exchange variations, labour conditions, fluctuation in railway/road freights or any other conditions whatsoever. The bidder must include in his rates sales tax, excise duty, octroi and any other tax and duty or other levy charged by central government or any state government or local authority, if applicable. No claim in respect of sales tax, excise duty, octroi or other tax, duty or levy whether existing or future shall be entertained. The rates shall also include transportation, loading, unloading, packing, carting, forwarding, freight charges, transit insurance cover and any other payment/taxes towards transporting the materials from other State/s.

4. Estimated cost of tender is Rs.50,00,000.00 (Rupees Fifty lakhs only).

5. The rates quoted should be all inclusive and include delivery, installation charges, warranty charges, all

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taxes, local levies, etc., and no further amount would be paid on any account.

6. The offer should be made for systems of reputed manufacturers having all India service capabilities. The manufacturer's service network available across the country and especially in Malda District, West Bengal State should be properly enumerated.

7. Prices quoted should be in respect of items of reputed brands with specifications as indicated in the schedule of quantities. Products quoted which are not in conformity with the specifications/ configurations/standards prescribed will be out rightly rejected.

8. Offers shall remain open for acceptance for a period of 90 days from the date of opening the envelope no. 2, which may be extended by mutual agreement and the bidder shall not cancel or withdraw the offer during this period. Further, the supplier should give an undertaking to pass on the benefit accruing on account of any fall in prices, during the period between the date of submission of quotation and the date of supply, in respect of all the items.

9. The supplier would be entitled to verify and satisfy themselves of the site conditions prevailing which would be done at their own cost, responsibility and risk.

10. The proforma provided in Annexure I under SECTION VII should only be used strictly for submission of quotes. In case the agency desires to submit any additional information on the products / service, etc., the same may be furnished under head "Other Details" separately.

11. lt may be noted that submission of the quote would imply explicit acceptance by the supplier of all the terms and conditions listed in the tender document. 12. A supplier may offer more than one model / make of product provided he is authorised to quote for the same.

13. The supplier will ensure that the tender reaches the office on or before the due date and time. Applications received after the due date and time or incomplete in any respect or not as per the proforma prescribed are liable to be rejected.

14. All tenders should be accompanied by a demand draft drawn on a scheduled bank in favour of District eGovernence Society, Malda towards Earnest Money Deposit (EMD) of Rs.1,00,000.00 (Rupees One Lakh only). The tenders not accompanied by the EMD will not be considered. The EMD will be returned to the Bidder without interest if his tender is not accepted, after finalisation of purchase order.

15. All disputes arising out of or in any way connected with this contract shall be deemed to have arisen in Malda and only courts in Malda would have jurisdiction to determine the same.

16. All the pages of the tender document should be signed together with seal of the authorised representative of the supplier.

17. The offer should be submitted in two separate sealed envelopes marked as "Envelope No.1" (Technical Proposal) and "Envelope No.2" (Price Proposal) and superscribed "Offer for Supply and installation of items as per NIT vide Reference No 01/DeGS/MLD/2013 Dated 12/11/2013addressed to District Magistrate, Malda and should be submitted in the e-Tender portal at https://wbtenders.gov.in/ and post copy sent so as to reach him not later than 12 Noon on 26/11/2013. 18. Envelop No.1 (Technical Proposal) should contain the following :

i. Detailed technical aspects of the offer, including necessary brochures, etc. for the items to be supplied, as per the Schedule of Quantities. ii. Copy of the valid "authorized dealer/distributor certificate” of the product proposed to be supplied. iii. Copy of the terms and conditions (Annexure I) duly signed and stamped for having accepted the same.


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iv. Details of Past Experience (with supporting documents) v. Call Centre details for post-sale service iv Supporting documents required for conditions mentioned at paragraph no. I of Section V v. Section-III (Bidder’s Profile) duly filled in, signed and stamped along with necessary supporting documents. vi. Proper Design Plan vii. Duly filled in form specified in Section-VII (Un-Priced) , signed, and stamped

19. Envelop No. 2 (Price Proposal) should contain the following :

i. The Schedule of Quantities as per the specifications and the most competitive prices offered in respect of the items therein as per Section VII . PDF document containing item and quantity wise Price Proposal mentioned in Section VII must be submitted in E-Tender Portal along with the Bill of Quantity( BoQ).

20. Specimen copy of Bidder Details specified in SECTION III, Machine Installation Report specified in Annexure IV under SECTION VIII, and Articles of Agreement, Performance Bank Guarantee and Letter of Indemnity as applicable and enumerated in future paragraphs are enclosed as Annexure I, II, and III under Section VI respectively.

21. The tender documents are available on the website: https://wbtenders.gov.in/ and http://www.malda.gov.in and the bidder’s must submit their bids at the e-tender Portal i.e. at https://wbtenders.gov.in/

III. Acceptance of Tenders / Bids

1. No conditions whatsoever shall be attached with any of the offers, failing which the offer shall be liable to be rejected. If there is any clause in the bill/invoice/any document submitted along with the goods which are not in conformity with any clause contained herein or in the purchase order, the clause in this document or in the purchase order only will prevail

2. The supplier shall pass on any benefit under any promotional scheme / offers on the product /s offered. Also all items / parts included by the OEM would be supplied along with the equipment. The supplier would not be entitled to debundle any such item / part. The make / model of the equipment offered should be clearly indicated in the quote.

3. Copy of the valid "dealer/distributor" certificate of the product proposed to be supplied should be enclosed along with the offer. It may also be noted that licenses of all software's loaded in PCs and all certifications specified under the technical stipulations will have to be supplied failing which the Office reserves the right to reject the goods even after delivery of goods. Details relating to certifications specified in technical details must be clearly mentioned in the offer.

4. Rates should be quoted both in figures and words in columns provided for. All erasures and alterations made in the offer must be attested by initials of the bidder. Overwriting of figures is not permitted. Failure to comply with either of these conditions will render the offer void at the Office’s option. No change in rate or conditions after opening the offer will be entertained.

5. The bidder should note that unless otherwise stated, the offer is strictly on item rate basis and his attention is drawn to the fact that rates for each and every item should be correct, workable and self-supporting. The quantities in the schedule of quantities approximately indicate the total extent of work but may vary and even may be omitted thus altering the aggregate value of contract. No claim for any compensation shall be entertained in this regard.

6. Office reserves the right to accept or reject any tender in part or in full without assigning any reasons whatsoever.

7. Any correction / alteration should be properly authenticated with signature and date by the authorised


http://www.malda.gov.in/


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representative of the supplier. Corrections using fluid and overwriting will not be permitted.

8. Rates should be quoted both in figures and in words. In case of difference between figures and words the following procedure will be followed : (a) when there is a difference between the rates in figures and words, the rates which correspond to the amount worked out by the supplier will be taken as correct; (b) When the amount of items is not worked out by the supplier or it does not correspond with the rate written either in figures or words, then the rate quoted by the supplier in words shall be taken as correct; (c) When the rate quoted by the supplier in figures and words tallies but the amount is not worked out correctly, the rate quoted by the supplier shall be taken as the correct and not the amount. IV. Opening of Tenders

1. Envelope No.1 will be opened at 12. noon on 29/11/2013 and envelope No.2 will be opened subsequently on the same day at his Office by the District Magistrate, Malda or any other officer designated for the purpose by him.

2. Envelope No.1 will be opened in the presence of authorised representatives of the individual bidding firms who chose to be present at the time of opening.

3. After opening of the tenders under Envelope 1 and assessing the conditions, if any, Office will, if they so decide, inform all the Bidders regarding any modification in the tender conditions. Bidders who agree to the changed conditions, along with the original in totality and agree to the same in writing would be allowed to make modifications if they so wish, in their tender prices by means of a letter to be submitted in a sealed envelope.

4.The envelope 2 of only those Bidders would be opened who after discussion agree to bring their tenders in line with the requirements of the tender document and if the tenders are acceptable. The decision of the District Magistrate would be binding in such case. The date and time of opening of envelope 2 would be intimated after opening of envelope 1.

5. Any correction / alteration should be properly authenticated with signature and date by the authorised representative of the supplier. Corrections using fluid and overwriting will not be permitted.

V. Evaluation of Bids

1. Committee and Evaluation:

A committee comprising technical and administrative officers will evaluate the bids and assign score based on the following criteria. The bidder will be qualified for opening their commercial bid if and only if they secure 80 out of 100 as per the Score Table below.

Sr No

Item Criteria Total Marks

Score (Will be assigned)

1 Capacity (Turnover – T Lacs)

15 Mark for 50<=T<100; 25 Mark for 100<=T<200 and 30 Mark for T >= 200

30

2 Work Experience (For a Single Work Order value = W lacs )

15 Mark for 10<= W<20, 25 Mark for 20<W<=30 and 30 Mark for W>30 subject to a minimum total of W=30

30

3 Compliance as per Section VIII Annexure - 1

25 Mark for 25 compliance points as in Section VIII

25

4 Presentation Design and PoC for Performance

15

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2. Determination of a successful Bidder:

Bidders scoring the qualifying score (80) in technical proposal evaluation will be short listed for financial evaluation. The DA will determine the Bidder having the lowest total financial quote (L1) as the successful bidder amongst the bidders short listed for financial evaluation.

3. Financial Evaluation:

i. Prices shall be written in both words and figures. In the event of difference, the price in words shall be valid and binding.

ii. The prices must be all inclusive of taxes and Out of pocket expenses (OPEs). Taxes must be shown separately with tax rates as applicable. All expenses related to travel, boarding, lodging etc. would be inclusive and no separate claims on any account would be entertained.

iii. 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 price shall be corrected. If the Bidder does not accept the correction of errors, its tender will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

iv. Any discrepancy relating to prices quoted in the offer across different sections of the bid, only prices given in the prescribed format given of the RFP shall prevail.

v. The Bill of Materials (BoM) both priced and un-priced must have exact mapping of each element of the bidder’s Network Diagram

VI. Award of Contract

1. Office reserves the right to inspect the premises / facilities of the supplier to ensure the claims made by the supplier are in conformity with the details provided in the bid.

2. Office does not bind itself to accept the lowest or any other offer and reserves to itself the right to accept/reject any or all the offers, without assigning any reasons, therefore.

3. The bidder shall not assign the contract to any other person/firm. The bidder shall not subcontract any portion of the contract except with written consent of Office.

VII. Execution of Works

1. The successful bidder shall be required to execute an agreement in the Proforma attached with this Tender document within 7 days from the date of issue of Purchase Order. In the event of failure on the part of the successful bidder to sign the agreement within the above stipulated period, the earnest money will be forfeited and the acceptance of the tender shall be considered as cancelled

2. The successful bidder/supplier would be required to complete the delivery, testing and installation of the items listed in the Schedule of Quantities as per specifications within 45 Days from the day of receipt of Purchase Order. 3. The supplier would also have to provide a bond certifying that the software/s supplied by them is licensed and genuine and indemnifying Office of the District Magistrate in case their claims are proved otherwise.

4. Office reserves the right to shift the machines between its various district offices in the District of Malda and the supplier / manufacturer would be liable to provide service for the machines / systems at such locations.

5. The equipments should be made available for testing/inspection by Office representative/s and the supplier would ensure all necessary assistance for the same. The supplier would also ensure proper testing of the equipments and connected paraphernalia and ensure that the products

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meet the criterion as listed out in the offer made and to the satisfaction of the DEGS-Malda.

6. In case the model offered by the supplier at the time of quote is out of date, the supplier should agree to provide at no extra cost, an equipment of such higher configuration than prescribed in the offer and acceptable to DEGS-Malda.

7. Subsequent to installation of the equipment a t site (to be indicated in the offer letter), together with all related software, the supplier will handover to DEGS-Malda all the related media, manuals, etc., and fill in a Machine Installation Report (as per proforma at Annexure II under SECTION VIII) in triplicate. A System Information (SI) printout will also be generated at site. The SI would be attached to the MIR and both the documents would be signed by the representatives of the supplier and DEGS-Malda. Whereas one copy of the MIR and SI would be provided to Office of District Magistrate, Malda immediately, the supplier would retain the other two copies of the documents. One copy of the same would be attached to the Invoice to be submitted by the supplier.

8. The bidder shall not be entitled to any compensation for any loss suffered by him on account of delays in commissioning or executing the work, whatever be the cause of delays, including delays arising out of modifications to the work entrusted to him or any other reasons whatsoever and DEGS-Malda shall not be liable for any claim in respect thereof. DEGS-Malda does not accept liability for any sum besides the offer amount, as mentioned in the schedule of quantities.

9. The successful bidder is bound to carry out all items of work necessary for the completion of the job even though such items are not included in quantities and rates.

10. The successful bidder should make his own arrangements to obtain all materials required for the work. Detailed brochures, illustrations, if any, with descriptive literature etc. have to be accompanied with the offer. The details and the literature so submitted by the successful bidder shall be retained by the DEGS-Malda.

11. The conditions, specifications and schedule of quantities forming contract document are explanatory and are complementary to each other, representing together the work/installation to be carried out. In case of doubt, the matter shall be discussed with the DEGS-Malda Officials and necessary clarifications obtained. If neither the specifications nor the schedule of quantities include any provision specifically but if such provisions are absolutely necessary to complete the work, the bidder shall provide the same without any extra cost to the Office. Anything contained in any one viz. (i) the specifications and/or (ii) the schedule of quantities but not specifically appearing in the other parts of the documents shall be deemed to have been stipulated under all such parts of the document and the work shall be carried out accordingly.

12. The works shall not be considered as completed until the DEGS-Malda officials have certified in writing that the same have been virtually completed as per the order. The warranty period shall commence from the date of such certificate.

13. The installations shall be completed as per the working days / hours of the office and no request for extension of such facilities beyond the normal working hours / days will be entertained.

14. A list indicating the product serial numbers of each instrument installed under the contract has to be furnished at the time of completion of the Work.

15. DEGS-Malda would not be liable for any compensation for injury or loss of life caused to the supplier's workmen / contract staff / others or property during execution of work prescribed under the contract. The contractor is advised to take all necessary precautions / adequate insurance measures to prevent / protect itself from any such liability.

16. Quantities indicated in the order under individual heads are to be supplied as a single lot.

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VIII. Inspection and Quality Control Tests Inspection and Quality Control tests before evaluation, prior to shipment of Goods and at the time of final acceptance are as follows: (i) Inspection of Goods as per quality control formats including functional testing, burn-in tests and mains fluctuation test at full load, facilities etc., as per the standards may be done at factory site of the Supplier before award of the Purchase/Work Contract, by the DEGS-MALDA/DEGS-MALDA’s Consultants; Provided that the DEGS-MALDA may, at its sole discretion, waive inspection of goods having regard to the value of the order and/or the nature of the goods and/or any other such basis as may be decided at the sole discretion of the DEGS-MALDA meriting waiver of such inspection of goods. (ii) The inspection of the Goods is to check whether the Goods are in conformity with the technical specifications mentioned in the Invitation for Quotation or the Quotation submitted by the Supplier. The Supplier will dispatch the goods to the ultimate consignee after internal inspection/testing along with the Supplier’s inspection report, manufacturer’s warranty certificate. The DEGS-MALDA/DEGS-MALDA’s Consultants may also carry out pre-dispatch inspection. In such a case, the entire cost of such inspection, including the board, lodging, traveling, incidental expenses of the DEGS-MALDA’s representatives and/or Consultants, shall totally be borne by the Supplier, for the complete duration of the inspection. Successful conduct and conclusion of pre-dispatch inspection shall be the sole responsibility of the Supplier; (iii) Also, the DEGS-MALDA will test the equipment after completion of the installation and commissioning at the site of the installation (for site preparation, the Supplier should furnish all details to the DEGS-MALDA sufficiently in advance so as to get the works completed before receipt of the equipment). Complete hardware and software should be supplied, installed and commissioned properly by the Supplier prior to commencement of performance tests; (iv) The acceptance test will be conducted by the DEGS-MALDA/ DEGS-MALDA’s Consultants or any other person nominated by the DEGS-MALDA, at its option. The acceptance will involve trouble-free operation for a period to be decided by the DEGS-MALDA, but not exceeding seven consecutive days. There shall not be any additional charges for carrying out acceptance tests. No malfunction, partial or complete failure of any part of hardware or excessive heating of motors attached to printers, drivers etc. or bugs in the software should occur. All the software should be complete and no missing modules/sections will be allowed. The Supplier shall maintain necessary log in respect of the results of the tests to establish to the entire satisfaction of the DEGS-MALDA, the successful completion of the test specified. An average uptime efficiency of 98% for the duration of test period shall be considered as satisfactory; Provided that the DEGS-MALDA may, at its discretion, require the Supplier to devise and conduct the acceptance test, at his own cost, in the presence of DEGS-MALDA’s representative(s) to establish to the satisfaction of the DEGS-MALDA that the configuration/performance of the goods supplied are in conformity with the specifications laid down in the Purchase/Work contract. (v) In the event of the hardware and software failing to pass the acceptance test, a period not exceeding two weeks will be given to rectify the defects and clear the acceptance test, failing which, the DEGS-MALDA reserves the right to get the equipment replaced by the Supplier at no extra cost to the DEGS-MALDA; and (vi) Successful conduct and conclusion of the acceptance tests for the installed goods and equipment shall also be the sole responsibility and at the cost of the Supplier.

The inspections and quality control tests may be conducted on the premises of the Supplier, at point of delivery and/or at the Goods’ final destination. If conducted on the premises of the Supplier, reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors, at no charge to the DEGS-MALDA.

Should any inspected or tested Goods fail to conform to the Specifications, the DEGS-MALDA may

reject the Goods, and the Supplier shall either replace the rejected Goods or make alterations necessary to meet specification requirements, free of cost, to the DEGS-MALDA.

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Nothing stated hereinabove shall in any way release the Supplier from any warranty or other obligations under this Contract. IX. Manuals & Drawings (i) Before the goods and equipment are taken over by the DEGS MALDA, the Supplier shall supply operation and maintenance manuals together with drawings, wherever applicable, of the goods. The manuals and drawings shall be in English. (ii) Unless and otherwise agreed, the goods and equipment shall not be considered to be completed for the purpose of taking over, until such manuals and drawings have been supplied to the DEGS-MALDA. For the System & Other Software, the following will apply: The Supplier shall provide complete and legal documentation of hardware, all subsystems, operating systems, compiler, system software and the other software. The Supplier shall also provide licensed software for all software products, whether developed by it or acquired from others. The Supplier shall also indemnify the DEGS-MALDA against any levies/penalties on account of any default in this regard. X. Acceptance Certificates (i) On successful completion of acceptability test, receipt of deliverables, etc., and after the DEGS-MALDA is satisfied with the working on the system, the acceptance certificate signed by the Supplier and the representative of the DEGS-MALDA will be issued subject to availability of Installations Certificates mentioned in Annexure II. The date on which such certificate is signed (unless otherwise provided for) shall be deemed to be the date of successful commissioning of the systems.

Training shall be conducted on the dates mutually agreed up on and within two months from the date of acceptance of supply.

XI. Terms of Payment

1. 90% of the value of the purchase order will be released on installation and submission of certificate of satisfactory installation. The balance 10% of the purchase value (including EMD) would be retained as Retention Money Deposit (RMD) which will not carry any interest. The RMD will be released after warranty period or on submission of Performance Bank Guarantee as per Proforma enclosed for the said amount after six weeks from the date of completion of work.

2. Payment would be made by DEGS-Malda only on satisfactory completion of all report and handing over of all such related media, manuals, etc., and submission of Machine Installation Reports (MIR) and System Information (SI).

3. All the payments of bills in respect of the offer shall be made only by the DEGS-Malda at his office by cheque. All payments shall be subject to statutory deductions such as Income Tax deducted at source, Sales Tax deducted at source and any other TDS applicable.

4. All payments will be made at Malda only

5. Payment will be made only on completion of all works specified under the contract and on satisfaction of other conditions of the contract. Under no circumstances would part / advance payment be allowed.

6.The payments made by DEGS-Malda would be subject to deduction of all taxes together with surcharge, etc., as applicable under the extant laws prevailing at the time of payment. XII. Warranty

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1. The tender should clearly specify the period and type of warranty. In case, the product offered carries a lower warranty term, rates for an upgrade to the minimum prescribed warranty period should be provided. However, the DEGS-Malda reserves the right to award such maintenance post warranty period to a third party for AMC.

2. Warranty would mean that prompt after sales service is made available by the supplier / manufacturer/Bidder. Warranty items would cover all manufacturing defects without exclusion. No charges would be payable by DEGS-Malda for adherence to warranty terms by the supplier / manufacturer.

3. The selected supplier would be required to provide performance bank guarantee from their banker as per the proforma to be supplied by us for an amount equivalent to 10% of the equipment cost for the warranty period.

4. The bidder shall not assign the contract to someone else. He/they shall not subcontract any portion of contract except with the written consent of DEGS-Malda.

5. Defect liability/Warranty period for Maintenance of machines shall be a minimum period of 5 (five) years on-site from the virtual Completion date. The defect liability/warranty period covers total comprehensive contract. Any defect or fault which may appear within the warranty Period of 5 (five) years after the virtual completion of the work, arising in the opinion of the DEGS-Malda Officials from materials or workmanship not in accordance with the offer, shall upon the directions in writing of the DEGS-Malda officials, and within such reasonable time as shall be specified therein, be amended and made good by the bidder, at his own cost and in case of default, the DEGS-Malda may employ and pay other persons to amend and make good such defects, or faults, and all damages, loss and expenses consequent thereon or incidental thereto shall be made good and borne by the bidder and such damage, loss and expenses shall be recoverable from him by the DEGS-Malda or may be deducted by the DEGS--Malda, upon the DEGS-Malda Officials' Certificate in writing, from any money due or that may become due to the bidder, or the DEGS-Malda may in lieu of such amending and making good by the bidder deduct from any money due to the bidder a sum equal to the cost of amending such work and in the event of the amount retained being insufficient, recover the balance from the bidder, together with any expenses the DEGS-Malda may have incurred in connection therewith. The bidder shall remain liable under the provisions of this clause notwithstanding the signing of any certificate or the passing of any amounts, by the DEGS-Malda Officials.

6. Warranty should cover parts replacement, free labour, on-site /off-site visit etc. No extra claims are applicable during the warranty period. In case of repair of machines during the period, a substitute machine shall be provided by the firm in the event of the repairs and replacement.

XIII. Training

For each hardware and software component installed, the Supplier is required to train the designated DEGS-MALDA’s technical and end-user personnel to enable them to effectively operate the total system. The number of users to be trained and the duration of the training shall be as specified in the Invitation for Quotation or as quoted by the DEGS-MALDA in his Quotation. The venue, arrangements for provision of hardware/software and costs for the training shall be as specified in the Invitation for Quotation.

XIV. Technical Documentation

The Technical Documentation involving detailed instruction for operation and maintenance is to be delivered with every unit of the equipment supplied. The language of the documentation should be English.

XV. Right to use defective equipment

If after delivery, acceptance and installation and within the guarantee and warranty period, the

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operation or use of the equipment proves to be unsatisfactory, the DEGS-MALDA shall have the right to continue to operate or use such equipment until rectification of defects, errors or omissions by repair or by partial or complete replacement is made without interfering with the DEGS-MALDA’s operation.

XVI. Standards

All standards to be followed as mentioned in the Annexure-1 of Section VIII Please note that any quotation which does not provide the above information in the specified formats is likely to be rejected and the DEGS-MALDA will not enter into any correspondence with the Bidder in this regard.

XVII. Penalties

1. In the event of failure of the supplier to deliver and install the machines within the stipulated period of time and not as per the terms and conditions of the contract, DEGS-Malda reserves the right to award the supply to an alternative supplier. All damages on this account would directly rest with the supplier originally awarded the contract. The EMD provided by the supplier would stand forfeited in such case. Also DEGS-Malda would be entitled to claim compensation for any excess payments / damages incurred by Office of District Magistrate, Malda in this connection.

2. Liquidated damages shall be 0.25% (zero point two five per cent or twenty five per cent of one percent) of the accepted cost of tender per week of delay beyond the stipulated period of completion subject to a maximum of 5% of the contract cost. Any part of week beyond seven days will be construed as full week for the purpose.

I/We hereby declare that I/We have read carefully and understood the above instructions and terms and conditions for the guidance and the same will be binding upon me/we in case the work is entrusted to me/us.

Signature of Bidder: Name & Address with Phone No. Date: Seal:

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SECTION - VI

Annexure-I

ARTICLES OF AGREEMENT ARTICLES OF AGREEMENT made this day of between District eGovernance Society, Malda (hereinafter called " the employer") of the one part and (hereinafter called "the Bidder/contractor") of the other part.

Whereas the Employer is desirous of carrying out the work of supply, installation, testing and commissioning of the items mentioned in the NIT vide reference nos ……………. Dated ………………..and has caused specifications describing the work to be done. AND WHEREAS the said specifications and the Schedule of quantities have been signed by or on behalf of the parties hereto.

AND WHEREAS the Bidder/contractor has agreed to execute the work/s subject to the Condition set forth herein and to the Conditions set forth in the Tender Document and in the Schedule of Quantities and Terms and Conditions of Contract (all of which are collectively hereinafter referred to as "the said Conditions") the works shown upon the said and/or described in the said Specifications and included in the Schedule of Quantities at the respective rates therein set forth amounting to the sum as therein arrived at or such other sum as shall become payable there under (hereinafter referred to as "the said Contract Amount").

NOW IT IS HEREBY AGREED AS FOLLOWS :

1. In consideration of the said Contract amount to be paid at the times and in the manner set forth in the said conditions, the Bidders/contractors shall upon and subject to the said conditions execute and complete the work shown upon the said location and described in the said specifications and the schedule of quantities.

2. The employer shall pay the Bidder/contractor the said contract amount, or such other sum as shall become payable, at the times and in the manner specified in the said Conditions.

3. In the said conditions herein before mentioned, the DM/ADM(G), Malda shall act on behalf of the District eGovernance Society, Malda 4. The said conditions shall be read and construed as forming part of this Agreement, and the parties hereto shall respectively abide by, submit themselves to the said Conditions and perform the agreements on their part respectively contained in the said conditions.

5. The agreement and documents mentioned herein shall form the basis of this Contract.

6. This contract is to carry out the work in respect of supply, installation, testing and commissioning and configuring of all the items mentioned in the Tender vide Reference No 01/DeGS/MLD/2013 Dated 12/11/2013, to be paid for according to actual quantities at the rates contained in the Schedule of Rates and Probable quantities provided in the said Conditions.

7. The Employer reserves to himself the right of altering the quantum of the work by adding to or omitting any items having portions of the same carried out without prejudice to this Contract.

8. Time shall be considered as the essence of this Contract and the Bidder/contractor hereby agrees to commence the work soon after the site is handed over to him or from the day from the date of issue of formal purchase order as provided for in the said conditions whichever is later and to complete the entire work within 30 days.

9. All payments by the Employer under this contract will be made only at Malda.

10. All disputes arising out of or in any way connected with this agreement shall be deemed to have arisen at Malda and only Courts in Malda shall have jurisdiction to determine the same.

11. That the several parts of this contract have been read by the Bidder/contractor and fully understood by the Bidder/contractor.

IN WITNESS WHEREOF the Employer and Bidder/contractor have set their respective hands to these presents and two duplicates hereof the day and year first herein above written.

IN WITNESS WHEREOF the Employer has set its hand to these presents through its duly authorized official and the Bidder/contractor has caused its common seal to be affixed hereunto and the said two duplicates hereof to be executed on its behalf, the day and year first herein above written.

SIGNATURE CLAUSE:

SIGNED AND DELIVERED BY the District eGovernance Society , Malda by the hand of Shri (name and designation)

in the presence of

(1)

Address

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(2) Address

If the party is a partnership firm or an individual, should be signed by all or on behalf of all the partners.

SIGNED AND DELIVERED BY

in the presence of

(1)

If the Bidder / contractor is signing by the hand of power of attorney, whether a company or individual

Address

(2) Address

THE COMMON SEAL of was hereunto affixed pursuant to the resolutions passed by its Board Of Directors at the meeting held on In the presence of

(1)

If the Bidder/contractor signs under its common seal, the signature clause should tally with the sealing clause in the articles of association

(2)

Directors, who have singed these presents in token thereof in the presence of

(1)

(2)

Signed and sealed by the Bidder/contractor by the hand of Shri and duly constituted attorney.

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Annexure II

PERFORMANCE BANK GUARANTEE

This deed of guarantee made on this.............. day of ..........................................by ...............................................................................(Name of Bank giving guarantee) having its registered office at......................... and amongst all places a branch at......................................................... (address of bank branch giving guarantee) and wherever the context so require includes its successors and assigns (hereinafter called the "Surety") for the favour of ………………………………………………………………………….. and wherever the context so requires includes its successors and assigns (hereinafter called the "Purchaser").

1. The purchaser has placed an order No........................................................ dated.............................. (hereinafter called the "Said Order") with.......................................................................................... (Name of Bidder) a Company having its registered office at ..............................................................(Address) and wherever the context so requires includes its successors and assigns (hereinafter called or referred to as "The Supplier").

2. Under the terms of order, the supplier is required to furnish the purchaser at his own cost a Bank Guarantee for an amount of Rs. (Rupees ) for fulfilling the conditions of technical delivery in the purchase order towards guarantee against all manufacturing defects for a period upto in lieu of retention of an amount of 10% of the value of the order towards satisfactory fulfillment of the order and for defects, if any, noticed during the warranty period of three years from date of satisfactory installation.

3. The Surety at the request of the Supplier who are constituents of surety agreed to issue a Bank guarantee in terms of the said order on behalf of the supplier and the purchaser has agreed that the supplier shall repair or replace free of cost, equipment, machinery, its parts and components found defective on account of bad workmanship or defective materials or inferior manufacture as mentioned in the warranty and guarantee clause of the said order.

4. The Surety binds himself to pay to the purchaser to the extent of Rs. (Rupees ) in case of failure on the part of the supplier to perform this guarantee provided the purchaser informs the surety in writing to this effect. The surety binds himself to pay the amount immediately pursuant to the said demand notice notwithstanding any dispute that may exist or arise between the purchaser and supplier or any other person.

5. Notwithstanding anything contained herein above, the liability of the surety in respect of this guarantee is restricted to Rs. (Rupees ); in case of failure on the part of the supplier to perform this guarantee provided, the purchaser informs the surety in writing to this effect.

6. This guarantee shall remain in force upto............................. (date)

7. The guarantee shall not be discharged or released from the guarantee by any arrangement between the Purchaser and the Supplier with or without consent of the Surety

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or by any alteration in the Obligations of the Parties or by any indulgence, forbearance whether as to payment, time, performance or otherwise.

8. This guarantee shall not be affected by any change in the constitution of the supplier by absorption with any other body or corporation or any other and this guarantee will be available to or enforceable by such body or corporation.

9. Unless a claim under this guarantee is made by the purchaser against the bank on or before (6 months after end of warranty period) all the rights of the purchaser under this guarantee shall be forfeited and the bank shall be relieved and discharged from all liability under this guarantee.

10. And this bank guarantee after shall cease to exist if there is no claim on or before (6 months after end of warranty period).

Notwithstanding anything contained herein above, the liability under this guarantee is restricted to an amount not exceeding Rs. (Rupees ) and the guarantee shall remain in full force and effect until. Unless action to enforce the claim is filed on or before (6 months after end of warranty period) all rights under the said guarantee shall be forfeited and Bank shall be relieved and discharged from all liabilities thereunder.

DATED AT _____________THIS DAY OF

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LETTER OF INDEMNITY

Annexure III

The District eGovernance Society, Malda New Collectorate Building , Malda Pin - 732101

Dear Sir,

Design, Supply, Installation, and Integration of LAN items including OFC thoughout the District Collectorate comprising various office buidings.

WHEREAS the Office of District Magistrate, Malda, (hereinafter referred to as 'the Office') has expressed desire to Design, Supply, Installation, and Integration of LAN items including OFC thoughout the District Collectorate comprising various office buidings as per the Schedule hereunder written and which are hereinafter for brevity sake referred to as ' the said systems package', subject to our furnishing declarations and indemnity as contained hereafter.

NOW THEREFORE THIS LETTER OF INDEMNITY WITNESS THAT:

We, the hereby declare and certify that we are the rightful owners/ licenses of the said systems package offered for sale to the Office of District Magistrate, Malda and that the sale of the said systems package to the Office of District Magistrate, Malda does not infringe the property or copy rights of any other person and that the same does not infringe the Copy of Rights Act, 1957 or any other Act for the time being in force. We, the said hereby agree to indemnify and keep indemnified and harmless the District eGovernance Society, Malda, servants, agents and other authorised persons against any action that may be brought against them for infringement of the right of property or other intellectual property or copy rights in respect of the said systems package supplied by us to the District eGovernance Society, Malda and will defend the same at our cost and consequences, and will pay or reimburse the District eGovernance Society, Malda, its officers, servants, agents and other authorised persons from all the costs and other expenses that may be put to or incur in that connection.

SCHEDULE :

Yours faithfully

(Signature, Name and Designation of Authorized Official)

SECTION –VII

SCHEDULE OF RATES

From:

To: The Chairman, District eGovernance Society, Malda

Sub: Tender for Establishment and Commissioning of Structured Local Area (LAN) Network based on Ethernet Technology throughout the Campus of the District Collectorate comprising various office buildings (Entire New Collectrorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc.) under the District Magistrate, Malda with Design, Supply, Installation and Integration of LAN items including OFC along with delivery of necessary Documentations.

Ref: NIT No. 01/DeGS/MLD/2013 Dt. 12/11/2013

Sir,

I/we have gone through the terms and conditions detailed in the tender notice referred above No. 01/DeGS/MLD/2013 for Establishment and Commissioning of Structured Local Area (LAN) Network based on Ethernet Technology throughout the Campus of the District Collectorate comprising various office buildings (Entire New Collectrorate Building, Gram Unnayan Bhavan, Zilla Parishad, Sarva Siksha Mission at Indoor Stadium, DL&LRO Office at Abhirampur, Office of the PO-Cum-BCWO, Old Circuit House, Minority Bhavan proposed new building, District Magistrate’s Bungalow, Additional District Magistrate (General) Bungalow etc.) under the District Magistrate, Malda with Design, Supply, Installation and Integration of LAN items including OFC along with delivery of necessary Documentations.

I/We are agreeable to all the terms and conditions mentioned therein. I/We shall also abide any other rules connected to the supply that may be enforced by you. The rates are furnished below which are inclusive of all taxes, packing, forwarding for destination.

Table – A [Items be quoted as per design requirements only. Same item with different size and specification such as 24 port switch, 12 port etc be quoted separately]

Sl. No.

Item Code

LAN Active Components with major spec

Make & Model of the Item

Unit Quantity Rate of Each Unit

Tax as applicable

Total (INR)

01. RT01 Router, if any ….. 02. SW02 Switch Category I … …… …………………………….. ….. N. …… …………………………. …..

Table - B [Items are to be quoted as per design requirements only. Same item with different size and specification such as Patch chord – 3 M, 5M etc be quoted separately.]

Table - C [ Items and Quantity be mentioned as per Design Requirements only..]

Sl. No.

Item Code

LAN Passive Items with major spec

Make & Model of the Item


Tax as applicable

Total (INR)

01. LN01 02. LN02. … ….. ……………………… ……. …. 0N LN0N

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Table - D [ Quantity be mentioned as per items in Table A, B and C only. The services must include LAN meter, OTDR , PENTASCAN testing and etc. The services should also include Manpower support at site.]

Table - E Description of Works Rate Tax if

applicable Total (INR)

Survey, Design, Documentation, Installation, Integration and Commissioning of Campus LAN for the entire District Administration as mentioned in Section I

Table – F Sl. No.

Item Amount (INR)

01. Sum Total of Table A 02. Sum Total of Table B 03 Sum Total of Table C 04 Sum Total of Table D 05 Sum Total of Table E

Grand Total

Sl. No.

Item Code

H/w and S/w Brief Specification


Tax as applicable

Total (INR)

01. HW01 02. HW02. … ….. ……………………… …. N SW0N

Sl. No.

Service Code

Service Specification Unit Quantity / Month for Manpower

Rate of Each Unit

Tax as applicable

Total (INR)

01. SC01 02. SC02. … ….. ……………………… …. 04 SC0N

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SECTION VIII Annexure-1

Table - A

Sl No.

Requirement Description Complied (Y/N) Deviation, if any

1 The designed Network should have Ring Topology

2 Minimum effective end to end data transfer speed per user from the farthest end of network to the NOC and vice versa is 10 MB/see considering a maximum concurrency of 25 users. This has to be demonstrated by Netperf OR any other equivalent bandwidth measuring tools.

3 Redundancy be maintained at critical offices (1+1 redundancy)

4 Active device level Mean Time To (failure) Repair (MTTR) is 3 Hours

5 Mean Time Between Failure (MTBF) for active devices is 10,000 Hours

6 Overall Spare reserve at Site for active components is 10%

7 The OEM offered for active component is ISO 9001 Certified

8 The OEM offered for active component is ISO 14001 Certified

9 Warranty provided is for 5 Years

6 Network Switches are not cascaded in the design

7 Communication between Switches are designed through appropriate uplink ports

8 Over specification of items is not allowed

9 UTP CAT6 / STP CAT 7 cable specifications must conform to TIA/EIA 568 B along with latest updates

10 RACK specifications must confirm to EIA 310 along with latest updates

11 Most Modern Structured Cabling must confirm to TIA/EIA 568-A long with latest updates

12 Surface Mount I/O (Dual) specifications must confirm to ISO/IEC 11801:2002 OR equivalent

13 Wired Network Switches specification must confirm to IEEE QoS 802.3x

14 Wireless Network Devices specifications (Include wherever necessary) must confirm to 802.11x

15 Rack Enclosures must have lock & Key facility with front glass panel for visibility

16 OEM offered for OFC Cables and components conform to TIA-568B and ISO 11801 standards

17 OEM offered for OFC modules should conform to IEC60825, EN60825, 21CFR1040 specifications, and/or IEEE 802.3z standards

18 The devices must support dual stack mechanism for adopting to IPv6

19 The Network Management Software (NMS) should be able to auto generate network topology maps and periodically polls network devices.

20 NMS should have configuration management such as Link capacity verification, Device type check, web & telnet configuration and TFTP etc

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21 NMS should have built in features for fault management, performance management, security management & network resource management.

22 NMS should support at least 500 network devices

23 NMS should accounting management features to determine utilization of resources

24 The OEM for NMS should have ISO9001 & 14001 certification

25 All offered software and hardware products must have at least 5 years OEM support from now as per their roadmap.

Table – A-1 (Table for Preferences of Requirements)

Sl No.

Requirement Description for Preference Complied (Y/N) Deviation, if any

1 STP is preferred over UTP for In-building connectivity and also among the adjacent buildings wherever technically feasible

2 Preference should be given to Single mode OFC over Multimode OFC

3 OFC termination at switch with reliable and standard module/item (Please mention the name of the module/item)

Table – B

Sl No.

Other Requirements to be provided by the Bidder Provided [Y/N] Deviation, if any

1 Survey Document

2 Network Design Document for each building and the campus

3 Complete BoM with specification of all items as specified in the bid

4 Layout Diagram for Route Plan for Cabling

5 Implementation Methodology

6 Presentation of the Complete Proposal (As and when asked]

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Annexure –II (A)

INSTALLATION CERTIFICATE FOR Switches NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: MODEL OF Switch SUPPLIED: DATE OF SUPPLY: ………………………………………………………. MACHINE. SL NO: …………………………………………………….….. Component Specifications Remarks

Name & Signature of Bidder Date and Seal

Name and Signature of Officer from the Office of ____________________________________, C/O District Magistrate, Malda for receipt of item(s) Date and Seal: Name and Signature of Officer from the Office of District Magistrate, Malda for certification Date and Seal:

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Annexure – II (B)

INSTALLATION CERTIFICATE FOR NMS(Network Management Software) NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: Specification of NMS: DATE OF SUPPLY: ……………………………………. SL NO: …………………………………………………… Component Specifications Remarks


Name and Signature of Officer from the Office of ____________________________________, C/O District Magistrate, Malda for receipt of item(s) Date and Seal:

Name and Signature of Officer from the Office of District Magistrate, Malda for certification Date and Seal:

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Annexure – II (C)

INSTALLATION CERTIFICATE FOR COMPREHENSIVE LAN FOR DA, MALDAH NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: NAME OF THE COMPONENT: MODEL : DATE OF SUPPLY: …………………………………………………. Component Specifications Remarks



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Annexure –II (D)

CERTIFICATE FOR OFC (OTDR) TEST REPORT NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: NAME OF THE COMPONENT: MODEL : DATE OF SUPPLY: ………………………………………………………. MACHINE. SL NO: …………………………………………………….….. Component Specifications Remarks



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Annexure –II (E)

CERTIFICATE FOR UTP/STP (PENTASCAN) TEST REPORT NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: NAME OF THE COMPONENT: MODEL : DATE OF SUPPLY: ………………………………………………………. MACHINE. SL NO: …………………………………………………….….. Component Specifications Remarks



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Annexure –II (F)

INSTALLATION CERTIFICATE FOR ALL OTHER ACTIVE DEVICES, IF ANY

NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: NAME OF THE COMPONENT: MODEL : DATE OF SUPPLY: ………………………………………………………. MACHINE. SL NO: …………………………………………………….….. Component Specifications Remarks



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Annexure –II (G)

INSTALLATION CERTIFICATE FOR ALL OTHER PASSIVE COMPONENTS

NAME OF THE OFFICE: NAME OF THE OFFICER: NAME OF THE BIDDER: NAME OF THE COMPONENT: MODEL : DATE OF SUPPLY: ………………………………………………………. MACHINE. SL NO: …………………………………………………….….. Component Specifications Remarks



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Annexure - III

Pre-Bid Query Format : Name of the Bidder : Sr No. Query Reply by District Adm.