CSIR-NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) DR KS KRISHNAN MARG, NEW DELHI 110012 14, SATSANG VIHAR MARG, NEW DELHI 110067 Tele: 25843182 Email: [email protected] No. 20(48)/2015-Pur 08.08.2016 TENDER DOCUMENT COMPREHENSIVE AMC OF COMPUTERS/SERVERS/LAPTOPS/ PRINTERS/ SCANNERS 1 SCHEDULE DATE AND TIME Tender No. and Date 20(48)/2015-Pur dated 08.08.2016 COMPREHENSIVE AMC OF COMPUTERS/ SERVERS/ LAPTOPS/ PRINTERS/ SCANNERS Name of Work Period of contract One year Earnest Money Deposit Rs.20,000.00 (Rs. Twenty Thousand only) Last date for receipt of tenders 01.09.2016 upto 02:30 PM Opening of Tenders 01.09.2016 2016 at 03.00 PM (Technical Bid) Annexure-I : DETAILS OF COMPUTERS/SERVERS/LAPTOPS/ PRINTERS/SCANNERS FOR WHICH CAMC IS TO BE AWARDED Enclosures Annexure-II : PROFORMA FOR TECHNICAL BIDDING Annexure-III : PROFORMA SHOWING DETAILS OF CAMC EXECUTED OF VALUE FIVE LAKHS ANDABOVE DURING THE PREVIOUS THREE YEARS Annexure-IV: PROFORMA FOR PRICE BID 2 1. INTRODUCTION 1.1 The CSIR-NISCAIR have Desktop Computers, Servers, Laptops, LaserJet Printers, Ink Jet Printers and Scanners installed in CSIR-NISCAIR Pusa Campus and Satsang Vihar Marg Campus, New Delhi and requires services for their regular maintenance and prompt repair for their proper functioning. 2. INTENT OF THE CAMC 2.1 CSIR-NISCAIR intends to hire the services of a professional company for the award of the Comprehensive Annual Maintenance Contract (CAMC) for proper functioning of all Computer systems, Servers, laptops, printers, scanners generally HP/Compaq/Lenovo/IBM/Dell Make and peripherals as per Annexure I installed in its offices in New Delhi and providing Facility Management services including installation of software/specialized software, operating system related problems. 2.2 The company/firm selected for award of Comprehensive AMC shall be required to replace all the defective parts of the equipment with genuine/original spare parts of respective OEM make. Toner, inkjet cartridges, ribbons of the printers are excluded from the scope of CAMC. In the service report, the details regarding the part number, serial number (if any) and make must be brought out clearly. 2.3 The details of equipments viz. make, model etc. and quantities of the equipment for which CAMC is to be awarded are indicated at Annexure I of Tender Document. Bids received as per the prescribed instructions will be evaluated on the basis of documents, qualification/eligibility criteria as indicated in the tender documents and over all quoted prices. However, Director, CSIR-NISCAIR reserves the right to make variation in the quantities to be brought under CAMC at any given point of time. 3. INSTRUCTIONS TO THE BIDDERS 3.1 The bid should be submitted in Two Parts, in properly sealed cover in accordance with the instructions contained in this document and addressed to Director, CISR-NISCAIR, Pusa, New Delhi-110012. and superscribed ‘TENDER FOR COMPREHENSIVE AMC OF COMPUTERS/LAPTOPS/SERVERS/PRINTERS/SCANNERS.’ The Interpolations, insertions, cuttings and corrections in the bids are not permissible. 3.2 Each bidder shall submit his bid in Two Parts viz. ‘Technical Bid’ and ‘Financial Bid’ in separate sealed cover superscribed with ‘Technical Bid’ and ‘Financial Bid’ as 3 the case may be. The Earnest Money in the shape of Demand Draft/Pay order should be submitted along with the Technical Part of bid. 3.3 The bidders shall be free to inspect the equipments as indicated in Annexure-I, between 10.00 AM to 05.00 PM up to 31.08.2016. 3.4 The offers/bids can be submitted by Registered Post/ By hand/Speed Post sufficiently in advance so as to reach the CSIR-NISCAIR Office by the scheduled date and time i.e. on or before 01.09.2016 up to 02.30 PM. Any bid received after due date and time by whatever means shall not be considered and nobody from CSIR-NISCAIR will be responsible for delay in receipt of tenders. 3.5 Technical bids will be opened on 01.09.2016 at 03.00 PM. In case the said day happens to be a holiday, the bids will be accepted and opened on the next working day at the same time. The bidder or any of his authorized representatives may remain present at the time of opening of bids if they wish so. 3.6 The tenders received at CSIR-NISCAIR after the prescribed date and time of receipt, will be treated as late/delayed tenders. The late/delayed tenders will not be opened and considered at all. The same will be returned to the concerned firm in unopened condition. 4. Evaluation: The evaluation of the technical bid will be done in a scientific and logical manner. The Technical bid with EMD will be opened first and evaluated on the basis of documents as required and qualification criteria for its acceptability. The tenderers shall also be called for discussions if needed and shall also be allowed to give desired information along with the supporting documents to suit the CSIR requirement to treat the bidder at par. Those firms who do not provide desired information and documents as required shall be rejected as technically unqualified /non-responsive bidder. 4.1 The date and time of opening the price bid will be intimated to the technically qualified responsive bidders and the same will be opened in the presence of the representatives of the technically qualified firms who wish to be presented at the time of price bid opening. The evaluation of price bids will be made on the basis of overall rates quoted separately. 4.2 The price must be in accordance with the Proforma (Annexure IV) of Price Bids for CAMC and failure to do so shall result in rejection of the tender. The price bid shall be evaluated on the basis of overall CAMC charges for all the items mentioned in the above Annexure(s) taken together and not on the basis of the charges quoted for the individual items. The vendors should quote rates of all the items and quantities positively. If the vendor is not quoting rates 4 of all the items and quantities, the offer of the bidder will be treated as incomplete and rejected. The contract shall be awarded to lowest bidder (L1) out of technically qualified bidders. 4.3 The rates should be quoted both in figures and words. No upward changes in the rate will be acceptable during the period of contract. 4.4 Taxes and Duties: The prevailing taxes and duties should be quoted separately and clearly. The terms such as Taxes and duties as applicable or at actual should not be mentioned in the quotation. In the event of an increase in taxes/duties, the extra liability on account of these taxes shall be borne by CSIR-NISCAIR.. Similarly in the event of abolition reduction of taxes/duties, the savings accruing to the bidder shall be passed on to CSIR-NISCAIR. 4.5 Discrepancies in Prices: Any discrepancy between quoted prices in figures and that in words, if noted, will be sorted out in the following manner. i. If there is a discrepancy between the unit price and the total price the unit price shall prevail and the total price will be corrected accordingly. ii. If there is an error in a total corresponding to the addition or subtraction of Sub totals, the sub totals shall prevail and the total shall be corrected. iii. If there is a discrepancy between words and figures, the amount in words shall prevail unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to above. iv. If there is a discrepancy in a bid, the same is to be conveyed to the bidder and if the bidder does not agree to the observation of the CSIR, the tender is liable to be ignored. 4.6 Conditional or ambiguous tenders are liable to be rejected summarily. 5. QUALIFYING CRITARIA AND DOCUMENTS TO BE FURNISHED 5.1 The technical bid should consist of the following documents. The information asked in Annexure should be provided without fail. It may also be noted that supporting documents alone shall not be accepted as a substitute for the information in technical bid, In case any bidder mention prices in the technical bid the same will be considered at his risk. Bidders are required to provide all the information along with the supporting documents as requested in the tender documents in the absence of which the bid is liable to be rejected. Conditional tenders shall not be accepted. 5 5.2 The bidder should have been in the business of Computer Hardware Maintenance for the last Five Years or more. Documentary proof as CERTIFICATION on this aspect should be submitted. 5.3 The bidder is required to submit a list of reputed Clients/Organization of Central Govt./PSU/Autonomous Bodies/CSIR or any of its constituent Labs./Instt. with whom bidder has entered into the CAMC contract for such items during last 3 years i.e 2013-14, 2014-15 and 2015-16. Please fill the Annexure III and attach copies of order. 5.4 The firm should have proper workshop with well qualified engineers and the latest/modern gadgets and tools for service/repair/ maintenance of computers/Servers/printers /scanners/servers etc. (Documentary evidence with complete current address, name of contact person with Telephone/Mobile No. should be submitted). 5.5 The bidder should have successfully executed singly order CAMC for maintenance of computers and peripherals (such as Printers, Laptops, Servers, Scanners etc.) for value of Rupees Five lakhs or more for Central Govt./PSU/Autonomous Bodies/CSIR or its laboratories/Instts. in every financial year during last three financial years i.e. 2013-14, 2014-15 and 2015-16. Fill the Annexure III and attach copies of order along with copies of satisfactory performance certificates. These orders can be verified by any means, if CSIR-NISCAIR so desires. Any information found to be incorrect/faulty the bid shall be summarily rejected and no correspondence will be entertained in this regard. 5.6 Attach copies of Certificate of Incorporation of the Firm, Service Tax Registration Certificate, Sales Tax/VAT Registration Certificate and PAN No. Certificate. 5.7 The bidder shall indicate the complete address of the Company Office and Service Centre along with the name(s) of the contact person(s) and their telephone/Fax/Mobile numbers/Email Ids and the other particulars as per the Performa at Annexure II. 5.8 A Certificate shall be furnished by the bidder along with the Technical Bid that all costs of Resident Engineers, repair, replacement and maintenance charges have been included in Financial Bid. 5.9 The Resident Engineers should have their own/vendor vehicle and mobile phone to facilitate them at work place. All the charges towards fuel, maintenance of vehicle and mobile phones/call charges shall be borne by the vendor. 6. EMD: The bidders are required to deposit the Earnest Money of Rs.20000/- (Rs. Twenty Thousand only) in a sealed cover along with Technical Bid. The earnest money deposit (EMD) shall be in the form of a Demand Draft/Pay Order drawn in favour of the Director, NISCAIR and payable at New Delhi. The tender shall be summarily rejected in the absence of EMD. No interest on the Earnest 6 Money shall be paid. The Demand Draft/Pay Order towards EMD of all bidders whose technical bids have not been accepted shall be returned within one month of finalization of the technical bids. The EMD of technically qualified bidders, with the exception of the successful bidder, shall be returned within one month of the finalization of financial bids. The EMD of the successful bidders shall be returned within one month of furnishing of necessary performance bank guaranty. The EMD is liable to be forfeited if the bidder withdraws or impairs or derogates the bid in any respect or manner within the period of validity of the offer. If the successful bidders fails to furnish the acceptance of CAMC and Performance Bank Guarantee within 15 days, the earnest money shall be forfeited. 7. GENERAL TERMS AND CONDITIONS 7.1 The bidder should be conversant with the handling of repair and maintenance of all the Computer Systems and associated peripherals covered in the specifications. 7.2 The officers of CSIR-NISCAIR may visit the premises of the bidders to assess their capability to handle such jobs without giving any prior intimation. The report of this inspection, if carried out, would serve as an input for the competent authority to decide as to whether or not a bidder is technically qualified to fulfill the CAMC. 7.3 Acceptance and date of start of the contract: The successful bidder after receiving the award letter of the contract shall submit his/her acceptance immediately along with the required performance bank guarantee within 15 days of issue of the award letter failing which EMD shall be forfeited. The date of start of CAMC shall be after: (i) Submission of Acceptance and Performance Security (ii) Submission of inspection report within 10 days 7.4 PERFORMANCE SECURITY: The successful bidder will have to submit a performance security equivalent of 10% of the contract value in the form of Performance Bank Guarantee valid for 60 days beyond the end of CAMC period along with the acceptance of the CAMC. In case the performance security is not submitted by the successful bidder, it will be presumed that the successful bidder is not fulfilling obligation of the contract and in such situation the EMD shall be forfeited. In case the performance of the successful bidder is found unsatisfactory during the period of contract or if there is any breach of terms and conditions of the contract due to his/her fault, the Director, CSIR-NISCAIR reserves the right to terminate the contract along with forfeiture of the performance security giving prior notice of one month and the contact for remaining period shall be cancelled. The performance security shall be refunded to the contractor after satisfactory completion of the CAMC period. 7 7.5 The successful bidder shall have to execute a contract with this office on a Non- Judicial stamp paper incorporating the terms & conditions. The Stamp duty for the said contract will be paid by the contactor. 7.6 Variation of charges/price: There will be no change in the agreed amount of service charges during the currency of the contract. However in case if the service provider concludes the contract with other parties for similar items on the similar terms and conditions at lower charges/ rates, the same charges/price will be automatically made applicable by the service provider from that date for the remaining period of contract. 7.7 If any equipment covered under the contract is taken out of the premises of the CSIR-NISCAIR for any repair, it shall be under full responsibility of the vendor, till the same is returned to the concerned department in satisfactory working condition. Item may be taken out only with the written permission/Gate Pass issued by the concerned person of CSIR-NISCAIR. 7.8 Any faulty part so replaced by the vendor needs to be submitted back to Stores Division of CSIR-NISCAIR. Vendor should be fully responsible for any damage to the man & machine that occurs due to faulty workmanship of the vendor/RE of the vendor during the period of the contract. 7.9 Tenderer will not be entitled to claim any compensation of what so ever nature if the termination/cancellation of CAMC is imposed by CSIR-NISCAIR for any reason. 7.10 Any damage caused for CSIR-NISCAIR property or personnel within CSIR-NISCAIR premises by the Tenderer’s Representative (RE/Tech.Asstt of Vendors) during the operation of the contract will be to his account and are recoverable. 8. SCOPE OF COMPREHENSIVE AMC AND ITS IMPLEMENTATION 8.1 The services comprise preventive and corrective maintenance covering hardware as well as trouble shooting to make operational all sort of OS/windows updates/Driver updates/system software installation like MS Office, Acrobat Reader etc/Network & Bug related problems, configuring mail client on outlook etc. – and also includes carrying out necessary repairs and replacement of all parts and fittings including plastic parts. CAMC is comprehensive in nature and includes all parts of the computers/Servers/printer/scanner/Laptop (including plastic part) excluding toner, inkjet cartridges and ribbons of the printers. Any defective part of the computer/printer/scanner/Laptop (including plastic part) has to be repaired/replaced by the vendor at his own cost. Parts so replaced should be new original parts of the OEM depending on the item under contract. All small accessories of computer/printer/scanner/Laptop which are 8 essential for running the item are covered under CAMC. All type of adopters, amplified speakers, all power supplies of computers/printers/Laptop/scanner are to be repaired/replaced by the vendor, irrespective & the cause of the fault development. The contract will also include providing the Facility Management System including software/specialized software installation/OS installations ensuring/configuring network connectivity on all clients/configuring outlook emails on all clients wherever required. The details of the Facility Management Services required is given below. Details of the Facility Management System A. Desktop Management Service (a) Operating Systems and Office related application trouble shooting and support. (b) Installing operating systems, configuration of driver, update latest patches and latest Windows Service Pack and other OEM based software (CD and license would be provided). (c) Backups/restore for all desktop systems along with the user data when formatting is required. (d) Cleaning and uninstalling unnecessary files from desktop, laptops and servers. (e) Outlook based mailing support to users. (f) Desktop login and basic windows policy problem solving. (g) Updating new software application (CD and license would be provided). B. Network Management Services (a) Networking configuration like IP address/DNS/DHCP/Gateway etc. (b) Networking connectivity with desktop to server and vice versa. C. On-site Helpdesk (a) Escalation of the critical issues to appropriate IT supports team. (b) Regular touch with users for their problems. The vendor should provide a printed status report at the end of each month, showing the status of all the complaints logged in the month & their status, whether resolved, unresolved/pending. 8.2 The bidders are required to depute two separately for NISCAIR, PUSA and NISCAIR, S V Marg technically qualified certified diploma/degree Resident Engineers who should have minimum two years of working experience in computer hardware and different type of peripherals including laser printers/scanners etc. as mentioned in Annexure-I of tender document & software related maintenance and should be equipped with the maintenance kit comprising of tool box, multimeter, diagnostic software, device driver software, external CD-ROM/storage drive 9 and any other tools required for carrying out such services. The Resident Engineer(s) should be made available in CSIR-NISCAIR on all working days between 09.00 AM to 05.30PM for maintenance/repair of the systems/peripherals in CSIR-NISCAIR premises. In case of emergency repairs during holiday and after working hours, the RE shall be made available at no extra charges. The resident engineer(s) shall not carry out any maintenances repair work of any other party in CSIR-NISCAIR premises. REs have also to provide IT Support during the events of CSIR- NISCAIR like high level meetings etc. 8.3 The vendor shall also provide the regular preventive maintenance service minimum once in three months. Under this activity, following jobs are to be done: (a) The AMC Engineer will be single point of contact for any complaint released to service. Who will further contact their Company. (b) The Resident Engineer should inform about any planned leave and will ensure the alternate manpower. (c) Cleaning of all equipments externally using soft cloth, carbon tetra chloride & appropriate polish etc. the material in question will be provided by successful vendor within CAMC charges. (d) Internal cleaning of the equipments (only which are under CAMC) using /other appropriate means. vacuum cleaner (e) Trouble shooting for operational problems related to software/antivirus. (f) Up-keeping of PC HDD/components to maintain satisfactory performance of the items in question. 8.4 Vendor will maintain an itemwise logs for preventive maintenance through FMS software. For preventive maintenance, two Resident Engineer (s) are required to be deputed by successful bidder in CSIR-NISCAIR on all working days between 09.00 AM to 05.30 PM. The preventive maintenance work needs to be completed in two weeks time before the end of each quarter. They will also shift the systems/peripherals as and when required at no extra cost. REs will also help in keeping the inventory of IT products whether they are under warranty or CAMC. Payment of emoluments etc. to the engineers, etc. will be the responsibility of the successful bidder. 8.5 The CAMC would be comprehensive in nature i.e. including cost of Resident Engineers (both locations i.e. NISCAIR PUSA and NISCAIR S V Marg) maintenance of equipments and replacement of all new original spares in original packing for proper functioning of all systems and peripherals as per Annexure-I installed in Delhi at two locations. If any part gives repeated problems i.e. 2 or more repairs in a period of two months time, then the contractor/vendor must replace it immediately with an original new one without any additional cost on the part of CSIR- 10