Ref No. IT-2020-12-01 16th December 2020

Subject: Notice Inviting Request for Proposal for supply, installation & commissioning of

EPABX system

1. India Habitat Centre (IHC) invites sealed Technical & Financial Bid for supply, installation &

commissioning of EPABX system.

2. The following documents complete in all respects and accompanied by all relevant supporting

documents, may be submitted in separate envelope for Technical and Financial bid by 30th

December 2020 (Wednesday) before 12:00 PM

a. Technical Bid

i. Product Data Sheet.

1. Technical data sheet.

2. Features/services which will be available by default from day 1 and which

can be added in future should be clearly mentioned.

ii. Technical Product Compliance Sheet.

iii. Documents as per guidelines provide under section “Other Term & Conditions”

b. Financial Bid

3. Please mention Ref: Purchase ID: IT: 2020-12-01 on top of the envelopes (Financial & Technical).

4. The format of the Financial Bid is available at Annexure B

5. The Bids will be evaluated on the basis on the Technical & financial quotation. Financial Bids of

only those bidders shall be opened whose Technical Bids meets the eligibility criteria. IHC will

award the order to the successful bidder based on the evaluation of financial bids (L1).

6. Please note that failure to furnish all information required, or submission of a bid not conforming

to the requirements in every respect will be at the Bidder’s risk and may result in rejection of the

bid.

7. IHC reserves the right to reject all or any of the bids / accept a bid without assigning any reason

whatsoever.

Pankaj Saran Srivastava

Addl. GM-Systems, IHC

SCOPE OF WORK, TECHNICAL SPECIFICATIONS AND OTHER TERMS AND CONDITIONS

(A) Scope of Work

Bidder has to take up the contract on turnkey basis, i.e. supply, installation &

commissioning of EPABX system as per technical specifications (Refer Annex—A)

(B) Detail of Existing EPABX System:

Sr. No Item

Current

Working Qty

Revised

Qty in the

proposed

system

1 Make: Unify Formerly SIEMENS 1 1

2 P & T lines 6 2

3 Digital based PC Operator Console 1 1

4 Analog Extensions 120 80

5 Call Billing Software 1 1

(C) Payment Terms

The payment shall be made by the Authority against the invoice of the vendor as per the payment

terms mentioned below:

a) 50% against delivery of equipment’s.

b) 50% after the installation and commissioning of the system, submission final project report and

issue of Acceptance Certificate.

c) Payment for AMC shall be made in advance on half-yearly basis after completion of warranty

period.

Note: The invoices submitted by the vendor should contain full breakup of the prices along with full

details of applied taxes.

(D) Warranty and AMC

(a) The bidder shall provide warranty (on-site and comprehensive) for the system being set for a

period of 1 years from the date of commissioning. (For hardware, OEM warranty should be

one year or the default warranty provided by OEM whichever is higher)

(b) The bidder shall provide AMC (on-site and comprehensive) for the system being setup for a

period of 4 years after completion of warranty period. The AMC of hardware equipment’s

should be backed by OEM AMC.

(c) To deal with the issue related to cable fault, the bidder shall provide cable Management

component to the AMC (rate to be quoted separately). This should include the labor charges,

required material will be provided by IHC. Activity such as providing new connection,

removing extension and other regular troubleshooting efforts should also be included.

(d) The hardware and software support shall be guaranteed by OEM for at least 15 years. OEM

shall provide certificate for the same.

(e) The bidder must have a maintenance base in Delhi/NCR to provide maintenance service,

efficiently and promptly. If the performance of any individual equipment or system fails to

meet the contract specifications then the same shall be replaced by the Supplier free of cost

during the term of the warranty and AMC.

(f) The Bidder shall provide repair and maintenance service at the site immediately (within 24

hours) upon receiving breakdown call from IHC staff and such services should be available for

a period of 8 hours from 10 a.m. to 6 p.m. on all working days (Mon-Sat).

(g) THE BIDDER shall ensure 24 hours response time (i.e. total time taken by THE BIDDER

between registering the complaint and attending the complaint).

(h) THE BIDDER shall ensure call resolution time of 48 hours (i.e. total time taken by THE

BIDDER between registering the complaint and rectifying the fault). This time includes time

taken to reach the site, diagnose, repair/ replace the faulty component/module/device &

network equipment that are covered under the contract.

(i) In case of major defects requiring the defective item to be taken to the Supplier's workshop, it

should be returned within two weeks duly repaired/(replaced by a new item) and an immediate

(within 48 hrs. from registering the complaint) substitute item to be provided by the Supplier

for the smooth operation of the System.

(j) Apart from the service/repair calls, the service engineer deputed by the Supplier will visit the

site once in every month to carry out the Preventive Maintenance and diagnostics of the system

during the warranty and AMC Period.

(k) If the bidder fails to repair or replace the defective item, IHC will be free to get the same

repaired/replaced from the market and its cost will be adjusted from the Supplier's Performance

Bank Guarantee

(E) Other Term & Conditions

a) All damaged or unapproved goods shall be returned at the bidder risk and cost and the

incidental expenditure thereupon shall be recovered from the concerned party.

b) The bidder is requested to *visit the work site and get acquainted with site conditions regarding

layout, existing EPABX setup and all other matters, affecting the work before filling in the

item rates.

c) A pre bid meeting is being scheduled on 23rd December 2020 at 11:00 am for clarification of

all doubts. In this meeting, IHC representative will brief the details of existing EPABX setup

to bidders.

* The same will be followed by site visit where proposed EPABX setup needs to be installed.

Submission of a tender by a bidder, implies that they have read these instructions and have

made themselves aware of the scope of the work, conditions of contract and IHC will not,

therefore, bear any extra charges on any account, in case the bidder finds later on to have

misjudged the site conditions or specification.

d) The Bidder should have domain knowledge and min 5 years’ experience of

providing/managing similar setup (in NCR). A self-attested copy of recent work order + Bills

paid or completion certificate/Customer’s Satisfaction Certificate of at least 5 clients (in NCR)

for the similar setup must be attached with Technical bid failing which bid will be rejected.

e) The bidder must be Authorized Distributor/Dealer/Integrator for the proposed EPABX system.

Authorization letter from the OEM should be enclosed with the technical bid. The OEM should

also provide assurance that incase services provided by bidder is not satisfactory OEM will

align new vendor on the same term and condition to provide support to run the system.

f) The bidder shall have valid EPF Code No. ESIC Registration Certificate as applicable, PAN

No, GST Registration No. (self-attested copy of all certificates should be enclosed with the

technical bid)

g) Selected bidders need to do an online presentation of the proposed solution. This will be

considered as a part of technical evaluation process.

h) The bidder should note that area for installation may be made available in phases as per

availability. In some cases, the work may require to be carried out in constrained situations,

which may include working in night shift. The work is to be carried out in such a way that the

traffic, people movement if any, is kept operative and nothing extra shall be payable to the

contractor due to this phasing/ sequencing of the work

i) Delivery time: Within 25 Days, once the WO is released.

j) Delay in Delivery will attract a fine of Rs. 1000/ per day.

k) India Habitat Centre reserves the right to accept or reject any Proposal, or all Proposals at any

time prior to award of order

l) In case of any dispute, efforts will be made to resolve the issues amicably. The decision of

Director IHC would be final. The jurisdiction of the Courts at Delhi would apply.

Technical Specification for EPABX System

Annexure-A

# Feature Category Minimum Required Specifications

1. Architecture and

Technology

The Central Processing Unit of the EPABX shall be Next

Generation Converged, Unified Communication Server, with

in-built, Ethernet LAN Port Connectivity, MOH Connectivity,

External Paging Connectivity.

The system should be compatibility with existing network

2. Power Supply

220 V AC, functioning with built-in Battery backup for

direct battery connection for enhanced back duration.

Batteries to be ordered extra as required

The offered system should be equipped with

redundant power supply unit (n+1) for the main

control unit. The failure of the main power supply unit

should not affect the system operations. The system

should automatically switch over to the standby PSU

without dropping any ongoing calls.

3. External Interface Ports RJ45 LAN 10/100

4. Trunk Support /

Networking

PRI Lines, Analog and Digital Extensions (VoIP support),

Support for common protocols like PRI, BRI, SIP, H.323 etc.,

Legacy connection or connectivity and interoperability with

other PBX or stacking options and lines.

# Feature Category Minimum Required Specifications

5. Incoming Calls

The System support Auto Attendant, with Multi Level DISA ,

Dial by Name, and minimum 2 hours of Advanced Voice Mail

with Voice Mail to email functioning, DID should be

supported to land calls directly at designated Extensions.

The system should support an Option ( If required Later ) to

record 2 way External calls from Operator Phone in the

Voice Message and also to have built-in recording facility

within the Main IP PBX Unit to simultaneously record up to 6

Extension calls so selected. No external 3rd Party Software or

Application shall be allowed. IVR to make a selection from

a voice menu.

6. Terminal Support Support for Existing extensions, CLI. All Analog Phones and

Cable shall be supported.

7. Calling / Dialling

Call forwarding, transfer, remote pickup, and hold. Support

for multi-party conference calls (minimum three). CLI for

Analog and Digital Phones. Call Logs all Types of Phones

8. Manageability Remote system administration over IP/LAN (preferably web-

based console), DHCP assignment support

9. Extensibility

The Architecture of the EPABX shall be capable of seamless

migration to its maximum capacity by simply adding

peripheral cards / Expansion Cabinets and without

compromising on any function / features of this system or

any degradation of service. The system should be capable to

expand up to at least 256 extensions ( TDM and IP type)

with additional Cards / Licences,CTI, IVR, ACD,

10. Software

System administration and/or management software with

64-bit hardware support. Installable on a PC running

Windows 10 or a server running Windows Server 2012 R2.

No RDP requirement, preferably LAN/IP based custom app

or a web-based console.

11

Configuration and

Capacity

The system should have an equipped capacity of 1 PRI Lines,

12 Analog CO Lines ,10 Digital extensions and 120 Analog

Extensions with CLI , The system should be IP compatible to

incorporate IP features , as and when required

# Feature Category Minimum Required Specifications

12 Digital Operator

Phones Features

3 Line Backlit Display with 24 DSS keys, Conference, Call

Transfer, Duplex Sp-phone, Navigation, Keys, Volume

Control, Auto Redial, 40 Key Additional DSS Console for

quick access to important Extensions. PC based Software for

Incoming pop up, Call Control, Speed Dial, FWD / DND

Control, Missed Call List , etc.

13 System and Extension

Features

Hot Line

Attendant Recall

Call forwarding All/busy/No answer

Smart Desk for Walking Extension / Free seating across Campus

Call Hunting

Automatic Call Back

Call Waiting Station Camp on Call back on busy

Hunting method change for each type of calls

DND ( Do Not Disturb)

DNDO (Do Not Disturb Override)

Consultation hold

Call Pick up

Call Parking and Retrieve

Extension to extension intercom barring

Storage of last number dialled

Discriminative Ringing – between Internal and external Calls Class of Service Control

Busy Override

Auto Answer on Digital Phones

Boss- Secretary Functioning

15 Conference

3 way Conference from Analog Phone, Minimum 6 Party

Conference from Digital Phone and 30 Party Audio

Conference Bridge with password

Preferred Brand : Panasonic/UNIFY/Alcatel-Lucent/Equivalent

FORMAT FOR FINANCIAL BID - ANNEXURE B

The bidders are required to quote the price as per below format:

S.No Item Description Qty. Rate/Unit GST

Rate %

Total

A 1. Main Unit, EPABX as per

tender technical specification

with 1 year / or default

warranty provided by OEM

whichever is higher

1

2. Krone MDF for Equipped

Capacity to install above

system

3. MDF Cleaning and

replacement of OLD MDF at

IHC as required for running of

IHC Phones.

1

4. Operator Phone with 1 year /

or default warranty provided

by OEM whichever is higher

1

6. Installation and

Commissioning, including

One Year on site support

1

7. Call Billing and MIS reporting

Software ( LAN based Single

User for use at Reception –

PC to be supplied by IHC)

1

B On-site and comprehensive

AMC (For Hardware OEM

backed AMC)

4 years

C AMC for Cable Management 5 Years

D Buyback discount of existing

EPABX system

1

Total (A+B+C-D)

*Payment will be done on actuals.

Proposed equipment’s should be compatible with the existing system

It is suggested that bidder should do a survey of the exiting network and proposed the solution

accordingly

Documents related to OEM warranty should be enclosed with the bill.