Indian Institute of Technology, Kharagpur Kharagpur , WB, India

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1 Indian Institute of Technology, Kharagpur Kharagpur , WB, India Sub: Annual maintenance and support contract for the existing Antivirus and Mail Messaging Systems for the year Ref: Tender Notice No. IIT/CIC/AV&MM/207-8/39 dated Indian Institute of Technology Kharagpur, an Institute of National Importance, invites sealed bids from reputed Original Equipment Manufacturers (OEMs) OR their Authorized System Integrators who have adequate credential for supplying, installing and maintaining similar product in IITs or similar Autonomous Institutions /Universities, Government /Public Sector Undertakings, etc., for the items as detailed in the tender. Interested vendors are requested to send their sealed bids under a two cover system as per requirement mentioned in tender document, along with the Technical Specifications & Compliance Certificate and the quantity as specified in tender document. Tender document can be downloaded from Institute website (Link: Tenders), the same is also available on CPP Portal (https:// eprocure.gov.in). Any Corrigendum/addendum shall only be published on the Institute website and CPP Portal. The proposal has to be sent in a sealed packet, containing two separate sealed envelopes (Technical Bid and Price Bid) duly superscripted with Reference Number (Tender Notice No. IIT/CIC/AV&MM/207-8/39 dated ), to the Office of the Head, Computer & Informatics Centre, Indian Institute of Technology, Kharagpur, P.O. Kharagpur Technology, PIN : on or before 3 st January 207 by 3:00 p.m. The technical bids (should also contain detailed un-priced bill of material) will be opened on 3 st January 207 by 3:30 p.m. in the presence of the vendors and their authorized representatives and price bids will be opened (to be notified separately), only of those firms, who will be found technically qualified/short listed, after evaluation of their technical bids. Copy to:. Institute website 2. Notice Board 3. News Papers 4. CPP Portal Head Computer & Informatics Centre IIT Kharagpur

2 Indian Institute of Technology, Kharagpur an Institute of National Importance, has procured Zimbra mail messaging system and Trend Micro Enterprise Security Suite (Neat Suite Advanced) in 200. The current maintenance support for the items will expire soon. Sealed quotations are being invited from competent vendors who have adequate credential for supplying, installing and maintaining similar products for renewal of services and maintenance support as per the specifications given below. SN Item Quantity Trend Micro Neat Suite Advanced Antivirus Protection for Desktop and Servers 5000 users 2 Trend Micro PSP Gold Support for Neat Suite Advanced Antivirus Protection for Desktops and Servers for Year 3 Zimbra Network Edition Premium Support for Mail Messaging Systems for Year users 4 Onsite Engineer for maintenance support of above items Bidder Pre-qualification Criterion: I. Bidder should be an established IT company in existence in India for at least 5 years. II. Bidder should be profitable in each of the last three years. III. Bidder should be an OEM or an authorized partner of OEM IV. Bidder should have prior experience in the installation and maintenance of mail messaging and security solutions. V. Bidder should be ISO-certified. Scope of Work I. The scope of the work includes supply and maintenance of the same for a period of one year. II. Bidder needs to provide all required future software and architectural upgrade for the Zimbra mail messaging system and Trend Micro antivirus solution with in the support period at no extra cost. IIT Kharagpur will provide the required additional hardware and operating systems for such upgrade. III. Delivery of Service has to start within Two Weeks of receipt of the purchase order, failing which Liquidation Damage (LD) will be imposed as per Institute purchase rules. IV. The selected vendor will ensure the availability of services from one experienced manpower with similar setup to provide the required on-site maintenance support along with administration for a period of one year. The deputed onsite engineer must be directly under the payroll of the Vendor. The Vendor will not offload the service delivery to any of its Partner, Vendor, or other organization or business or non-business entity. The deputed onsite manpower must have at least 3 years experience of maintaining the items specified above (attach documentary proof). 2

3 GENERAL TERMS AND CONDITIONS I. Last Date of Submission of Sealed Bids: 3 st January 207 by 3:00 p.m. (In the Office of the Head, Computer & Informatics Centre, Indian Institute of Technology Kharagpur). II. III. Date of opening of the Technical Bids: 3 st January 207 by 3:30 p.m. (In the Office of the Head, Computer & Informatics Centre, Indian Institute of Technology Kharagpur). Payment Terms: Option A: Quarterly payment will be made after each quarter on submission of Quarterly bill duly certified by Head CIC after each quarter. Or Option B: 50% advance payment (half yearly basis) on submission of 50% of Bank Guarantee of the total purchase order value from any Nationalized Bank in India valid for a period of 5 months from the date of starting of AMC on submission of Proforma Invoice (PI). After six month from the starting date of AMC, adjustment bill duly certified by Head CIC to be submitted for the adjustment of previous 50% advance along with the PI for the next 50% advance. Bidder has to specify any one of the option in their price bid. IV. Tender Fee: An amount of Rs. 5, (Rupees five thousand only) as tender fee (non refundable) has to be paid. The payment shall be made by Demand Draft in favour of Indian Institute of Technology Kharagpur, payable at Kharagpur. Quotation will not be accepted without the Tender Fee. Tender fee should be enclosed separately in an envelope and stapled with the Technical Bid. V. Earnest Money Deposit (EMD): An amount of Rs., 00, (Rupees one Lacs only) in the form of Demand Draft/Bank guarantee to be enclosed along with the technical bid. The E.M.D. is to be drawn in favour of Indian Institute of Technology Kharagpur, payable at Kharagpur. The validity of the EMD should be 6 (six) months from the date of issue. Any bid without EMD will not be considered. This will be refunded to the unsuccessful vendors within 5 working days. The EMD will be refunded to the selected vendor after successful execution of the Purchase Order. The Institute reserves the right to withhold or confiscate the EMD in the event of failure to supply the items in part or full, once the Purchase Order is accepted. E.M.D. should be enclosed with the Technical Bid documents. No interest is payable on refund of EMD. VI. Price: Price should be quoted only in Indian Rupees on free delivery at site inclusive of all taxes and incidental charges as per price bid format given in Annexure-II VII. Bid: Technical Bid and Price Bid should be submitted in two separate sealed envelopes quoting reference number on the top of the envelope. Tender Fee and EMD should be enclosed with the Technical Bid documents, in separate sealed envelopes, stapled with the packet containing Technical Bid documents. The OEMs may submit the bid directly, for other vendors original authorization certificate from OEM is required to be enclosed. VIII. The bids (technical and price bids) once submitted shall be the property f the Institute and shall not be returned to the vendor in future. 3

4 IX. Acceptance of Tender: The Authority of IIT, Kharagpur reserves the right to accept/reject any or the entire tender bids received without assigning any reason thereof. X. The Institute does not bind itself to offer any explanation to those bidders whose technical bids have not been found acceptable by the Evaluation. XI. XII. XIII. XIV. XV. XVI. XVII. Technical bid should contain the tender document signed by authorized signatory of the bidder as a token of acceptance of specifications, requirements and terms and conditions. The person/officer signing the tender/bid documents should be delegated with an appropriate Power of Attorney (essentially endorsed by a Notary Public) by the Chief Executive Office/MD of the Company, to sign such documents. Technical bid should also contain a signed compliance certificate duly signed by the manufacturer or bidder. Conditional Offer will not be accepted. Period of Validity: Bids shall remain valid for acceptance for a period of 20 days from the date of opening of the price bid but any benefit for downward revision of prices should be extended to the IIT Authority. Past Performance of the Vendors will be judged at the time of Technical evaluation. Bidders should also enclose the following documents in the technical bid as proof of their credential: Tender fee Earnest Money Deposit (EMD) Certificate of Registration Current Income Tax, Sales Tax & Value Added Service Registration/clearance/returns and PAN Number Banker s Solvency Certificate. Summary of Audited Statement of Accounts for the last three years. Order copies/customer satisfaction certificate from public sectors / autonomous bodies /reputed private sector companies for installing/maintaining similar products Copy of ISO Certifications. A write up on the proposed support escalation matrix. Signed Tender document as a token of acceptance for the Terms & Conditions specified in various sections of the Tender Document XVIII. XIX. Opening of Price Bids: The Price Bid(s) of only those vendor(s) who are found technically qualified will be opened. The date and time will be informed separately. Authorized representative (with proper authorization letter to attend opening of technical bids and also for opening of price bids) may choose to be present at the time of opening of Technical Bids/Price Bids. IMPORTANT I. Important: Director may accept or reject any or all the bids in part or in full without assigning any reason and does not bind himself to accept the lowest bid. The Institute at its discretion may 4

5 change the quantity/upgrade the criteria/drop any item or part thereof at any time before placing the Purchase Order. In case of any dispute, the decision of the Director of this Institute shall be final and binding on the bidders. II. III. IV. A bid submitted with false information will not only be rejected but also the OEM/vendor will be debarred from participation in future tendering process. Canvassing in any form not only invites disqualification in this tender but also debars the vendor participation in the future tendering processes. The OEMs/Vendors need to submit a certificate during opening of technical bids that they are not currently debarred or blacklisted in IIT Kharagpur for any supplies, products or services, or at present in any national organization or educational institute/university. V. In case of any dispute, the decision of the Director of this Institute shall be final and binding on the bidders. For any query pertaining to this tender, correspondence may be addressed to: (a) The Head, Computer & Informatics Centre Indian Institute of Technology, Kharagpur [Ph.: , , Fax: ] In case the due date for submission and/or opening of the tender happens to be a holiday, the same will be accepted on the next working day. The timings will however remain unchanged. Please Note that the Institute remains closed during Saturdays & Sundays. 5

6 Annexure DECLARATION. I, Son /Daughter of Shri Proprietor/Partner/CEO/MD/Director/Authorized Signatory of M/s am competent to sign this declaration and execute this tender document. 2. I have carefully read and understood all the terms and conditions of the tender and hereby convey my acceptance of the same. 3. The information/ documents furnished along with the above application are true and authentic to the best of my knowledge and belief. 4. I/ we/ am are well aware of the fact that furnishing of any false information/ fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law. 5. Each page of the tender document and papers submitted by my Company is authenticated, sealed and signed, and I take full responsibility for the entire documents submitted Signature of the Authorized Person Date: Full Name: Place: Company Seal:

7 Annexure II PRICE BID FORMAT SN Description Of Job (All prices to be quoted for One Year) Trend Micro Neat Suite Advanced Antivirus Protection for desktop and Servers Trend Micro PSP Gold Support for Antivirus Protection for Desktops and Servers Zimbra Network Edition Premium Support for Mail Messaging Systems for Year Onsite Engineer for maintenance support of above items Total amount inclusive of all taxes Qty 5000 users users Rate Price Tax Total Price 7

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