Prof.& Head, Department of Computer Science & Engineering PEC University of Technology Chandigarh

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1 From Prof.& Head, Department of Computer Science & Engineering PEC University of Technology Chandigarh To Memo No. PEC/CSE/ Dated: Chandigarh the: Subject: Quotations for providing Internet leased line / Fiber Link connectivity at Department of CSE in Information Security Lab (CSRC) Dear Sir/Madam, Quotations are hereby invited in respect of providing Internet leased line / Fiber Link connectivity at Department of CSE in Information Security Lab (CSRC), as per details/specifications given in attached tender. The duly signed quotations super scribed as Quotations for providing Internet leased line / Fiber Link connectivity in Information Security Lab (CSRC), may be sent in a sealed cover with wax/transparent fixing tape so as to reach this office on or before September 16, 2014 at 12:00noon. Technical Bid will be opened on the September 16, 2014 at 03.00PM in the presence of the tenderers or their representatives who may wish to be present. Prof. & Head (CSE) PEC University of Technology Chandigarh. 1

2 1. Invitation for Bid 2. Procedure for Submission of Bid Tender for Internet Bandwidth Table of Contents I. Technical Bid Format II. Commercial/Financial Bid Format 3. General terms and Conditions Invitation for Bids SECTION I 1. This invitation to tender is for providing Internet leased line / Fiber Link connectivity at Department of CSE, PEC University of Technology, Sector 12 Chandigarh for the students under a research project sponsored by Department of IT, Ministry of Communication & IT, GOI. 2. The client reserves the right to carry out the capability assessment of the Tenderers and the client s decision shall be final in this regard. 3. Tenderers are advised to study all technical and commercial aspects carefully of the tender document. 4. Sealed offers prepared in accordance with the procedure enumerated in Clause 1 of Section II should be submitted to the Prof. & Head, Department of CSE, PEC University of Technology, Sector 12 Chandigarh not later than the date and time laid down, at the address given in the schedule for invitation to Tender under Clause 7 of Section I. 5. All bids must be accompanied by a bid security of Rs. 20,000/- (Rupees Twenty thousand only) in the form Account payee Demand Draft, Bankers Cheque or Bank Guarantee from commercial bank drawn on a scheduled bank in favor of the Director, PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12, CHANDIGARH. Suppliers registered with Central Purchase Organizations, and National Small Industries Corporation (NSIC), are exempted from the bid security. Tender without EMD will be considered unresponsive and rejected. 6. This tender document is not transferable. 7. Schedules for Invitation to Tender a) Address at which tender is to be submitted: Prof. & Head, Department of CSE, PEC UNIVERSITY OF TECHNOLOGY, Sector 12, Chandigarh b) Latest time and date for receipt of Tender: On or before 12:00noon on September 16, 2014 c) Place, Time and Date of opening of Technical bids: Office of HoD, 3.00 P.M on September 16, Date till which the tender is valid: 90 days from the opening of technical bid. The date of opening of commercial/financial bids will be announced later only of the technically qualified bidders. The Director, PEC reserves the right to reject any tender in full or part or all the tenders without assigning any reasons whatsoever. 2 e) Bids received after due date and time shall not be accepted. PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12,

3 3 CHANDIGARH shall not be responsible for any postal delay about non-receipt/non-delivery of the documents. 1. Procedure for submission of Bids. SECTION II 1.1 It is proposed to have a Two Cover System for this tender a) Technical Bid in one cover. b) Commercial/ Financial bid in one cover. 1.2 Technical Bid consisting of all technical details along with terms and conditions of the Tender should be covered in a separate sealed cover super scribing the wordings Technical Bid. 1.3 Financial Bid indicating item wise prices for the items mentioned in technical bid of the Tender should be covered in a separate sealed cover super scribing the wordings Financial Bid. The Financial Bid should only indicate prices. 1.4 The Earnest Money/bid security is to be paid by the Demand Draft, the draft must be in a separate sealed envelope indicating the amount, tender Notice Number and due date and enclosed with the bid. 1.5 All the three documents viz. Technical Bid Cover and Financial Bid Cover and Earnest Money Cover prepared as above are to be kept in a single sealed cover super scribed with Tender Number, Due date and the wordings DONOT OPEN BEFORE 1200 noon on September 16, The cover thus prepared should also indicate clearly the name and address of the tenderer to enable the Bid to be returned unopened in case it is declared late. 2. Cost of Tender: The Tenderer shall bear all costs associated with the preparation and submission of its Bid, including the cost of presentation for the purpose of clarification of the bid, if so desired by the Client and the Client will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Tendering Process. 3. The tenderer is expected to examine all instructions, forms, terms and specifications in the Tender Document. Failure to furnish all information required in the Tender Document or submission of a bid not substantially relevant to the Tender document in every respect will be at the Tenderer s risk and may result in the rejection of the bid. 4. Clarification of Tender Document: A prospective Tenderer requiring any clarification of the Tender Document may notify the client in writing at the Client s mailing address indicated in Clause 7 of Section I. The Client will respond in writing to any request for clarification of the Tender Document, received not later than 7 days prior to the last date for the receipt of bids prescribed by the Client. Written copies of the Client s responses (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Tenderers who have received the Tender Document. 5. Amendment of Tender Document. 5.1 At any time prior to the last date for receipt of bids, the client may for any reason, whether at its own initiative or in response to a clarification requested by a prospective Tenderer, modify the Tender Document by an amendment. 5.2 The amendment will be notified by fax or to all prospective Tenderers who have received the Tender Document and will be binding on them. 5.3 In order to afford prospective Tenderers reasonable time in which to take the amendment into account in preparing their bids, the Client may, at its discretion, extend the last date for the receipt of the Bids. 6. Language of Bids. The bids prepared by the Tenderer and all correspondence and documents relating to the bids exchanged by the Tenderer and the Client, shall be written in English language, provided that any printed literature furnished by the Tenderer may be written in another language so long as it is accompanied by an English translation in which case, for purposes of interpretation of the bid, the English translation shall govern. 7. Documents comprising the Bids. 7.1 The Bids prepared by the Tenderers shall comprise of following components. (a) Technical Bid (b) Commercial Bid. (a) Technical Bid shall consist of the following

4 PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH desires to have services from an ISP for providing 10Mbps 1:1 Internet Data Transfer Rate through wired lease line link (i.e. copper cable) or Fiber link with the following technical bid format: Name of the Tenderer: TECHNICAL BID FORMAT Address of the Tenderer : Name of ISP : Year of Establishment Address of ISP (with Telephone and Fax No.) ISP Category License No. Income Tax PAN No. Tenderer s proposal number & date: Name and address of the officer : to whom all reference shall be made regarding this tender Earnest money deposit (Bank Draft) : 4 Qualifying Conditions The ISP should have a valid A Category ISP license from Govt. of India (Attach a copy of the license). The tenderer company must have requisite infrastructure and resources to successfully execute the order/ project and provide services in PEC University of Technology, Sector 12, Chandigarh and should have a valid ISP license from Government of India. Consortium/Liasoning partner if any should also belong to A Category ISP The ISP must provide entire connectivity up till the Ethernet Port of PEC University of Technology, router and the termination of the last mile should be made in the network rack installed in Computer Centre of institute. Twenty number of Global IPv4/ IPv6 addresses to be provided by the ISP Installation and commissioning of the link with appropriate wired leased line or Fiber Link. The ISP should have well defined 24 x 7 x 365 capabilities which is operational (including adequate support facility in tri-city i.e Chandigarh/Mohali/Panchkula) and procedures to track call resolution Deviation if any

5 progress status and provide the updates to the customer. In addition, ISP should have well defined management and technical escalation procedures. (Attach the Service Call escalation procedure with contact details (24x7)). Please provide Toll Free number Minimum 3 clients with minimum 4 Mbps bandwidth for at least 2 year. Please attach proof along with the details of the contact person. In absence of supporting documents the Bid is liable to be rejected. Detailed network diagram depicting logical, physical connectivity, media used between client, ISP and Gateway. Bar chart indicating the proposed schedule of completion (Bar chart should indicate the schedule of each activity under the tasks). Signature Signature Name Designation Address Name Designation Address Company Seal Company Seal Date Date As on the date the information furnished in all parts of this form is accurate and true to the best of my knowledge. Company Seal (With name and designation of the person signing the tender) Note: The Technical bid will be evaluated based on the above format. The vendor not qualifying technical bid will not be considered for financial bid. Functional requirements for the Internet connection. ISP will be required to sign service level agreement having the following clauses: - 10 Mbps Internet Data Transfer Rate upgradeable at any time within two weeks of request. - Compression ratio 1:1 from international gateway. - ISP will provide all the necessary hardware equipment. - Any other permission required for setting up the Internet Connectivity from the concerned agency would be the responsibility of the ISP. - Packet Losses: Less than 1 percent when checked from USA server at 70 percent load of the contracted Data Transfer Rate. - Latency: Less than 500 m sec when checked from USA server to the router located at PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH. - Configure the Hardware (CISCO 2921). - Throughput Guarantee: 100 percent. - Reports for performance monitoring/usage to be submitted by the ISP when ever asked for the reports Daily Basis Weekly basis Monthly basis, Quarterly basis 5

6 - The ISP will be responsible for implementing the software at the Client side for Data Transfer Rate utilization, up time, packet loss, ping time etc. - Creditable Outage: In case of the above parameters going out of specification, PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH will be compensated in this respect by the extended time for the loss of hours in degraded service also If the Services are not found satisfactory, PEC reserves the right to cancel the contract with one month notice period. Note: The Lab already has the router CISCO Model: Cisco 2921 with following interfaces: Fast Ethernet -2 Ports, Console -1, Serial -1, Interface Card (Module Slot) -1 Financial/Commercial Bid The Financial Bid may be submitted consisting of following information. (Cost for each item may be mentioned): 1. Services: Internet port charges per annum for 1:1 Compression ratio: 10 Mbps Registration charges for 10 Mbps Dedicated Internet Leased line (cooper Link) / Fiber link connectivity charges as per ISP location: 10Mbps 2. Any other Charges 3. Dually filled price schedule form as per Annexure A 4. Payment terms and conditions Price Schedule Annexure A Charges for 10 Mbps (1:1) and Laying of HDPE duct Item description Basic Price Duties, sales or Services Taxes, etc One time installation and Configuration Charges Total inclusive of service tax, sales tax etc. Quarterly Recurring Charges 10 Mbps Any Other Charges Laying of HDPE Duct for approx. 700mts Grand Total 6 SECTION III 1. GENERAL TERMS AND CONDITIONS 1) The prices should be FOR PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12, CHANDIGARH. 2) The payment terms and conditions should be mentioned clearly. 3) Conditional quotations will be rejected without any intimation. 4) Form D will not be issued. 5) Printed conditions of the firm to be sent along with the quotations will not be binding on us. 6) The selected vendor/ successful bidder will be required to furnish performance 10% of the value of the contract. Performance security may be furnished in the form of an account payee demand draft, fixed deposit receipt from a commercial bank, bank guarantee from a commercial bank, performance security will remain valid from a period of 60 days beyond the date of completion of all contractual obligations of the supplier including warranty obligations. 7) The responsibilities and requirements if any to be met by PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH side must be mentioned clearly.

7 8) The validity of offer should be for at least 90 days after opening the technical bid. 9) ISP should bear financial penalties which is 2% of the total cost for any delay in installation due to nonavailability of approvals and violations if any. The penalties if any will be imposed quarterly. 10) PEC UNIVERSITY OF TECHNOLOGY should have the liberty to procure either 10 Mbps (1:1) or more based on financial availability. 11) This Institute being a Premier Education and Research Institution funded by Govt. of India, discount as applicable to Research Institutes / Educational Institutes may be provided in the quote 12) The submission of any offer connected with these specifications and documents shall constitute an agreement that the tenderer shall have no cause of action or claim, against the Purchaser for rejection of his offer. The Purchaser reserves the right to reject or accept any offer or offers at his sole discretion and any such action will not be called into question and the tenderer shall have no claim in that regard against the Purchaser. 13) The contract shall be valid for a period of atleast one year. However, the institute reserves the right to review the contract before the expiry period of the contract depending upon the need for continuity and extend the contract twice for a further total period up to a maximum of one year in case the ISP will certify that the ISP has not quoted for the same link of 10 Mbps (1:1) at a price lower that being offered to institute based on mutual agreement. 14) The ISP should have a redundancy in International Gateway Bandwidth. 15) The Service provider should provide DNS service including reverse lookups. 16) For the delivery & installation of link setup a maximum time of 2 weeks from the date of purchase order. The bidder would ensure that the local loop provisioning does not violate regulations as laid by GOVT OF INDIA/TRAI in respect of such links/networks. Bidder will be responsible for making all Payments towards the local loop charges/rentals/wpc charges etc. 17) Installation includes the tuning and switching between both the setup of existing link and new link so that there should be almost zero hour s breakdown. 18) Quoting firm must put page number on every page of the bid. It is also required that page numbers of the document attached should be mentioned against each items of the main bid. Every bid document should be signed and stamp by the authorized signatory. 19) The firms who have been blacklisted by the Central / State Govt. / U.T / Board / Corporation / any Govt. authority / PEC University of Technology are not eligible to quote. 20) Photocopies of letter of Awards of contract & its Completion certificate to establish eligibility. 21) All disputes are subject to Chandigarh jurisdiction. 22) In a tender, either the Indian agent/service provider on behalf of the Principal/OEM or Principal/OEM itself can bid but both cannot bid simultaneously for the same item/product in the same tender. 23) If an agent/service provider submits bid on behalf of the Principal/OEM, the same agent shall not submit a bid on behalf of another Principal/OEM in the same tender for the same item/product. 2. WARRANTY PERIOD & PENALTY CHARGES: 2.1 The Vendor will be responsible for the comprehensive maintenance of equipment supplied during the warranty period of contract (15months) after the acceptance of installation & testing of hardware. In case of default, PEC University of Technology, Sector 12, Chandigarh will have the right to arrange maintenance at the risk and cost of vendor, from any other source and shall raise bills to vendor. The amount so spent will be deducted from the payment of vendor. 2.2 The ISP shall raise the quarterly bill to PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH. The bill will be processed within 15 days of submission after the successful completion of quarter services from ISP. 2.3 The revised rates of the ISP will have to be constantly informed to PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12, CHANDIGARH. In case there is a downward revision of prices in the cost the benefit will be provided by the ISP to the PEC, however if there is increase in the cost during the contract period same will be borne by the firm. 7

8 2.4 The vendor will also maintain the Equipment/ Services for efficient running at all times during its warranty period. However, average uptime during a quarter should not be less than 99%. In case the vendor/isp fails to maintain the said uptime, the vendor/isp will be liable for 1% of the cost of the total quarterly rate. Even if a peripheral or part of the equipment supplied by ISP is not working, the system will be considered as down. 2.5 Uptime shall be calculated as (Total Time Down Time) X 100 Total Time The Downtime will be counted from the time when the complaint to ISP is registered/logged by PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH. This uptime period will start if the link uptill the PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH router is found active when checked from internal LAN. 2.6 The services shall be provided 24*7 *365 days. The vendor will rectify the faults failing which; the vendor will arrange temporary arrangements. 2.7 Any Breakdown calls made before 1400 hrs is to attended on same day and call made after 1400 hrs and cleared before 1200 hrs of next working day will not attract any penalty. Otherwise the penalty will be Rs 1000/- per day. 2.8 The vendor will do preventive maintenance once a quarter for upkeep of the equipment supplied by him. This schedule will have to be adhered to strictly by him. Preventive Maintenance should generally be done on Non-working days/ Beyond General college Hours. 2.9 The equipment and other components if any, provided by the ISP have to be fully maintained by the ISP. However PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH shall be responsible for the physical security for such equipments The Data Transfer Rate as provided by the ISP will be constantly checked via servers or any other software installed in PEC UNIVERSITY OF TECHNOLOGY, SECTOR 12 CHANDIGARH. However the vendor is free to monitor the bandwidth and the data transfer rate at its own end All these terms and conditions will be applicable during Warranty and Post Warranty period. 3 ISP PROJECT MANAGER: The ISP shall ensure that at all times during the currency of the contract an ISP project Manager, acceptable to the client, shall take charge of the performance of the contract. 4 DOCUMENTS PREPARED BY THE ISP TO BE THE PROPERTY OF THE CLIENT All plans, drawings, specifications, designs and other documents prepared by the ISP in the execution of the contract shall become and remain the property of the client, and before termination or expiration of this contract, the ISP shall deliver all such documents to the client under the contract along with the detailed inventory thereof. 5 CONFIDENTIALITY: The ISP or sub-contractor(s) and their personnel shall not, either during the term or after expiration of this contract, disclose any proprietary or confidential information relating to the services, contract or the client s business or operations without the prior written consent of the client. 6 FORCE MAJEURE : 6.1 Notwithstanding the provisions of the tender, the ISP shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance are other failure to perform its obligations under the contract is the result of an event of Force Majeure. 6.2 For purposes of this Clause, Force Majeure means an event beyond the control of the ISP and not involving the ISP and not involving the ISP s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the client either in its sovereign or contractual capacity, wars or 8

9 revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes 6.3 If a Force Majeure situation arises, the ISP shall promptly notify the client in writing of such conditions and the cause thereof. Unless otherwise directed by the client in writing, the ISP shall continue to perform its obligations under the contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The client may terminate this contract, by giving a written notice of minimum 30 days to the ISP, if as a result of Force Majeure, the ISP being unable to perform a material portion of the services for a period of more than 60 days. 6.4 In the event, the vendor's company or concerned division n of the company is taken over/bought over by another company, all the obligations under the agreement with the Purchaser shall be passed on to the new company/division for compliance by the new company on the negotiations. 6.5 If the name of the product is changed for describing substantially the same product in a renamed form, then all techno-financial benefits agreed, with respect to the original product shall be passed on to the Purchaser and the obligations of the vendor towards the Purchaser in respect of the product with old name shall be passed on to the product so renamed. 7 Acceptance of the term and condition (to be signed by the bidder) All the terms and conditions of this tender document are acceptable to us/me Date Signature of bidder/tendered With Stamp Note: It is mandatory to submit all the documents 9