NORTH EAST ZONE

INVITATION TO TENDER AND INSTRUCTIONS TO TENDERERS

No. COMP/BND/HW(AMC)/IISFM/2008-09/                       Dated:- 20/12/2008

From
Area Manager,
Food Corporation of India
District Office, Banderdewa

To
__________________________
__________________________
__________________________
__________________________

Subject: Tender for AMC of Computer/Peripherals & Networks for
District Office, FCI, Banderdewa and its depot viz. FSD, Banderdewa

TENDER NOTICE

     For and behalf of Food Corporation of India, the Area Manager, Food Corporation of India, District Office, Banderdewa invites tenders in two bid tendering system(Technical Bid and Price Bid) from experienced and bona fide service providers with strong financial background having experience of Annual Maintenance Contract of Computers/peripherals & Networks in PSU or Govt. Department during preceding 3 years of minimum Rs 200,000/-(Rs 2 lacs) . The list of computer/peripherals (Annexure-B) with the terms and conditions are enclosed herewith (Annexure- A).The Price Bid is to be submitted in the format at Annexure ‘B’. The Price Bid of only those will be considered, who will qualify for technical bids

     The technical Bid must be accompanied with prescribed Earnest Money of 2% of value of contract value but not less than Rs 5000/- in form of Demand Draft/Pay Order in favor of Food Corporation of India, Banderdewa drawn on any schedule Bank and payable at Naharlagun. Tenders not accompanied by Earnest Money in the prescribed form shall be summarily rejected.

     Tenderers are advised to ensure submission of valid service tax and registration number from the OEM (HCL, HP or Acer) and certificates  / documents showing annual turnover of not less than 3 crores for the last three financial years along with the technical bid, failing which the tender may be treated as incomplete and will be summarily rejected.

     The Technical Bid and Price Bid are to be submitted simultaneously in two separate envelopes, clearly super scribed as Technical Bid and Price Bid and finally put in double sealed envelopes, the inner envelope superscripting the Tender No./Date and Name of Work. The outer cover shall be addressed to Area Manager, Food Corporation of India, District Office, Banderdewa without mentioning that the tender is contained inside.

     The tender will be received on 29.12.2008 up to 1.00 PM in the office of the Area Manager, District Office, Banderdewa and will be opened on the same day at 2.30 PM in the presence of the tenderers or their authorized representatives who may wish to be present. The Price Bid envelops of only those tenderers will be opened who are found to be technically qualified on the date fixed by this office. The date / time of opening of the Price Bid will be intimated to the qualified tenderers only, separately.

     After acceptance of the tender and award of contract, the EMD of successful bidder will be converted into Security Deposit and will be adjusted against the bills of the contractor and that of the unsuccessful bidder, the EMD will be refunded. The decision of the Corporation will be final and FCI reserves the right to accept or reject any or all the tenders without assigning any reason/s thereof.

Encl.-As above

Yours sincerely,


AREA MANAGER
FCI. DO, Banderdewa

Annexure ‘A’

Terms and Conditions

1. The technical bid must be accompanied with prescribed earnest money of 2% of value of contract but not less than Rs. 5000/- in form of demand draft/pay order in favor of Food Corporation of India, Banderdewa drawn on any schedule Bank and payable at Naharlagun, Arunachal Pradesh.

2. The technical bid shall be accompanied by valid service tax registration certificate

3. The bidder shall also submit the copy of valid certificate from OEM i.e. HCL, HP or Acer indicating that the bidder is their authorized AMC provider.

4. The technical bid must be accompanied with duly authenticated certificates/documents showing annual turnover of not less than 3 crores during last three financial years.

5. The technical bid must be accompanied with experience certificate issued by PSU or Govt. Department, indicating clearly the satisfactory execution of AMC of minimum Rs. 2 lacs during preceding three years.

6. The technical bid must be accompanied with undertaking that resident engineer / technician deputed shall have appropriate experience

7. The AMC charges should be quoted for comprehensive maintenance of the equipments. The Corporation will not pay any extra amount for any replacement of the part. The parts replaced by the company/firm should be preferably of the same make/compatible or standard make.

8. The work shall be executed as per the direction and to the satisfaction of the Corporation.

9. Technical bid shall not have the price portion but must include all the required Technical particulars / Commercial details about experience, infrastructure etc.

10. Tender should be furnished in a properly sealed cover containing inside two Separate sealed envelopes, one each for technical bid and financial bid superscripted as: Technical Bid' and 'Financial Bid' in duplicate and must have validity of 60 (Sixty) days from the date of opening of the tender and all pages of offers must be signed by the authorized representative of the Tenderer.

11. The contract will be awarded initially for a period of 1 (one) year. However, the same will be extendable on year-to-year basis for the maximum additional period of two years provided the institute finds the services satisfactory. In case of exceptionally good services, the term can be further extended for additional 2 years on year-to-year basis under similar terms and conditions.

12. Maintenance service shall consist of on site preventive and corrective measures.

13. Each resident engineer should report to the computer center for duty as per the duty schedule, as well as keep track of complaints register to discharge the AMC duties efficiently. He will carry the call report book & a cell phone in proper working condition, provided by tenderer for receiving and responding to the complaint calls. The resident will also maintain a record of repair/ replacement of parts with complete details. In case of replacement of equipments (due to non repair) vendor has to issue a certificate for replacement giving reasons. A copy of the certificate needs to be sent to Stores Officer in the Institute.

14. The successful tenderer will have to sign an Agreement with the Corporation on a non-judicial stamp paper of Rs. 10/- before taking over the contract.

15. Tender Document can be downloaded from the website (www.fcinez.com and www. tenders.gov.in )

16. The party shall render maintenance services during 9.30 AM to 6.00 PM Monday to Friday and, if required, on holiday/Sundays also, without any extra charges.

17. The party shall provide the resident engineer/technician from 9.30AM to 6.00 PM on all working days and holidays, (if required) to attend the problems immediately on the spot.

18. In case an equipment / machine is being taken for servicing to service center, the firm will provide a stand by equipment and will take prior permission of the Nodal Officer Computer Center before taking the equipment out. Cost of transportation and insurance of equipment will be born by the firm.

19. The firm will honor complaints logged by phone/ e-mail/fax/post or any other mode of communication. Counting of down time will start from the time of logging the complaint and will continue till the machine is properly repaired and a certificate to the same effect is obtained from the user.

20. The firm shall maintain all the machines satisfactorily till the end of the AMC tenure and handover all inventory in good working condition to the next vendor, in case the AMC is not extended or is terminated.

21. The tenderer shall clean all computers / equipments / machines under AMC a twice in a year. He will maintain vacuum cleaner for dust cleaning of equipments.

22. The tenderer will place stickers on each equipment under warranty in the beginning of contract as well as time to time in future when new equipment are added under AMC.

23. The down machine will come under AMC only after the same is repaired by the successful Bidder on chargeable basis and tenderer should submit estimate of repairing charges to Area Manager once. Thereafter, no revised estimate of machine repaired will be accepted.

24. The loading of OS Windows 2003 in Server Machine and Windows XP in client machine is the mandatory duty of the Successful Bidder if the OS is corrupted during AMC period for various reasons.

25. LAN administration Services to be provided remedial steps for the upkeep of the entire Network to achieve the network performance at the optimum level by the fine tuning various parameters of different S/W and H/W.

26. Terms and condition for VPN and Net working in Annexure –“C”

The following Services are not included in the Maintenance Service:

a) Repair of Machine damage, replacement of maintenance parts by Successful Bidder due to inadequate space, electrical power, and air conditioning and humidity control.

b) Neglect or misuse, including use of the machines for purposes other than, for which they are designed.

c) Accident or disaster, including water, wind and lighting, transportation, vandalism or burglary of machines designed to contain funds.

d) Alterations, including any deviation from original Machine design unless authorized by Successful Bidder.

e) Conversion from one model to another or the installation or removal of a feature whenever a party other than Successful Bidder performs any of these activities.

f) Damage caused by rodents or natural disaster.

FOOD CORPORATION OF INDIA
DISTRICT OFFICE : BANDERDEWA, A.P.

Annexure ‘B’

Specification of Desktop Computers, Printers and Rates

Payment Terms

1. The payment will be made through an A/C payee Cheque after deducting the TDS, if applicable.

2. Maintenance charges will be paid on quarterly basis after deduction of Penalty, if any; after submission of quarterly Preventive Maintenance Report & Payment of last quarter will be made subject to satisfactory performance at the end of quarter after deduction of penalty.
3. The rates quoted shall be exclusive of any surcharge levied from time to time.

AREA MANAGER
FCI, DO, BANDERDEWA

Annexure-‘C’

1. Any failure in the system or a subsystem thereof should be rectified within
maximum period of 48 hours of lodging complaint.

2. If the system is down beyond 48 hours (at State Capitals & sites with public
air-transport facilities) or 72 hours (at other sites) as the case may be, penalty
at the following rate per day, i.e., 2% of cost of support charges for CISCO
item in subject system will be charged or recovered from out of withheld
amount towards security subject maximum of 10 days after which FCI holds
option of canceling order. In addition to this, the cancellation charges @ 10%
of total value of support charges of CISCO item in subject including above
penalty from the security deposit of the vendor.

3. Vendor shall also carry preventive maintenance of CISCO items on half
yearly basis for each order, documentary proof with regard to this should be
submitted along with the bills duly certified by the FCI end-user.

4. All the complaints/calls completed by vendor as per clause of the tender
document, should be duly certified by FCI end-user and documents with
regard to this should submitted by vendor along with the bills, otherwise
action will be taken as per clause of the tender document.

5. Scope of Work-
The vendor should provide the following services under the empanelment to
keep the systems in good running condition :

(A) Installation and configurations of the new/existing CISCO and LAN items as
per FCI requirements.

(B) Unscheduled on-call corrective and remedial maintenance service to be
carried out to set right the malfunctions of the systems. This includes
replacement of unserviceable parts. The parts replaced will either be new
parts or equivalent in performance to new parts. The parts will be supplied by
CISCO/ vendor obtained from CISCO under Technical Assistance Centre
(TAC) arrangement. However, depending on the requirement, FCI may
decide to transfer the Technical Assistance Centre (TAC) on to the selected
Vendor. Whether a defective item or components is to be replaced or repaired
shall be at the sole discretion of FCI. In the case of replacement of part, the
defective part, removed from the system will become the property of
FCI/CISCO vendor/ CISCO as agreed in contract.

(C) System Maintenance charges shall not include the cost of consumables
(Cisco cable etc.), up-gradation of the Cisco-IOS (Input Output System
etc.).

5.1 During system maintenance/ support, the vendor shall be responsible for Ex-
User FCI carriage of CISCO items.
 

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