MAHARASHTRA ENERY DEVELOPMENT AGENCY, PUNE
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: - [email protected] 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: [email protected] 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
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