GOVERNMENT OF WEST BENGAL HEALTH & FAMILY … · ... Date & time of presentation of technical bid...

Z:\AMCFMSBD-MD.Doc 1

GOVERNMENT OF WEST BENGAL HEALTH & FAMILY WELFARE DEPARTMENT (IT CELL)

SWASTHYA BHAWAN, GN 29, SECTOR V, SALT LAKE, KOLKATA – 700091.

TENDER FOR ANNUAL MAINTENANCE CONTRACT & OTHER SUPPORT SERVICES FOR IT EQUIPMENTS FOR EACH OF THE EIGHTEEN DISTRICTS (EXCLUDING KOLKATA DISTRICT) SEPARATELY OF THE STATE OF WEST BENGAL

TENDER No. 02-HF/ITC/HW-17/10 Dated : 12.01.2011


ABSTRACT

Sl. No. Description Page No. 1 SECTION – I INVITATION FOR BIDS <page no> 2 SECTION - II INSTRUCTION TO BIDDERS <page no> 3 SECTION– III GENERAL CONDITIONS OF CONTRACT <page no> 4 SECTION-IV SCHEDULE OF WORK <page no> 5 SECTION-VI SERVICE LEVEL AGREEMENT <page no> 6 SECTION-VII BID FORM & PRICE SCHEDULE <page no>


Government of West Bengal Health & Family Welfare Department (IT Cell)

Swasthya Bhawan, GN 29, Sector V, Salt Lake City, Kolkata 700091. Web site: www.wbhealth.gov.in

TENDER FOR ANNUAL MAINTENANCE CONTRCT & OTHER SUPPORT SERVICES FOR IT EQUIPMENTS FOR EACH OF THE EIGHTEEN DISTRICTS (EXCLUDING KOLKATA DISTRICT) SEPARATELY OF THE STATE OF WEST BENGAL

a) Tender No: 02-HF/ITC/HW-17/10 dated 12.01.2011.

b) Last date and time of receipt of bids 03.02.2011 upto 14:00 hours. c) Place of receiving of bids Office of the CMOH of the

respective district d) Address for communication Office of the CMOH of the

respective district of the State of West Bengal.

e) Date & time of opening of bid f) Date & time of presentation of technical bid

04.02.2011 at 16:00 hours. 14.02.2011 at 11.00 hours

g) Date & time of opening the price bid 22.02.2011 at 16:00 hours.

SECTION – I DEFINITIONS

http://www.wbhealth.gov.in/


1. <name & address of the tender inviting district office> means: any one of the following eighteen CMOH offices as applicable :

Sl. No.

District Office Tel. No. E-mail Id

1. CMOH, Bankura 03242-250545 [email protected] 2. CMOH, Bardhaman 0342-2663973 [email protected] 3. CMOH, Birbhum 03462-255216 [email protected] 4. CMOH, Coochbehar 03582-228874 [email protected] 5. CMOH, Darjeeling 0354-2254058 [email protected] 6. CMOH, Dakshin Dinajpur 03522-255640 [email protected] 7. CMOH, Howrah 033-26384326 [email protected] 8. CMOH, Hooghly 033-26801193 [email protected] 9. CMOH, Jalpaiguri 03561-232001 [email protected] 10. CMOH, Malda 03512-254611 [email protected] 11. CMOH, Murshidabad 03482-257977 [email protected] 12. CMOH, Nadia 03472-252306 [email protected] 13. CMOH, North 24 Parganas 033-25523129 [email protected] 14. CMOH, Paschim Midnapur 03222-275695 [email protected] 15. CMOH, Purba Midnapur 03228-266530 [email protected] 16. CMOH, Purulia 03252-222417 [email protected] 17. CMOH, South 24 Parganas 033-24730294 [email protected] 18. CMOH, Uttar Dinajpur 03523-253661 [email protected]

2. <district headquarter> means: any one of the following eighteen district headquarter location as applicable:

Sl. No.

District

1. CMOH, Bankura 2. CMOH, Bardhaman 3. CMOH, Birbhum 4. CMOH, Coochbehar 5. CMOH, Darjeeling 6. CMOH, Dakshin Dinajpur 7. CMOH, Howrah 8. CMOH, Hooghly 9. CMOH, Jalpaiguri 10. CMOH, Malda 11. CMOH, Murshidabad 12. CMOH, Nadia


13. CMOH, North 24 Parganas 14. CMOH, Paschim Midnapur 15. CMOH, Purba Midnapur 16. CMOH, Purulia 17. CMOH, South 24 Parganas 18. CMOH, Uttar Dinajpur

3. <D.D.O> means: to be available from any one of the CMOH offices as applicable as per definition in Clause 2 of this section.

4. Asset list to be available from the respective CMOH offices as defined in Clause 1 of this section.


SECTION – II INVITATION FOR BIDS

1. Sealed tenders are hereby invited from reputed, reliable, resourceful and bonafide

and eligible agencies for the work “Annual Maintenance Contract & other support services for IT equipments” in a two bid systems viz; (1) Technical Bid and (2) Price Bid. These shall be sealed separately and enclosed in a single sealed envelope.

2. Interested eligible bidders may obtain further information from < name & address of the tender inviting district office >.

3. The bidding document may be downloaded from the website :< www.wbhealth.gov.in >tender for submission of bid.

4. Sealed Bids shall be received no later than 03.02.2011 upto 14:00 hours. No Bids will be accepted after this date & time under any circumstances. This office will not be responsible for any postal/courier delay and also for reasons beyond the control of this office.

5. All the Techno-commercial bids must be accompanied by bid fee of the amount of Rs.100/- (Rupees one hundred only) in a form of a bank draft issued by any nationalized Bank in favour of < DDO >payable at < district headquarter >.

6. All the Techno-commercial bids must be accompanied by an Earnest Money deposit of the amount of Rs10000/- (Rupees Ten Thousand only) in a form of a bank draft issued by any nationalized Bank in favour of Bank in favour of < DDO >payable at < district headquarter >.

7. All bids must be delivered to < name & address of the tender inviting district office >.

8. Bids will be opened in the presence of the bidders’ representative who may remain present on the specified date and time.


SECTION-III INSTRUCTION TO BIDDERS

INTRODUCTION 1. Eligibility of Bidders: 1.1 No consortium between parties will be allowed. 1.2 The company must be financially sound with a annual turnover of more than Rs. 20 lakh in each of the last three financial year certified by Chartered Accountant. 1.3 The company must be a profit making one. 1.4 The bidder should have either their headquarters or regular branch or regional office for IT Maintenance services at <district> or in any of the geographically adjacent district. 1.5 The bidder should have executed at least one order of IT related supply or services work of minimum of Five lakhs INR or more to any reputed organization in West Bengal during last three financial years. Copies of work order along with satisfactory implementation report (not older than one year) to be submitted as proof of the same. 1.6 Bidder should have executed Annual Maintenance contract of setup with at least 15 desktop PC & UPS, 5 printers within the last three financial years with any Government (State/ Central)/PSU/ Autonomous body or any other reputed organization in any state in West Bengal. Copies of work order along with satisfactory implementation report (not older than six months) must be submitted as proof of the same. 1.7 The bidder should have good in house component level service centers for repairing mother boards, printers, UPS and other IT equipments in any district in West Bengal out of which at least one component level service centers should be located in <district headquarter >. Detail list of service centers with full particulars must be submitted as proof of the same. 1.8 The bidder should posses either valid Authorized Service provider certificate or valid case specific authorization certificates from IBM, TVSE, APC, HP, Dlink (at least three) and submit copies thereof. 1.9 The bidder should have their own telephone operated fault logging system operative from 08:00 hours to 18:00 hours round the year.

2. Cost of bidding 2.1 The bidder shall bear all costs associated with the preparation and submission of their bid to < name & address of the tender inviting district office > regardless of the conduct or outcome of the bidding process.

3. Contents of Bidding Documents 3.1 The work, bidding procedures and contract terms are prescribed in the bidding documents. The details are given in the abstract. 3.2 The bidder is expected to examine all instructions along with terms and specifications in the bidding documents. Failure to furnish all information(s) required by the bidding documents or submission of a bid not substantially responsive to the bidding documents in every respect will be at the bidders risk and may result in rejection of bid.

4. Clarification of bidding documents 4.1 Bidders requiring any clarification of the bidding documents may contact directly with < name & address of the tender inviting district office >.


5. Language of Bid 5.1 The bid prepared by the bidder and all correspondence and documents relating to the bid exchange by the bidder and the < name & address of the tender inviting district office > shall be written in the English language.

6. Documents comprising the Bid 6.1The bid prepared by the bidder shall comprise of the following components: (a) Bid form and price bid format in accordance with clauses 7, 8 and 9 below; (b) Documentary evidence established in accordance with clause 1 above indicating eligibility of bidders to bid and their qualification to perform the contract if their bid is accepted; (c) Requisite bid fees (tender fees) and earnest money furnished in accordance with clause 11 below. (d) Enclosure to technical-bid:

Sl No

Checklist of documents to be signed & submitted with technical-bid

1. Proof of the company to be financially sound with a annual turnover of more than Rupees Twenty lakh in each of the last three financial years certified by Chartered Accountant.

2. Proof of either their headquarters or regular branch or regional office for IT Maintenance services at <district> or in any of the geographically adjacent district.

4. Proof of execution of at least one order of IT related supply or services work of minimum of Five lakhs INR or more to any reputed organization in West Bengal during last three financial years. Copies of work order along with satisfactory implementation report (not older than six months) must be submitted.

5. Proof of execution of Annual Maintenance contract of setup with at least 15 desktop PC & UPS, 5 printers within the last three financial years with any Government (State/ Central)/PSU/ Autonomous body or any other reputed organization in any state in West Bengal. Copies of work order along with satisfactory implementation report (not older than six months) must be submitted.

6. Proof of in house component level service centers for repairing mother boards, printers, UPS and other IT equipments in any district in West Bengal out of which at least one component level service centers should be located in <district headquarter >.Detail list of service centers with full particulars must be submitted

7. Proof of at least five copies of valid from Authorized Service provider certificate or valid case specific authorization certificates from IBM, TVSE, APC, HP, Dlink (at least three) must be submitted.

8. Proof of having their own telephone operated fault logging system operative from 08:00 hours to 18:00 hours round the year.

9. Proof of the company not been black listed by any Government (state/central)/PSU/ESI/autonomous body in India during last five financial years to be submitted by an self affidavit on a non judicial stamp paper of rupees ten before any first class judicial magistrate in any court within <district headquarter >..

10. Copy of PAN Card. 11. Copy of up to date Income-tax return of the company.


12. Copy of Service-tax registration certificate. 13. Copy of up to date Professional-tax clearance certificate. 14. Copy of valid trade license. 15. Affidavit of non-conviction before any first class judicial magistrate

in any court in India. 7. Bid Form: 7.1 The bidder shall complete the bid form and the appropriate price schedule furnished in the bidding document along with item-wise cost.

8. Bid Prices: 8.1 The bidder shall indicate in the price schedule the prices for each of the item of the works mentioned under section VI “Price bid format”. 8.2 Prices for each of the item of works shall be quoted and written separately in the price bid document both in figures & in words. 8.3 Fixed price: Prices quoted by the bidder shall be fixed and not subject to any variation on any account. A bid submitted with an adjustable price quotation will be rejected being treated as non responsive.

9. Bid Currencies 9.1 All prices shall be quoted in Indian Rupees.

10. Documents establishing bidder’s eligibility and qualifications 10.1 Bidders must submit all the required documents establishing bidder’s eligibility as mentioned in clause 1 above along with the technical bid.

11. Bid Fees & Earnest Money Deposits 11.1 The bidder shall furnish as part of its bid fees in Indian rupees in the following

form failing which the tender shall be rejected: a) All the Techno-commercial bids must be accompanied by bid fee of the

amount of Rs.100/- (Rupees one hundred only) in a form of a bank draft issued by any nationalized Bank in favour of < DDO >payable at < district headquarter >.

b) All the Techno-commercial bids must be accompanied by an Earnest Money deposit of the amount of Rs10000/- (Rupees Ten Thousand only) in a form of a bank draft issued by any nationalized Bank in favour of Bank in favour of < DDO > payable at < district headquarter >.

11.2 The earnest money will be returned to the unsuccessful bidders after the expiry of the period of the bid validity but not before than 30 days after expiry.

11.3 The earnest money may be forfeited: I. If a Bidder withdraws his bid during the period of bid validity specified

by the bidder. or

II. In case of a successful bidder, if the bidder fails to sign the contract or to furnish the performance security.

12. Period of validity of bids

12.1The bid shall remain valid for one hundred & twenty days from the bid opening day. If any bidder withdraws his bid before the said period shall without prejudice to any other right or remedy, be liable to forfeiture of the bid security.


13. Format and signing of bid

The bid shall be typed or written in indelible ink and signed by the bidder or person(s) duly authorized to bind the bidder to the contract. The letter of authorization shall be indicated by written power-of-attorney accompanying the bid. All pages of bid except for unamended printed literatures shall be initialed by the person or persons signing the bid.

14. Submission of bid

14.1. The first envelope shall be superscribed with the name of work and the words "TECHNICAL BID" in capital letters. The first envelope shall be opened on the date of opening of bid. The bidder should specifically provide details list of own pay roll based tentative man power along with the reserve man power to be deployed as per our desired qualification & experience to be furnished along with a soft copy in CD and also shall provide full details of deviation they intend to make from the technical specifications and contract terms detailed in the bid.

14.2. No price details shall be given in this envelope. Violation to this would result in invalidation of bid. The Bid fee & EMD shall be enclosed with the envelope marked "Technical Bid".

14.3. The second envelope shall be superscribed with the name of work and the words "PRICE BID” in capital letters. It shall contain full details of the price & commercial conditions. Any deviation from our standard conditions shall be specifically spelt out.

14.4. The bidder shall place the envelopes containing "TECHNICAL BID" and "PRICE BID” in an outer envelope. These shall be addressed to : < name & address of the district office >

14.5. Any deviation of any sort e.g. Technical or Commercial terms and conditions shall be specifically indicated in the Technical Bid itself.

14.6. The word "Noted & agreed" should be written against any / all of the Bid conditions by the bidder as a token of acknowledgement with the conditions of Bid.

14.7. The bidders who have submitted the bids and whose offers are found technically suitable shall be informed of the opening date and time of the Price Bid.

14.8. All offers shall be made available in hard and soft copies as specified in the technical specifications and should be signed by the authorized signatory of the firm on all the pages of the hard copy.

14.9. All prices and other information in this regard having a bearing on the price shall be written both in figures and in words in the prescribed offer form. In case there is any difference of figures in subsequent copies of the proposal the original copy shall be treated as authentic.

14.10. Only the raw price should be quoted. Taxes as applicable from time to time must be quoted separately in the price bid.

14.11. The bid should be submitted in the prescribed bid form given in this document. All columns of the bid form should be filled. Any additional information should be enclosed separately and referred to in the relevant column of the bid form. All relevant product literature must be enclosed with the bid

14.12. Late bids will be rejected.


14.13. Bidders shall furnish clause-by-clause commentary on all clauses of Bid Document including Technical Specifications,

14.14. Vendors/service provider may visit the site. 14.15. Bidder should agree to all terms & conditions as incorporated in tender

document. 14.16. Conditional and incomplete bids shall be rejected. 14.17. No bid shall be modified subsequent to the submission of bids. 14.18. No bid can be withdrawn in the interval between the deadline for submission

of bids and the expiration of the period of bid validity specified by the bidder on the bid form. Withdrawal of a bid during this interval may result in the bidders forfeiture of its EMD.

14.19. The terms and conditions of this bid must be sealed and initially signed in each page and submitted along with the Technical Bid.

14.20. All pages must be numbered and any compliance shall be supported by the corresponding page numbers.

14.21. In case it is found that the proposal has any hidden cost other than the price amount submitted the proposal may be subjected to cancellation.

15. Bid opening and evaluation

15.1 Technical Bids must contain complete technical details as desired in this bid. Department will open these bids as per schedule, technical evaluation of the bid will be done internally & the rejected bidder (if any), will be informed about the cause of rejection. Only technically eligible bidders will be called on for Price bid opening as per the scheduled date and time.

15.2 The bidders’ representatives who will be present shall sign in the designated register evidencing their attendance, In the event of the specific bid opening being declared a holiday for the < name & address of the district office >, the bid shall be opened at the same time and location on the next working day.

15.3 The bidders' names, bid withdrawals, presence of bid security and such other details as the < name & address of the district office > at its discretion may consider appropriate will be announced at the bid opening.

15.4 The firms who have submitted the bids and whose offers are found technically suitable shall be informed of the opening date and time of the second envelop i.e. "Price Bid".

15.5 To assist the examination, evaluation and comparison of bids the < name & address of the district office > may at its discretion, ask the bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.

15.6 Only the raw prices of the quoted price bid shall be taken together for computation and evaluation of the price bid through techno-commercial method. All taxes must be quoted and to be shown separately in the price bid. Taxes will not be taken into consideration for computation and evaluation of the price bid.

16. Evaluation of bids

16.1 The < name & address of the district office > will examine the bids to determine whether:

i. They are complete; ii. Required EMD’s etc have been furnished;


iii. The documents have been properly signed & sealed; 16.2 Evaluation of bids shall be done based on the information furnished by the bidder. The conformity of the bids to the Technical specifications and financial terms and conditions shall be examined. Responsiveness of the bid shall be determined based on the technical and financial capability of the bidder to execute the contract. 16.3 The < name & address of the district office > will examine the bids to determine:

i. The correctness of the information furnished by the bidder in it’s bid. In case any of the information is found to be incorrect / false, the bid shall be considered as non-responsive. ii. The substantial responsiveness of each bid to the bidding. For the purposes of these clauses, a substantially responsive bid is one, which conforms to all technical specifications and terms and conditions of the bidding documents without material or commercial deviations. The < name & address of the district office >'s determination of a bid's responsiveness is based on the contents of the bid itself without recourse to extrinsic evidence. iii. Arithmetic errors will be rectified on the following basis:

a) If there is a discrepancy between the unit price and the total price, which is obtained by multiplying the unit price with quantity, the unit price shall reference to bidders. 16.5 < name & address of the district office >reserves the right to use and interpret the bids as it may, in its discretion considers appropriate, when selecting bidders for granting the letter of intent/ notification award of contract, 16.6 < name & address of the district office > may waive off any minor infirmity or non-conformity or irregularity in a bid, which does not constitute a material deviation, provided such a waiving, does not prejudice or affect the relative ranking of any bidder. 16.7 The < name & address of the district office > may seek clarification in writing from bidder by fax. Bidder shall promptly reply by fax within the time limit specified in the clarification letter from the < name & address of the district office >. 16.8 Financial bids will be opened if they are technically qualified. 16.9 Evaluation of bids: Evaluation will be done in techno-commercial method. The overall rating of the bidders will be done on the basis of 50% weightage assigned to the Technical Bid and 50% weightage assigned to the Price Bid score. Technical evaluation will be done based on the following criteria and schedule.


Technical score sheet

Function Description Specified Rating

Score obtained

A1. Organization Profile 40 1.Financial strength (Average of last three years)

20- 25 Lakh 12 26- 30 Lakh 14 31- 35 Lakh 16 36- 40 Lakh 18 >40 Lakh 20

20

2. District out reach of the company for IT hardware maintenance & support in the district.

for 1 headquarter or regular 12 branch or regional office in the district/adjacent district for every addl. location +2 upto 4 addl. locations in the district >4 addl. locations 20

20

A2. Experience in executing computer 30 hardware maintenance & resource management services 1. Number of years of experience in maintaining IT infrastructure with at least 15 desktop PC & UPS, 5 printers within the last three financial years with any Government (State/ Central)/PSU/ Autonomous body or any other reputed organization in any state in West Bengal

1-2+ years 5 3-4+ years 7 5+ years 10

10

2. Experience in maintaining IT infrastructure with at least 15 desktop PC & UPS, 5 printers within the last three financial years with any Government (State/ Central)/PSU/ Autonomous body or any other reputed organization in any state in India.

1 setup with 15 desktop PC & 10 UPS, 5 printers etc 2-3 setup with 15 desktop PC 14 & UPS, 5 printers etc 4-5 setup with 15 desktop PC 16 & UPS, 5 printers etc 6-7 setup with 15 desktop PC 18 & UPS, 5 printers etc >7 setup with 15 desktop PC 20 & UPS, 5 printers etc

20

A3. - Technical Solution(based on presentation 30 & evidentiary document) 1. Computer hardware resource Management service - solution methodology and approach

fault logging system 5 allocation of calls 10 & feedback & MIS report

15

2. AMC service – methodology and approach.

Fault detection method 5 Solution approach 10

15

Total Rating (T) 100


The qualifying criteria for Technical evaluation: i) Total score (A1 +A2+ A3) must be > 60 and A3 > 20 Techno-commercial Evaluation Criteria: Overall Ranking: The combined result of the technical and financial proposals will determine the final, overall ranking. The method for obtaining the overall ranking will be as follows: S = (Cmin / C) * 0.50 + (T / Tmax)* 0.50

Cmin Lowest price bid C Price of the current Bid Tmax Highest Technical score obtained T Technical score of the current bid

Final Marks M = 100 * S

17. Award of Contract 17.1 The contract is likely to be awarded to the bidder who will get the highest final score (F). 17.2 In case there is a tie between the bidders, bidders with superior technical score will be selected.

17.3 <name & address of district office> reserves the right at the time of Award of Contract to increase or decrease the volume of work or distribute the work amongst the lowest bidders without any change of other terms and conditions.

17.4 The <name & address of district office> reserves the right to accept or reject any bids and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder(s) of the grounds for the <name & address of district office>’s action.

17.5 The acceptance of bid will rest with <name & address of district office> who does not bind himself to accept the lowest bid and reserves himself the right to reject any or all the bids receive without the assignment of any reason. All the bids in which any of the prescribed conditions are not fulfilled or are incomplete in any respect are liable to be rejected.

17.6 <name & address of district office> does not bind himself to accept the lowest or any bid and reserve to himself the right of accepting the whole or any part of tender and bidder shall be bound to perform the same at the rate quoted.

17.7 Canvassing in connection with this tender is illegal & strictly prohibited and the tenders submitted by the bidders, who resort to canvassing, will be rejected.

17.8 The contract shall initially be made for one year term, which would be extendable for a further period of maximum one year solely at the discretion of the <name & address of district office>.

The contract would liable to be cancelled in the intervening period if the performance of the bidder is found to be unsatisfactory to be determined solely at the discretion of the <name & address of district office>.

18. Signing of Contract

18. <name & address of district office> notifies the successful bidder that its bid has been accepted and will send the bidder the contract form incorporating all agreements between the parties.


18.2 The successful bidder shall execute the contract within ten days of receipt of the award of contract failing which the selection may be cancelled.

19. Performance Security

19.1 At the time of agreement, the successful bidder has to produce a performance security of an amount of 10 % of the total contract value in the form of bank guarantee issued by any nationalized bank located in India within fifteen days of receipt of the award of contract. The Earnest Money could be adjusted in this amount for the successful bidder. This shall remain in force for the period of contract plus sixty days.

SECTION – IV GENERAL CONDITIONS OF CONTRACT

1. Applications 1.1 These general conditions shall apply to the extent that they are not superseded by provisions in other parts of the contract. 2. Standards 2.1 The work shall conform to the standards mentioned in the scope of work & technical specifications of the bid document. 3. Use of contract document and information 3.1 The successful bidder shall not without the prior written consent of the <name & address of district office> disclose the contract or any provision thereof or any specification furnished by or on <name & address of district office> to any other person. 3.2 The successful bidder shall not without the prior written concept of <name & address of district office> make use of any document or information except for purposes of performing the contract. 4. Patent rights 4.1 The successful bidder shall indemnify the <name & address of district office> against all third party claims of infringement of patent, design rights arising from this work or any part thereof in India. 4.2 The bidder must take up the work of any up gradation/modification/ customization of the software stated at para 4.1 above during the period of contract. 5. Inspection and checking 5.1 The <name & address of district office> or its representatives shall have the rights to inspect the work to confirm their conformity to the contract at no extra cost. The schedule of work (section IV) and manpower requirement (schedule V) specifies what inspection and checking to be conducted. 5.2 The inspection and checking would be conducted on the premises of the actual execution of the work. All facilities and assistance including access to the system shall be furnished to the inspectors at no charge to the <name & address of district office>.


5.3 The <name & address of district office> shall have the rights to inspect or check and reject where necessary. Re inspection, re-checking may be carried out if necessary.

6. Schedule of payment 6.1 Payment for the work shall be made in Indian rupees as follows: i) No advance payment is payable. ii) Payment shall be made against as per the SLA based performance report issued from all the competent hospital authorities & upto the satisfaction of the <name & address of district office>, Govt. of West Bengal on quarterly basis. 7. Prices 7.1 Price charged by the bidder for any services under the contract shall not vary from the prices quoted by the bidder in its bid during performance of the contract. 8. Penalty clause for delays 8.1 Penalty shall be charged on the basis mentioned under clause 6.5 above of this section. 8.2 If the penalty to be deducted during the interim period exceeds 50 % of the quarterly contract value then the <name & address of district office> may consider termination of the contract and forfeiture of performance security without any compensation. 9. Termination by default 9.1 The <name & address of district office> may without prejudice to any other remedies of breach of contract or failure to perform by written notice sent to the successful bidder to terminate the contract by whole or part if the successful bidder fails to do the work during the period of contract or fails to perform any other obligations under the contract to be determined at the discretion of the <name & address of district office>. 9.2 The <name & address of district office> further reserves the right to get this balance work executed by any other vendor as per the same contract value and other terms & conditions. If in that process there is any excess expenditure then that expenditure would be apportioned from the performance security of the bidder to whom the work was initially awarded. 10. Force Majeure 10.1 Notwithstanding the provisions of clauses the successful shall not be liable for forfeiture of its performance security or termination for default if and to the extent of that its delay in performance or other failure to perform its obligations under the contract is the result of force majeure which means an event beyond the control of the successful bidder and not involving its fault or negligence and not foreseeable. 11. Resolution of Disputes 11.1 The <name & address of district office> and the bidder shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. 11.2 If, after thirty (30) days from the commencement of such informal negotiations, the <name & address of district office> and the bidder have been unable to resolve amicably a contract dispute, either party may require that the dispute be referred to an arbitrator to be fixed by the District Magistrate, <district> for settlement of the issue.


12. Termination for insolvency 12.1 The <name & address of district office> may at any time terminate the contract by giving written notice to the successful bidder if it becomes bankrupt or other insolvent. 13. Applicable Law 13.1 The contract shall be interpreted in accordance with the laws of the Union of India & will be under the jurisdiction of court in West Bengal. 14. Notices 14.1 Any notices given by the bidder pursuant to the contract shall be sent in writing or by fax / telex /cable and confirmed in writing to the address specified for that purpose in the special conditions of contract. 14.2 A notice shall be effective when delivered or on the notice's effective date, whichever is later. 15. Taxes and Duties 15.1 Bidder shall be entirely responsible for all types of license fees incurred or arising out of this contract with the <name & address of district office>.

16. Manpower deployment: 16.1 The bidder has to provide own payroll based stationed manpower for the work. 16.2 The bidder shall always abide by Payment of Wages Act, 1936, Minimum Wages Act, 1948, Employer’s Liability Act, 1938, Workmen’s Compensation Act, 1923, Industrial Dispute Act 1947, Provident Fund Act 1961, as applicable to them and shall assume responsibility for and indemnify <name & address of district office> from all liabilities, claims, costs, expenses, assessments, penalties imposed under any contract, local or national law or laws as applicable to it.

17. Sub contract: 17.1 Sub contracting will not be allowed.

SECTION-V SCHEDULE OF WORK


The specifications of the requirement are as follows:- 1. Work specifications for the hardware maintenance & facility management services : 1.1 The work shall include running and maintaining the entire IT (Information Technology) hardware of the office of all the ACMOH of the district, Sub Divisional & State General Hospitals, Block Primary Health Centers and other units as mentioned in the asset list 1.2 The complete inventory of IT hardware resources includes approximately _______ +10% desktops & UPS and _________ printers(dot matrix/laser jet type), switches, RACKs, cables(both optical fibre & CAT V/VI type) & other network equipments situated over <district>. 1.3 The essential requirement of this department shall be to ensure the entire IT hardware resources which includes approximately _______ +10% desktops & UPS and _________ printers(dot matrix/laser jet type), switches, RACKs, cables(both optical fibre & CAT V/VI type) & other network equipments situated over <district> are in working conditions on 24x7 basis, the data-links are up & running, Anti-virus patches are loaded properly either by console management or by individual client updation method to combat the virus problem, taking daily data back-up, asset management. 1.4 Microsoft patch management: This includes all the _________ +10% desktops must have the latest Microsoft patches by means of software update services (SUS) or by manual updating. 1.5 Antivirus Management: This includes all the _________ +10% desktops must be protected by the anti-virus services provided by the <name & address of district office> or by any freeware. At least weekly antivirus patch management services should be ensured. 2. Annual maintenance contract of computer hardware: 2.1 The list of IT hardware equipments includes upkeeping, maintenance, preventive maintenance and service of Intel desktops, AMD desktops, other branded PCs like HP, Acer, BPL, Wipro, HCL etc., LAN active devices like managed and unmanaged switches, passive devices, rack fans, RJ45 connectors, patch chord, SIO/DIO, Windows Operating System(XP / Windows server2003), Microsoft Office, Antivirus Software, TVSE make dot matrix printers, UPS (600 VA , 2.0 KVA, 10 KVA), scanners and all associated activities linked with the IT infrastructure and different software applications of the department. 2.2 All types of spare parts which includes electronic components & metallic/plastic made mechanical components except only the consumables (toner/cartridge/ribbon only for printers only) will come under the coverage of Annual Maintenance Contract. There will be no concept of irreparable items. The vendor must replace the defective item(s) under the annual maintenance contract to make it in working condition unconditionally. Only physical damages caused by mishandling, theft or natural calamity such as flood, earthquake to be determined as per the discretion of the competent health authority shall be excluded from the purview of this maintenance contract. 2.3 The vendor must keep an inventory of IT hardware equipments at each of the following locations as per the following scale: Sl No. Location for keeping the IT

hardware inventory Inventory for Equipments

1. Any Central location of the District

All the ACMOH of the district, Sub Divisional & State General Hospitals,

Desktop PCs(P-IV processor) -10 nos, dot matrix printers(136 col) –


Block Primary Health Centers and other units as mentioned in the asset list.

10 nos, UPS(600 VA) – 10 nos, UPS battery – 10 nos, media convertor – 5 nos.

2.4 The work includes keeping all the computers OS in ready state, i.e., the computer must boot with properly installed OS, Antivirus software, Network Card configured with IP specifications so that the computer must be accessible in the LAN, all components like monitor, key board, mouse, hard disk, and UPS are functioning properly. In other words all the nodes should communicate with the server from windows desktop (“ping” command should execute successfully). If any parts need to be replaced the defective parts would be replaced and would be the property of the vendor. Certificate of replacement must be taken in this regard from the competent authority and to be submitted with quarterly bill. 2.5 The successful bidder should do the job of maintenance & service of all the ACMOH of the district, Sub Divisional & State General Hospitals, Block Primary Health Centers and other units as mentioned in the asset list. It also contains the Inventory location-wise. 2.6 The successful bidder should do the job of maintenance & service of network active-passive devices as per distribution of clients at all locations under coverage of AMC in the district. Under AMC of LAN, bidder must take into consideration of adding CAT V/VI cabling with fitting & fixing for additional nodes up to 10% of the total no of LAN nodes in the concerned site per year. 2.7 The successful bidder should do the job of maintenance of Operating System Windows95/98/2000/WindowsXP/2003, printer driver installation, Anti-virus installation/ updation required on monthly basis and also on call. 2.8 The successful bidder should do the job of preventive maintenance of the complete system on monthly basis like dressing of Racks, dust cleaning of CPUs & printers by blowers. 2.9 All the available engineers must have a mobile phone which must be made available to the maintenance personnel to ensure faster co-ordination. 2.10 If any spare within the scope of AMC is/are unavailable, then the bidder must replace the same with higher configuration. 2.11 An agreement will be signed in between the successful bidder & the department. 2.12 Downtime will not be considered under the following conditions:

Time taken for pre-scheduled preventive maintenance and equipment health check at a time convenient to successful bidder during the agreed service hours,

Repair time due to machine failure caused by force majeure, Repair time due to machine failure caused by confirmed environmental conditions, If standby machine of the same or higher configuration is provided.


2.13 ASSET LIST for Annual Maintenance contract: Sl No

Name of the Sub-district office type*

Name of the Sub-district office *

PC *

UPS

*

Prin

ter D

MP (8

0) *

Prin

ter D

MP (1

36)*

Prin

ter I

nk je

t*

Prin

ter L

aser

jet*

Prin

ter N

/W*

Lapt

op*

Net

work

ing

Switc

h*

1 ACMOHs

2 Sub-Divisional/ State General

Hospitals

3 BPHCs

* The district wise list of IT hardware equipments will be made available to the intending bidders by the respective CMOH office.


SECTION –VI SERVICE LEVEL AGREEMENT

1.1 Criticality: (i) Any problem which affects a large number of users / prioritised users / networks / servers e.g. network Switches, Media Convertors. (ii) A critical problem, affecting any segment of the LAN / WAN network or connectivity between any two segments including security breach, (iii) A major problem which affects the individual user, e.g. PCs, desktop printers, UPS, edge switches, hubs etc.

1.2 Response time: Response time is the total time between registering the fault and attending the first time. 1.3 Resolution time: Resolution time is the total time between registering the complaint on phone call and fax and rectifying the fault. This time includes time taken to diagnose, repair / replace the faulty component/module/device and network equipment. The bidder must ensure that the faulty network devices, PCs and peripherals etc are repaired/brought back to service within specified resolution time failing which the down time and non-performance deduction clauses will be applicable and the bidder shall be bound with the decision of the Department’s authorized site in-charge in this regard.

One unit resolution time has been defined as follows: Criticality Response time within Two hours from fault booking Resolution time for district headquarter & all other sub-district sites

within Ten working hours from fault booking

The penalty shall be charged on the following scale:

Sl No.

Penalty per faulty unit of Penalty for one unit or part thereof delay in resolution time as per defined criticality level (in Rupees)

1. Media Converter 1000.00 2. Desktop PC or any component thereof 500.00 3. Printer(dot matrix or laser jet type) or

any component thereof 500.00

4. SIO 200.00 5. Cable (optical fibre , CAT V/VI) fault

specified under AMC 200.00 x ( No. of node effected)

The bidder must provide services on all working days and also on <name & address of district office> closed/listed holidays, including Sundays without any


additional cost to maintain the services required and as decided by <name & address of district office>.

1.4 Support Window: The normal window operations at all the customer locations will follow working hours: 08:00 hrs. to 18:00 hrs. (Monday to Friday) / 08:00 hrs. to 16:00 hrs. (Saturday) to maintain the above resolution time failing which the the penalty shall be imposed for down time as applicable.

SECTION- VII BID FORM AND PRICE SCHEDULES

Date:…………….200

Contract No……………………..

To Gentlemen Having examined the Bidding documents the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver………………………………

(Description of Goods and Services) in conformity with the said Bidding Documents for the sum of ……………………… (Total Bid amount in Words and Figures) or such other sums as may be ascertained in accordance with the schedule of Prices attached herewith and made part of this bid.

We undertake, if our bid is accepted, to deliver the good in accordance with the delivery schedule specified in the Schedule of Requirements.

If our bid is accepted we will obtain the guarantee of a bank in sum equivalent to 10% of the Contract Price for the due performance of the contract, in the form prescribed by the <name & address of district office>.

We agree to abide by this bid for an period of ………………(Number) days from the date fixed for bid opening and it shall remain binding upon us and maybe accepted at any time before the expiration of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your award of contract shall constitute a binding contract between us.


We understand that you are not bound to accept the lowest or any bid you may receive.

Dated this ……………… day of ………………… 200

Signature: ………………………………………………….

(in the Capacity of ):………………………………………………….

Duly authorized to sign for and on behalf of

………………………………………………………………………………….

PRICE-BID FORMAT

*(A) ) Estimated Annual maintenance contract (AMC) plus Facility management services(FMS) cost for one year period: Sl No (1)

Description of location for AMC & FMS (2)

Rate for AMC &FMS charges (to be quoted on monthly basis) in Rs. (3)

No of locations as defined in col 2 (4)

Total monthly AMC&FMS charges (in Rs.) (5)=(3)*(4)

Total yearly AMC&FMS charges ( in Rs.) (6)=12*(5)

1. ACMOH offices 2. Sub-divisional

hospitals

3. State General hospitals

4. BPHCs 5. 6. T O T A L Annual maintenance contract (AMC) plus Facility management services(FMS) cost

Total yearly cost for complete manpower: Rs……..………(Rupees…………………………………..) only. *(B)Yearly Project Management cost including all minor costs. Rs……………..(Rupees…………………………………..) only. *(C)TOTAL COST WITHOUT TAXES [=(A)+(B)] : Rs…..……… Rupees…………………………………..) only. (*In each of the above cases, only the raw prices to be quoted. Total cost to be quoted both in figures & in words in each of the above cases. Taxes, as applicable to be quoted & shown separately below.)


(D) TAXES AS APPLICABLE(to be shown as %age of raw price quoted at (A) & (B) above): (i) TAXES FOR (A) OF PRICE BID:________% of Rs___________________(price quoted at A) (ii) TAXES FOR (B) OF PRICE BID:________% of Rs___________________(price quoted at A) If the schedule of requirement is modified after the award of contract and signing the contract agreement, then pro rata change in the cost would be made at the time of payment.

Signature of Bidder: ………………………………….

Place & Date:…………………………… Name: …………………………………………………

GOVERNMENT OF WEST BENGAL HEALTH & FAMILY … · ... Date & time of presentation of technical bid...

Documents

Transcript of GOVERNMENT OF WEST BENGAL HEALTH & FAMILY … · ... Date & time of presentation of technical bid...