JAWAHARLAL NEHRU UNIVERSITY COMMUNICATION & INFORMATION SERVICES Request for Proposal (RFP) Request for Proposal for the Micro Cloud Servers Tender No. : JNU/CIS/2015/MC/01/01 Director Communication & Information Services Jawaharlal Nehru University Hall No. 3, LHC New Delhi-110067 (India) Website: www.jnu.ac.in Price of the document: Nil 1
1.1 GENERAL INFORMATION 1. Last date and time for depositing the Bids: 23.02.2015 upto 3.00 p.m. The sealed Bids should be deposited/reach by the due date and time. The responsibility to ensure this lies with the Bidder. 2. Sealed Bids should be submitted at Office of the Director CIS, Room No. 218, Admin Building, JNU marked as Tender for Supply and Installation of Micro Cloud Servers at JNU, New Delhi-110067. No responsibility will be taken for postal delay or non-delivery of receipt of Bid documents. Bids sent by FAX or e-mail will not be considered. Late tenders will not be considered. 3. Date and Time for opening of Bids : 24.02.2015 at 11:30 a.m. (If due to any exigency, the due date for opening of the Bids is declared closed holiday, the Bids will be opened on the next working day at the same time or on any other day/time, as intimated by JNU). 4. Location: Communication & Information Services (CIS) Hall No.3, Lecture Hall Complex, SBT Building, JNU Campus, New Delhi. 5. Place of opening of the Bids: CIS, Hall No.3, Lecture Hall Complex, SBT/SCIS Building, JNU Campus, New Delhi The Bidders may depute their representatives to attend the opening of technical Bids on the due date and time. This event will not be postponed due to non-presence of your representative. 6. Forwarding of Bids: Bids should be forwarded by Bidders under their original letter pad furnishing details like TIN number, Service Tax Registration number, VAT/CST number, Bank address with EFT Account etc. and complete postal & e-mail address of their office. 7. Clarification of Bids Clarification sought by bidder should be made in writing only (Letter/E-mail) and submitted at least three days prior to the date of submission. The text of the clarifications asked (without identifying the source of enquiry) and the response given by JNU, together with amendment to the bidding document, if any, will be posted on the website. No individual clarifications will be sent to the bidders. It would be the responsibility of the bidder to check the website before final submission of bids. In case of any clarification required by JNU to assist in the examination, evaluation and comparison of bids, JNU may, at its discretion, ask the bidder for clarification. The response / clarification shall be in writing and no change in the price of substance of the bid shall be sought, offered or permitted. Bidders are required to direct all communications related to this RFP, through the Nominated Point of Contact person: Contact : Shri Sanjeev Kumar Position : Director, CIS Email : sanjeev@mail.jnu.ac.in, director_cis@mail.jnu.ac.in Telephone : 011-2670 4006/4116 8. Modification and withdrawal of Bids: A bidder may modify or withdraw his/her bid after submission provided that the written notice of modification or withdrawal is received by JNU prior to deadline prescribed for submission of bids. A withdrawal notice may be sent by fax/email but it should be followed by a signed confirmation copy to be sent by post and such signed confirmation should reach JNU not later than the deadline for 2
submission of bids. No bid shall be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and expiration of the period of bid validity specified. Withdrawal of a bid during this period will result in Bidder's forfeiture of bid security. 9. Clarification regarding contents of the Bids: During evaluation and comparison of bids, JNU may, at its discretion, ask the bidder for clarification of his bid. The request for clarification will be given in writing and no change in prices or substance of the bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be entertained. 10. Rejection of Bids: Canvassing by the Bidder in any form, unsolicited letter and posttender correction may invoke summary rejection with forfeiture of EMD. Conditional tenders will be rejected. 11. Unwillingness to quote: Bidders unwilling to quote should ensure that intimation to this effect reaches before the due date and time of opening of the Bid, failing which the defaulting Bidder may be delisted for the given range of items as mentioned in this RFP. 12. Validity of Bids: The Bids should remain valid for 120 days from the last date of submission of the Bids. 13. Tender Document: The complete tender document may be downloaded from our web site http://www.jnu.ac.in and CPP Portal. 14. Earnest Money Deposit: Bidders are required to submit Earnest Money Deposit (EMD) for an amount of Rs.25,000/- (Rupees Twenty Five Thousand only) along with their bids. The EMD may be submitted in the form of an Account Payee Demand Draft, Banker's Cheque in favour of Finance Officer, JNU, New Delhi from any of the Public Sector Banks or a private Sector Bank authorized to conduct government business. EMD is to remain valid for a period of forty-five days beyond the final bid validity period. EMD of the unsuccessful bidders will be returned to them at the earliest. The Bid Security of the successful bidder would be returned, without any interest whatsoever, after the receipt of Performance Security from them as called for in the contract. EMD is not required to be submitted by those Bidders who are registered with the National Small Industries Corporation (NSIC). The EMD will be forfeited if the bidder withdraws or amends impairs or derogates from the tender in any respect within the validity period of their tender. 15. Two bid system: - It is a two bid system only the technical bids would be opened on the date and time mentioned above. Financial bids of only those firms will be opened; whose technical bids are found compliant / suitable after technical evaluation is done by the committee. 2.1. Scope of RFP III Supply and Installation of Micro Cloud Servers as per specification indicated at Annex All items and Quantities are tentative and liable to change. Tentative Quantities Micro Cloud Servers 02 2.2. Tender Methodology 2.2.1. The tender methodology proposed to be adopted by JNU will be Two Bid System i.e., Technical and Commercial Bid. 2.2.2. Bidders who qualify in the pre-qualification criteria/minimum eligibility criteria would only be considered for evaluation of Technical bids. 3
2.2.3. The bidders whose technical bids are found as qualified shall be short-listed for commercial evaluation. 2.2.4. All bidders who qualify the technical evaluation shall be separately notified in writing (mail / letter) about the date and time of opening of commercials. 2.2.5. JNU would enter into contract with the bidder(s) whose commercial bids are determined as Lowest Commercial Bid [L1]. 2.3. Pre-Qualification Criteria 2.3.1. The bidder should be a registered company incorporated in India, registered under Company act 1956. Copy of registration certificate should be enclosed. 2.3.2. The bidder should be Original Equipment Manufacturer [OEM] or Authorized Partner a. In case of authorized partner, the bidder should enclose valid partnership certificate. Further, OEM should authorize the bidder to quote their product against the present RFP of JNU. b. The bidder should submit Manufacturer Authorization Form as per format. 2.3.3. The bidder should be in the business of hardware supply for at least three [3] years as on the date of this tender, proof of same to be attached. 2.3.4. The bidder should have a minimum average annual turnover of Rs.10 Crore in any of the last three (3) financial years from IT and IT related buisness. Bidder to note that CA certificate should be enclosed along with copies of profit and loss account and balance sheet (duly audited) of immediately preceding three 3 financial years. 2.3.5. The bidder should have positive net worth and cash profit [i.e., no cash loss] in 2 years out of last 3 years. If audited figures for any FY are not available, provisional figures may be provided. Supporting the fact the bidder should furnish auditor s certificate for last three years ending March 2014. 2.3.6. The bidder must have a currently valid Sales Tax / VAT / Service tax registration certificate. The bidder should enclose copies of the same. 2.3.7. The bidder should be ISO 9000:2001 certified company. The certification should be from any globally recognized institution. Copy of certificate should be enclosed. 2.3.8. The OEM should be listed in the Gartner/IDC Reports for servers in the last 3 years. 2.3.9 The OEM must have direct sales and support operations in India for last 5 years or more. 2.3.10 All purchases will be in terms with Gazette of India Notifications dated December 24, 2013, No. 304, pertaining to DeitY, Ministry of Communication and Information Technology for encouraging DEMPS. 2.4. Schedule of Events 2.4.1 Tender No. : JNU/CIS/2015/MC/01/01 2.4.2 Purpose of RFP: For supply and installation of Micro Cloud Servers at JNU 2.4.3 Last date for submission of bids : 23.02.2015 at 03:00 PM 2.4.4 Address for submission of bids 4
PA to the Director Communication & Information Services Jawaharlal Nehru University Room No. 218, Administration Building New Delhi-110067 2.4.5 Proposals shall remain valid 120 days from the date of submission of bids. 2.4.6 Date of Opening of Technical bid on 24.02.2015 at 11:30 a.m. 2.4.7 Date of opening of commercial bid to be announced at a later date after the technical evaluation is completed. Only technically short listed bidders shall be notified in writing or through mail. 2.4.8 Venue for meeting & Opening of bids: Hall No.3, Lecture Hall Complex Communication & Information Services Jawaharlal Nehru University New Delhi-110067 2.4.9 Contact Details: Name Designation E-mail : Shri Sanjeev Kumar : Director, CIS : director_cis@mail.jnu.ac.in 3. INSTRUCTION TO BIDDERS 3.1. In case of any clarification required by JNU to assist in the examination, evaluation and comparison of bids, JNU may, at its discretion, ask the bidder for clarification. The response / clarification shall be in writing and no change in the price of substance of the bid shall be sought, offered or permitted. 3.2. Documents Comprising the Bid The bid shall consist of Technical bid and Commercial bid. A. Documents comprising the Pre-qualifications-cum-Technical Bid should be: i) Bid Forwarding Letter as per Annexure I ii) iii) iv) Documentary evidence establishing that the Bidder is eligible to Bid and is qualified to perform the contract i.e., minimum eligibility criteria. Technical Compliance Statement and Masked Price Bid without indicating the price should be submitted. Manufacturer Authorization Format (MAF) as per Annexure IV v) Performance bank Guarantee Annexure VII vi) DD/Pay Order of appropriate amount towards EMD. vii) Custom Duty Exemption Certificate Annexure VIII B. Documents comprising the commercial bid. 3.3. Signing, Sealing and Marking of Bids 5
3.3.1. The Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized. The Bidder shall properly seal the bids in non-window envelopes containing the documents as under: A. 1st Envelope ( Super-scribing Tender No. : Tender No. : JNU/CIS/2015/MC/01/01 Technical Bid ): i) DD/ Pay order towards EMD. ii) Bid Forwarding Letter. iii) Pre-qualification/ Minimum Eligibility Criteria Form. iv) Technical Bid. vi) Masked (blank) Commercial Bid B. 2nd Envelope ( Super-scribing Tender No. : Tender No. : JNU/CIS/2015/MC/01/01 Commercial Bid ): i) Commercial bid as per Annexure - III 3.3.2. On the cover of each envelop name and address of bidder along with contact number should be clearly indicated. 3.3.3. The envelope(s) should be addressed given below: PA to the Director Communication & Information Services Jawaharlal Nehru University Room No. 218, Administration Building New Delhi-110067 3.3.4. If the envelop(s) are not sealed and marked as indicated above, the JNU will assume no responsibility for the Bid's misplacement or its premature opening. 3.5. Bid Currency Bids should be quoted in USD (United States Dollars) only and should be inclusive of all applicable taxes and charges indicated separately. Unless otherwise specified in the price bid. 3.6. Earnest Money Deposit (EMD) 3.6.1. All the responses must be accompanied by a refundable interest free security deposit of amount of `Rs. 25,000/-. 3.6.2. EMD should be in the form of Demand Draft / Banker s Cheque in favour of Finance Officer, JNU payable at New Delhi. Any bid received without EMD in proper form and manner shall be considered unresponsive and rejected. 3.6.3. No interest will be paid on EMD. 3.6.4. Request for exemption from Security Deposit will not be entertained. 3.6.5. Successful Bidder will be refunded the EMD amount only after acceptance of the hardware by JNU and submission of performance guarantee by the bidder. 3.7. Delivery and Installation Schedule 3.7.1. The Bidder should deliver the goods within FOUR TO SIX WEEKS FROM THE DATE OF PURCHASE ORDER. 6
3.7.2. Delivery of the Goods shall be made by the Supplier in accordance with the terms of the Supply Order. 3.7.3. The University will consider the inability of the Bidder to deliver or install the micro cloud server within the specified time limit, as a breach of contract and would entail the payment of Liquidation Damages on the part of the Bidder. 3.7.8. The University shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages. 3.8. Period of Validity of Bids Prices and other terms offered by Bidders must be firm for an acceptance period of 120 days from date of closure of this RFP. In exceptional circumstances the University may solicit the Bidders consent to an extension of the period of validity. The request and response thereto shall be made in writing. The Bid security provided shall also be extended. JNU, however, reserves the right to call for fresh quotes at any time during the period, if considered necessary. 3.9. Late Bids Any bid received by the University after the deadline for submission of bids prescribed by the University will be rejected and returned unopened to the bidder. 3.10. Modification And/ Or Withdrawal of Bids The Bidder may modify or withdraw its bid after the bid s submission, provided that written notice of the modification including substitution or withdrawal of the bids is received by the University, prior to the deadline prescribed for submission of bids. The Bidder modification or withdrawal notice shall be prepared, sealed, marked and dispatched. A withdrawal notice may also be sent by Email / Fax and followed by a signed confirmation copy received by the University not later than the deadline for submission of bids. No bid may be modified or withdrawn after the deadline for submission of bids. The University has the right to reject any or all bids received without assigning any reason whatsoever. JNU shall not be responsible for non-receipt / non delivery of the bid documents due to any reason whatsoever. 3.11. Opening of Bids by the University On the scheduled date and time, bids will be opened by the University Committee. It is the responsibility of the bidder s representative to be present at the time, on the date and at the place specified in the tender document. The bidders representatives who are present shall sign a document evidencing their attendance. If any of the bidders or all bidders who have submitted the tender and are not present during the specified date and time of opening it will be deemed that such bidder is not interested to participate in the opening of the Bid/s and the University at its discretion will proceed further with opening of the technical bids in their absence. The Bidder name and presence or absence of requisite EMD, RFP cost (if any) and such other details as the University, at its discretion may consider appropriate will be announced at the time of technical bid opening. No bid shall be rejected at the time of bid opening, except for late bids which shall be returned unopened to the Bidder. 7
Bids that are not opened at Bid opening shall not be considered for further evaluation, irrespective of the circumstances. Withdrawn bids will be returned unopened to the Bidders. 3.12. Evaluation Methodology 3.12.1. Clarification of bids During evaluation of Bids, the University, at its discretion, may ask the Bidders for clarifications on their Bids. The request for clarification and the response shall be in writing (post/e-mail), and no change in the substance of the Bid shall be sought, offered or permitted. Bidder to submit point by point compliance to the technical compliance and it should be included in the Bid. Any deviations from the specifications should be clearly brought out in the bid. 3.12.2. Preliminary Examinations The University will examine the Bids to determine whether they are complete, the documents have been properly signed, supporting papers / documents attached and the bids are generally in order. The University may, at its sole discretion, waive any minor infirmity, nonconformity or irregularity in a Bid which does not constitute a material deviation, provided such a waiver does not prejudice or affect the Technical qualification of any Bidder. Prior to the detailed evaluation, the University will determine the substantial responsiveness of each Bid to the Bidding document. For purposes of these Clauses, a substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Document without material deviations. Deviations from or objections or reservations to critical provisions, such as those concerning Bid security, performance security, qualification criteria, insurance, Force Majeure etc will be deemed to be a material deviation. The University's determination of a Bid's responsiveness is to be based on the contents of the Bid itself, without recourse to extrinsic evidence. The University would also evaluate the Bids on technical and functional parameters including possible visit to inspect live site(s) of the bidder, witness demos, bidders presentation, verify functionalities / response times etc. If a Bid is not substantially responsive, it will be rejected by the University and may not subsequently be made responsive by the Bidder by correction of the nonconformity. The Bidder is expected to examine all instructions, forms, terms and specification in the Bidding Document. Failure to furnish all information required by the Bidding Document or to submit a Bid not substantially responsive to the Bidding Document in every respect will be at the Bidder's risk and may result in the rejection of its Bid. 3.12.3. Technical Evaluation Pursuant to the evaluation of pre-qualification / minimum eligibility criterion mentioned above, bidders will be short-listed for technical evaluation. Technical evaluation will be carried out only for the bidders who succeed the pre-qualification criterion. The University may, at its sole discretion, waive any minor infirmity, nonconformity or irregularity in a Bid which does not constitute a material deviation, provided such a waiver does not prejudice or affect the Technical qualification of any Bidder. 8
Technical evaluation would be carried out and all bidders who qualify the technical evaluation will be short listed for commercial evaluation. 3.12.4. Commercial Evaluation All the bidders who qualify in Technical evaluation as per the criteria mentioned above would be short listed for commercial evaluation. Bidders who do not qualify the technical evaluation will not be invited for opening of commercial bids. JNU will award the contract to the successful bidder(s) whose bid has been determined as the Lowest Commercial bid (L1 bidder). 3.12.5. Arithmetic errors correction Arithmetic errors, if any, in the price breakup format will be rectified on the following basis: If there is discrepancy between the unit price and the total price, which is obtained by multiplying the unit price with quantity, the unit price shall prevail and the total price shall be corrected unless it is a lower figure. If the supplier does not accept the correction of errors, its bid will be rejected. If there is discrepancy in the unit price quoted in figures and words, the unit price, in figures or in words, as the case may be, which corresponds to the total bid price for the item shall be taken as correct. If the Bidder has not worked out the total bid price or the total bid price does not correspond to the unit price quoted either in words or figures, the unit price quoted in words shall be taken as correct. JNU may waive off any minor infirmity or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such a waiving, does not prejudice or effect the Technical Qualification of any bidder 3.13. Conditional Bids Conditional bids shall not be accepted on any ground and shall be rejected straightway. If any clarification is required, the same should be obtained before submission of bids 3.14. Contacting the University/Canvassing Bidder shall NOT contact the University on any matter relating to its Bid, from the time of opening of Bid to the time a communication in writing about its qualification or otherwise received from the University. Canvassing in form will thus lead to cancellation / rejection of Bid. Any effort by the Bidder to influence the University in its decisions on Bid evaluation, Bid comparison may result in the rejection of the Bidder s Bid. 4. GENERAL TERMS AND CONDITIONS 4.1. Definitions In this Contract, the following terms shall be interpreted as indicated: 4.1.1. The University means Jawaharlal Nehru University (JNU); 4.1.4. The Goods means all of the equipment which the Supplier is required to supply to the University under the Contract; 9
4.2. Price 4.1.5. The Services means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training and other such obligations of the Supplier covered under the Purchase Contract; 4.1.6. TCC means the Terms and Conditions of Contract contained in this section; 4.1.7. The Supplier or the Bidder means the individual or firm supplying or intending to supply the Goods and Services under this Contract. 4.2.1. Prices quoted by the bidders should include all local taxes, VAT, duties, levies, transportation costs. 4.2.2. Once a contract price is arrived at, the same must remain firm and must not be subject to escalation due to fluctuation in foreign currency, change in the duty/tax structure, changes in costs related to the materials and labour or other components or for any other reason. 4.2.3. No other cost whatsoever will be paid by JNU. 4.2.4. Further, subsequent to the orders being placed/ agreement executed, the Bidder shall pass on to the University all fiscal benefits arising out of reductions in Government Levies viz., Sales Tax, Excise Duty, Custom Duty etc. Otherwise rates are firm during the entire contract period. 4.2.5. JNU is registered with DSIR, Govt. of India and is therefore, exempted from Custom Duty, Exemption letter, if required, shall be issued by JNU as and when required/asked for. 4.3. Terms of Payment The standard payment terms of JNU are given below: 4.3.1. 100% after delivery, installation and verification of work 4.3.2. Bidder will be entirely responsible for all applicable present and future, duties, levies, charges, license fees, VAT etc. 4.3.3. TDS, if any, will be deducted while releasing the payment. 4.3.4. All Payments will be made to the Bidder in Indian Rupee only. 4.4. Technical Information 4.4.1 The Bidder should strictly quote for the Brand/ Model complying with technical specifications given in Annexure. 4.4.2. The technical documentation involving detailed instruction for operation and maintenance, users' manual etc., is to be delivered with every unit of the equipment supplied. The language of the documentation should be English. 4.4.3. The Models offered should strictly conform to the specifications given in the product literature and these models should be supported for a minimum period of 5 years. The Models proposed/ marked for withdrawal from the market and the models under quality testing should not be offered. University shall reserve right to ask for PROOF OF CONCEPT on working of the newly introduced Models in the market, if offered, on the agreed terms & conditions. 10
4.4.4. When the configuration / feature required is not available in a particular model, the next available higher configuration model shall be offered. 4.4.5. In addition to the above, if any additional / enhanced configuration is suggested in view of technological changes, it may be furnished as optional feature with / without cost duly explaining the additional utility of the offered model in both the technical offer document as well as Commercial Offer document. However, the basic quote should be confined only to the configuration/ model offered for. 4.5. Acceptance 4.5.1. The acceptance / performance test will be performed after completion of installation of all the hardware items. The Bidder will be responsible for setting up and running the acceptance test without any extra cost to the JNU. 4.5.2. In the event of hardware and software failing to pass the acceptance test, a period not exceeding two weeks will be given to rectify the defects and clear the acceptance test, failing which the University reserves the right to get the corresponding component replaced by the Bidder at no extra cost to the University or to cancel the order and recall all the payments made by the University to the bidder. 4.6. Acceptance Date: Bidder shall submit all the duly signed Installation-cum-Acceptance Certificates. Accordingly, the warranty period of 5 years starting from the date of acceptance, shall be determined and conveyed to the Bidder in writing. 4.7. Governing language 4.7.1. The Contract shall be written in English. All correspondence and other documents pertaining to the Contract, which are exchanged by the parties, shall be written in English. 4.7.2. The technical documentation involving detailed instruction for operation and maintenance users' 4.7.3. Manual etc. is to be delivered with every unit of the equipment supplied. The language of the documentation should be English. 4.8. Warranty 5-years comprehensive on-site. 4.9. Post Warranty Maintenance: 4.9.1. The selected Bidder will enter into AMC (Annual Maintenance Contract) with the University, if so desired by the University, for post warranty maintenance after the expiry of the 5 years warranty period. However, the University will be having right to go with any other Bidder for AMC. 4.10. Repeat Order The University reserves the right to place repeat order for the same items at the contracted rate, within 180 days of placing the order. 4.11. Penalty for Default Delivery 11
4.11.1. If the Bidder fails to deliver the items within stipulated period, University will impose a penalty of 1% of the order value for the late delivered item for each weeks delay or part thereof, subject to maximum of 10% of value of the late delivered items. 4.11.2. In case the delay exceeds TEN weeks, University reserves the right to cancel the order. In such an event Bidder will not be entitled to or recover from JNU any amount by ways of damages, loss or otherwise. If orders are cancelled due to non delivery, the Bidder will be debarred by University for participating in any future tenders floated by JNU. 4.12. Termination 4.12.1 Prior to the delivery of the hardware items, the University may at any time terminate the contract by giving written notice to the Bidder if the Bidder becomes bankrupt or otherwise insolvent. In this event, termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to the University. 4.12.2 The University reserves the right to cancel the contract in the event of happening one or more of the following Conditions: Failure of the successful bidder to accept the contract; Delay in delivery beyond the specified period; Delay in completing installation / implementation and acceptance. 4.13 Special Conditions 4.13.1 If a firm quotes 'Nil' charges/considerations the bid shall be treated as unresponsive and will not be considered in terms of the O.M No. 29(1)/2014 PPD dated 28.1.2014 of the Ministry of Law/Ministry of Finance. 4.13.2 Any claims, disputes or differences arising out of or in connection with this contract and which cannot be settled by mutual consultation, shall be referred to an arbitrator appointed by the Vice Chancellor. The award of arbitrator shall be final and binding upon the parties of the contract. The arbitral procedures shall be governed by the Arbitrator and Conciliation Act, 1996 and shall be conducted in JNU. 4.13.3 All or any claim(s), dispute(s) or difference(s) arising out of or in connection with the contract shall be subject to the exclusive jurisdiction of the courts at New Delhi Only. 4.13.4 JNU is registered with DSIR, Govt. Of India and is therefore, exempted from Custom Duty and Central Excise Duty, Exemption letter, if required, shall be issued by JNU as and when required/asked for. 12
Annexure I Bid Forwarding Letter (To be submitted on Bidder s letter head) Date: The Director Communication & Information Services Jawaharlal Nehru University Hall No.3, Lecture Hall Complex New Delhi 110 067 Dear Sir, Subject: Supply and Installation of Micro Cloud Servers at JNU We, the undersigned, offer to submit our bid in response and accordance with your tender No. JNU/CIS/2015/MC/01/01 dated [06.02.2015]. Having examined the tender document including all annexure carefully, we hereby submit our proposal along with all the requisite EMD and other documents as desired by the JNU. Further, we agree to abide by all the terms and conditions as mentioned herein the tender document. We agree to abide by this offer till 120 days from the date of last day for submission of offer (Bid). We have also noted that JNU reserves the right to consider / reject any or all bids without assigning any reason thereof. We understand that the JNU is not bound to accept any proposal it receives. Yours sincerely, Date : Place : Signature of Authorised Signatory Name of the Authorised Signatory Designation Phone & E-mail: Name of the Organisation Seal 13
Annexure - II Pre-Qualification/ Minimum Eligibility Criteria S.No Minimum Eligibility Criteria Bidder s response 1 Name of the bidder company 2 Year of establishment 3 Type of Company [Government/ PSU/Pub. Ltd / Pvt. Ltd / partnership / proprietary] 4 Registration No. and date of registration. 5 Address of Registered Office with contact details 7 PAN No. 8 OEM or Authorized Partner/dealer Type of Partnership Valid partnership certificate enclosed (Yes / No) 9 OEM Details Name of OEM Address of OEM in India Contact Details of OEM Name Designation Mobile No. Mail Id 10 Contact Details of Bidder s authorized representative to make commitments to JNU Name Designation Mobile No. Mail Id 11 Financials FY Parameter a 2013-2014 Annual Turnover 2012-2013 2011-2012 b 2013-2014 Cash Profit 2012-2013 c 2013-2014 Net worth 2012-2013 2011-2012 d CA certificate submitted (Yes/No) 12 ISO 9000:2001 certification Enclose copy of certificate 13 OEM authorization for quoting their product. [Yes / No] 14 Support : Location, Address and contact details of support Center Date Place Signature of Authorised Signatory Name of the Authorised Signatory Designation Phone & E-mail: 14
Name of the Organisation Seal Note : 1. Bidder response should be complete; Yes/No answer is not acceptable. 2. Documentary proof, sealed and signed by authorized signatory, must be submitted 3. Details of clients and relevant contact details are mandatory. Bidders may take necessary approval of the clients in advance before submission of related information. JNU will not make any separate request for submission of such information. 4. Proposal of the bidders is liable to be rejected in case of incomplete information or wrong information or non-submission of documentary proof. ********************* 15
Annexure - III Technical Bid Format and Masked Priced Bid Micro Cloud Servers Tentative Quantity - 10 S.No. Configuration Compliance(Y/N) 1. Processor Two Intel Xeon E5-2630_v3 (8C, 2.40GHz) or better 2. Chipset Intel C610 series chipset or better 3. Memory 32 GB DDR4 Expandable upto 384GB or More 4. Drive Bays Minimum 10 Hard Drive bays for 2.5 Drives 5. Disk requirement 2 x 1.2TB SAS 10,000 rpm, 6Gbps, Hot plug, Enterprise class Support for up to 8 x SAS/SATA HDDs or Higher RAID 0/1 (on Day one) & RAID 0/1/10/5/50/6/60 (future support using suitable RAID cards) 6. Raid Controller 7. Form Factor 1U/2U Rack Mountable 8. Ethernet Interface Minimum 4 Gigabit (100/1000 Mbps) Ethernet with iscsi Support 9. Redundancy Redundant Hot pluggable Fans, HDDs & Power Supplies 10 PCIe Slots Minimum 2 11. Power Redundant and hot swappable Power Supply Supply 12. System Fans Hot Swappable and Redundant 13. Operating System Support 14. System Management Microsoft Windows Small Business Server 2008/12, Microsoft Windows Essential Business Server 2008/12, Microsoft Windows Server 2008/12 SP2, x86/x64 (x64 includes Hyper V ), Microsoft Windows Server 2008/12 R2, x64 (includes Hyper V v2), Microsoft Windows HPC Server 2008, Novell SUSE Linux Enterprise Server, Red Hat Enterprise Linux Embedded System Management / Remote management, IPMI 2.0 Complaint, 1 x Dedicated Management LAN Port 15. Warranty 5 years on site with spares. PRICE BID FORMAT S.No Item Model Number (As per required Specification) 1 Micro Cloud Servers Micro Cloud Server Unit Price in USD Inclusive of all Taxes Unit Price in USD Exclusive of Custom Duty* 16
*Exemption as per notification at Annexure VIII INR Conversion will be as per Dollar to Rupees Conversion Rate prevailing on the date of opening of the bid. Price quoted should be net F.O.R. Jawaharlal Nehru University In the Bidder s Response column of each table, please mention precisely the offerings as per the brand/ model being quoted by you. Simply writing Yes or Complied will not be acceptable and such bids shall liable to be rejected. Datasheets of all the items should be enclosed with the technical bids. Any other equipments, cables, connectors etc., required meeting the Banks requirement and to complete the installation has to be arranged by the bidder at no additional cost to the JNU. Date Place Designation Phone & E-mail: Name of the Organisation Seal Signature of Authorised Signatory Name of the Authorised Signatory 17
Ref: To Manufacturer Authorisation Format (To be submitted on OEM s letter head) Annexure IV Date: The Director Communication & Information Services Jawaharlal Nehru University Hall No. 3, LHC New Delhi-110067 (India) Dear Sir, Sub: Manufacturer Authorisation for Tender No.: JNU/CIS/2015/MC/01/01 We <OEM Name> having our registered office at <OEM Address> are an established and reputed manufacturer of <hardware details>. We confirm that <Bidder Name> having its registered office at <Bidder Address> is our authorized partner/ re-seller/ dealer for our <hardware details>. We authorize them to quote for our equipments in the above mentioned RFP. Further, we assure that we would extend full support to them in all respects for supply, warranty and maintenance of our products. We also ensure to provide the service support for the supplied equipments during the warranty period as per RFP terms. We also undertake that in case of default in execution of this RFP by the <Bidder Name>, the <OEM Name> will take all necessary steps for successful execution of this project as per RFP requirements. <OEM Name> Authorised Signatory Name: Designation: Note: This letter of authority should be on the letterhead of the OEM and should be signed by a person competent and having the power of attorney to bind the manufacturer. It should be included by the bidder in its bid. 18
Annexure V Installation-cum-Acceptance Certificate S.No. Bidder Name Remarks 1. RFP No. JNU/CIS/2015/MC/01/01 2. Supply Order No. and Date 3. Description of Server 4. Date of Delivery 5. Date of Installation 6. Serial Nos. of installed Server 7. Certificate Server [as per ordered configuration] has been delivered and successfully installed as per our requirements and all the services are working satisfactorily for the past one week. Accordingly, the hardware may be accepted. Name of JNU official: Designation: Signature : Date Seal : 19
Annexure VI Undertaking of Authenticity With reference to the hardware items quoted to you vide our quotation No.: dated in response to your Tender No.: JNU/CIS/2015/MC/01/01 dated 17/7/2014, we hereby undertake that all the components / parts / assembly / software used in these hardware items shall be original/ new from respective OEMs of the products and that no refurbished / duplicate / second hand components / parts / assembly / software are being used or shall be used. We also undertake that in respect of licensed operating system if asked for by you in the supply order, the same shall be supplied along with the authorized license certificate and also that it shall be sourced from the authorized source. Should you require, we hereby undertake to produce the certificate from our OEM supplier in support of above undertaking at the time of delivery/installation. It will be our responsibility to produce such letters from our OEM supplier s at the time of delivery or within a reasonable time. In case of default and we are unable to comply with above at the time of delivery or during installation for the hardware / software already billed, we agree to take back the same, if already supplied and return the money if any paid to us by you in this regard. We (Bidder name) also take full responsibility of both parts & service SLA as per the content even if there is any defect by our authorized service centre / reseller / SI etc. Authorized Signatory Name : Designation : Place : Date : 20
ANNEXURE-VII PERFORMANCE BANK GUARANTEE 1. In consideration of Jawaharlal Nehru University, New Delhi [hereinafter referred to as JNU, which expression unless repugnant to the context and meaning thereof shall include its successors and assigns] having agreed to exempt M/s [hereinafter referred to as 'supplier / contractor' which expression unless repugnant to the context and meaning thereof shall include its successors and assigns] from depositing with JNU a sum of Rs. towards security / performance guarantee in lieu of the said supplier / contractor having agreed to furnish a bank guarantee for the said sum of Rs. as required under the Terms & Conditions of contract / work order / purchase order no. dated [hereinafter referred to as the order] placed by JNU on the said supplier / contractor. We, (Name of the Bank) (hereinafter referred to as 'the bank' which expression shall include its successors and assigns] do hereby undertake to pay JNU an amount not exceeding Rs. (Rupees ) on the demand made by JNU on us due to a breach committed by the said supplier / contractor of the Terms & Conditions of the order. 2. We, the Bank do hereby undertake to pay the amounts due & payable under this Guarantee without any demur, merely on demand from the JNU, New Delhi stating that the amount claimed as due by way of loss or damage caused to or would be caused to or suffered by the JNU New Delhi, by reason of breach by the said Contractor (s) of any Terms & Conditions contained in the said Agreement or by reason of the Contractor (s) failure to perform the said Agreement. Any such demand made on the Bank under this guarantee, the decision of the JNU, New Delhi in this count shall be final and binding on the Bank. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. (Rupees ). 3. We, the Bank undertake to pay to JNU, New Delhi, any money so demanded not withstanding any dispute or disputes raised by the Contractor (s) in any suit or proceedings pending before any court or tribunal relating thereto our liability for payment there under and the Contractor (s) shall have no claim against us for making such payment. 4. We, the Bank further agree that the Performance Bank Guarantee herein contained shall remain in full force and effective during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the JNU, New Delhi under or by virtue of the said Agreement have been fully paid and its claims satisfied or discharged or till the Registrar of JNU New Delhi certifies that the terms & conditions of the said Agreement have been fully and properly carried out by the said Contractor (s) and accordingly discharged the Guarantee. Unless a demand or claim under the Guarantee is made on the Bank in writing on or before, the Bank shall be discharged from the all liability under the Guarantee thereafter. 5. We, the Bank further agree with the JNU, New Delhi, that the JNU, New Delhi, shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the Terms and Conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time to postpone for any time or from time to time any of the powers exercisable by the JNU, New Delhi against the said Contractor(s) and to forbear or enforce any of the Terms & Conditions relating to the said Agreement and the Bank shall not be relieved from its liability by reason of any such variation, or extension being granted to the said Contactor(s), or any forbearance, act or omission on the part of JNU, New Delhi, or any indulgence by the JNU, New Delhi to the said Contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would but for the provision have effect of so reliving the Bank. 6. This guarantee will not be discharged due to change in the constitution of the Bank or the Contractor(s) supplied. 21
7. We, the Bank lastly undertake not to revoke this guarantee during its currency except with the previous consent of the JNU, New Delhi in writing. 8. Notwithstanding anything contained hereinabove the liability of the Bank in respect of this Guarantee is restricted to Rs. (Rupees ) and it will remain in force till. Unless a demand or claim under this guarantee is made on the Bank in writing within three months from we shall be discharged from all liability under this guarantee. This Guarantee is valid to dated the day of. For (Indicate the Name of the Bank). Note: THIS GUARANTEE SHOULD BE ON STAMP IN ACCORDANCE WITH THE STAMP ACT. 22
Annexure VIII CUSTOM DUTY EXEMPTION NOTIFICATION 23