Punjab State e-Governance Society (PSeGS) O/o Directorate ... · Punjab State E-Governance Society...
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Punjab State e-Governance Society (PSeGS)
O/o Directorate of Governance Reforms (DoGR)
Government of Punjab
E - Tender
FOR
Appointment of Maintenance Service Provider for the comprehensive maintenance of
Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc.
Tender Reference No: PSEGS/Election/2018/01
****************************************************** Punjab State E-Governance Society O/o Department of Governance Reforms D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab
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Advertisement
Punjab State e-Governance Society (PSeGS) O/o Directorate Of Governance Reforms (DoGR),
D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab. Phone: 0172-2970868, 0172-2970117 Fax : 0172-2970716
Tender Reference Number: PSEGS/Election/2018/01
Tender for appointment of Maintenance Service Provider (MSP) for the AMC of computer hardware, software, peripherals, LAN/WAN, Network Devices etc.
PSeGS on behalf of Chief Election Officer (CEO), Punjab invites online bids for the appointment of Maintenance Service Provider (MSP) for the maintenance of computer hardware, software, peripherals, LAN/WAN, Network Devices etc. installed in the offices of Chief Election Officer, District Elections Officers, Electoral Registration Officers and Election Store situated at Chandigarh and various locations in Punjab. Last date and time of submitting tenders is 05.02.2018 at 03.00 PM. Detailed tender document containing Terms and Conditions can be downloaded from websites: www.ceopunjab.nic.in, www.dgrpunjab.gov.in and https://eproc.punjab.gov.in. Note: All corrigendums /addendums /clarifications regarding this tender shall be posted on the above mentioned websites only. No other communication or advertisement will be given.
Member Secretary
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DOCUMENT CONTROL SHEET
S.
No.
Particular Details
1. Tender Document Reference
Number
PSEGS/Election/2018/01
2. Tender Document for Appointment of Maintenance Service Provider for the comprehensive maintenance of Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc.
3. Tender Document Cost Rs. 4000/- (Four Thousand Only)
4. Earnest Money Deposit
(EMD)
Rs. 50,000 /- (Fifty Thousand Only)
5. Date and Time for Issue/
Publication of Tender Online
16.01.2018 at 4.00 PM
6. Last Date and Time of
Submission the Bids
05.02.2018 3.00 PM
7. Pre Bid meeting 23.01.2018 at 11.00 AM
8. Date and time of opening of
Bids
05.02.2018 at 4.00 P.M.
9. Date of Presentation To be intimated later
10. Venue for opening tenders Conference Room, O/o Member Seceretary, PSeGS, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab.
11. Office Address Member Seceretary, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab.
0172-2970868, 0172-2970117 Fax : 0172-2970716
12. Website www.ceopunjab.nic.in , www.dgrpunjab.gov.in and
https://eproc.punjab.gov.in
13. Email ID [email protected]
14. Contact person and Number Mr. Paramjit Singh, Database Administrator, PSeGS
Mobile No. 9988293534
Note: In case a Central/State Holiday is declared on any day, the
event will be shifted to the next working day, same time.
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TABLE OF CONTENTS
Sr. No. Description
Enclosures/
Annexure
Page numbers
1. Document Control Sheet 3
2. Tender Document 5-29
a) Brief Discription of Work Section-1 5
b) Instructions to Bidders Section-1 6-15
c) General Contract Conditions Section-1 16-27
d) Scope of Work (SOW) Section-2 28-29
3. Services, Deliverables & Timelines Annexure-1 31-32
4. List of items to be covered under Comprehensive
Annual Maintenance Contract Computer Servers, PCs
Computers, Printers, Scanners & Software (Operating Systems), UPSs & Networking Equipments etc.
Annexure-2 33-42
5. List regarding addresses of the office of Deputy Chief
Electoral Officer& District Election Offices (DEOs)
along with contact numbers and name of Officer
Incharge (Election Tehsildar)
Annexure-3 43-44
6. Master Service Agreement Template Annexure-4 45-46
7. List of Equipment For AMC Annexure-5 47-49
8. Application Form Template Annexure-6 50-51
9. Checklist for Pre Qualification (PQ) Criteria Annexure-7 52-53
10. Project Information Template Annexure-8 54
11. Commercial Bid Annexure-9 55-56
12. Compliance of Services Under AMC by Bidder Annexure-10 57-58
13. Proforma of Company Profile Annexure-11 59-60
14. Proforma For Performance Bank Guarantee Annexure-12 61-63
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TENDER DOCUMENT FOR
The appointment of Maintenance Service Provider for
Comprehensive Maintenance of Computer hardwares, Softwares and all the Peripherals to the Computer hardwares
including LAN/WAN, Network devices & UPSs etc. installed in the office of the Chief Electoral Officer, Punjab, Chandigarh
and 22 District Election Offices and 117 EROs Offices &
Election Store Punjab Patiala i.e. total 141 locations in the State of Punjab.
The Member Seceretary, PSeGS, Mohali invites tenders for the comprehensive Maintenance Contract of Computer hardwares, Softwares and all the Peripherals to the Computer hardwares including LAN/WAN,
Network devices & UPSs etc. installed in the office of the Chief Electoral Officer, Punjab, Chandigarh (CEO), as well as in the offices of the District
Election Offices (DEOs) in 22 districts and in the office of the Elecotoral Registration Officers (EROs) as Assembly Level and Election Store Punjab, Patiala i.e. at total 141 locations in the State of Punjab.
SECTION-1: BRIEF DISCRIPTION OF WORK:
The CEO, DEOs and EROs at their premises, have “IT
Equipment” and Softwares. With a view to give Comprehensive Maintenance Contract for “IT Equipments”, it intends to appoint a suitable Company/firm. The scope of this tender covers the entire
campus of the CEO office and 22 DEO offices as well as 117 ERO Offices & Election Store Punjab Patiala i.e. 141 locations in the State of Punjab. The
bidder has to maintain onsite the “IT Equipments” and Softwares installed in the CEO, DEOs and ERO offices. Bids are invited from experienced Companies/Firms in the prescribed format for
Comprehensive Maintenance Contract of above mentioned service installed in the various locations of the CEO/DEOs as mentioned
ANNEXURE–2 of tender document.
The bidders can visit “Site Offfices” to see the actual
installations for themselves to assess the quantum of work involved before submitting the tender. Once the tender is submitted, it will be presumed that the bidder has seen and understood the complete
maintenance work/LAN/WAN system installed in the offices of the CEO & DEOs. The list regarding addresses of 141 “Site locations” along with
contact numbers and name of Officer Incharge (Election Tehsildar) is annexed as Annexure-3 of tender document.
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INSTRUCTIONS TO BIDDERS
1.1. DEFINITIONS:-
i) CEO means Chief Electoral Officer Punjab
ii) DEO means District Elections Officer in the State of Punjab
iii) ERO means Electoral Registration Officer at Assembly Level
iv) PSeGS means Punjab State E-Governance Society
v) TD means Tender Document.
vi) “IT Equipments” means all the Servers, Desktops, Laptop,
Printers, Scanners, CD Writers (external), LAN/WAN systems, Network devices (UTP cable, Fiber, LAN switches, I/O devices,
UTM, Routers, Hubs, Modems, Wi Fi routers etc.) and related equipment etc. excluding UPS Battries.
vii) “Part of IT Equipments” means part of any item as detailed in para 1.1(vi) above.
viii) “Similar works” means the bidder should have rendered their services for maintenance of similar works i.e. Comprehensive
Annual Maintenance of the Servers, Desktops, Laptop, Printers, Scanners, CD Writers (external), LAN/WAN systems, Network devices (UTP cable, Fiber, LAN switches, I/O devices,
UTM, Routers, Hubs, Modems, Wi Fi routers etc.) and related equipment etc. excluding UPS Battries.
ix) “Site Offices” office of the Chief Electoral Officer, Punjab, Chandigarh and 22 District Election Offices and 117 EROs
Offices & Election Store Punjab Patiala.
x) MSP means Bidder will be defined as Maintenance Service
Provider (MSP) after the selection of Bidder.
xi) MIS means Maintenance Information Services.
xii) SoW means Scope of Work.
xiii) MSA means Master Service Agreement
xiv) PQ means Pre-Bid Qualifications
xv) End User means Office of the CEO/DEO/ERO as the case
may be.
1.2. IMPROTANT INSTRUCTIONS:-
i) The bidders are advised to study the Tender Document carefully. Submission of response to this TD shall be deemed
to have been done after careful study and examination of the TD with full understanding of its implications.
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ii) The maintenance work is for Comprehensive Annual Maintenance Contract of “IT Euipments” installed in the “Site
Offices” i.e. 141 locations. The bidders are free to visit and examine the whole system and satisfy themselves before submitting their tenders.
iii) Bids prepared in accordance with the procedures enumerated
in the TD should be submitted to Member Secretary, not later than the date and time as mentioned in Document Control sheet.
iv) The Bid must be accompanied by the EMD as specified in the document control sheet.
v) The EMD & Tender Document Cost shall be denominated in
Indian Rupees, and shall be deposited online in favour of Member Seceratary, PSeGS, Punjab, payable at Chandigarh. No interest will be payable on the amount of the EMD.
Unsuccessful bidder’s EMD will be refunded after the signing of agreement with the selected bidder and on receiving the request from the bidder.
vi) Commerical bids of only those bidders will be opened who
qualify the Pre-qualification.
vii) This Tender document is Not Transferable.
1.3. FOR PRE-QUALIFICATIONS (PQ)/ Elegibility Criteria:-
i) The Bidder should be a a business entity incorporated in India under the Companies Act, 1956/2013 or Partnership firm registered under Limited Liability Partnerships Act, 2008) or
Partnership firm registered under Indian Partnership Act, 1932.
ii) The bidder should be in operation for at least the last three years as on 31st December 2017 in the field of computer
hardware maintenance service.
iii) Online TD cost and EMD should have been submitted.
iv) No Consortium is allowed.
v) The Bidder must have ISO 9001:2008 or ISO 9001:2015 certificate. The certificate shall remain valid throughout the
agreement Period.
vi) The bidder should have minimum average turnover of Rs. Rs.
75 lakhs from maintenance of “IT Equipments”, etc. during last three completed financial years for which Bidder’s accounts have been audited.
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vii) The Bidder should have successfully completed similar work in the past three years from any Govt. / PSUs / Banks (as on
31st December 2017), as per below:
One project of contract value not less than Rs. 40 lakh;
OR
Two projects of contract value not less than Rs. 30 lakh;
OR
Three projects of contract value not less than Rs. 20 lakh
viii) The Bidder should have successfully completed at least one
similar work for a Public Sector Undertaking/ Government Organization/ Government Department in India during past three years (as on 31st Decemenber 2017), the project having
covered multiple different office locations.
ix) The bidder should have minimum of 10 professionally
qualified personnel (having minimum qualification of Diploma in computer science/ IT/ Hardware/ networking or higher on
its payroll, deployed on the AMC business.
x) The Bidder shall not be under a declaration of ineligibility /
banned / blacklisted/ fraud by any State or Central Government / any other Government agency in India for any reason as on last date of submission of the bid.
xi) Attested copy of PAN No. and GST No. is to be furnished
/enclosed.
xii) Bidder must submit papers on methodology for operation
and maintenance (O&M) of hardware and software products during the agreement period.
xiii) Bidders are also required to fill details in Annexure-7 for Checklist for Pre-qualification.
1.4. COMMERCIAL BID EVALUATION CRITERIA:-
i) After the evaluation of the pre qualification bids, the commercial bid will be opened on the notified date, which will be communicated to short-listed bidder after pre qualification
bid evaluation. Commercial bid of the bidder will be evaluated on the total cost of AMC for three years. The bidder who quoted lowest bid will be considered as L-1 (successful
bidder).
ii) No negotiation with L2 or so shall be made in case successful bidder fails to sign the agreement. Re-tendering shall be done
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in such a case. EMD of successful bidder shall be forfieted if successful bidder fails to sign the agreement.
iii) In case of any tie situation after opening of commercial bids, Bidder with higher overall Annual Turnover (whether similar
or non similar work) shall be eligible to enter into the agreement.
1.5. SUBMISSION OF TENDERS:-
Instructions for submission of tenders to this TD are as under:
i) This is an e-Tendering Procedure. It will have two parts, those
bidders willing to participate in the bid have to apply online.
ii) The Bid must contain the following Parts, and the contents as mentioned against each:
Part I Pre-Qualification Documents
Part II Commercial Bid Documents
iii) The costs must be mentioned only in Commercial Bid Part and nowhere else.
iv) All Parts i.e Part-I & Part-II should be fully filled before uploading the same on E- tender portal. These Parts must contain bid documents and Methodology for operation and
maintenance (O&M) of “IT Equipments” during the agreement period.
v) The application form is required to be submitted on the company’s letter head. The format of application form shall be
as per Annexure-6.
vi) The bids that are submitted offline/ on paper/ via fax/ via e-
mail/ Xerox / Photocopy etc. shall not be considered. No correspondence will be entertained in this regard.
vii) The Member Secretary reserves the right to reject any tender which is not deposited accordingly to the instructions
stipulated in the tender document.
viii) Pre Qualification BID (Part No-I) -The complete tender
document in original (including the unfilled Commercial-BID Proforma Annexure-9).
ix) COMMERCIAL-BID (Part No. II)- The Commercial-Bid as per performa given in the tender documents as Annexure-9 shall
be uploaded.
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x) Any deviations while submitting the bid shall cause rejection of Bid.
xi) Rates should be quoted in figure as well as in words in the Performa enclosed herewith on e-tender portal.
xii) No addition/alteration/deletion in the tender are allowed.
xiii) Tender application without complete documents/information shall not be considered.
1.6. OPENING OF BIDS:
i) Bid shall be opened in the office of Member Secretary, Punjab State E-Governance Society, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab on
scheduled date and time, in case the scheduled day of opening of the tenders is declared holiday the tender will be opened on
next working day on same time and at same venue in the presence of bidder or their representatives who may wish to be present on due date and time as mentioned in the tender
document.
ii) If the tender submission day is declared a holiday, the tenders
can be submitted on next working day upto 03.00 PM and will be opened at 04.00 PM on the same day.
iii) Only the authorized representatives of the firm will be allowed to attend the Opening/proceedings of bids by the Committee.
They should also bring letter head of the firm and any decision taken by them would be accepted by the bidder.
iv) Number of representatives may not be allowed to exceed two officials per bidder.
v) The Pre Qualification bid (Part No. I) shall be opened first and The Commercial Bid (Part No. II) will be opened only of those
bidder whose Pre Qualification bid is found to be in order and for which they shall be intimated separately about date and time by E-mail/fax/ telephone.
vi) The bidder who has not submitted the documents as per
tender conditions, proper EMD and experience certificate etc. their tender may be treated as non responsive and their Commercial Bid (Part No. II) shall not be opened.
vii) The successful Company/firm will be intimated and agreement will be entered into for a period of three years. The
preparation of the agreement with proper stamp paper etc. would be done by the bidder in consultation with CEO. The
cost of stamp papers will be borned by successful bidder.
viii) During evaluation of bids PSeGS office may, at its discretion
ask the bidder(s) for clarification of their bid. The request for
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clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought,
offered or permitted.
1.7. SUBLETTING- The contractor shall not be assigned or sublet the
work assigned to him.
1.8. VALIDITY OF TENDER:-
i) Rates submitted with the bid shall remain valid for a period of
180 (One hundred & eighty) days from the date of opening of Bid. Member Secretary reserves right to reject a proposal valid for a shorter period as non-responsive.
ii) In exception circumstances, the Member Seceratary may solicit the bidder’s consent for an extension of the period of
validity. The request and the response thereto shall be made in writing. Extension of validity period by the bidder should be
unconditional. A bidder may refuse the request without forfeiting the Earnest Money Deposit (EMD). A bidder granting the request will not be permitted to modify its Proposal.
1.9. RIGHT TO ACCEPT OR REJECT TENDER(S)-
Member Secretary reserves the right to annul the tender process, or to accept or reject any or all the Proposals in whole or part at any
time without assigning any reasons and without incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.
1.10. FRAUD AND CORRUPTION:-
It is required that the Bidders submitting Bid and the bidder
selected through this tender must observe the highest standards of ethics during the process of selection of Maintenance Service
Provider and during the performance and execution of agreement.
i) For this purpose, definition of the terms are set forth as
follows:
a) "Corrupt practice" means the offering, giving, receiving
or soliciting of anything of value to influence the action
of the End Customer or its personnel in agreement
executions.
b) "Fraudulent practice" means a misrepresentation of
facts, in order to influence a selection process or the
execution of a agreement, and includes collusive
practice among bidders (prior to or after tender
submission) designed to establish Proposal prices at
artificially high or non-competitive levels and to deprive
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the End Customer of the benefits of free and open
competition.
c) “Unfair trade practice” means supply of services
different from what is ordered on, or change in the
Scope of Work given in Section IV.
d) ”Coercive practice” means harming or threatening to
harm, directly or indirectly, persons or their property to
influence their participation in the selection process or
execution of agreement.
ii) The Member Secretary will reject a proposal for award, if it is established that the Bidder recommended for award, has been
determined to having been engaged in corrupt, fraudulent or unfair trade practices.
iii) The Member Secretary will declare contractor ineligible, either indefinitely or for a stated period of time, for awarding the
contract, if at any time determines that the Contractor has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the agreement.
1.11. CLARIFICATIONS AND AMENDMENTS OF TENDER DOCUMENT (TD):-
i) During process of evaluation of the tenders, Member
Secretary, at its discretion, ask Bidders for clarifications on their tenders. The Bidders are required to respond within the prescribed time frame.
ii) Member Secretary may for any reason, modify the TD from time to time. The amendment(s) to the TD would be clearly
spelt out and the bidders may be asked to amend their proposal due to such amendments.
iii) All bidders are advised to check for all further clarifications, corrigendum and any other important related information to
this tender at the website www.ceopunjab.nic.in, www.dgrpunjab.gov.in and https://eproc.punjab.gov.in.
1.12. EARNEST MONEY DEPOSIT (EMD)
i) The bidder shall furnish, as part of the Pre-qualification
Proposal, an Earnest Money Deposit (EMD) as per amount mentioned in the Document Control Sheet
ii) Refund of EMD: The earnest money of unsuccessful bidder shall be refunded on request by the bidder after final award of
contract.
iii) The EMD of the successful bidder will be released after the
bidder signs the final agreement and furnishes the performance security.
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iv) The Earnest Money will be forfeited on account of one or more of the following reasons:
a) Bidder withdraws its tender during the validity period
specified in tender document and in the Covering Letter.
b) Bidder does not respond to requests for clarification of its
tender.
c) Bidder fails to provide required information during the
evaluation process or is found to be non-responsive.
d) In case of a successful bidder, the said bidder fails to
sign the agreement in time; or furnish security.
1.13. DISQUALIFICATIONS
Member Secretary may at its sole discretion and at any time during
the evaluation of tender, disqualify any Bidder, if the Bidder has:
i) Made misleading or false representations in the forms,
statements and attachments submitted in proof of the eligibility requirements.
ii) Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations,
inordinately delaying completion or financial failures, etc. in any project in the preceding three years.
iii) Submitted a proposal that is not accompanied by required documentation or is non-responsive.
iv) Failed to provide clarifications related thereto, when sought.
v) Submitted more than one tender.
vi) Declared ineligible by the Government of India/State/UT
Government for corrupt and fraudulent practices or blacklisted.
vii) Submitted a proposal with price adjustment/variation provision.
1.14. Performance Bank Gurantee/ Security Deposit:
i) The successful bidder will have to deposit Security in form of jointly Fixed Deposit in favour of the name of Company & Chief Electoral Officer, Punjab, Chandigarh/Performance
Bank Guarantee (PBG) (from any Nationalized/ Schedule Bank) of appropriate amount, within seven days (inclusive of holidays) from the date of the notification of Contract award
through Letter of Intent (LOI). The Performance Security shall be denominated in INR for an amount equal to 10 (Ten)
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percent of the total Agreement Cost (Round off to higher value) valid for the agreement period plus three months.
ii) The security shall be in the form of a Performance Bank Guarantee (PBG), issued by a Nationalized/Secduled bank
located in India and acceptable to End customer. The security shall be returned to the contractor after 180 days of expiration
of the Agreement.
iii) Additional performance security needs to be provided in case
more items are added in the AMC in future, reduced appropriately by a factor on pro-rata basis on the period of warranty left-over under this agreement.
iv) Failure to comply with the requirements shall constitute
sufficient grounds for the forfeiture of the security.
v) The security shall be released after expiry of agreement
provided there is no breach of contract on the part of the contractor.
vi) No interest will be paid on the security in case of PBG.
vii) In case the Company/firm fails to comply with the
requirement of agreement shall constitute sufficient grounds for the annulment of the awards and forfeiture of the security,
in which event the CEO/DEO/ ERO offices may get done the work at the risk cost of the Company/firm.
1.15. AWARD OF CONTRACT
Member Secretary will notify the successful bidder in writing that its
tender has been accepted. The successful bidder must submit PBG
within One week of from issuance of Letter of Intent (LoI) / Work order
as per clause 1.14 before signing of the agreement. The bidder will
sign the Agreement with the Deputy Chief Elctoral Officer, Punjab
with in 7 days of submission of PBG. After signing of the Agreement,
no variation in or modification of the terms of the Agreement shall be
made except by written amendment signed by both the parties. The
cost of blank stamp papers will be borne by the bidder.
1.16. Clarification on Tender Document
A prospective Bidder requiring any clarification on the Bid Document may submit his queries as indicated in invitation to Bids/ Important
dates”. Pre-bid queries must reach in writing in the specified format available below on email mentioned in the document control sheet
before 1 working day up to 5 PM prior to the date of pre-bid meeting. The queries must originate from the bidder only. Queries made otherwise will not ne entertained.
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S.N. Page No. RFP Clause No. Clarification Sought
1.
2.
3. The Bidder should provide this information in MS Excel file.
1.17. Language of Bids
The Bids prepared by the bidder and all correspondence and documents relating to the bids exchanged by the bidder and Punjab
State E Governance Society, shall be written in English language, provided that any printed literature furnished by the Bidder may be written in another language so long the same is accompanied by an
English translation in which case, for purposes of interpretation of the bid, the English translation shall govern.
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GENERAL CONTRACT CONDITIONS
1.18. COMPLAINTS MANAGEMENT
i) Service (Call / Asset) Management Software- The firm has to provide Call/Help Desk System having Call/Asset Management Software (to record and maintain all the calls
logged their status, engineer deployed. The software should be able to provide Daily call reports in terms of no. of calls received, no. of calls attended, no. of calls pending and no. of
calls escalated, Weekly call reports, Monthly call analysis, Asset management and tracking, Equipment history sheet,
Monthly network management report etc.) The space for the Call Desk will be provided at CEO office, if required.
ii) Bidder will provide single window complaint logging system to enable the various users to log/complaint of their problems by
all the following communication means:
a) Toll free number for registration of complaints from 141
locations of Chandigarh & Punjab.
b) Mobile
c) Landline
d) Fax
e) E-mail, Computer with web application.
Bidder will provide a unique complaint number for progress
and close looping the complaints.
iii) Call/Feed back/Performance report- All records of complaints
will be maintained and properly recorded by the contractual firm with the details such as time when the call was reported and attended, signatures of the user, problem, comments of
the user etc. A copy of the call/feed back report is to be given to the user.
iv) For fault analysis and tracking problems, the contractor will require submitting summary of monthly call reports to end
customer (CEO) on 5th of every month.
v) Working hours- The firm will correct any faults & failures in
any equipment under this agreement during normal working hours (9.00 AM to 5.00 PM) from Monday to Friday or in Peak Hours from Monday to Saturday/Sunday. As few of the units
of end customer work round the clock and in case of urgent and emergent situations, it can be asked to rectify the
problem on holidays and after working Hours also, at no extra cost.
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vi) Escelration matrix with contact detail should also be submitted.
1.19. REPAIR OF IT EQUIPMENT & PENALTY
Repair/maintenance/Service of “IT Equipments”, software and
network will be provided as per deliverables & service levels
defined at Annexure 1
i) The engineer from the selected bidder must attend the call, rectify the fault within stipulated time and a certificate of satisfactory repairs obtained from the user.
ii) In case there is any major fault/repair identified by bidder
and requiring more time than stipulated time, the bidder must replace the faulty equipment with equipment of similar configuration & quality and make it operative as original to
avoid penalty.
iii) PEAK Duration- During the revision of photo electoral rolls
and during the General elections/Bye-elections of Lok Sabha & Vidhan Sabha, time bound activities are to be carried out by
the Department under the directions of the Election Commission of India, the maintenance of the computer systems, software and peripherals is more critical and the 24
hours service will be required during that period. This will be intimated by the CEO office in writing.
iv) In case of any deficiency in the service levels the penalty will be imposed as under:
Sr.
No.
Equipment Downtime Penalty Remarks
A- Normal Hours
1.
Server/
PC
Up to 2 days Nil 2 hours for inspection &
remaining for repairs
3 day to 7 days beyond permissible time for repair.
2% of AMC cost per server per day
Standby arrangement is allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per server per day besides the repair
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could be got done through open market at the risk and cost of the contractual firm.
2. All other IT Equipment under AMC
Up to 3 days Nil 4 hrs for inspection & remaining for repairs.
4 Day to 9 days
1% of AMC cost per equipment per day.
Standby arrangement is allowed only for 10 days, delay of one
day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per equipment per day besides the repair could be got done through open market at the risk and cost of the contractual firm.
10 days to 14 days
2% of AMC cost per equipment per day.
3. Non Providing of Site Engineer
Upto one day with prior consent of the end user in one month
Nil Substitute arrangement will be made by the bidder by 4th day or Rs 1200/- penalty shall be deducted for each subsequent day.
2 day to 3 day Rs 1000 per day
B- Peak Hours
1.
Server/
PC
Up to 1 days Nil 2 hours for
inspection & remaining for repairs
1 day to 6 days beyond permissible time for repair.
2% of AMC cost per server per day
Standby arrangement is allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per server per day
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besides the repair could be got done through open market at the risk and cost of the contractual firm.
2. All other IT Equipment under AMC
Up to 2 days Nil 3 HRS for inspection & remaining for repairs.
3 Day to 9 days
1.5 % of AMC cost
per equipment per day.
Standby arrangement is
allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per equipment per day besides the repair could be got done through open market at the risk and cost of the contractual firm.
10 days to 14 days
2% of AMC cost per equipment per day.
3. Non Providing of Site Engineer
Upto one day with prior consent of the end user in one month
Rs 500 per day
Substitute arrangement will be made by the bidder by 4th day or Rs 1200/- penalty shall be deducted for each subsequent day.
2 day to 3 day Rs 1000 per day
v) The above mentioned hours and days will be working hours of end customer. However, on specific request by end customer
where equipment is required urgently by the end customer then bidder has to provide services beyond working hours also. In such case, End customer department/office will
ensure that the equipment is made available to the bidder enabling them to carry out repairs.
vi) The maximum Penalty cap will be 15% of the cost of the project.
1.20. PERIOD OF AMC
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i) The agreement will be valid for a period of three years and the commencement of AMC will be informed after finalization of
the agreement.
ii) On expiry or premature termination of this agreement, the
firm shall handover the equipments in good condition to end customer (CEO/DEO) or to the new AMC vendor, except fair
wear and tear, failing which the firm shall pay to end customer (CEO) such damages.
1.21. In the case of “IT Equipments”, the agreement will be comprehensive in nature, i.e., the rates approved will cover the maintenance of operating systems, software installation and
configuration of internet/e-mail on computers and cost of all spare parts inclusive of Printer bands, Fuser assemblies, Power
Adapter, Roller of printers, Printer’s Teflon and HDD media exclusive of consumables like plastic parts, printer ribbons, toners for laser-jet printers and inkjet cartridges, printer head,
scanner lamp, monitor picture tube, and Laptop batteries etc.
1.22. This agreement specifically excludes damages caused due to fire,
theft, Riots, accidents and other exceptional circumstances like rat menace etc.
1.23. No item will be taken to workshop by the company/firm. Only defective parts may be taken to workshop by the company/firm
unless it is very essential. In case Company/firm has to take any item/part to the workshop for its repair, he has to provide standby arrangement in advance so that the work may be continued.
1.24. If company/firm provides standby arrangement for any item which
is out of order, it will be the responsibility of the company/firm that before expiry the agreement it should repair/replace the defective item and only then he could take its standby item back
otherwise the CEO may deduct/recover from the security and payable amount equal to the cost of that item.
1.25. No item should be remained down on the basis that the part equivalent to defective part is not available. The company/firm
has to install the latest or same speacification parts in the system so that the work may be continued.
1.26. All services regarding computer hardware and network will be provided by the company/firm at our place.
1.27. The contractor shall provide spare parts, assemblies and sub-assemblies which develop defects or breakdown during the period
of AMC. All spare parts replaced shall be Original Equipment Manufacturer (OEM) /supplier.
1.28. In case, firm feels necessary to get the help from some Specialist to repair the item, then the Specialist Engineer should accompany
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with Firm’s Engineer. The Cost of the Specialist Engineer shall be beared by the Company.
1.29. The agrement can be extended for a period of upto One year on same terms and condition including rates.
1.30. INCLUSION OF ADDITIONAL EQUIPMENT UNDER AMC
i) The IT equipments of end customer department under warranty at present, on the expiry of warranty period will be
added to the list of equipment under AMC with selected bidder, at the discretion of end customer.
ii) Letters for the each product /equipment to be added under AMC with the bidder will be issued separately duly signed by authorized signatory of end customer department referring the
agreement under the tender.
iii) IT Equipments will be added under the same terms and conditions as per the terms of this agreement under this tender. The validity of the agreement will not be changed due
to addition of these equipments.
iv) Payment for additional equipment(s) will be made on prorata
basis for the period of AMC.
v) PBG for those equipments shall be additional (i.e. 10 percent of the total newly included items)
1.31. INCLUSION OF ADDITIONAL SITES/LOCATIONS UNDER AMC:-
In case the new office(s) created/established under this department
will be included under the AMC. The validity of the agreement will not be changed due to addition of new sites/locations.
1.32. PAYMENT TERMS
i) Contract cost would comprise of the total AMC cost per equipment, inclusive of all taxes & charges as per the bid value approved as a fixed cost. The bidder shall be deemed to
have satisfied itself as to the correctness and sufficiency of the Contract cost, which shall, except as otherwise provided for in the Contract, cover all its obligations under the Contract.
ii) Payment will be made to the bidder on quarterly basis after
deduction of penalties, if any. Payment thereof will be due on 01 January, 01 April, 01 July and on 01 October of every year, irrespective of the date of signing of the agreement, till
the currency of the agreement. For first Quaterly, payment will be made on prorata basis for number of days in the first quarter of the year.
iii) Bidder will submit a Pre-receipted bill in triplicate for previous
quaterly to the end customer head office/ Nodal officer along
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with the quaterly Maintenance Information Services (MIS) on complaints/resolutions/repairs as per deliverables described
at Annexure-1, duly justifying amount due/penalties, if any.
iv) End customer department will ensure the bills are verified by
Monitoring and evaluation committee and the payments shall be made after deduction of penalty, if any, after submission of
a valid invoice by the bidder. All payments shall be made in the INR.
v) No advance payment will be made under any circumstances.
1.33. CONFIDENTIALITY
i) Information relating to the examination, clarification and comparison of the tenders shall not be disclosed to any bidder
or any other persons not officially concerned with such process until the selection process is over. The undue use by
any bidder of confidential information related to the process may result in rejection of its tender. During the execution of the project except with the prior written consent of the
Department, the bidder or its personnel shall not at any time communicate to any person or entity any confidential
information acquired in the course of the Agreement.
ii) Confidential information shall mean and include any and all
confidential or proprietary information furnished, in whatever form or medium, or disclosed verbally or otherwise by the bidder and/ or the Department to each other including, but
not limited to, the services, plans, financial data and personnel statistics, whether or not marked as confidential or
proprietary by the parties.
iii) The selected bidder will maintain the confidentiality of the
data stored on the computer systems of end customer. The firm will be required to take appropriate actions with respect to its personnel to ensure that the obligations of non-use &
non-disclosure of confidential information are fully satisfied. In case of failure, End Customer has right to take legal action
against the firm.
1.34. TAKING/HANDING OVER
i) The firm will take over under AMC all the equipments in working order and will hand over all the equipments in
working order to the new vendor after expiry of the AMC period.
ii) The equipments to be taken over under AMC by the firm alongwith signing of the agreement in working condition.
iii) AMC vendor may inspect and bring out faulty units which are not in a position to be taken over for AMC without repairs.
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(The repair may have to be got done by outgoing AMC vendor or by End Customer as applicable) if no such list/information
is submitted within 10 next working days to end customer it will be treated as all the machines have been taken over by the firm and no separate letter will be issued by end customer
in this regard.
iv) In case of major repairs requiring in any machine for which separate charges are to be claimed, the contractor may submit the details of all such equipments alongwith the problem and
estimated expenses to be incurred to the end customer within a period of 10 days from the date of agreement and thereafter all the systems shall be deemed to have been taken over by
the vendor satisfactorily and no such claim will be entertained.
v) After expiry of the contract all the machines are to be handed over by the outgoing AMC vendor to the new AMC vendor
within 10 working days of expiry of agreement in working conditions and a certificate to this effect is required to be obtained by the firm from the concerned officer in-charge of
the maintenance and to be produced alongwith the final claim of the AMC charges.
vi) The faults pointed out by new AMC vendor during the inspection before taking over of the equipments are to be
rectified within next two working days by the outgoing AMC vendor, and any further delay in rectification of faults thus pointed out shall make the firm liable for imposition of penalty
as per Tender terms and conditions applicable to outgoing AMC vendor.
1.35. TAXES & DUTIES
i) For Goods or Services supplied from outside/within India, the bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed.
ii) For the purpose of the Contract, it is agreed that the Contract
Price of the Contract Agreement is based on the taxes, duties, levies, and charges prevailing at the date twenty-eight (28) days prior to the date of bid submission. If any tax/statutory
levy rates are increased or decreased, a new tax/levy is introduced, abolished, or any change in interpretation or application of any tax/levy occurs in the course of the
performance of the Contract, which was or will be assessed on the bidder in connection with performance of the Contract, an
equitable adjustment to the Contract Price shall be made to fully take into account any such change by addition to or reduction from the Contract Price, as the case may be.
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iii) The bidder shall be liable to pay all statutory taxes that shall be levied according to the laws and regulations applicable
from time to time in India and the price bid by bidder shall include all such taxes.
iv) Wherever the laws and regulations require deduction of Taxes at the source of payment, End Customer shall affect such
deductions from the payment due to bidder. The remittance amounts so deducted and issuance of certificate for such deductions shall be made by end customer as per the laws
and regulations in force. Nothing in agreement shall relieve the bidder from his responsibility to pay any tax that may be levied in India on income and profits made by the bidder in
respect of this agreement.
v) Levy/Taxes payable by Company/firm – GST or any other tax on materials in respect of this contract shall be payable by the Company/firm and the CEO shall not entertain any claim
whatsoever in this respect.
vi) All tendered rates shall be inclusive of all taxes and levies
payable under respective statutes. However, pursuant to the Constitution (46th Amendment Act, 1982), if any further tax
or levy is imposed by Statute, after the last stipulated date for the receipt of tender including extensions, if any, and the Company/firm thereupon necessarily and properly pays such
taxes/levies, the Company/firm shall be reimbursed the amount so paid.
1.36. STOCKING OF SPARE PARTS:-
i) The stock of spares of following hardware items should be readily avaiable with firm’s Site Engineer for quick response and resolution time:-
a) Motherboards
b) Main memory (RAM)
c) Storage devices, i.e. Hard Disk Drives, CD-ROM Drives.
d) Mouse
e) SMPS unit
f) Network switches etc.
g) If any other equipments/ components / items / parts required for maintaince and operation.
1.37. TERMINATION OF CONTRACT -
The bidder’s association with the end customer will terminate in following ways:-
The term of Contract expires.
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Termination of Agreement by the end customer due to
non-performance during the execution of Project:-
a. Performance is below expected level.
b. Non adherence to the timelines of the Project.
c. Quality of work is not satisfactory.
TERMINATION FOR INSOLVENCY, DISSOLUTION ETC.-
The end customer may at any time terminate the
Agreement by giving written notice to the contractor, if the
contractor becomes bankrupt or otherwise insolvent or in
case of dissolution of firm/company or winding up of
firm/company. In this event termination will be without
compensation to the contractor, provided that such
termination will not prejudice or affect any right of action
or remedy, which has accrued or will accrue thereafter to
the End customer (CEO).
TERMINATION FOR CONVENIENCE-
The End customer reserves the right to terminate, by prior
written notice, the whole or part of the agreement, at any
time for its convenience. The notice of termination shall
specify that termination is for the End customer’s
convenience, the extent to which performance of work
under the agreement is terminated, and the date upon
which such termination becomes effective.
FORCE MAJEURE-
i. The bidder shall not be liable for forfeiture of its security
or termination of contract for default if and to the extent
that its delay in performance or other failure to perform
its obligations under the Contract is the result of an
event of Force Majeure.
ii. For purposes of this clause, “Force Majeure” means an
event beyond the control of the contractor and not
involving the contractor’s fault or negligence, and not
foreseeable. Such events may include, but are not
restricted to, acts of the End customer in its sovereign
capacity, wars or revolutions, riot or commotion,
earthquake, fires, floods, epidemics, quarantine
restrictions and freight embargoes.
iii. If a Force Majeure situation arises, the contractor shall
promptly notify the End customer in writing of such
condition and the cause thereof. Unless otherwise
directed by the End customer in writing, the contractor
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shall continue to perform its obligations under the
Contract as far as is reasonably practical, and shall seek
all reasonable alternative means for performance not
prevented by the Force Majeure event.
1.38. RESOLUTION OF DISPUTES
If any dispute arises between parties, then these would be resolved in
following ways:
A. Amicable Settlement
Performance of the Contract is governed by the terms and
conditions of the Contract, however at times dispute may arise
about any interpretation of any term or condition of Contract
including the scope of work, the clauses of payments etc. In
such a situation either party of the contract may send a written
notice of dispute to the other party. The party receiving the
notice of dispute will consider the Notice and respond to it in
writing within 30 days after receipt. If that party fails to respond
within 30 days, or the dispute cannot be amicably settled within
60 days following the response of that party, then the Sub-
clause-B of Resolution of Disputes shall become applicable.
B. Resolution of Disputes
In case dispute arising between the End Customer and the
contractor, which has not been settled amicably, the contractor
can request the End Customer to refer the dispute for
Arbitration under Arbitration and Conciliation Act, 1996. Such
disputes shall be referred to the Chief Electoral Officer of the
End Customer. The Indian Arbitration and Conciliation Act,
1996 and any statutory modification or re-enactment thereof,
shall apply to these arbitration proceedings. Arbitration
proceedings will be held at Chandigarh. The decision of the
arbitrator shall be final and binding upon both the parties. All
arbitration awards shall be in writing and shall state the
reasons for the award. The expenses of the arbitration as
determined by the arbitrator shall be borne by the contractor.
However, the expenses incurred by each party in connection
with the preparation, presentation shall be borne by the party
itself.
C. Legal Jurisdiction
Only the Courts at Chandigarh shall have the jurisdiction with
respect to any dispute, controversy or claim arising out of or
relating to or touching upon any terms and conditions
contained in this agreement.
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1.39. MONITORING AND EVALUATION COMMITTEE
i. A monitoring committee will be constituted as under to
monitor the state of repair/maintenance of the equipment
under AMC as per terms and conditions:-
Deputy Chief Electoral Officer,or his
Representative
Chairman
Assitant Controller (F&A) or his
Representative
Member
System Manager CEO office Member
ii. Monitoring committee will:
a) Quarterly review and monitor the repairs/preventive maintenance by contractor and verify the invoices submitted by contractor.
b) Return the duly verified invoices to contractor within seven
working days of its receipt.
c) Make suitable recommendations to End Customer (CEO)
in case of any amendment to the agreement is essential, duly justifying the same.
d) Make recommendation for renewal.
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SECTION-2: SCOPE OF WORK (SOW)
The contractor would be responsible for carrying out the following tasks during the comprehensive maintenance contract for the
period of three years.
2.1. Hardware
i) Inspection of the entire infrastructure to take stock of
present status of its functioning and submission of report to the client within one week from the assignment of work.
ii) Keep the infrastructures including Hardware, Software, Networking up & in running condition as per the service
levels prescribed by providing the required support and services.
Presently Department will go for maintenance contract for approximately 420 items as detailed in Annexure-5
(List of Equipments for AMC).
Deploying adequate engineers to ensure the service
level/uptime agreed in the contract at CEO/DEO /ERO offices for maintenance, trouble-shooting and repair purpose.
Stock of required spares of hardware items at CEO/DEO offices for quick response and resolution
time.
iii) Providing Toll Free number for registration of the
complaints.
iv) Implementing Complaints Mangement Systems of IT
equipments.
v) Providing MIS for registration of online complaints of IT
equipments, and tracking of complaint status with a complete assess to CEO.
vi) Smooth Functioning & operation of LAN.
vii) Study problems of slow down of machine & occupying heavy hard disk space in the existing antivirus and suggest measures to overcome those problems for smooth
operations of Antivirus.
viii) E-mail service within and outside network (to internet).
ix) Expansion of hardware, software, LAN network etc., where
required.
x) For Network Connectivity issues L1 Support will be
required
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Note: The bidder shall provide the following facility during the period of AMC for immediate responses & resolving of
complaints of CEO/DEO offices.
S. No.
Category of Manpower
No. of Manpower
Location Qualifacation of Manpower
A-NON-PEAK HOURS
1. Engineer 01
CEO Office
Diploma in computer
science/ IT/ Hardware/ networking or equivalent (minimum 1 year Full time
course) with two years of experience) in similar services, on its payroll,
deployed on the AMC business in Chandigarh and
Punjab.
B- PEAK HOURS
1. Help Desk 01
CEO
office
Diploma in computer science/ IT/ Hardware/ networking or equivalent
(minimum 1 year Full time course) with two years of
experience) in similar services, on its payroll, deployed on the AMC
business in Chandigarh and Punjab.
2. Engineer 01 Diploma in computer science/ IT/ Hardware/ networking or equivalent
(minimum 1 year Full time course) with two years of
experience) in similar services, on its payroll, deployed on the AMC
business in Chandigarh and Punjab.
The Company will not change the resource preson without approval of the office of
CEO Punjab.
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AANNNNEEXXUURREESS
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Annexure-1
SERVICES, DELIVERABLES & TIME-LINES
S.
No.
Stake
Holder
Description of
Service/ Activities
Deliverables @ Service level/Time
line
I Bidder
Complaint
Registration/
Closing
(a) Complaint Number (a) Immediate on
complaint
(b) Call for complaint
closing
(b) On Rectification
Preliminary
Inspection
Equipment Inspection
Report
Within 24 Hours
Repair of IT
Equipment
Equipment Service call
Report
(a) Servers (a) Within one days
(b) All IT
Equipment &
network other
than servers
(b) Within three
days
Preventative
Maintenance and
Cleaning of IT
equipment.
Preventive Maintenance
& Cleaning Report
Every month
Maintenance
Information
Services (MIS)
(a) MIS of repairs
carried out
Every month
Also six month
reports withinvoice (b) MIS of Maintenance/
Cleaning
(c) MIS of Complaints/
Resolutions
Manpower System Engineer (a) Immediately on
commencement
of agreement
(b) Replacement
within 3 days
2 End User
Access to the
equipment for
smooth
maintenance/
repair
Necessary security
clearance and access to
representative of bidder.
As and When
required
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Payments to bidder Quaterly Payment
against invoice of bidder
(Due on 01 January, 01
April, 01 July & 01
October
@ The quality of the deliverables is expected to be as per
National/International Best Practice Standards and to the entire
satisfaction of End Customer.
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Annexure-2 List of items to be covered under Comprehensive Annual Maintenance Contract
Computer Servers, PCs Computers, Printers, Scanners & Software (Operating Systems), UPSs & Networking Equipments etc.
HARDWARE ITEMS INSTALLED IN HEAD OFFICE Item.
No Item Sr.No MAKE Model Item Serial No.
1 SERVER
1 HCL SVR-RACK-HCL-QSSC-S4R C101AG520140
2 HCL SVR-RACK-HCL-QSSC-S4R C101AG520139
3 IBM X225 2FZ9756
4 IBM X225 2FZ9631
2 PCs
1 IBM MT-8296 29R7077
2 IBM MT-8196 2FN0820
3 IBM MT-8196 2FN0797
4 HCL PC-HCL-Q9550 C101AA436727
5 HCL PC-HCL-Q9550 C101AA436728
6 HCL PC-HCL-Q9550 C101AA436729
7 HCL PC-HCL-Q9550 C101AA436730
8 HCL PC-HCL-Q9550 C101AA436891
9 HCL PC-HCL-Q9550 C101AA436892
10 HCL PC-HCL-Q9550 C101AA436893
11 HCL PC-HCL-Q9550 C101AA436894
12 HCL PC-HCL-Q9550 C101AA436895
13 HCL PC-HCL-Q9550 C101AA436896
14 HCL PC-HCL-Q9550 C101AA436897
15 HCL PC-HCL-Q9550 C101AA436898
16 HCL PC-HCL-Q9550 C101AA436899
17 HCL PC-HCL-Q9550 C101AA436900
18 HCL PC-HCL-Q9550 C101AA436901
19 HCL PC-HCL-Q9550 C101AA436902
20 HCL PC-HCL-Q9550 C101AA436903
21 HCL PC-HCL-Q9550 C101AA436904
22 HCL PC-HCL-Q9550 C101AA436905
23 HCL PC-HCL-Q9550 C101AA436906
24 HP PC-HP-Compact Elite 8300 BIG INA251TD0V
25 HP PC-HP-Compact Elite 8300 BIG INA251TCYX
26 HP PC-HP-Compact Elite 8300 BIG INA251TCH5
27 HP
PC-HP-Compact Elite 8300
BIG INA0070JMQ
28 HP PC-HP-Compact Elite 8300 BIG INA25ITD28
29 HP PC-HP-Compact Elite 8300 BIG INA251TD2C
30 HP PC-HP-Compact Elite 8300 BIG INA251TD2H
31 HP PC-HP-Compact Elite 8300 BIG INA25ITCYS
32 HP PC-HP-Compact Elite 8300 BIG INA241TD22
33 HP PC-HP-Compact Elite 8300 BIG INA25ITCZH
34 HP PC-HP-Compact Elite 8300 BIG INA0070JBN
35 HP PC-HP-Compact Elite 8300 BIG INA251TCZM
36 HP PC-HP-Compact Elite 8300 BIG INA251TD17
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37 HP PC-HP-Compact Elite 8300 BIG INA251TCJP
38 HP PC-HP-Compact Elite 8300 BIG INA25ITC2Z
39 HP
PC-HP-Compact Elite 8300
BIG INA251TD14
40 HP PC-HP-Compact Elite 8300 SMALL INA405RK9F
41 HP PC-HP-Compact Elite 8300 SMALL INA405RKB2
42 HP PC-HP-Compact Elite 8300 SMALL INA405RL8K
43 HP PC-HP-Compact Elite 8300 SMALL INA405RL38
44 HP
PC-HP-Compact Elite 8300
SMALL INA405RKHL
45 HP PC-HP-Compact Elite 8300 SMALL INA405RKH7
46 HP PC-HP-Compact Elite 8300 SMALL INA405RKDP
47 HP PC-HP-Compact Elite 8300 SMALL INA405RKR2
48 HP PC-HP-Compact Elite 8300 SMALL INA405RL89
49 HP PC-HP-Compact Elite 8300 SMALL INA405RKS5
3 PRINTERS
1 HP HP-1022 CNBJ6390RW
2 HP HP-1007 VNC4Y0425
3 HP HP-1020+ CNCH290732
4 HP HP-1020+ CNCH197768
5 HP HP-1020+ CNCFT71187
6 HP HP-1020+ CNCH290701
7 HP HP-1020+ CNCH197569
8 HP HP-1020+ CNCH290707
9 HP HP-1020+ CNCH212774
10 HP HP-1020+ CNCH290714
11 HP HP-1020+ CNCH290529
12 HP HP-1020+ MSYA302662
13 HP HP-1505 VNF3L59457
14 HP 4515N CNFYC13389
15 HP PR-HP-2608 MY49FC32PJ
16 HP PR-HP-M1213 CNG9C8HBRS
17 HP PR-HP-M1213 CNG9C8HBSB
18 Cannon LBP6300DN MFTA006856
19 Cannon CANON 6018B MYSA302654
20 Cannon CANON 6018B MYSA302677
21 Cannon CANON 6018B MYSA302679
22 Cannon CANON 6018B MSYA302681
23 Cannon CANON 6018B MYSA302671
24 Cannon CANON 6018B MSYA302672
25 Cannon CANON 6018B MSYA302685
26 Cannon CANON 6018B MSYA302662
4 SCANNER
1 CANNON DR6030C FL408387
2 CANNON DR6030C FL408507
3 HP 5590 CN932TSOYR
4 MICROTEK Microtek-9800XL S42G419625
5 UPS
1 Uniline 10KVA ULP10L-01AA
2 Uniline 3KVA UPL131-45A
3 VENUS 1KVA 32CN8899
4 VENUS 1KVA 32CN 8902
5 VENUS 1KVA 82CN8893
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6 VENUS 1KVA 32CN8883
7 APC 1KVA EB0952002597
8 LIBERT 2KVA 9824000131AF5T1
6 ROUTER
1 CISCO CISCO-2921 FGL161010GT
2 CISCO CISCO-2921 FGL161010GN
7 PROJECTOR 1 HP HP vp6120 (S)TWB4111418
8 LAPTOP 1 SONY SONY-PCG-71313W 27516176-7006870
9 Video Conference Set 1 POLYCOM HDX 7000 OD8496
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Note:- Following operating systems are running on the Computer Servers, PCs in the CEO/DEO/ERO offices:-
1. Windows Server 2008 64Bit R2 (Enterprises edition)
2. Windows Server 2008 32Bit R2 (Standard edition)
3. Windows Server 2003 SBS
4. Windows Server 2003 Standard
5. Windows 7 /8/10
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Annexure-3
List regarding addresses of the office of the Deputy Chief Electoral Officer,along with contact numbers and name of Officer
Sr.
No.
Name of
Officers
Designation Addresses Telephone No.
(Office)
Mobile No.
1. Sukhdev
LAL
Deputy Deputy
Chief Electoral Officer,Punjab
SCO No. 29-30-31-32,
Sector: 17-E, Chandigarh
0172-2704701 97791-15407
List regarding addresses of the District Election Offices (DEOs) along with contact numbers and name of Officer Incharge (Election Tehsildar)
Sr.
No.
Name of
District
Name of
Tehsildar/
Officers
Addresses Telephone No.
(Office)
Mobile No.
1. Pathankot Sh. Sarbjeet Singh
Old PWD Rest House Shimla Pahari near
Avalon school Pathankot.
PIN-145001
0186-2345078
98787-44929
2. Gurdaspur Sh. Rajinder Singh
House No.338 Ward No. 7 Railway Road, Gurdaspur
PIN- 143521
01874-223487
98153-86852
3. Amritsar Sh. Rakesh
Kumar
District Election Office,
D.C. Office, Amritsar –PIN
-143001
0183-2227118
98146-57634
4. Jalandhar Sh. Raj Kumar New Court Complex,
Jalandhar PIN-144001
0181-2244059
98885-46546
83605-25228
5. Nawan
Shahr
Sh. Harish
Kumar
District Election Office,
D.C. Office, Nawan Shahr
PIN-144514
01823-222580
98155-11651
6. Kapurthala Smt. Manjit Kaur
District Election Office, Zila Parishad Complex,
2nd Floor, Char Batti
Chowk, Kapurthala PIN-
144601
01822-239448
98157-23132
7. Hoshiarpur Sh. Karnail Singh
Room No. 219, IInd Floor, Mini Secretariat, Near
D.A.V. College,
Hoshiarpur PIN-146001
01882-225013
98152-76076
8. Ludhiana Smt. Anju
Bala
District Election Office,
D.C. Office, Ludhiana PIN-141001
0161-2431430
99140-43200
9. S.A.S. Nagar
Sh. Hardeep Singh
D.C. Office, Sector-76 SAS Nagar, PIN-160055
0172-2219522
94170-85231
10. Ropar Sh. Harminder
Singh
District Court Complex,
Ropar PIN-140001
01881-221469
98156-23453
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11. Patiala Sh. Hardev
Singh
Room No. 325, IInd Floor,
Mini Secretariat, Block –
A, Patiala PIN-147001
0175-2350779
94175-58059
12. Fatehgarh
Sahib
Sh. Labh
Singh
Room No. 303, IIIrd Floor,
Mini Secretariat,
Fatehgarh Sahib PIN-
140406
01763-232102
97800-33503
13. Sangrur Sh. Harinder
Pal Singh
Mini Secretariat, Sangrur
PIN-148001
01672-230726
96467-00660
14. Ferozepur Sh. Chand Parkash(EK)
Red Cross Complex, IIIrd Floor, Ferozepur PIN-
152001
01632-242473
80540-02640
15. Moga Sh. Manjit
Singh
Mini Secretariat, Moga
PIN-142001
01636-234073
98723-41546
16. Faridkot Smt. Ratinder
Kaur
New District
Administrative Complex,
Muktsar PIN-152026
01639-253602
99154-65025
17. Muktsar Sh. Inderjit
Singh
Satpal (EK)
District Election Office,
D.C.Office, Faridkot–PIN -
151203
01633-262857
95018-00835
98787-44929
18. Bhatinda ShBharat
Bhushan
(Addl.charge)
Room No. 303, Mini
Secretariat, Bhatinda
PIN-151001
0164-2211022
94170-26842
19. Mansa Sh Bharat Bhushan
District Election Office, Mini Secretariat, Mansa
PIN-151505
01652-227687
94170-26842
20. TarnTaran Sh Atinder
Kumar
Room No. 26, IInd Floor,
DC Office,Tarn Taran PIN-143401
01852-
224115/07
98555-74555
21. Fazilka Sh. Inderjit
Singh
DC Office, Fazilka, Room
No. 205 PIN-152123
01638-262620
95018-00835
22. Barnala Smt. Naresh
Kiran
District Election Office,
Court Complex, Barnala
PIN-148101
01679-231307
99145-00484
23. Patiala
Store
Sh. Sanjeev
Kumar
Election Tehsildar,
Incharge Election Store,
Punjab, Baradari Garden,
Patiala PIN-147001
0175-2305013
94647-74171
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Annexure-4
MASTER SERVICE AGREEMENT TEMPLATE
CONTRACT AGREEMENT
THIS AGREEMENT is made on the <<day>> day of <<month>> 2018
BETWEEN:
Department of <<name of Department>>, Government of Punjab having its office
at the o/o <<address of Department>> India hereinafter referred to as “The
Department” (which term or expression unless excluded by or repugnant to the
subject or context shall mean and include its successors-in-office and assigns) of
the FIRST PART;
AND
M/s <<name of selected company>>, incorporated in India under the Companies
Act, 1956 and having its registered office at <<registered office address>> (India)
and place of business at <<business address of company>> hereinafter referred
to as “The Company” (which term or expression unless excluded by or repugnant
to the subject or context shall mean and include its successors-in-office and
assigns) of the SECOND PART;
WHEREAS
a) The Department is desirous that the Maintenance Service Provider for AMC of
IT Equipments/Network installed in the office of the CEO office (Head Office)
as well as in DEO & ERO offices.
b) The MSP, having represented to the Department that it has the required
professional skills, and personnel and technical resources, has agreed to
provide the services on the terms and conditions set forth in this Contract;
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
a) In this Agreement words and expressions shall have the same meanings as
are respectively assigned to them in the tender.
b) The following documents in relation with request for Proposal issued for
selection of Consultants shall be deemed to form and be read and construed
as part of this Agreement viz:
1. Notice Invitation for tender (NIT)
2. Tender Document No. : PSEGS/Election/2018/01
3. Brief Distriction of Work.
4. Instructions for Bidders
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5. General Conditions of Contract
6. Scope of Work.
7. All Annexure, amendments, supplements, corrigendum or clarifications thereto
8. Award of Contract.
c) The contract shall begin from the date of signing of the contract, as and when
the Project would be assigned to the MSP and will be valid for three year.
d) The mutual rights and obligations of the Department and the MSP shall be as
set forth in the Contract, in particular:
1. The MSP shall carry out the services in accordance with the provisions of
the Contracts.
2. The MSP shall provide professional, objective and impartial advice and at
all times hold the Department’s interest paramount, strictly avoid
conflicts with other assignments/jobs, downstream projects or their
corporate interests and act without any consideration for future work.
and
3. The Department shall make payments to the MSP in accordance with the
provisions of the Contract.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be
signed in their respective names as of the day and year first above written.
Date of Commencement of Agreement. ____________________________
Date of Termination of Agreement. ____________________________
Signed on behalf of the MSP
Signature :
Name :
Designation :
Witness - I
Signature :
Name :
Designation :
Organization : (As selected by MSP)
Signed on behalf of the <<Department>>
Signature :
Name :
Designation :
Witness - II
Signature :
Name :
Designation :
Organization : (As selected by <<Deptt.>>)
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Annexure-5
List of Equipments For AMC
S. No
Category Model/
Model No.
Item Detail Qty.
1. 2. 3. 4. 5.
1.
Server SVR-HCL-GL-2700
Intel Xeon Processor 5640, 2.66 GHz or higher
(4Core or higher) with DUAL CPU,8 MB L3
cache or higher,64 GB ECC DDR3, 2*300 GB
Hot Swap Hardisks RAID 0.1,On Board dual GB Ethernet Card,5PCI Express Gen 2 Slots ,
Cooling Fans Pre failure alerts for processors,
memory, power supply, fans, HDD Min 6PCA
Slots.
22
2.
Server SVR-IBM-
7975-14S
IBM Server 7975, Intel Xeon 2.8 GHZ, 8 GB
RAM, 5*300 GB HDD, 15" Monitor, 1.44 MB
Floppy Disk Drive (FDD), PS-2 Mouse and 104 keys keyboard.
1
3.
Server SVR-IBM-
X225-12S
IBM Server X225, Intel Xeon 2.8 GHZ, 4 GB
RAM, (3*73 GB +2*36 GB) HDD, 15" Monitor,
1.44 MB Floppy Disk Drive (FDD), PS-2 Mouse
and 104 keys keyboard.
17
4. Server
SVR-IBM-X3400
IBM Server X3400, 3.0GHz, Dual 5050,
EM64T, 2X2MB Cache, 3X72GB Hotplugable, 20/40GB DAT, 17", DVD Writer
2
5.
Server
SVR-RACK-
HCL-QSSC-
S4R
Intel Xeon processor 7520 , 1.86 GHz or
higher (4 Core or higher) with Quad CPU, 128
GB ECC DDR3, 3 x 146GB Hot Swap Hard
Disks, RAID 0, 1, RAID 5
2
6. Laptop Sony
Intel Core i5-560M Processor
2.66GHz,Windows 7 Professional 64-bit, 320GB Hard disk , 4GB RAM
1
7. PC
HP-8200
ELITE
HP Compac / 8200 Elite Micro Tower with i5
4GB DDR3 RAM 500GB HDD 18.5" display
with Keyboard,Mouse and Monitor
7
8. PC
HP-Compaq
Elite 8300
BIG
Pocessor i5 with 4GB DDR3 RAM and 500GB
HDD DVD RW ATI, USB MOUSE&KEYBOARD
18.5" TFT
16
9. PC
HP-Compaq
Elite 8300 SMALL
Pocessor i7 with 4GB DDR3 RAM and 500GB
HDD DVD RW ATI, USB MOUSE&KEYBOARD 18.5" TFT
10
10. PC
LENOVO-
M92P
Lenovo Think Centre, i5, 2 GB DDR3 RAM,
500GB Harddisk, 18.5" TFT, Keyboard and
USB Mouse
77
11. PC
LENOVO-
3212CB1
Processor Core i5, Main Memory (RAM) 2 GB
DDR3, Hard Disk Drive 500 GB, 18.5'' TFT 61
12.
PC WIPRO
C2Q Q9550 2.83G-1333-12M 2*2 GB DDR3, 500GB SATA DVD WRITER, WINDOW 7 64
BIT, WIPRO USB KEYBOARD, MOUSE , 2*5 W
SPEAKER, 18.5" TFT
31
13. PC
PC-HCL-
Q9550
Intel Core 2 Quad Q 9505 S or higher ( 2.83
GHz, 1333 MHz FSB, 6 MB cache) 4 GB DDR3
RAM, 320 GB Hard disk, DVD RW ATI, PS-2
20
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KB, PS-2 Mouse, Chassis Intrusion Switch,
18.5” TFT, BIOS disabler of all ports .
14.
PC PC-IBM-MT-
8124
P4 3.00GHz, 1GB RAM, INTEL ® 9.15/P/GV
PROCESSOR TO I/O CONTROLLER-2580,
80GB HDD, DVD ROM, PS-2 KEYBORD, MOUSE and MONITOR
7
15. PC
PC-IBM-MT-
8196
P-IV, 2.83 Ghz , 3GB RAM 1*80 GB SATA, CD-
DRIVE , 1.44 MB FDD, Keyboard, Mouse, 17"
Colored Monitor
2
16. PC
PC-IBM-MT-
8296
P-IV, 2.83 Ghz , 3GB RAM 1*80 GB SATA, CD-
DRIVE , 1.44 MB FDD, Keyboard, Mouse, 17"
Colored Monitor
23
17. PC
PC-IBM-MT-9389
IBM-Think Centre P-IV 3.0GHz, 512MB, 80GB
SATA, 17", DVD Multi Player, Keyboard, Mouse , 17" Colored Monitor
6
18. PRINTER HP-1020+ USB PRINTER SINGLE PRINTING 10
19. PRINTER CANON
6018B USB PRINTER SINGLE PRINTING 8
20. Printer Lexmark
W850
Heavy Duty with dual printing,50 PPM Speed,
Network Ready 22
21. Printer
PR-CN-
LBP6300dn Canon LBP 6300 DN, Network Ready 4
22. Printer PR-HP-1007 HP 1007, 2.0 USB Printer 1
23. Printer PR-HP-1022 HP-1022 - 19 PPM, 2.0 USB Printer 3
24. Printer PR-HP-1505 HP-1505, 2.0 USB Printer 1
25. Printer PR-HP-2420-
DN HP Printer 2420 DN, Network Ready 4
26. Printer PR-HP-2608 Photosmart 4 in 1 printer scanner copier fax 1
27. Printer PR-HP-3005-
DN HP Printer 3005dn, Network Ready 1
28. Printer PR-HP-4515N
HP LaserJet 4515n 50 PPM, Network Ready 3
29.
Printer PR-HP-
M1213
HP LaserJet M1213nf features all-in-one unit
comprising of a printer, copier, scanner and
fax machine .The printer prints at resolutions
of 600 x 600 dpi and can max out at 1200 dpi
effective resolutions
2
30.
PRINTER BROTHER 3-
IN-1
BROTHER 3-IN-1 havey duty printer with
fax,scanner copier multifunction 1
31.
scanner DR-6030C
Heavy Duty Scanner , Automatic/Manual
Document feeder, High speed colour scanning (60 PPM portrait/80PPM
landscape),Simplex/Duplex Scanning Mode
2
32.
Scanner
SN-HP-5590
Automatic document feeder, transparency
adapter, ADF - up to Legal (8.5 in x 14 in)
Flatbed - up to Letter A Size (8.5 in x 11 in) ,
50 Sheets ppm
4
33. Scanner
SN-MT-9800-
XL
SCAN MAKER 9800 XL 1600 X 1600 DPI OR
HIGHER A3 SIZE SCAN AREA 12" X 17" 12
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34. Scanner HP-8270 Flatbed with transparent materials adapter
(TMA), USB 2.0 high-speed, 4800 dpi 1
35. Scanner
CN-DR-
C130L Automatic or manual sheet feeding, Simplex /
Duplex , 30ppm (simplex) / 60ipm (duplex) 2
36. UPS
UPS-
UNILINE-10
KVA
10 KVA UPS with 2 hours Backup and
External Battries 1
37. UPS
UPS-
UNILINE-3000
3 KVA With External Battries 1
38.
UPS UPS-APC-
1000 1 KVA With Internal Battries 1
39.
UPS VENUS-1000 1 KVA With Internal Battries 4
40. UPS
UPS-LIBERT-
2000 2 KVA/1.4 KW, with 1 hour backup 1
41. UPS
UPS-TTNX-
5KVA 5KVA Online UPS with 2Hrs Backup 2
42.
UPS UPS-ULINE-
5KVA Unline 5KVA on-line with 3 hours backup 16
43.
UPS
UPS-
Numeric-
5KVA
Numeric 5KVA on-line with 3 hours backup 3
44.
Router CISCO-2921
3 Integrated 10/100/1000 Ethernet ports with
1 port capable of RJ-45 or SFP connectivity, 4
Enhanced High-Speed WAN Interface Card (EHWIC) slots, 3 onboard digital signal
processor slots
2
45.
Projector HP vp6120 HP vp6121
1
46. VC
System
Polycom
HDX 7000
Polycom Video Conferencing System with
Webcam and 42" LG TV 1
Total Equipments: 420
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Annexure-6
APPLICATION FORM TEMPLATE
(On Company’s Letterhead)
<reference no. , date>
To,
The Member Secretary,
Punjab State E-Governance Society, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab
Subject: Selection of Maintenance Service Provider of Computer
hardwares, softwares, peripherals and Networking
equipments etc. for the office of Deputy Chief Electoral
Officer (HQ) at Chandigarh and 22 District Election
Officer’s offices and 117 Electoral Registration Officer’s
offices in Punjab i.e. for 141 locations
Dear Sir,
This has reference to the advertisement published in
<Newspaper, Edition, Date> pertaining to the above-mentioned subject.
We have gone through the complete tender documents and
understand all the term and conditions and scope of work. We hereby
submit out tender for the same. We had already submitted Rs 4,000/-
(Rupees Four Thousand Only) towards ‘tender document Cost’ and Rs
50,000/- (Rupees Fifty Thousand Only) towards ‘EMD Security’ online.
We would like to clearly state that we qualify for this work as
our company meets all the pre-qualifying criteria indicated by you in the
document. We understand that if the details given in support of claims
made by us are found to be untenable or unverifiable or both our bid will
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be rejected without any reference to us. All the relevant documents as
specified in tender are attached.
Yours sincerely,
<Signature of Authorized Signatory>
<Name>
<Designation>
<Contact Address>
<Telephone Numbers( Mobile & Land)>
<Email>
Company
Seal
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Annexure-7
Checklist for Pre-Qualification (PQ) Creteria
S.No Pre-Qualification Criteria &
Checklist Required Documents
Please Write
(Yes/No)
1 Cost of Tender Document Screenshot of transcation detail.
2 INR 50,000 as EMD Screenshot of transcation detail.
3
The Bidder should be a business entity incorporated in India under
the Companies Act, 1956/2013 or Partnership firm registered under Limited Liability Partnerships Act,
2008) or Partnership firm registered under Indian
Partnership Act, 1932.
Copy of certificate of
incorporation.
4
The bidder should be in operation for at least the last three years as
on 31st December 2017 in the field of computer hardware
maintenance service.
Certificate for
commencement of business
Memorandum and Articles of Association; and
Work order / contract to validate the year and area
of activities.
5
The Bidder must have ISO 9001:2008 or ISO 9001:2015
certificate. The certificate shall remain valid throughout the
Contract Period.
Copy of certificate which is valid on the date of
submission of Bid.
6
The bidder should have minimum
average turnover of Rs. 75 lakhs from maintenance of “IT Equipments”, etc. during last
three completed financial years for which Bidder’s accounts have been audited.
Audited Financial
Statements OR
Certificate form Statutory
auditors clearly certifying the turnover requirements
7
The Bidder should have successfully completed similar
work in the past three years from any Govt. / PSUs / Banks (as on
31st December 2017), as per below: One project of contract value not
less than Rs. 40 lakh; OR
Summary of Projects to support technical
capability and
Project information
template as per Annexure - 8
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Two projects of contract value not less than Rs. 30 lakh;
OR Three projects of contract value
not less than Rs. 20 lakh
8
The Bidder should have successfully completed at least
one similar work for a Public Sector Undertaking/ Government
Organization/ Government Department in India during past three years (as on 31st
Decemenber 2017), the project having covered multiple different
office locations.
Project information template
as per Annexure - 8
9
The bidder should have minimum of 10 professionally qualified
personnel (having minimum qualification of Diploma in
computer science/ IT/ Hardware/ networking or higher on its payroll, deployed on the AMC
business.
Cetificate from HR of the
firm/ company.
10
The Bidder shall not be under a
declaration of ineligibility / banned / blacklisted/ fraud by any State or Central Government
/ any other Government agency in India for any reason as on last
date of submission of the bid. Self Declartion
11
Attested copy of PAN No. and GST
No. is to be furnished /enclosed.
Copy to be submitted.
12
Bidder must submit papers on methodology for operation and
maintenance (O&M) of hardware and software products during the contract period. Documents to be Submitted.
13
The bidder should also enclose company profile as per Annexure-
11 and a list of places where they are currently providing Annual Maintenance Services along with
contact person name, phone and fax number. As per Annexure 11
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Annexure-8
Project Information Template
1. Name of client
2. Name of the Project
3. Brief Description of the Project Attach
Additional Sheets
and
Annexure,
if required.
4. Scope of the Project (Activities Involved)
5. Brief Approach & Methodology of Project.
6. No. of Locations at which Project is being/was
implemented
7. Value of the project (INR)
8. Date of award of agreement
9. Date of commencement of the project
10. Date of successful completion of the project
11. If not completed, expected date of completion
12. Name of the person who can be referred to from
Clients’ side, with name, designation, postal address,
contact phone, fax number, e-mail id etc.
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Annexure-9
COMMERCIAL-BID
Table ‘A’
Maintenance Charges for three years of Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc. Installed in CEO office
as well as in all the DEOs and EROs offices in the State of Punjab (figures in Rupees)
S.No Equipments
category Quantity
Unit Rate per annum
Total charges for three years Col.
[B x C] x 3
# A B C
1 Servers
2 PCs
3 Laptop(s)
4 Printers
6 Scanners
7
UPS (500VA to 3
KVA)
8
UPS (More than 3
KVA to 5KVA)
9
UPS (More than
5KVA)
10 HUBs
11 Switches
12 Routers
Total Cost of AMC in figures
Total Cost of AMC in words for three years
Note: Prices quoted above are inclusive of all taxes & duties
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Table ‘B’ [For Additional LAN Points (if required)]
S.
No.
Description Unit Costs (in INR)
Basic Rate
Tax Total
1. Cost of providing additional LAN points
including the followings:
a) Provisioning and Laying of Cat 5e or better cable (per meter) in Conduit/baton
b) Provisioning and fixing of I/O with SMB
box
c) Patch Cord of Length 1 Mtr.
d) Patch Cord of Length 3 Mtr.
e) Patch Cord of Length 5 Mtr.
For the purposes of providing level platform, the list of equipment and their quantity is as listed against each at serial 1 to 32 above, however, there may be a marginal difference in quantities of each on ground.
Fresh quantities of equipment across all makes, brands and models to be added to the AMC list will be on the same terms as above and will be in addition to the quantities listed above.
No figures or words should be overwritten. Overwritten figures or words should be scored out and re-written under full signature of the authorized signatory. Tender/quotation that do not fulfill this condition will not be considered.
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Annexure-10
Compliance of Services Under AMC by bidder
S. No.
Scope of Services Compliance Yes / No
1 The contractor at his cost shall inspect the site during
the working hours before quoting the rates and
ascertain about the facilities/ hindrances and
generally obtain his own information on matters
effecting the rates and execution of the work.
2 MSP shall maintain & repair the said equipment to
keep it under working condition for normal usage
during the AMC.
3 Vendor will provide services through its employees or
authorized agents.
4 MSP should have adequate technical expertise/field
experience/ infrastructure facilities/ spares in stock/
back up facilities and manpower. Documentary
evidence to be submitted on demand.
5 Preventive Maintenance/Cleaning as per international
standards once in six months.
6 The services are to be provided during working
hours/days of the end customer department and in
case of urgent requirements; End customer
department will ensure equipment availability under
such cases.
7 Breakdown complaints to be attended to and
equipment repaired/maintained as per international
norms to return the equipment in original or better
operational condition.
8 Replacements of parts/components/assemblies and
sub-assemblies by original or other branded quality
duly supported with invoices, where required.
9 The contractor shall provide all materials and/or
labour of every description and all tools, plants,
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storage and transport necessary for carrying on,
execution and completion of the work to the
satisfaction of respective CEO/DEO office and the cost
shall be covered in the rates quoted.
10 The contract charges are fully comprehensive including
the all spares, tools, manpower, time & expertise, cost
of travel, accommodation, and incidental expenses.
11 Payment will be released Quaterly as due on 01
January, 01April, 01 July, 01 October every year till
currency of agreement and payable within one month
of submissions of respective invoice by bidder.
Date: Bidder Signature with Seal
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Annexure-11
PROFORMA OF COMPANY PROFILE
1. Name of Firm and registered address
2. Name and Designation of Coordination Person.
3. Address of Office in Chandigarh/Punjab with Landline Phone
No., Mobile No. and Fax No., Website and e-mail address.
4. Does the firm posses any Certification/any other
accreditation : Yes/No
If yes, give details with year of certification
5. Years of operation
Maintenance: ______________yrs
Other Computer related business ______________yrs
Total: ______________yrs
6. Yearly turn-over 2014-2015, 2015-2016 & 2016-17
2014-2015 2015-2016 2016-17
Maintenance
Other
Activities
Total
7. Support staff and qualifications
No. of Qualified Hardware Engineers/ Technical Staff
Others
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Total
8. Details of Service Center/ Service Partners
9. Enclose list of major clients preferably in Govt./Public Sector
Undertaking (Enclose list with Contact Person & Phone, email IDs
and duration of agreement.
10. Whether the firm is black-listed by any Govt. agency/PSU?
Yes/No
11. Any other information considered important by Bidder
I agree to all terms and conditions mentioned in the tender
document.
Signature and seal of the Bidder
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Annexure-12
PROFORMA FOR PERFORMANCE BANK GUARANTEE
(On stamp paper of appropriate value from any Nationalized Bank) To,
The Chief Electoral Officer, Punjab, SCO No. 29-30-31-32, Sector: 17-E,
Chandigarh-160 017
Dear Sir,
Whereas M/s.____________________________ (here-in-after
referred to as the said Company/firm or Company/firm’ when expression shall wherever the subject of context so permits include its successors) and assigns have entered into an agreement dated_____________________
with the Deputy Chief Electoral Officer,Punjab, SCO No. 29-30-31-32, Sector: 17-E, Chandigarh (here-in-after called as the CEO which
expression shall include his successor) for the Maintenance agreement of “IT Equipments” installed in the “Site Offices”.
In terms inter-alia, of the CEO’s Letter No. _________________ dated _____________and the General Conditions of Contract and upon the condition of the Company/firm’s furnishing security for the performance
of the Company /firm’s obligations and discharge of the Company/ firm’s liability under in connection with the said contract up to a sum of
Rs________________________ (Rupees____________________ Only) amounting to 10 % (Ten) percent of the total contract value.
1. We_________________________________ (here in after called “The Bank which expression shall include its successors and assigns) hereby jointly and severally undertake to guarantee
the payment to The CEO in rupees forthwith on demand in writing and without protest of demur or any and all moneys
anywise payable by the Company / firm to The CEO under in respect of or in connection with the side contract inclusive of all The CEO’s losses and damages and costs, (inclusive
between attorney and client) charges and expenses and other moneys anywise payable in respect of the above to this
guarantee up to an aggregate limit of Rs. _________________ (Rupees___________________________only).
2. We __________________________________ Bank further agree that The CEO shall be sole judge of and as to whether the said Company / firm has committed any breach or breaches
of any of the terms and conditions of the said contract and the extent of loss, damage, cost, charges and expenses
caused to or suffered by or that may be caused to or suffered
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by The CEO on account there of and the decisions of The CEO that the said Company / firm has committed such
breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by
The CEO from time to time shall be final and binding on us.
3. The CEO shall be at liberty without reference to the bank and
without affecting the full liability of the bank hereunder to take any other security in respect of the Company/firm’s obligations and liabilities hereunder or to vary the contract or
the work to be done there under vis-à-vis the Company/firm or to grant time or indulgence to the Company/firm or to
reduce or to increase or otherwise vary the prices of the total contract value or to release or to forbear from enforcement of all or any of the security and/ or any other security(ies) now
or hereafter held by the CEO and no such dealing (s) reduction (s) increase (s) or other indulgence (s) or arrangements with the Company / firm or release or for
bearance whatsoever shall absolve the Bank of the fail liability to The CEO hereunder or prejudice the rights of The
CEO against the bank.
4. This guarantee shall not be determined or affected by the
liquidation or winding up, dissolution, or change of constitution or insolvency of the Company / firm but shall in all respect and for all purposes be binding and operative until
payment of all monies payable to The CEO in terms thereof.
5. The bank hereby waives all rights at any time inconsistent with the terms of this guarantee and the obligations of the bank in terms hereof shall not be anywise affected or
suspended by reason of any dispute or dispute having been raised by the Company / firm stopping or preventing or purporting to stop or prevent any payment by the bank to
The CEO in terms hereof.
6. The amount started in any notice of demand addressed by the CEO to the bank as liable to be paid to the CEO by the Company / firm or as suffered or incurred by The CEO on
account of any losses or damages of cost, costs, charges and /or expenses shall be conclusive evidence of the amount so liable to be paid to The CEO of suffered or incurred by The
CEO as the case may be and shall be payable by the bank to The CEO in terms hereof.
7. This guarantee shall be a continuing guarantee and shall remain valid and irrevocable for all claims of the CEO and
liabilities of the Company/firm arising up to and until midnight of________________________________________.
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8. This guarantee shall be addition to any other guarantee or security whatsoever that The CEO may now or at any time
anywise may have in relation to the Company / firm’s obligations/ or liabilities under and/ or in connection with
the said contract, and The CEO shall have full authority to have recourse to or enforce this security in preference to any other guarantee or security which The CEO may have or
obtain and no forbearance on the part of The CEO in enforcing or requiring enforcement of any other security shall have the effect or releasing the Bank from its full liability
hereunder.
9. It shall not be necessary for the CEO to proceed against the said Company / firm before proceeding against the Bank and the Guarantee herein contained shall be enforceable against
the bank notwithstanding that any security which the CEO may have obtained or obtain from the Company / firm shall at the time when proceedings are taken against the said bank
hereunder be outstanding or unrealized.
10. We the said Bank undertake not to revoke this guarantee during its currency except with the consent of the CEO in writing and agree that any change in the constitution of the
said Company / firm or the said Bank shall not discharge our liability hereunder.
11. We__________________________________the said Bank further that we shall pay forthwith the amount stated in the NOTICE
OF DEMAND notwithstanding any dispute/ difference pending between the parties before the arbitrator and/ or that any dispute is being referred to arbitration.
12. Notwithstanding anything contained herein above, our liability under this guarantee shall be restricted to Rs.
__________________ (Rupees_______________________ only) and this guarantee shall remain in force till
________________________ and unless a claim is made on us within 3 months from that date, that is before ____________________ all the claims under this guarantee shall
be forfeited and we shall be relived of and discharged from our liabilities thereunder.
Dated _______day of ___________2018. For and on behalf of Bank.
Issued Under Seal