invitation of tender for annual maintenance contract of it

mo 'f0 310 '10 <1,\:1'1 ~arrM<tt ~cj41R1~1':IT'f ~

leAR - NATIONAL INSTITUTE OF AGRICULTURAL ECONOMICS AND POLlCY RESEARCH (NIAP)

F.No. 2-20(1)116-171 /f.13f1tT Date:- 06'h July 2016 ~

DB

INVITATION OF TENDER (For Annual Maintenance Contract of IT Equipment at NIAP)

Notc:- All the quotation must be addressed to the Administrative Officer by Designation, NIAP, DPS Marg, Pusa, New Delhi- 110012 •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••

To

Sub: Invitation of quotations for Annual Maintenance Contract of Computer, Laptops, server, printer, UPS, Switch, Rack, LAN, Nodes and other such equipment-reg.

Scaled tenders are invited from reputed agencies for Annual Maintenance Contract of Computer, Laptops, server, printer, UPS, Switch, Rack, LAN, Nodes and other such equipment at National Institute for Agricultural Economics and Policy Research, DPS Marg, New Delhi-12 for a period of two years.

The terms and conditions of the contract which will govern any contract made are those contained in the general conditions of contract applicable to all contracts and the special terms and conditions are detailed in the tender fOlTI1 and its Schcdules/AlUlcxurcs. Please submit the tender if you are in a position to provide the requisite services in accordance with the requirements stated in attached schedules. Details of Tender arc as below:

~-- -.~~-~~-~~~~-- .~~~~~----

Last Date and Time for submission of sealed bids . ___ ._... 01/08/2016 upto 2:09,jPc"m"'--___ ~ Date an~_time of opening of ~id~. . ... _____ ~_+_-~~':cO"II;O=8/2016 at 2:30 pm Pl~~e of opening 0r.~j~~.________ NIAP Commjtte~. Room (O.F) The Tender document is also available at our web-site.

www.ncap.res.m

1

NOTE: I. The Director, NJAP may at his discretion, extend this date by a fOitnight and this extension

shall be binding on the Tenderers.

2. If the date up to which the tenders are open for acceptance and tenders are scheduled for opening is declared as a holiday, the tenders shall ~e deemed to remain open for acceptance til! the next working day.

3. Interested firms will have to keep themselves updated with any corrigendum, addendum, etc. by revisiting NIAP website from time to time. This Institute will only update its website and no further communication will be done.

-c;&~.\b (Jagan SWah\op)

Administrative Officer

3

I. HOW TO QUOTE PRICES: -

a. The bid should be sealed. It should be super scribed "TENDER FOR COMPUTER AMC

AT NIAP”. Tenders should reach NIAP, New Delhi not later than 2:00 pm, 01-08-2016.

Tender will be opened at 2:30 pm on same day.

b. The rates must be submitted in prescribed format (ANNEXURE I). The agency is required

to quote per unit of equipment. The details of equipment are given in Schedule I and firm

has to quote accordingly. Some equipment have overlapping warranty period with AMC

period. In such case, this office will calculate proportionate AMC values. The period for

AMC shall be calculated in multiples of 15 days rounded off to lower limit. If warranty of

any equipment ends on 20 March, it will be covered under AMC from 21nd

March

onwards. The calculations, considering the AMC of NIAP equipment starts from 13th

Aug

2016, can be understood with below example.

Suppose there is a laptop whose warranty ends on 20th

March 2017. This laptop will be

covered effectively from the date warranty ends i.e 21th

March 2017. Let the quoted AMC

value for Laptop be Rs 1200/-. Now, to arrive at AMC value for this laptop, we have to

calculate the period of warranty that overlaps with AMC i.e 13th

Aug 2016 to 20th

March

2017 or 7 months 7 days. So this laptop will be covered for 4 months and 23 days till 12

Aug 2017. However, billing will be done for 4.5 months only i.e in multiple of 15 days

rounded off to lower limit. Proportionate AMC value will be arrived at for 4.5 months

which will be Rs 450/- in this case.

c. Firm need not calculate proportionate AMC values. This will be done by office. Firm is

only required to fill Annexure I and quote for Unit item in rupees. Schedule I is provided

to give an idea of equipment that will be covered, however these are only tentative figures

for first year of AMC and can vary in final order.

II. EARNEST MONEY

1. An earnest money in the form of an Demand Draft or Fixed Deposit Receipt from a

commercial bank amounting to Rs. 15,000/- (Rupees Forty Thousand Only) in favour of

“Director, NIAP” payable at New Delhi. The Tender will not be considered in absence of

Earnest money being enclosed with tender.

2. Bid Security will remain valid for a period of forty-five days beyond the final bid validity

period.

4

3. Bid security of the successful bidder shall be returned on receipt of Performance Security by

the Institute. Bid Security shall be forfeited if the bidder withdraws his bid during the period

of Tender validity.

4. Bid Security shall be forfeited if the successful bidder refuses or neglects to execute the

Contract or fails to furnish the required Performance Security within the time frame as

specified.

III. ELIGIBILITY AND DOCUMENTS REQUIRED

1. Firm applying for contract should be ISO compliant in Service Management.

2. Firm should be authorized partner of HP or Dell. Authorization letter will be required to

substantiate the claim made by any firm.

3. Registration certificate of the firm under the work contract of the Govt. of NCT

Delhi/State Government.

4. Minimum turnover of the firm not less than 30 Lakh per annum during the last 3 financial

years. To support the claim Self-attested copies of certified Financial Statements of the

firm for the last 3 years by the chartered accountant must be attached.

5. Experience Certificate for last three years in the field of providing such services in

Central Govt or State Govt. establishments/ Autonomous bodies of Govt. of India/

Corporations of Govt. of India/reputed public or private organizations. If required the

firm may attach separate sheet but strictly in the given format only (Annexure II).

Experience of only IT EQUIPMENT - AMC job will be eligible.

IV. EVALUATION OF THE QUOTATION

NIAP will evaluate and compare the quotation determined to be substantively responsive,

which are properly signed, fulfill all the eligibility conditions, conform to the terms and

conditions of Tender. The NIAP will award the contract to that responsive bidder whose

total cost for all the entire AMC put together is the lowest while meeting technical criteria

with best service track record.

NIAP will reserve the right to split the AMC within the bidders i.e AMC of different

equipment can be awarded to more than one vendors as decided by NIAP.

5

V. TERMS OF THE CONTRACT

1. A full time resident engineer will be deployed by the firm at this Centre. The engineer

should be capable and equipped with hardware and software skills to solve complex

problems related to IT. He or she should be having knowledge to handle servers,

networking equipment, firewalls besides possessing a good knowledge of hardware.

2. This will be a comprehensive agreement encompassing complete replacement of

irreparable components, part or equipment itself, if necessary, with part or equipment of

same quality and make.

3. Most Desktops and Laptops are of Dell and HP make. Printers are of HP make. Interested

bidders can visit this office on any working day between 10:00 am to 12:00 pm and take

a view of equipment that will be covered.

4. This contract includes component, part etc excluding consumables like batteries but

including every non-consumable part including keyboards and mouse. However, in case

of any dispute related to definition of “consumables”, this Institute will have the final say.

5. The resident engineer will be tasked with installation or re-installation of any hardware

and software within NIAP including Network Points, repairing and replacement.

6. In case, firm has to take any machine/equipment for repairs, outside of NIAP premises, a

replacement of equivalent quality and capability will have to be provided till the original

machine is repaired and brought back to NIAP.

7. Firm has to repair any machine/equipment within a week otherwise Centre reserve the

right to impose penalty equal to 1% of the contract value per week.

8. For maintenance of mail server and Microsoft Exchange, Microsoft certified engineer

should be provided.

9. Time to time support of DNS server, and Proxy Server Web Server will also be required.

10. Support of Switch. Rack, LAN and Nodes will be included including their replacements

besides repair.

11. All the documents should be signed and sealed by the proprietor/Director/Partner

or anyone who holds a significant and strategic position in the firm.

6

12. For items in warranty, firm’s resident engineer will liaison with OEM to get the item

covered under warranty repaired or replaced. This will include all expense/effort that may

be required and no extra money will be paid for such service. Also, the number of items

may vary as new items are purchased. These items are not listed in this tender but fall

under the same categories as those covered under AMC.

13. Institute reserves the right to add new equipment under AMC as and when warranty of

any equipment expires. AMC value will be proportionate to the period covered under

AMC and will be calculated as stated in “How to quote prices”.

14. Schedule I provides a tentative list of equipment with period of AMC for first year.

However, the final order may vary. Also, billing will be done semi-annually. Any auction

or transfer of equipment will lead to proportionate reduction of amount from total AMC.

It is important to note that payment will be done only on the basis of actual work done.

For e.g., if any equipment is covered for 12 months in the work order but it is

auctioned/transferred after 5 months of AMC, then firm will be paid AMC cost only for

five months and not for the entire period as mentioned in original order. Firms are

advised to inculcate such risk while calculating AMC bid. However, such cases will be

rare.

15. Firm will be provided fresh list of equipment for second year.

16. This office will not revise any AMC value/rates for any equipment during the

currency of contract. However, changes in billing due to change in taxes will be

acceptable.

17. Director, NIAP will reserve the right to take final decision with regard to the quotations.

18. Quotations for one or more equipment may be presented, however such quotes will be

accepted at the discretion of Director, NIAP.

19. Payment will be done semi-annually on accrual basis.

VI. SECURITY DEPOSIT

1. The successful bidder will be required to deposit an amount equivalent to 10% of the

total contract value as Security Deposit in the form of Demand Draft or Fixed Deposit

Receipt from a commercial bank, in favor of “Director, NIAP”, Payable at New

Delhi, within two weeks from the date of award of the contract of adjusted against

7

any damages or loss of property etc. caused by the personnel deputed by the agency.

No interest will be paid on the security money deposited with the NIAP. The Tender

will not be considered in absence of Earnest money being enclosed with tender. The

contractor is advised to do a complete survey of the building on his own, before

offering the rates.

2. Security should be valid for at least 27 months. If Director, NIAP grants extension to

contractor for more than 3 months and the same is accepted by contractor then old

security will be returned and fresh security deposit will have to be furnished by

contractor as desired.

3. After completion/termination of contract, firm has to apply in written for return of

Security Deposit.

VII. JURISIDICTION OF COURT:-

The courts at Delhi/New Delhi shall have the exclusive jurisdiction to try all disputes, if

any, arising out of this agreement between the parties.

VIII. TERMINATION

This contract can be terminated by giving one month’s prior notice by this office. If

contractor intends to terminate this contract any time it should communicate this in

writing. Once the communication is received by this office, fresh tender will be issued at

the earliest. The contract will be terminated after selection of new AMC provider or

completion of two months’ notice served by contractor, whichever is earlier.

In case of any breach or violation, Director NIAP may terminate the contract with

immediate effect.

The last date of submission is 01st Aug 2016. Quotations should reach this office by 2:00 p.m.

Quotations will be opened on the same day at 2:30 pm.

8

ANNEXURE 1

ITEMS S.No

Equipment (Column A) Price Quotes per Unit for

12 month period (in Rs)

DES

KTO

P

1 HP/Dell Desktops- Miscellaneous Configuration, 18.5" TFT

2 Desktop, Intel vpro processor, Windows 7, 18.5" TFT

3 Dell Optiplex 980, Core i5, 8 GB RAM, 512 MB Graphics Card, 18.5" TFT

4 Desktop - HP Elite 8300, Core i7, 8 GB RAM, 500 GB Hard Disk, 18.5" LED

5 Desktop - Dell Optiplex 990 Core i7, 8 GB RAM, 500 GB Hard Disk, 24" FHD LED

6 Desktop Dell Optiplex 7010, Core i7, 8 GB RAM, 1 TB Hard Disk, 18.5" TFT

LAP

TOP

7 Dell Latitude D830

8 Sony Vaio VPL X128

9 Hp Pavilion dv6

10 Dell Latitude E6410

11 HP Compaq 6710b

12 Dell Latitude E6400

13 Dell Inspiron 15 R-5537

14 HP Compaq 6530b

15 Toshiba Satellite A 200

16 HP 4510s

17 Lenevo Y500

SERVERS

18 Server HP proliant DL 580 G7 Server

19 Dell Power Edge R-720, Intel Xeon E5-2630, 32 GB RAM, 500 GB HDD, 18.5" LED

20 Server Sun Fire X 4150 Intel

PRINTERS 21 Other HP Laserjet Printer

22 HP Lasejet 1320

9

PR

INTE

RS

23 HP Lasejet P2015

24 HP Lasejet P3005 dn

25 HP Laserjet Printer 1007

26 HP Laserjet Printer P1505

27 HP Laserjet Printer 1606 dn

28 HP Laserjet Printer P3015 dn


30 HP Laserjet Printer P3015 dn

31 HP Laserjet Printer M-1536 DN


33 HP Colour Laserjet CLJ M551 DN

34 HP Colour Laserjet 2025dn

35 HP Colour Laserjet CM 2320NF MFP

36 HP Colour Laserjet 3505n

Scanners

37 HP Scanjet 5590

38 HP Scanjet G4010

39 HP Scanjet G3110

WO

RK

STA

TIO

NS

40 Work Stations Dell Precision T-5500, Intel Xeon Quad Core, , 22" TFT- 8 GB RAM, 2 TB Hard Disk

41 Work Stations HP Z 210CMT - Intel Core i7, 8GB RAM, 2 TB Hard Disk, 18.5" LED

42 Dell Precision T-7500, Intel Dual Core, 12 GB RAM, 1 TB Hard Disk, 21" LED

Off

line

UP

S 43 APC UPS Offline - 500 VA

44 APC UPS Offline - 800 VA





On

line

UP

S

49 APC 5 KVA - Online UPS

50 APC 2 KVA - Online UPS

51 Samtek 5 KVA online UPS

52 Samtek 3 KVA online UPS

53 Tata Emerson Libert 3 KVA online UPS

54 Datex 5 KVA Online UPS

10

Switches

55 24 port switch (Layer 2)

56 16 Port Switch (Layer 2)

57 8 Port Switch (Layer 2)

LAN Nodes

58 LAN Nodes (CAT 6)- RJ-45 wall mount

Projector 59 Sony PL-EX241 Projector

60 Infocus Projector

11

ANNEXURE II

EXPERIENCE

S.No. Name of Deptt. /Organization &

Name of contract Person

with Ph. No.

Period

Remarks

From To

Note: - Firms are instructed to attach copies of experience certificate duly issued by the concerned

organizations in support of above claim, otherwise, their bid may be liable to be rejected.

12

SCHEDULE I

ITEMS S.No Equipment (Column A)

Tentative Quantity (Column

B)

Warranty Period in months

lying under AMC

period (Column

C)

Total Period covered under

AMC w.e.f 13/08/2016 (Column D)

DES

KTO

P

1 HP/Dell Desktops- Miscellaneous Configuration, 18.5" TFT

12 0 12

2 Desktop, Intel vpro processor, Windows 7, 18.5" TFT

4 0 12

3 Dell Optiplex 980, Core i5, 8 GB RAM, 512 MB Graphics Card, 18.5" TFT

15 0 12

4 Desktop - HP Elite 8300, Core i7, 8 GB RAM, 500 GB Hard Disk, 18.5" LED

3 0 12

5 Desktop - Dell Optiplex 990 Core i7, 8 GB RAM, 500 GB Hard Disk, 24" FHD LED

1 2 10

6 Desktop Dell Optiplex 7010, Core i7, 8 GB RAM, 1 TB Hard Disk, 18.5" TFT

25 3 9

LAP

TOP

7 Dell Latitude D830 1 0 12

8 Sony Vaio VPL X128 1 0 12

9 Hp Pavilion dv6 2 0 12

10 Dell Latitude E6410 4 0 12

11 HP Compaq 6710b 2 0 12

12 Dell Latitude E6400 3 0 12

13 Dell Inspiron 15 R-5537 1 11 1

14 HP Compaq 6530b 2 0 12

15 Toshiba Satellite A 200 1 0 12

16 HP 4510s 1 0 12

17 Lenevo Y500 1 0 12

SERVERS

18 Server HP Proliant DL 580 G7 Server 3 0 12

19 Dell Power Edge R-720, Intel Xeon E5-2630, 32 GB RAM, 500 GB HDD, 18.5" LED

1 0 12

20 Server Sun fire x 4150 Intel 1 0 12

13

PR

INTE

RS

21 Other HP Laserjet Printer 3 0 12

22 HP Lasejet 1320 8 0 12

23 HP Lasejet P2015 1 0 12

24 HP Lasejet P3005 dn 1 0 12

25 HP Laserjet Printer 1007 5 0 12

26 HP Laserjet Printer P1505 1 0 12

27 HP Laserjet Printer 1606 dn 12 0 12

28 HP Laserjet Printer P3015 dn 5 0 12

29 HP Laserjet Printer 1606 dn 5 2.5 9.5

30 HP Laserjet Printer P3015 dn 1 4 8

31 HP Laserjet Printer M-1536 DN 3 0 12

32 HP Laserjet Printer 1606 dn 2 4 8

33 HP Colour Laserjet CLJ M551 DN 1 0 12

34 HP Colour Laserjet 2025dn 4 0 12

35 HP Colour Laserjet CM 2320NF MFP 2 0 12

36 HP Colour Laserjet 3505n 1 0 12

Scanners 37 HP Scanjet 5590 3 0 12

38 HP Scanjet G4010 4 0 12

39 HP Scanjet G3110 3 0 12

WO

RK

STA

TIO

N

S

40

Work Stations Dell Precision T-5500, Intel Xeon Quad Core, , 22" TFT- 8 GB RAM, 2 TB Hard Disk

2 0 12

41 Work Stations HP Z 210CMT - Intel Core i7, 8GB RAM, 2 TB Hard Disk, 18.5" LED

11 0 12

42 Dell Precision T-7500, Intel Dual Core, 12 GB RAM, 1 TB Hard Disk, 21" LED

1 0 12

Off

line

UP

S 43 APC UPS Offline - 500 VA 1 0 12

44 APC UPS Offline - 800 VA 8 0 12





On

line

UP

S 49 APC 5 KVA - Online UPS 1 0 12

50 APC 2 KVA - Online UPS 1 0 12

51 Samtek 5 KVA online UPS 1 0 12

52 Samtek 3 KVA online UPS 5 0 12

53 Tata Emerson Libert 3 KVA online UPS 1 0 12

54 Datex 5 KVA Online UPS 1 0 12

Switches 55 24 port switch (Layer 2) 6 0 12

14

Switches 56 16 Port Switch (Layer 2) 2 0 12

57 8 Port Switch (Layer 2) 4 0 12

LAN Nodes 58 LAN Nodes (CAT 6)- RJ-45 wall mount 200 0 12

Projector 59 Sony PL-EX241 Projector 1 0 12

60 Infocus Projector 1 0 12

invitation of tender for annual maintenance contract of it

Documents