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MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
(Govt. of Maharashtra Institution)
nd
2
Floor, MAHADA Comm. Complex, Opposite Tridal Nagar,
Yerwada, Pune. 411 006
http://www.mahaurja.com, Email: - info@mahaurja.com
020-26615393, 26615403, Fax: 020-26615031
Tender Notice No. ADM\EDP\2014-15\CompAMC
TENDER DOCUMENT
for
ANNUAL MAINTENANCE CONTRACT FOR COMPUTER SYSTEM
For 2014 - 2015
Important Dates
Issue Date of Tender document
Date and time of Prebid meeting
Last Date and time of Tender document
submission
Date and time of Technical Bid opening
From 12-06-2014 to 20-06-2014
18-06-2014 at 11:30 am
21-06-2014 up to 2:30 pm
21-06-2014 at 3:00 pm
Issued to: ______________________________________________________
Vide Challan No: _________________________ Dated: _________________
Authorized Signature
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 1 of 22
INDEX
Sr. No.
Particulars
Page
No
1
Tender Notice
3
2
Particulars of tender
4
3
Introduction
4
4
Scope of Work
5
5
Eligibility criteria
10
6
General terms and conditions
11
7
Opening of tender
15
8
Terms of Payments
17
9
Annexure – 1
20
10
Annexure – 2
21
11
Annexure – 3
22
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 2 of 22
TENDER NOTICE
Sealed tenders are invited from reputed and experienced vendors for Annual
Maintenance comprehensive contract of computers, UPS, printers, scanners, computer
accessories and network peripherals.
Estimated Cost
Rs. 3.00 lacs
Cost of tender document
Rs. 250/- (Rupees Two hundred fifty only) To be paid in
cash / demand draft drawn in favor of Maharashtra Energy
Development Agency payable at Pune from any
nationalized bank. (Non-refundable).
The tender can be down loaded from MEDA website
http://www.mahaurja.com/tender.html. If the tender
document is downloaded from website. Bidder has to
submit cost of tender document in the form of Demand
Draft.
Earnest Money Deposit
Rs. 5000/- by DD in favor of Maharashtra Energy
Development Agency, Pune from any nationalized bank.
Sale of Tender
Document
Pre-bid Meeting
Last date & time of
Submission of Tender
Date
of Opening of
Tender
From 12-06-2014 to 20-06-2014
(During office hours only)
18-06-2014 at 11:30 am
21-06-2014 up to 2:30 pm
21-06-2014 at 3:00 pm
Director General MEDA, reserves the right to accept or reject any or all tenders
without assigning any reason thereof
Director General
Maharashtra Energy Development Agency, Pune
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 3 of 22
PARTICULARS OF TENDER
INTRODUCTION
Maharashtra Energy Development Agency (MEDA), Pune is Govt. of
Maharashtra (GoM) undertaking, working as a Nodal agency under Ministry of New &
Renewable Energy (MNRE), Govt. of India for development & promotion of renewable
energy sources in the State. MEDA is also promoting use of renewables and energy
conservation through various awareness programmes in all sectors of economy. Govt. of
Maharashtra has notified MEDA as “Designated Agency” for implementation of Energy
Conservation Act, 2001 & related schemes in the State. MEDA is also nominated by GoM
as Nodal Agency of State.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 4 of 22
SCOPE OF WORK
MEDA intend to invite tender for Annual Maintenance Contract (AMC) for all
Servers, computers, Dot Matrix, DeskJet / Office jet, LaserJet Printers and UPS and its
battery, along with network switches/hubs with network management etc. MEDA has HP /
Dell / Lenovo branded desktop with HP / Dell servers. The OS on client PC is Windows 7
professional SP1 32 bit with 2-4 GB RAM / Windows XP SP2 and on server it is Windows
2008 R2 64 bit / Windows 2000 server. The application software is SQL server and ISM
Marathi software on main Server, Quick Heal End Point Security antivirus etc. The
software on client nodes includes MS Office, WinZip alongwith in house developed MIS
software, Antivirus software, ISM Marathi software, Microsoft Thunderbird / outlook/
outlook express, Tally, Reylon SaralTDS etc. All PCs are connected in LAN and
broadband BSNL Dataone internet.
Bidder has to maintain all kinds of all types of drivers, windows updates, antivirus
definations updates, network security, virus protection, detail log of day-to-day work,
computer maintenance history, computer critical backup / restore, tuning of PC for better
performance etc. The present hardware details are as follows Details of Computers, Printers, Scanners and other hardware
SrNo.
1
2
3
4
5
6
7
8
9
10
11
Particulars
Computers
Servers
Laptop
Dot Matrix printers
DeskJet printers
LaserJet printers
UPS
Scanner
Hub / Switch
Internet Modem
Other
Qty
70
1
5
3
4
23
2
5
10
3
-
Remarks
Desktop computers
Dell 2950 Server
HP
Epson Lq-300 and LQ-1150+II series
HP make
Canon , HP, Brother
DB Power UPS – LN101 10 kva and DB Power UPS – LN3100
20 kva
Flat bade A4 size
3 Dlink 24 port hub, 7 nos Dlink 8 port switch
BSNL Dataone ADSL 2+ Router
LAN Patch cables, connectors, power or LAN cables /
adapters etc
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 5 of 22
The scope of AMC include repairing/ replacement of faulty keyboards/ mouse/ CPU/
printers/ all kinds of Cords/Cards/HDD/DVD/CD Rom/CD-RW/ DVD-ROM, etc. AMC also
include re-loading of existing software’s and drivers, restore point/Ghost image
backup/restore etc. The quarterly dust cleaning of computers, UPS, switches / hubs,
printers, maintenance of two DB Power UPS with tubular batteries, battery lugs which is
included in AMC. Replacement of UPS batteries will not be under AMC scope. Only
servicing of both UPS batteries will be under the scope of AMC.
The bidder shall get the maintenance of the equipments, including the cleaning thereof,
done by his maintenance staff solely at his own risk. The department shall not, in any way,
be liable to make any payment, incur any expenditure or face any law suit in any court of
law for any injury or death suffered by the bidder’s maintenance staff during the course of
maintenance under the AMC. The bidder firm must have expertise in corrective and
preventive on site maintenance and repair of servers, clients, stand alone and networked
computers, Laser, DeskJet dot matrix, printers network components and peripherals and
other hardware parts and accessories
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 6 of 22
DETAIL SCOPE OF SERVICES 1.
The contract will be started from the date of signing the agreement for the period of
one year for providing all services on site including all spares and replacement of
defective parts. The bidder shall have a service base with required and enough
spares. The bidder should always be in a position to replace defective parts of all
brands of PCs, Printers, UPS, and switches without any delay. The standby
spares/system must be replaced within one week. This should be specifically
confirmed in the offer.
If system is under warranty, the bidder should get replace defective system from
respective company directly.
2.
As far as possible the repairs should be carried out on site itself. The bidder will
have to provide one stand by PC's of the same / higher specification of MEDA
existing HP branded PC. No charges will be paid for stand by machine.
3.
The bidder shall provide spare parts, assemblies and sub-assemblies, which
develop defects or break-down during the period of AMC, must be replaced with
same specification immediately. If it is not available/repairable, then you must
replace it with new and high specification spare part (acceptable to MEDA authority)
with same brand and compatible to system. MEDA will provide consumable items
such as printer ribbons, toners / sleeve for laser-jet printers, inkjet cartridges and
UPS batteries only. All the devices, small items, printer gears and any other plastic
part, printer head, any circuit board are covered under the AMC. All spare parts
other than above mentioned consumables, replaced shall be of new original
equipment manufacturer/supplier and with same specification or higher
specifications.
4.
The computers/printers/UPS components will come under the contract. This will
include: Processor (CPU), Motherboards, Main memory (RAM), Storage devices,
i.e. Hard Disk Drives and CD-ROM /CD-RW/ Combo drive/DVD Drives. Keyboards,
mouse, Modem, Monitors (including picture tube) all peripheral cards/network cards
SMPS unit, the complete UPS (excluding batteries) etc. The quarterly servicing of
the DB power UPS must be carried out only from Emerson Network Power, Pune.
5.
The firm must open & maintain separate log book for all computers of the MEDA to
be taken under the AMC and preventive maintenance of all systems will be carried
out on quarterly basis. The log book include details like whether the equipment has
suffered a breakdown or not and it would include checking of all the peripherals
installed. The quarterly maintenance will ensure PC for proper operation, servicing
and cleaning of machines, dust cleaning, cleaning of device with solution and
printers and cleaning of floppy drives / CDROM drives and checking of head
alignment and windows update/temp file cleaning etc. A Preventive Maintenance
Report signed by the user would be submitted in the prescribed format by the
th
bidder to MEDA by 15 of the month following end of each quarter failing which
quarterly payment will not be released to the vendor.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 7 of 22
6.
Response time for maintenance of computer system should be less than one hour.
The uptime of each machine will be calculated on the basis of data maintained by
the computer department.
7.
Your engineer must visit our office from 10.00 am to 6.00 pm on working days, even
though there is no problem / calls. Also visit to office in case of any urgent work on
holidays if required in rare case. Bidder must depute one senior engineer
throughout contract period.
8.
If logged call is not finished within 2 working days (which include call log day also),
same work will be get done by external third party company on call basis and
charges will be deducted from your quarterly payment as per additional penalty
deduction clause.
9.
All types of repairs must be done within 2 working days, from the date of the call
informed to you. If work is not done within 2 working days, then MEDA will purchase
and replace faulty part with same or/higher specifications part and payment will be
deducted from your outstanding bill.
10.
If even after repair, same problem arises second time then you must replace faulty
device with new device and with same/higher specification. If you fail to replace
faulty device, then faulty device will be replaced by second party and payment will
be deducted as per additional penalty deduction clause.
11.
If during the contract period, any of the existing MEDA computer/printer replaced by
new system then you will provide all types system software’s / upgrade support for
the same.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 8 of 22
Network Management and Computer Maintenance scope The successful bidder has to perform the following jobs, which will form part of the
contract.
1. To maintain and support the MEDA network through periodic monitoring of Servers
and Client nodes and day to day maintenance and management.
2. Configuration of servers or workstations with all network settings, testing, tuning etc.
Monitor all user and server systems for effective implementation of Anti-virus on
regular basis. Update virus definition, check virus logs and settings etc.
3. To monitor and upkeep the performance of LAN. To identify LAN / Internet faults
and get them resolved. Resolving server problems effectively without loss of time.
To make and keep ready disaster management plans to upkeep the important
servers. To take timely backup to maintain server to running smoothly
4. To ensure smooth functioning and the users stay connected. To manage the
accounts of users. To associate with internet service providers like Dialup , Data
one to run services smoothly
5. Security management: The bidder has to provide solution against external threat to
the entire network and implement it as part of the contract. The bidder should
consider that virus control is one of the most priority job in to the system to be
handled and eradicate the existing virus and prevent any new virus attack.
Protection for mail, http, ftp and other traffic; guard against spam, worms, Trojans,
viruses and malicious java, active X, java script or other codes. The solution may be
based on available resources at MEDA. However, bidder is free to use additional
hardware and legal software compatible with the existing system to provide the
solution during the AMC period as stated above. The details of this to be provided in
the tender.
6. To assist MEDA in its IT expansion plans, if required. Your engineer must be able to
work on Windows 2008 based servers, Routers, Firewalls (both software and
hardware based), Leased lines, Server Administration, Virus protection etc. Support
for general maintenance of IT equipment under warranty if required. To provide
support for third party software and changes in the h/w inventory as and when
required
7. Prepare preventive maintenance Annexure for all equipment which are under AMC.
To monitor CPU utilization and disk space management etc. To install necessary
software’s on all computer systems as and when required. Support the MEDA in
keeping all the utilities in working condition
8. Support for new installations or upgrades; To perform system tuning for better
performance. Bidder should maintain the end users, log of calls / complaints /
problems and changes requested by users and keeping track of the same;
providing reports of calls and actions taken on daily basis to Computer
Programmer, MEDA.
9. If there is any problem with device drivers then your engineer must download
proper drivers from internet and save it to user local d: or e: and install it. You must
update and maintain all clients pc and servers virus definition, Microsoft windows
update, Microsoft office and other software updates during last week of every month
or as and when required.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 9 of 22
Eligibility Criteria
1. The firm should be in existence for over 5 years in the similar business of IT facility
management and annual maintenance contract work with minimum turnover of
Rs.10 lac/yr (Ten Lakhs per year) for the last 3 years in computer hardware related
maintenance services.
2. The firm should have previous experience in on-site maintenance and repair of
computer hardware including server, personal computers, and the laser/inkjet
printers in reputed organizations
3. The firm should have workshop with well qualified engineers and the latest/modern
gadget and tools for service/maintenance of computers/ printers/UPS/Scanners/
Servers etc.
4. The firm must have carried out jobs for maintenance of minimum 100 computers at
one site during last three years and submit photocopies of the work order. The
certified details of infrastructural facilities, like no. of equipments for repair works,
total staff including no. of engineers with their qualification and experience should
also be given.
5. Your engineer must be MCP / MCSE certified with more than three years of
experience in computer hardware and maintenance.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 10 of 22
General Terms and Conditions
1.
Postal addresses for correspondence Maharashtra Energy Development Agency,
MHADA Commercial Complex, 2nd Floor,
Opp. Tridal Nagar, Yerawada,
PUNE - 411 006.
Ph No: 020-26615311, 26614403
Fax: 020-26615031 Email ID: info@mahaurja.com
2.
Issue of tender document The Tender document can be obtained from MEDA office from sell date of
offer (during office hours only) on payment of Rs.250/- by cash or demand draft in
favor of Maharashtra Energy Development Agency payable at Pune from any
nationalise bank. The tender document is also available at our website
http://www.mahaurja.com/tender.html and if tender document is downloaded from
website then tender document fee of Rs. 250/- must be given along with offer in the
form of Demand Draft payable at Pune from any nationalise bank. If tender
document purchased from our office then enclose payment receipt of Rs. 250/along with you offer in Technical Bid envelop.
3.
The bidder shall sign all pages at the bottom left hand corner pages of tender
documents. The tender should bear (at appropriate places) No alterations or
modifications shall be made in the forms and Annexure that form part of the contract
document. Any tender not accompanied by all the stipulated documents and
information specified herein shall be considered incomplete and shall be liable for
rejection without assigning any reason. Conditional tender shall be out rightly
rejected.
4.
Overwriting should be avoided and if any, should be accompanied by signature.
5.
Bidder shall deposit 3 % of the contract amount as Security Deposit to MEDA at the
time of signing the agreement. This amount shall be refunded to the bidder after
expiration of contract after adjusting such dues or claims or both as may remain
unpaid at the time of termination or expiration of the agreement.
6.
No advance payment in any case would be made. Payment will be made on
quarterly basis only after completion of service for the quarter and after successful
completion of preventive maintenance. The quarterly payment will strictly be made
on the basis of fulfillment of clause no 5 and satisfactory report from the Sr.
Computer Programmer.
7.
It may also be noted that in case of bidder backing out during the contract period
without any explicit consent of the department, he will be liable to forfeiture security
deposit or any amount due him.
8.
Bidder shall not enter into a sub-contract with any other person(s)/firms(s) or to
transfer the contract or any benefit there-under to any person(s) or firm(s).
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 11 of 22
Refund of EMD
9.
a. Each tender shall be accompanied by Earnest Money Deposit of Rs 5000/-. No
exemption certificates, from any authority, are acceptable under any circumstances.
b. No interest shall be payable on the amount of Earnest Money. The EMD in parts will
not be accepted. No bidder will be exempted for EMD for any reason whatsoever.
c. Earnest Money Deposit shall have to be paid in the form of DD in favor of MEDA
payable at, Pune from any nationalise bank. Tender without earnest money deposit
will be out rightly rejected.
d. The amount of Earnest Money Deposit will be refunded to the non successful
bidders after finalization and issuing of work order and receipt of letter to MEDA for
refund of EMD.
e. In case of the bidder whose tender is accepted, the Earnest Money Deposit shall be
refunded on receipt of the Security Deposit (SD) and after signing the contract
agreement with MEDA. If the tenderer fails to pay the SD, within the prescribed time
limit, the Earnest Money Deposit shall be forfeited by the Maharashtra Energy
Development Agency, Pune & his tender will be rejected.
10.
Forfeiting of EMD:
EMD submitted by the bidder will be forfeited if:
a. The bidder withdraw his tender before the expiry of validity period of the tender, which is
90 days in this case.
b. The bidder does not accept letter of intent and/or work order, work order whatever may
be the case, if selected.
c. No interest shall be payable on the amount of Earnet money. The EMD in parts will not
be accepted. No bidder will be exempted for EMD for any reason whatsoever.
d. The bidder violate any of the provisions of the terms and conditions of this tender.
11.
Security Deposit:
The successful tenderer shall have to pay an Initial Security Deposit of 3 %
against the contract amount in the form of Demand Draft in favor of MEDA payable
at, Pune from any nationalized bank within 10 days from the issue of letter of intent.
The security deposit will be returned after successful completion of the work order
and settlement of contract.
If the tenderer, after having informed of the acceptance of the tender, fails to
sign and complete the contract documents within a period of 3 working days from
the date of letter of intimation of acceptance of his tender, the Earnest Money
Deposit of the tenderer shall stand forfeited and the tenderer shall have no claim
what so ever due to the forfeiture of the Earnest Money Deposit.
Right is reserved to revise or amend the tender document prior to the date of
submission of the tender as aforesaid. Such revision(s), amendment(s), or
extension(s), if any, shall be communicated in the form of an addendum or by a
notice in the press / on website, as may be considered suitable.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 12 of 22
12.
Penalty
During the down time, the bidder will provide a stand by system /device with
same or high specification system. If standby or equivalent system not provided or
system not repaired within specified time, then penalty is applicable as mentioned
into table below.
The bidder will ensure 95% uptime for Desktops and other equipments failing
which a penalty will be imposed as follows. However before imposing penalty, we
will inform you details about penalty at the end of quarter before processing
quarterly bill. The breakdown time will be worked out as under:
SNo
Breakdown Particulars
Penalty Rs.
1.
Any Server computer, Any DB Power UPS
Rs. 2500/- per day after 1 day for every day
/ part thereof
2.
Client Computer, Any Printer
Rs. 250/- per day
3.
Any part of computer failures will be treated as
computer failure (e.g. keyboard, mouse, monitor,
HDD, SMPS, motherboard etc)
Rs. 250/- per day
4
Absentee of your engineer
Rs. 500/- per day
5
Networking related problems
Upto one hour Rs.500/More than one hour Rs.750/- per day
(all above penalties from log time of
complaint)
NOTE: For above mentioned any particulars, if equivalent / higher specification
computer is provided within half hour, downtime is NIL (provided standby system
will be considered up to 2 days. From 3rd day onwards penalty will be imposed on
biddder as per above table details).
13.
Tendering procedure
⇒ All the Photo copies shall be attested by the competent authority authorized by Govt.
⇒ Tenders, if quoted only for a part of the specified item of a particular group will be
considered as incomplete tender and shall be rejected out rightly.
⇒ The tenderer must be service contractor for specified items mentioned in the tender
document. In any case, the code/legal specification must be followed.
⇒ Tender shall be rejected if it is submitted with conditions.
The tender is liable for rejection out rightly If while submitting it any document /
documents specified in Envelope-I are not submitted.
14.
The tender shall be neatly written, preferably typed, so as to be clearly legible. Every page of
the tender document should be signed with seal/stamp. Original Tender shall be submitted
complete in all respect with all Annexures, documents etc. of the tender document issued by
MEDA. None of the pages of the original tender document issued should be removed /
modified / tampered.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 13 of 22
15.
The tender shall be deposited by hand in the office premises or may be sent by registered
post so as to reach this office by due date and time. No tender shall be entertained after due
date and time and the delay on any account shall not be accepted. No separate receipt will be
given on submission of the tender. Tender will be opened in the presence of tenderer, who
are present. If there is any change in the date and time of opening tender will be
communicated by MEDA to tenderers.
16.
MEDA reserves the right to reject or accept any tender in total or in parts or work may be
divided among various tenderers, without assigning any reason thereof. Before submission of
the tender, tenderers are required to make themselves fully conversant with the scope of the
work and specification of items technically so that no ambiguity arises later on. All
information in the tender shall be in English.
17.
The Tender must contain the name, residence and places of business of the person submitting
the tender. The representative should bring an authorization letter from the tenderer having
his attested signature. In case of any doubt regarding contents and meaning thereof, of the
tender document, the tenderer may contact Sr. Computer Programmer, MEDA, Pune for
clarification of such doubt prior to submitting the tender. The tender must be complete in all
technical and commercial aspects. Any queries made by MEDA should be promptly replied
by the tenderer.
18.
The tendered cost for the work shall be inclusive of all taxes and duties, transportation,
insurance etc. complete, and no extra claim on this account will be entertained by MEDA.
The tenderer will be totally responsible for complying with all rules and regulations
concerning all legal / statutory requirements of both Central & State Governments pertaining
to taxes, duties and all other levies. The bidder shall be registered under the relevant status
with the relevant competent authority. The firm must attach attested copy of the registration
certificate and Partnership Deed / Memorandum of Association as the case may be.
19.
In the Deed of Contract, unless the context otherwise required, MEDA shall mean the
Director General of Maharashtra Energy Development Agency (MEDA), with Head Office
at S.No.191/A, MHADA Commercial Complex, Yerawada, Pune 411 006, or his
representative and shall also include its successors in interest and assignees. The bidder /
supplier shall mean the person whose tender has been accepted by MEDA and shall include
his legal representatives, successor in interest and assignees.
20.
The bidder shall have to comply with all the rules, regulations, laws and by laws for the time
being in force and the instruction if any, of the organization, in whose premises the work has
to be done. MEDA shall have no liability in this regard.
21.
In case of any dispute arising during the contract period, all the matter will be informed to
DG MEDA & its decision will be final. The tenderer shall not, without the consent in writing
of MEDA, transfer, assign or sublet the contract under this contract or any substantial part
thereof to any other party. MEDA shall have at all reasonable time access to the contract
being carried out by the tenderer under this contract. The entire contract shall be carried out
by the tenderer to the satisfaction of MEDA.
22.
If any question, dispute or difference whatsoever shall arise between MEDA and the tenderer
in connection with this agreement except as to matters, the decision for which has been
specifically provided, either party may forthwith give to the other notice in writing of
existence of such question, dispute or difference and the same shall be referred to the sole
arbitration of the Director General, MEDA, or a person nominated by him. This reference
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 14 of 22
shall be governed by Indian Arbitration Act 1940 and the rules made there under. The award
in such arbitration shall be final and binding on both the parties. Contract under the
agreement shall continue during the arbitration proceedings unless the MEDA or the
arbitrator directs otherwise.
23.
Notices, statements and other communications sent by MEDA through registered post or
telegram or fax to the tenderer at his specified address shall be deemed to have been
delivered to the tenderer. Any expenditure incurred by MEDA due to breach of contract on
the part of the tenderer will be realized out of the Security Deposit retained and / or from
pending dues of the tenderer.
24.
No price escalation or increase in cost will be paid by MEDA. Tenderer should quote the rate
for all items. MEDA shall not be responsible to any injury to the service renderer or liable to
third party during the course of the work. Any damage caused to the property / premises
service renderer shall be repaired by the tenderer at his own cost. MEDA also reserves the
right to award the tender in full or in part if required. The tender documents are nontransferable i.e., only those firms who has purchased the tender document should submit in
their own name.
25.
It should be noted that quoting the lowest cost does not qualify the bidder to be selected. The
contract will be awarded to the qualified and technically suitable bidder and based on
experience in similar field, organizational strength, technical staff of the organization,
service / lab technical details, presently similar contract holdings will be considered during
selecting of bidder.
OPENING OF TENDER:
1
2.
3.
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Tender shall be opened in presence of bidders, on due date of opening, only
Envelop-I will be opened for scrutiny to ascertain the suitability of Tenderer for the
work. However, Financial bid (Envelop-II) of only those tenderer will be opened who
qualify in Technical Bid (Envelop-I).
In the financial bid, all the columns must be filled for quoted items. If the same is not
observed, the offer is liable to be rejected.
The two envelops shall contain information as under.
Envelop – I Technical Bid
Demand draft of EMD
Memorandum of Association and Articles of Associations of the company.
Valid registration certificate of competent authority.
Last Three year balance sheet for indicating turnover of the firm through Hardware
computer Maintenance Services, certified by CA.
Valid Work Contract Tax Registration.
Permanent Account Number (PAN) issued by Income Tax Department.
Copies of the work orders where the bidder has executed orders for CMC/AMC of
computers and peripherals during last Three years shall be furnished with the
technical bid (Annexure -1 and Annexure-2). Performance certificate from at least
three organizations shall be furnished.
Bidders engineers bio data, details of service center with list of equipments.
Last three years Income tax returns.
Original Tender document duly signed and stamped on each page as an
acceptance to the tender conditions
All attached copies should be attested by competent authority.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 15 of 22
Envelop-II – Financial Bid
This Second sealed envelop shall be marked as “Financial Bid” and shall contain
only the Annexure-3 duly signed and stamped. The Financial Bid will be submitted in
Envelop-II only in the photocopy/ typed / download copy of the financial bid given in
original tender document. No page from original tender document including financial bid
should be removed.
Envelop – III
It will contain both the above envelops separately. The financial offers will be
opened only when the contains of Envelop No. 1 are satisfactory. The envelope shall be
superscripted “Tender – Computer System AMC 2014-2015”.
The tenders shall be submitted in sealed cover, inscribing the Tender
Notice number, description of work on the cover without fail.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 16 of 22
Terms of Payment
Payment will be made quarterly after adjusting any penalty and against submission
of all call reports details summary report along with Invoice mentioning period of quarter,
order number etc.
Termination of the contract
1.
Annual Maintenance Contract (AMC) can be terminated any time by giving fifteen
days notice without any compensation.
2.
The MEDA reserves the right to cancel the contract in case of breach of security
regulations required to be observed by the Bidder. Any special precautions required
to be observed by the Bidder shall be made known to him by the department from
time to time.
Handing over
1.
At the time of expiry of contract all the equipments under maintenance shall be
handed over in working condition to MEDA, so that handing over of AMC to next
bidder takes place in a smoother manner.
2.
The firm shall provide services for 15 working days from the date of expiry of the
contract for smooth transfer of the AMC to the new bidder without any extra cost. In
this connection, any equipment which is noted as in non-working condition, till the
last hour of the AMC contract period should be rectified by the outgoing AMC bidder
without any extra cost to the MEDA.
3.
Bidder shall be required to hand over all the equipments in working condition at the
time of termination or completion of the Contract, otherwise the equipment, found
faulty, shall be rectified from any external agencies and whole replacement/repair
cost shall be recovered from bidder.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 17 of 22
Bidder’s Forwarding
From:
(Full Name and address/ contact details of the tenderer)
________________________________________
________________________________________
________________________________________
________________________________________
To:
The Director General,
Maharashtra Energy Development Agency (MEDA)
MHADA Commercial Complex,
Opp. Tridal Nagar, Yerwada, Pune - 411006.
Sub:- Submission of Tender in response to tender No.
ADM\EDP\43-3\CompAMC\2014-15\
Dear Sir,
We hereby submit our offer for the above-mentioned tender. We have examined the
nature, details and specification of the work and have carefully noted the instructions and
conditions mentioned in the tender document. We also hereby confirm that we have
verified the details before submitting the tender document. The complete tender document
duly signed on each page is being submitted in original issued by Maharashtra Energy
Development Agency (MEDA) to us. The tender document is enclosed in separate sealed
envelopes (technical bid and financial bid) inside the sealed main envelope as instructed in
the tender.
(Signature of the Tenderer)
Date:
Seal:
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 18 of 22
TECHNICAL BID
Note:
1.
To be submitted in a separate sealed envelope marked as “TECHNICAL BID”.
2.
To be opened on 21-06-2014 at 3:00 pm.
3.
To be accomplished by Annexure 1 and 2 in the prescribed format.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 19 of 22
Annexure - 1
1.
Details of EMD
Draft Detail
Bank Details
Amount
Validity
2. (a)Whether Memorandum of Association and Articles of Association (MOAA) of the
company attached?
Yes / No
(b) Registration with Registrar of Companies attached?
Yes / No
(c) Work Contract Tax No.
(d) Permanent Account No.
3. Whether the service provider is in a position to keep the 2% spare parts of the total , Yes/
No
Assets in Income Tax Dept. Buildings so that no time is lost in repairing the
equipments?
4.
Whether Company is Authorized Service Provider (ASP) of at least two brand of PCs
Yes / No
(namely IBM, HP/Compaq, Wipro/Acer) and Printers (namely TVSE, HP) for
the last 2 years and continuing. If yes, please specify in “Annexure-T2” and
enclose proof?
5.
Please confirm whether the Service Provider will undertake preventive
maintenance of PCs/UPSs/LBSs/Printers once in three months?
Yes / No
6. Tender document Fees Rs. 250/- receipt
7.
Yes / No
Year of Establishment
8. Whether all technical particulars and all Annexures appended to the Tender
Yes I No
document filled in?
12.
Total staff strength of the Company on its payroll:
Engineers
Other Staff
_________
__________
Regular for last 2 years : _______
Date:
Place:
Signature of the Tenderer
Name
Office seal
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 20 of 22
Annexure - 2
Details of Annual Maintenance Contracts Executed in Past three years
Sr. Name of Organization,
No.Phone / Mobile details
Contract Period
From
Value of
contract
Number of Resident
Technical
Personnel(s)
To
In case no. of contracts is more than 10, please indicate the details
contracts on the basis OF annual contract value.
OF
only top ten
**Performance certificate from at least two Govt. organizations, PSU (only top ten) to
be enclosed.
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 21 of 22
Annexure - 3
FINANCIAL BID
Details of Computers, Printers, Scanners and other hardware
SrNo.
1
2
3
4
5
6
7
8
9
10
11
Particulars
Computers
Servers
Laptop
Dot Matrix printers
DeskJet printers
LaserJet printers
UPS
Scanner
Hub / Switch
Internet Modem
Other
Qty
70
1
5
3
4
23
2
5
10
3
-
Remarks
Desktop computers
Dell 2950 Server
HP
Epson Lq-300 and LQ-1150+II series
HP make
Canon , HP, Brother
DB Power UPS – LN101 10 kva and DB Power UPS – LN3100
20 kva
Flat bade A4 size
3 Dlink 24 port hub, 7 nos Dlink 8 port switch
BSNL Dataone ADSL 2+ Router
LAN Patch cables, connectors, power or LAN cables /
adapters etc
We quote below the total AMC charges as under:
Total cost Rs._________________________________
Rs. in Words
__________________________________________________________________
(These rates are inclusive of all Taxes, duties, VAT and service charges etc).
Date:
Signature of tenderer
Place:
Name
Official Seal
MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
Page 22 of 22