TENDER NOTICE No.09/ : 9 th Jan.2015 up to 1600 hrs. : 9 th Jan.2015 at 1630hrs

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1 SPEED POST To D-21019/2/2014-A.III Government of India Ministry of Agriculture (Department of Agriculture & Cooperation) DIRECTORATE OF MARKETING & INSPECTION HEAD OFFICE, FARIDABAD Dated, the 24 th Dec, 2014 TENDER NOTICE No.09/ ONSITE Annual Maintenance Contract of Computers and its Peripherals (as PCs, Printers, Servers etc.) installed in the Directorate of Marketing & Inspection. Director(Administration),Directorate of Marketing and Inspection, Government of India, Ministry of Agriculture, Department of Agriculture and Cooperation, Old CGO Complex, NH-IV, Faridabad, invites Sealed Tender from the bonafide firms/service providers for onsite Annual Maintenance Contract of Computers and its Peripherals of the Directorate. The sealed quotation may be sent through Registered/Speed Post or drop it into the Tender Box lying in the front hall in the Ground Floor near Committee Room of the Directorate. 2. The above tender form along with specifications may be downloaded from the Directorate s website Bidders selected for service have to deposit 10% amount of the total service value as Performance Security which will be retained till the satisfactory completion of their service for which no interest will be paid. Last date for receipt of Tender in office Tenders (technical bids) to be opened at : 9 th Jan.2015 up to 1600 hrs. : 9 th Jan.2015 at 1630hrs (Bids sent by post if received after the due date due to postal delay will not be accepted ) 3. Tender shall be opened as per schedule in the presence of tenderers or their representative who may wish to be present at that time in the Committee Hall of this Directorate. 4. Director (A),DMI, Faridabad reserves the right to accept or reject any or all tenders without assigning any reasons thereof and the decision of the Director will be final and binding. Encl: i. Notice inviting tenders (1 t o9 pages) (C. SAMPATH) Section Officer Admn-III Copy to ; 1. Shri Rajiv Sharma, TD(NIC) for uploading the same in the official Website. 2. Notice Board.

2 :: 1:: NOTICE INVITING TENDERS Sealed Tenders in prescribed forms are invited by Directorate of Marketing & Inspection, NH IV, Faridabad from specialist firms of Faridabad and nearby places for Annual Maintenance Contract of Computer Systems and Peripherals for Hardware (Such as PCs, Printers, Servers, Scanners, UPS etc) of various make/model and configuration and Software installed in those Computer Systems located at Directorate of Marketing & Inspection, NH IV, Faridabad. Name of work: ONSITE Annual Maintenance Contract of Hardware s(as Computers, Printers, Servers, Scanners, etc) and Software installed in the Computer Systems of Directorate of Marketing & Inspection, NH IV, Faridabad. (As per list at page 8-9) EMD : Bank Draft of Rs.2,000/- (Rupees two Thousand only drawn In favour of Pay & Accounts Officer, (PP&M), Faridabad. Cash and cheque will not be accepted. Contract Period: One year running contract w.e.f. the date of award of the contract. 2. The firms fulfilling the Terms and Conditions as prescribed below, may deposit bids super scribed as Quotation for AMC of Computer & Peripherals and addressed to the Director (Admn.), Directorate of Marketing & Inspection, NH IV Faridabad. The Technical/Commercial bids should be in two separate sealed covers marked Technical bid and Financial bid. Technical Bid will be opened first and only those firms who fulfil the Tech. Terms and Conditions, will be eligible for participating in the Financial Bid. 3. The tender document may be sent to the Directorate (Hqrs.) at Faridabad latest by at 16.00hrs and can be put in Tender Box kept at the main door of the building. The quotations will be opened by a committee consists of three Gazetted Officers of the Directorate on the same day at hrs. in the presence of firms s Representative available, if any. The Technical and financial terms and conditions of AMC shall be as follow: Technical Terms & Conditions i. The firm should be in the business of maintenance of computers and its peripherals at least for 3 years(requisite documents to support this claim will have to be produced in original for verification) ii. The firm should have experience of AMC of not less than 20 computer systems in each year during , , iii. The firm should submit valid Income-Tax clearance certificate/return for the two years. iv. The firm should be registered with Delhi/Haryana Sales Tax Department for work contracts. v. The firm should submit the copies of PAN and VAT numbers contracts. vi. The address of the workshop with telephone No. and FAX Nos. should be given. vii. The contractor is understood to know in advance the configuration operating systems/hardware of the PCs installed in the office.

3 :: 2:: viii. The quotations shall be accompanied by an earnest money of Rs.2,000/- (Rupees two thousand only) in form of Bank Draft drawn in favour of Pay & Accounts Officer, (PP&M), Faridabad. Cash and Cheque will not be accepted. Quotations received without earnest money shall be summarily rejected without assigning any reason thereof and no tenderer shall have any right to represent against it, even if, their quotation happens to be the lowest. The earnest money shall be returned to all participating firms after the finalisation of the contract but the EMD of successful firms shall be returned after submission of performance security money only. The earnest money shall be forfeited, if the contractor fails to abide by the terms and condition as laid down at the time of contract and amendments thereto, if any. ix. The firm must have experience to provide maintenance of various computers and peripherals of various brands/makes. NOTE:- (i). Submit the documentary proof against each of the above points of Technical Terms and Conditions chronologically which is (Mandatory), along with information as per Appendix A enclosed. The firms meeting the above technical terms and conditions only should participate in the tendering process. The financial bid of only those firms will be opened who fully fulfil the above mentioned Terms & Conditions. FINANCIAL TERMS & CONDITIONS 1. The financial bid should contain the rate against each item separately. The systems to be maintained by the contractor include PCs, Printers, Scanners DVD/CD writers, Servers, power leads/connecting cables, UPS etc. (excluding consumable like cartridges, batteries, adaptor, power cables electrical fittings external to the equipments). (As per the list at page No. 8-9). 2. The rates quoted should also cover the maintenance of operating system, software installation, installation of patches, installation and updation of anti-virus software. Detection/removal of virus. 3. The rates should be inclusive of all types of taxes, duties, levies like, service tax etc. 4. The contractor should clearly intimate the payment terms. 5. All the payments under this agreement will be paid in Indian Rupees and will be subject to Tax/any other statutory deductions at source, as applicable.

4 :: 3:: 6. The terms and condition mutually agreed to cannot be altered or changed. 7. The firm whose quotation is finally accepted shall have to deposit performance security money equivalent a sum of 10% of the total cost of annual contract in the form of Bank Guarantee or a Demand Draft drawn in favour of Pay & Accounts Officer (PPM), Faridabad. The performance security deposit will be released after satisfactory completion of the contract. The firms meeting the above financial terms & conditions only should apply in a sealed cover. The firm who fails to fulfil any of the above conditions will be disqualified. General Informaion: GENERAL TERMS AND CONDTIONS A. For the purpose of the AMC work following interpretation would be made a. Hardware-This includes the actual components/assemblies/sub-assemblies of the PC i.e. the hard disk, monitor, mouse, keyboard, floppy disk, CD Rom, Zip disk drive, Teflon etc. This also includes the components/assemblies/sub-assemblies of Peripherals and other accessories. This will also include connectors/cables/cords and any other physical appliances required to run the computers etc. b. Peripherals- This include Printers(LaserJet, DeskJet, Inkjet, Dot Matrix), Scanner, CD writer, Modem, Speakers, UPS and any other unspecified but existing item. c. Software-This includes all the software related to Operation Systems, System Software, Mail Software and any other unspecified software required to run the components/peripherals/application etc. This also includes the application software installed in the computer. d. Services-This includes back-up solutions, cleaning of the computer system and peripherals, disaster recovery solutions general antivirus installation/reinstallation/updation checks and regular maintenance like running diagnostics tests to ensure if all the components are working fine. e. Consumable- This would include Printer Ribbon, Cartridges, Computer Stationery, Printer-Heads, Battery and cell 1. Scope of work 1.1 The scope of work covers Annual Maintenance of Hardware s (such as Computers, Printers, Servers, Scanners, CD Writers etc. of different make & model) and various Software installed in the Computer Systems at Directorate of Marketing & Inspection, Faridabad excluding those covered under warranty. 2. Service Assurance: 2.1 A logbook shall be maintained in which the engineer shall record all the complaints made. They shall attend to all the complaints received immediately as follows to be verified manually or through computerised management system.

5 :: 4:: (i) Minor faults immediately (within three hrs.) (ii) Major faults with 24 hrs by replacement method, with the available spares, on explicit and clear orders of Admn. III Section. (iii). All the Repairs and servicing of equipment shall be carried out on site at the place where it is located. (iv). In exceptional circumstance where the equipment/component is to be taken to Company s premises/service centre for repairs, the standby arrangement from the company side will be mandatory. The equipment being taken to the workshop for repair would be at company s own risk and expenses. (v). All repair and servicing of equipment will have to be carried out on site. (vi). Any damage or loss caused to the Computers, Printers, Servers, Scanners etc. or their parts due to negligence, mishandling shall be made good by the company either by payment in cash the prevailing market price of that items or by a new one of the same make and specifications. (vii). The firm shall be responsible for taking back up data s and programmer available in PC before attending the fault and shall also be responsible for reloading the same. The backup copies to be returned to the users, under acknowledgement. (viii). The firm shall maintain the equipments and shall use genuine/original components for replacement wherever needed. Until and unless written orders of the Director (Admn)/Section Officer(A.III) are conveyed, the original specification/characteristics/ features shall not be changed or modified under any circumstances. ix) An engineer should visit this office daily at a.m. irrespective of any complaints received or not The firm shall also be responsible for deployment of necessary staff for regular cleaning of all hardware using suitable cleaning material and equipment. Each equipment has to be cleaned once in two month regularly. A register shall be maintained showing the cleaning of each equipment and shall be produced to the Section Officer(A.III) for verification, after completion of the job The engineer deployed shall be responsible for preventive and corrective maintenance of all PCs, peripherals and accessories. It should be carried out in each equipment at least once in two months. A separate logbook should be maintained to record the preventive maintenance carried out of each equipment, location wise. The schedule of preventive maintenance shall be as follows:- a) Cleaning of all equipment using dry vacuum air brush and soft muslin clothes. b) Running of test programmer to ensure; quality print/date reliability. c) Checking of power supply source for proper grounding and safety of equipment. d) Ensuring the covers, screws, switches etc. are firmly fastened in respect of each equipment. e) Scanning of all types of virus ad eliminated and vaccination of the same. f) Shifting of equipment within the building as and when require. 2.4 The contract shall initially be for a period of one year from the date of acceptance of the order. The contract may be renewed for a further period of one year with same terms and conditions, if the Department is satisfied. 2.5 This tender is not transferable. Further clarification if any, may be obtained from Section Officer (A.III), Directorate of Marketing & Inspection, NH IV, Faridabad.

6 :: 5:: 2.6 The firm shall inspect all items to ensure that systems are in working condition. Initial cost of defective parts/components of the systems found defective/non-functional shall be borne by the Department before these are handed over to the firm under AMC. Once the contract is entered between department and the company, no further cost towards such replacement of defective/work-out parts will be given to the company except AMC charges. 2.7 The firm would put asset number on each of the system being maintained by them. 2.8 The systems that are not serviceable by the agency due to obsolescence of technology or nonavailability of parts/assemblies/components will be withdrawn from the maintenance contract. The decision of Directorate of Marketing & Inspection, regarding non-availability and obsolescence of Technology will be final. Withdrawal of such systems shall be communicated to the agency and equivalent maintenance charges shall be deducted accordingly. 2.9 In case the contracting firm is not able to accept the contract after it is awarded or if they are not able to do the work after accepting the contract such firm will be liable to pay the damage to the Department including the cost which the Department will have to incur for getting such work done The above act of backing out would automatically debar the contractor from any further dealing with this Department and the security money would also be forfeited The Department reserves the right to reject any or all the tenders. The Department reserves the right to award the contract on the basis of quotations for each item separately or collectively The contract can be terminated summarily by this Department at any time without giving any notice or without assigning any reasons, if the work of the contractor is found unsatisfactory during the currency of this contract. In this connection the decision of the Director of Administration shall be final and binding on the firm The Dte. Of Marketing & Inspection, reserves the right to increase or decrease quantities any time. Accordingly the charges will be increase/decrease on pro-rata basis It shall be the responsibility of the firm to make all the computers and peripheral s work satisfactorily throughout the contract period and to hand over the systems in working condition to the Department after expiry of the contract Local vendors of Faridabad and nearby places who can attend the complaints at short notice/immediately may participate in the tender process Thee Directorate reserves its right to terminate the maintenance contract at any time without assigning any reasons. The contractor will not be entitled to claim any compensation against such termination. However, while terminating the contracts, if any payment is due to the contractor for maintenance services already performed in terms of the contract, the same would be paid to it as per the contract terms. 3. Deployment of Engineers (i) The firm shall provide maintenance service through two qualified, experienced and competent Diploma Engineer. (ii) The engineer should have at least 3 years experience in computer hardware as well as software maintenance. (iii) The firm is required to provide evidence in respect of qualification and experience, which would be checked by Dte. To verify the suitability/competency of the service engineer. (iv) The Service Engineers provided by the firm shall not be changed frequently. However, if found incompetent by the Department then the service engineer shall be changed by the firm immediately. (v) The engineer must be equipped with mobile phone by the company for quick communication.

7 :: 6:: (vi) The engineer shall maintain a record of complaints received/attended/not-attended, whether received on-line or otherwise. (vii) Any reported fault would be taken up by the service engineer within 2 hours. The period of AMC would be extended by one day for each two hours of delay in attending to the fault without any additional payment. 4. Payment: 1.1 No advance payment shall be made in any case. The payment of AMC will be released half yearly (after deducting penalty) on satisfactory completion of maintenance work. 1.2 The payment will be made after proper deduction of TDS. As per prevailing rule. 1.3 Any payment made in excess will have to be refundable by the Company to the Department in the event of termination of contract. 1.4 Payment for any inclusion/deletion of Computer System/Peripherals (other than the scheduled items) will be calculated on pro-rata basis. 1.5 The company will not have any legal right to proceed against the Department in the event of late payment due to unforeseen reason. 2. Security Deposit:- The Company shall be required to deposit a sum of 10% of the total cost of the contract as security deposit in the form of Bank Guarantee or a demand draft drawn in favour of Pay & Accounts Office (PP&M) payable to any nationalised bank in Faridabad. No interest shall accrue on this amount. 2.1 The security amount shall be released after satisfactory completion of the contract. 3. Arbitration: In case any dispute arising between the contract holders any constituent being party to the contract, the sole authority for settlement of such disputes will rest with the arbitrator appointed by the Head of Department, Agricultural Marketing Adviser to the Govt. of India. 4. Jurisdiction: Failing arbitration in solving the dispute, the courts at Faridabad alone shall have the jurisdiction for all aggrieved parties, i.e. the Department, the company or any constituent being party to the contract directly or indirectly.

8 ::7:: APPENDIX - A ONSITE ANNUAL MAINTENANCE CONTRACT (AMC) OF COMPUTERS HARDWARE AS WELL AS SOFTWARE INSTALLED IN THE DTE. OF MARKETING & INSPECTION, FARIDABAD. 1. Name of the Firm Address Telephone No Amount of Bank Draft Draft No Name of Issuing Bank No. of years of Experience in repair/maintenance work computer hardware/ software 7. Name & Address of other Ministries/Departments who have awarded similar contracts. (Please enclose copies of contracts): (i). (ii). (iii) (iv). (v). I/We submit herewith our lowest rates for maintenance of computers and its peripherals detailed in Annexure I. I/We undertake to replace defective/worn out parts/components with original/genuine spares as per the price list of the manufacturers. signature

9 :: 8:: ANNEXURE-1 LIST OF COMPUTERS & PRINTERS FOR AMC INSTALLED AT DIRECTORATE OF MARKETING & INSPECTION, HEAD OFFICE, FARIDABAD Sl.No. Name of Unit Company Computer No. Printer No. Section make 1. A-III,Section HP Compaq INA311YLZ5 HP Desk jet,2520hc 2. -do- HCL DMI/F/166/79 HP Laser jet do- HP DMI/F/166/59 HP Laser jet do- HP DMI/F/166/56 HP Laser jet P do- HCL DMI/F/166/88 HP Laser jet P A-IV,Section HP Compaq INA311ymov HP Laser jet do- HCL DMI/F/166/90 HP Laser jet P do- HP DMI/F/166/53 HP Laser jet P do- HCL DMI/F/166/89 HP Desk jet,2520hc 10 -do- HCL Co86A HP Desk jet, A-II,Section Hp B7K37PA#AC5 HP Laser jet P do- HCL DMI/F/166/87 HP Laser jet P do- HP DMI/F/166/60 HP Laser jet P do- HP INI71303F3P HP Laser jet do- HP Compaq DMI/F/166/51 HP Laser jet do- HP Compaq DMI/F/166/52 HP Laser jet A-I,Section HP Compaq INA311ymq HP Desk jet,2520hc 18 -do- -do- DMI/F/166/49 HP Laser jet do- -do- DMI/F/166/50 HP Laser jet do- HCL DMI/F/166/56 HP Laser jet P do- HP Compaq DMI/F/166/ PS to Dir (A) HP Compaq DMI/F/166/62 HP Laser jet Dir.(A) HP Compaq INA427PJR8 HP Desk Jet US (Admn.) Hp INA311ymIG HP Laser jet Cashier HP Compaq DMI/F/166/54 HP Laser jet Library HP INA311YM19 HP Desk jet,2520hc 27 Conference Hall HP DMI/F/166/ QC Section HP Compaq DMI/F/166/58 HP Laser jet C&A Section HP INA311YM 24 HP Laser jet Ps to QC Sec. HCL DMI/F/166/ Standards Sec. HP INA311YM 27 HP Desk jet,2520hc 32 Khuranaji HP INA311YLZW HP Laser jet M.Thangraj HP INA311YM6B HP Laser jet G.S.Sodhi HP INA311YMGT HP Laser jet 1020

10 :: 9:: 35 PA to Jt. AMA HP Compaq DMI/F/166/ Sh. Gajendar Acer HP Laser jet 1020 AAMA 37 TPC,Section HP INA311ym29 HP Laser jet do- HP INA311ymoq HP Laser jet Joint AMA HP INA311ym2z HP Laser jet P NIC Room HCL DMI/F/166/83 Page Pro 1390MF 41 -do- HCL DMI/F/166/ do- HP INA311YLZ Vigilance Sec. HP INA311YMON HP Desk jet 2520hc 44 -do- HP Compaq DMI/F/166/70 HP Laser jet do- HP Compaq DMI/F/166/ RGS Sec. HP INA311YM1Z HP Laser jet 1536.DNF 47 -do- HP Compaq DMI/F/166/64 HP Laser jet do- HCL DMI/F/166/82 HP Laser jet MDRC,SEC. HP INA311YLZ8 HP Desk jet 2520hc 50 -do- HP Compaq DMI/F/166/65 HP Laser jet do- acer Awf46rv177b177b18 HP Laser jet 1536.DNF 14133E 52 M-I,Section HP INA311YM5Z HP Laser jet do- HP INA311YM2Z HP Laser jet do- HP DMI/F/166/86 HP Laser jet do- HCL DMI/F/166/80 HP Laser jet Sh. P. Melvin Rao HP INA311ym2k HP Laser jet Hindi Section HP INA311yk54 HP Laser jet do- HP DMI/F/166/ do- HP DMI/F/166/72 HP Laser jet do- HP INA311ym68 HP Desk jet 2520hc 61 Statical Sec. HP INA311ym do- HP Compaq DMI/F/166/73 HP Laser jet Mrin Sec. HP DMI/F/166/55 LBP 3000 Conan 64 -do- HP INA446VLGQ HP Laser jet do- HP INA311ylz7 HP Laser jet-1536 DNF 66 -do- HCL HP Desk jet 2520hc 67 -do- HP INA311ym13 HP Laser jet-1536 DNF TOTAL 67 Nos. 59 Nos.

11 :: 10:: CHECK LIST 1. 1 st Envelope Sealed envelope Marked as Financial Bid Rs.2000/- with EMD nd Envelope Sealed envelope Marked as Technical Bid with all documents pertaining to para 3 of Terms and Conditions. The technical bid and financial bid in two separate sealed envelopes and should be placed into a big envelop super-scribing the envelope Quotation for ONSITE Annual Maintenance Contract of Computers of DMI Last date for receipt of tender in office 9 th Jan.2015 up to hrs.

12 This files relates to providing onsite Annual Maintenance Contract for computers and its peripherals installed in this Directorate. 2. M/s. Netcom, Faridabad is providing the above service for the last two years. Their services is so for satisfactory and they are providing this service at the cost of Rs.43475/- per year which is very reasonable and cost effective. Since, their service is satisfactory, it was ascertained from them whether they are willing to extend their service at the cost already agreed upon as per last year contract. They have expressed their inability to extend their service. 3. Since, the AMC is going to expire on 31 st Jan,2015, it approved we may call for a fresh tender for providing onsite AMC for computers and its peripherals installed in this Directorate. 4. A draft tender notice put up for approval please.

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