DIRECTORATE GENERAL BORDER ROADS - BRO

1

Signature of the firm rep Signature of BRO Official

DIRECTORATE GENERAL BORDER ROADS

TENDER FOR ANNUAL MAINTENANCECONTRACT FOR COMPUTERS,PRINTERS, UPS AND PERIPHERALSFOR THE YEAR 2015-16

2


DIRECTORATE GENERAL BORDER ROADS (EDP CELL)

NAME OF WORK: - TENDER FOR ANNUAL MAINTENANCE CONTRACT FORDESKTOP COMPUTERS, LAPTOPS, SERVERS, THIN CLIENTS, PRINTERS,SCANNERS, PLOTTERS, NET WORK COMPONENTS, UPS AND OTHER ASSOCIATEDPERIPHERALS FOR THE YEAR 2015-16

SrlNo

Contents Srl PageNo

1 Contents Sheet 01

2 Tender forwarding letter with Eligibility criteria/ pre-qualificationdocs and procedure of tendering 02-11

3 Format of Tender 12

4 Terms and conditions 13-14

5 Agreement conditions 15-22

6 Part-II Price Bid cum list of Computers and Peripherals 23-24

7 Notice of Tender 25-27

8 Total No of Pages 27

3


Fax : 25684632 Headquarters: 25686820, 25686821 Director General Border Roads

:– [email protected] : [email protected] Seema Sadak Bhawan,Ring Road, Delhi CanttNew Delhi – 10

24681/GC-AMC/DGBR/ /EDP June 2015

M/s…………………………………..……………………………………….……………………………………….……………………………………….

TENDER FOR ANNUAL MAINTENANCE CONTRACT FOR COMPUTERS, PRINTERS,UPS AND PERIPHERALS FOR THE YEAR 2015-16

1. A set of tender documents for Comprehensive Annual Maintenance Contract(AMC) for Desktop Computers, Laptops, Servers, Thin Clients, Printers, Scanners, Plotters,Network components, UPS and other associated peripherals held at Seema SadakBhawan, Ring Road, Delhi Cantt, New Delhi- 10 for a period of one year is forwardedherewith. Sealed offer in single-stage two-bid System (Part-I: Techno-Commercial offerand Part-II: Price bid) are invited from resourceful Vendors/Contractors havingexperience in such work .Please note that tender will be received by the DGBR at theoffice of the Director General Border Roads, Seema Sadak Bhawan, Ring Road, DelhiCantt, New Delhi-110010 upto 1000 hrs on 29 June 2015.

2. Tenderers or their duly authorized representative who have submitted their tendersand who wish to be present at the time of opening of tenders may attend the office ofDirector General Border Roads, Seema Sadak Bhawan, Ring Road, Delhi Cantt, NewDelhi-110010 at the above mentioned time.

3. Tender documents may also be downloaded from BRO websitehttp://bro.gov.in / Central Public Procurement Portal http://www.eprocure.gov.in/epublish/app and printout is to be taken on A4 size paper. It is advisable thatdownloaded tender document preferably to be printed through laser printer only.Submission of photo copy of tender is not permitted. Cost of tender is to be attachedwith downloaded tender. If cost of tender is already submitted in the office ofAccepting officer, it is not required to be attached again with downloaded tender,however photocopy of Bank draft shall be attached. If cost of tender is notattached/not already submitted in the office of Accepting officer, tender shall berejected by the Accepting officer.

4. Tendering procedure shall be single-stage two-bid System and tender documentsshall be prepared in two parts as under:-

4


(a) Part I (Eligibility Criteria and Technical Bid)(i) Eligibility Criteria/Pre-qualification documents.(ii) Notice Inviting Tender(iii) Any other tender documents except Price bid.

(b) Part-II (Priced Bid )

(i) Quoted Priced Bid(ii) Tender page

5. Technical Evaluation Documents

(a) Bidder should have submitted cost of tender documents.

(b) If contractor is not enlisted with BRO or enlisted with BRO but has notsubmitted standing security deposit, he should submit Earnest money.(c) All the pages of T-bid shall be signed by the bidder/authorized rep.

6. Tender in sealed cover is invited for Comprehensive Annual MaintenanceContract (AMC) for Servers, Desktop Computers, Thin Clients, Printers, Scanners,Plotters, network components of LAN, UPS and other associated peripherals at SeemaSadak Bhawan, Ring Road, Delhi Cantt, and New Delhi 10 for a period of one year. Thefirm will be required to carry out the maintenance of the equipment in situ as per the termsand conditions attached. The list of items for which AMC is to be concluded is also attachedat Appendix ‘D’.

7. General information about the tender is as follows: -

(a) Tender for Comprehensive Annual Maintenance Contract (AMC) for Computersand peripherals at HQ DGBR.

(b) Last Date of receipt of tender : 1000 hrs on 29 June 2015

(c) Time and date for opening of : 1200 hrs on 29 June 2015

(d) Receipt of Tender Documents

HeadquartersDirectorate General Border Roads (EDP Cell)Seema Sadak Bhawan,Ring Road, Delhi CanttNew Delhi -110 010

5


(e) Address for Communication

Director (IT)HeadquartersDirectorate General Border RoadsSeema Sadak Bhawan, Ring Road,Delhi Cantt, New Delhi -110 010Tele (O) – 011-25686864 / 25775206

(f) Place of Opening of Tender

Director (IT)HeadquartersDirectorate General Border RoadsSeema Sadak Bhawan,Ring Road,Delhi Cantt, New Delhi -110 010

Note:- Representative of tenderer who wish to present at the time of openingof tender must intimate names at least one day in advance on Phone No.011-25686864 or 011-25775206. Those qualified will be intimatedregarding date of opening of Part-II Priced bid separately.

8. Cost of Tender

Applicant’s bid must be attached with Demand Draft for Rs. 500/- (Rupees Fivehundred only) in favour of ‘The PCDA (BR)’ and payable at New Delhi obtained fromany Nationalised /Scheduled Bank valid for six months with their application as the costof tender forms/documents. The all-applicable bank charges shall be borne by theapplicant and he shall not have any claim what so ever on this account on Government.Tender not accompanied with the cost of tender documents is liable to be rejected.However, public sectors undertaking/ Govt undertaking firms are exempted from thepayment towards cost of tender documents

9. Eligibility Criteria

(i) The firm should be a Pvt Ltd in existence for over five years in the tradeand shall attach proof of the same.

(ii) The firm must be registered with Delhi Sale Tax Department for workcontract and necessary proof must be attached for the same.

(iii) The firm must have at least five years experience doing maintenancework for Govt organization / PSUs. Performance certificate at least for threesuch existing client (Organization) duly supported with service Engineerprofile of their firm must be attached.

6


(iv) The firm must have expertise to provide maintenance of computers,laptops and peripherals of various brand/makes specially HP, Compaq, IBMDell/Lenovo computers, Acer, HP or locally procured/assembled computers andPrinters of different type like Laser jet / Inkjet and Dot Matrix of differentOEMs.

(v) The firm must be authorized service provider for at least one brandie HP Compaq/IBM/Acer/Dell/Lenovo Computers etc and shall produceauthorized proof of the same with tender.

(vi) The firm must have expertise in LAN trouble-shooting.

(vii) The turnover of the firm for only computer maintenance should notbe less than Rs. 50.00 Lacs per annum duly certified by the CA.

10. Only the enclosed formats in the appendices be used. These shall be signed by theauthorized company representative and stamped with the company stamp at all pages. Thedetails of appendices are as under:-

(a) Part-I Unpriced Bid

(i) Format of Tender - Appendix ‘A’

(ii) Terms and condition - Appendix ‘B’

(iii) Agreement - Appendix ‘C’

(b) Part-II Priced Bid

(i) Commercial Bid - Appendix ‘D’

11. Submission/Opening of Tenders

Tender documents shall be submitted in two parts and each part will be in aseparate sealed envelope (supplied by the tenderers) marked Part I and marked Part II.Both the envelop containing Part 1 (Unpriced bid) and Part II (Priced Bid) duly sealed shallbe put in one large size envelope (cloth lined outer cover to be supplied by the tenderers).This outer cover shall indicate name of work, name of bidder, last date and time of receiptof tender prominently.

Note :- PLEASE SUPERIMPOSE OUR REFERENCE NUMBER AND DATE OF TENDEROPENING ON SEALED COVER, FAILURE TO DO SO WILL RENDER YOUR OFFERINVALID.

7


(a) The Part II should contain the rate on Appendix ‘D’ duly filled, stamped andsigned by authorized signatory of your firm.

(b) The Part-I Unpriced bid will be opened by a Technical Board of Officers detailedby Headquarters DGBR on 29 June 2015 at 1200 hrs.

(c) The rates will be quoted in words as well as in figures as per format given inAppendix ‘D’ attached herewith. You are requested to quote your total rates. Incase of any variation between the rates quoted in figures and words, the ratesquoted in words will hold good. (ADGBR, New Delhi reserves the right to rejectthe tender without assigning any reasons). Quoted rates shall be inclusive of alltaxes and any other charges if any.

(d) Sealed tender can be dropped in Tender Box kept in the office of EDP Cell of HQDGBR or can be send by registered post so as to reach HQ DGBR by due date andtime. BRO will not be responsible for any postal delay or non-delivery/non-receipt oftender document.

(e) Authorized representative of your Company can be present during the tenderopening. If due date for opening of tender is declared as closed holiday, in suchcases the tender will be opened on next working day at the same time.

(f) An offer received incomplete or ambiguous is liable to be rejected withoutrecourse to further clarifications. DGBR reserves the right to seek clarifications withone or more vendors if considered necessary.

(g) Term/Condition if any mentioned by the vendor in the Part-I and Part-II bids willnot be binding on the DGBR.

(h) Tenders by FAX will not be considered. Tenders found in sealed tender box willonly be considered for opening. To avoid any complications with regards to lateReceipt/Non-receipt of tenders, it may please be noted that responsibility rests withthe respective firm. Late Tender will be rejected out rightly.

(j) Part II priced bids will be opened only for those firms, whose Technical Bids arefound suitable after technical evaluation. The commercial offer must be firm andvalid for at least 06 (six) months from the date of submission of offer.

(k) The Part II will be opened by a Board. Date time and venue fixed for thispurpose will be intimated separately after the Technical Evaluations are completed.Firm may depute their representative, duly authorized in writing, to be present at thetime of opening of Part-II price bid.

8


(l) Firms submitting tender forms must enclose a Bank Draft of Rs 500/- (Rupeesfive hundred only) towards the cost of tender document drawn in favour of PCDA(Border Roads) along with all eligibility documents i.e, Permanent Account Number,Bank Account details in separate sealed envelope mentioning on top in Bold letters“Demand Draft and Eligibility documents of Tender for Comprehensive AnnualMaintenance Contract for Year 2015-16.

(m) Downloaded tender documents submitted without demand draft of Rs 500/-and eligibility documents in a separate envelope will not be considered for openingof Part-I Unpriced bid and Part-II Priced Bid.

12. Procedure of Evaluation Only technical bid shall be opened on the day of openingof the bids at 1200 Hrs o n 29 June 2015 in the presence of bidder’s representatives whointend to attend at their cost. The bidder’s representatives who are present shall sign aregister evidencing their attendance.

12.1 Evaluation of Technical Proposals The technical proposals forwarded by the firms willbe evaluated by a Technical Evaluation Committee (TEC). The TEC will examine the extentof variations/ differences if any based on eligibility criteria submitted by the firms and preparea “compliance statement” short listing the vendors.

12.2 Evaluation of Commercial Proposals. Financial bids of those bidders who clear thetechnical bid stage will only be opened. All other financials bids will be returned un-opened.The place, date and time for the opening of the financial bids shall be announced separately

(a) Arithmetical corrections shall be made if any

(b) Commercial bids will be reviewed to ensure that the figures indicated thereinare consistent with the details of the corresponding Technical bids.

(c) For the purpose of evaluation ‘cost’ shall be inclusive of all taxes and duties.

(d) Cost of all items of Schedule A shall be totaled and the bidder who hasquoted lowest total cost in Schedule A (L-1) shall be considered successfulbidder and all other bidders shall be considered unsuccessful. Offer of successfulbidder (L-1) shall only be considered for acceptance. If L-1 backs out, re-tendering shall be resorted in a fair and transparent manner.

13. In view of postal and other delays, it is suggested that your tender be postedsufficiently in advance of the last date fixed for receipt of tenders or sent through a specialmessenger, if necessary. Tender received late will not be considered. Telegraphiccommunications received in connection with this tender will also be not considered.

14. The tender shall remain open for acceptance for a period of 180 days (Onehundred eighty days) from the date of opening of the tender (i.e. Part II price bid).

15. This tender shall be signed and returned along with the tender documents and shallform part of the tender documents.

9


16. You are requested to return the set of original tender documents along with the allsubsequent amendments issued to you by the department.

17. Right to Accept Bids

The BRO reserves the right to accept any bid, and to nullify the tender process andreject all or any time without assigning reason prior to award of Contract, without therebyincurring any liability to the affected bidder or bidders or any obligation to inform theaffected bidder or bidders of the grounds for the BRO's action.

18. Penalty for Use of Undue Influence.

The Seller is required to undertakes that he has not given, offered or promised togive, directly or indirectly any gift, consideration, reward, commission, fees brokerage orinducement to any person in service of the Buyer or otherwise in procuring the ContractsAny breach of the aforesaid undertaking by the seller or any one employed by him oracting on his behalf shall entitle the Buyer to cancel the contract and all or any othercontracts with the seller and recover from the seller the amount of any loss arising fromsuch cancellation including forfeiture of EMD.19. Agents/ Agency Commission.

The Procurement Procedure does not permit the seller to engage any individual orfirm, whether Indian or foreign to intercede, facilitate or in any way to recommend to theGovernment of India or any of its functionaries, whether officially or unofficially, to theaward of the contract to the Seller. It also does not permit any amount to be paid for suchan activity. In other words no agents are permitted if it is established at any time that theSeller has engaged any such individual/firm, and paid or intended to pay any amount, gift,reward, fees, commission or consideration to such person, party, firm or institution,whether before or after the signing of this contract, the Seller will be liable to refund thatamount to the Buyer. The Seller will also be debarred from entering into any supplyContract with the Government of India for a minimum period of five years.

Important

20. Tenderers are required to quote for complete scope of work as per Schedule “A”particular specification, special conditions and other provisions of the tender documents,failing which the tender will be considered as non Bonafide and will be rejected:-

(a) The tenderer shall be deemed to have full relevant knowledge of allhardware and components, site etc., whether he had inspected them or not.

(b) Tenderers are requested to quote their rates both in figure and words inSchedule “A”.

(c) Any tender which stipulates any alterations to any of the conditions laid downor which proposes any other conditions of any description whatsoever is liable tobe rejected.

10


(d) Tenderers are requested to submit their tender strictly complying with thevarious provisions given in the tender documents.

(e) Accepting Officer reserves the right to accept the tender submitted by aPublic Sector Undertaking, giving a price/purchase preference over other tender(s),which may be lower, as are admissible under the Govt. Policy. No claim for anycompensation or otherwise shall be admissible from those, whose tenders may berejected on account of the said Policy.

(f) The submission of tender by a person implies that he has read this tenderforwarding letter, the conditions of contract and has made himself aware ofthe scope and specifications of the work to be done and of the conditions and otherfactors, site conditions taxes & levies prevailing etc which may affect the quotationand execution of the work.

(g) Tenderer must be very careful to deliver a bonafide tender; failing which thetender will be out rightly rejected. Tenderers are, therefore, advised to ensure thattheir tender must satisfy each and every condition laid down in the notice.

21. Tenderers rate shall be inclusive of all statute levies duties, taxes, surcharge andincluding State sale tax on works contract payable under the respective statutespursuant to the Constitution Amendment Act 1982. Any other conditions stipulated by thetenders regarding Sale Tax on works contract will not be considered and such tender will beliable for rejection.

22. On acceptance of tender, the name of authorized representative (s) of thecontractors who would be responsible for taking instructions from Director(IT), HQ DGBR,Seema Sadak Bhawan, Ring road , New Delhi-10 or its authorized representative shall beintimated by the contractor within 7days of issue of Acceptance letters.

23. Instructions to Tenderers:-

(a) The tenderer shall quote his rates on the Annexure –I & Annexure –II ofSchedule “A”.

(b) In case the tenderer has to revise/modify the rates quoted in the Schedule“A”, he may do so only in the Annexure –I & Annexure –II of Schedule “A”.

(c) In case a tenderer has to revise his offer, after it is deposited in Tender Box,he may do so on his letter head before the time fixed for opening of tenders insealed/properly closed cover only. Any revision/modification in offer in the form ofan open letter shall not be taken into account, while considering his originally quotedoffer.

11


(d) In the event of lowest tenderer revoking his offer or revising his rates upward(which will be treated as revocation of offer), after opening of tenders, theearnest money deposited by him shall be forfeited. In case of BRO enlistedcontractors, the amount equal to the earnest money stipulated in the Notice of tender,shall be notified to the tenderer for depositing the amount through MRO, failingwhich the amount shall be recovered from payment due to such Contractor or shallbe adjusted from the Standing Security Deposit. In addition, such tenderer and hisrelated firm shall not be issued the tender in second call or subsequent calls.

24. Payment Terms :

AMC commences from the date of agreement is signed by both parties and is validfor one year. The payment of AMC will be made on quarterly basis on satisfactoryperformance by the firm only. If there is announcement of taxes on annual maintenance ofcomputers and its peripherals by the government later on after concluding of AMC whichwill be paid to the firm along with quarterly payment.

25. The payment will be made through National Electronic Fund Transfer (NEFT) systemonly. Hence, bank details to be submitted in Annexure-I of Appendix ‘D’ of Priced Bid.

26. The tender committee shall have right to reject one or more or all the tenders withoutassigning any reason. In such an event, the tenderer shall not be entitled to anycompensation for the damages that may be suffered by them due to such a rejection.27. This tender document and its appendices / annexure duly filled in and signedstamped at the places indicated and initialed at each pages by the authorized signatory ofthe Company shall be returned while submitting the tender.

28. For any clarification, contact Director (IT) on telephone No. 011 25686864.

Yours faithfully,

Signature of authorized (GC Sharma)rep of the firm Col

Director (IT)For DGBR

12


Appendix ‘A’

FORMAT OF TENDER

1. Name and full address of the firm / Company with representative name and mobileNumber.

2. Legal Structure of the f irm / company i.e. whether proprietorship, Private LtdCompany, Public ltd. Company or otherwise, please specify.

(a) If Proprietorship, Please give the name and full address of the Proprietor.

(b) If Partnership, please give the name and full address of the active Partner(s).

(c) If Private Ltd. Co., please give the name and full address of the ManagingDirector. Also enclose the up-dated authenticated copy of the Memorandum/Articles ofAssociation.

3. Whether your firm meet the eligibility criteria mentioned at para 9 of tenderdocuments ? Please enclose detail proof in support.

4. Whether you are engaged in litigation with one or more of your clients in Consumer,Arbitration or other courts? Please give the names, address and telephonic numbers of suchclients.

5. Do you agree with all the terms and conditions mentioned in the tender documents forComprehensive Annual Maintenance Contract for computers and peripherals for the year2013-14?

6. Have you enclosed your Part-I Unpriced bid and Part-II Priced bid in separate sealedcovers?

7. Have you enclosed a demand draft of Rs 500/- (Rupees Five hundred only) in favour ofPCDA(BR) in case of downloaded tender documents alongwith document as mentioned in Para-4(l).

8. Have you enclosed the EMD of Rs 6300/- (Rupees Six thousand three hundred only) in theform of Demand Draft (DD) or Banker’s Cheque (BC) valid for six months from the date of floatingthis tender enquiry? Please give the details of the DD/BC enclosed. In case you have beenexempted from giving EMD by the Union Govt, please submit the documents in support ofexemption.

9. Address and telephone number of your customer service centers, which would be contactedfor attending to repairs etc. Please indicate the procedure to lodge complaint i.e, toll free PhoneNo, Website, Local Office Phone No and contact person for each location.

10. Have you enclosed tender document, and its appendices/annexures duly filled in andsigned, stamped at the places indicated at each pages by the authorized signatory of theCompany?

11. Have you enclosed Part-II Priced bid separately, duly filled in and signed, stamped at theplaces indicated and initialed at each pages by the authorized signatory of the Company ?

13


Appendix- 'B'

TERMS AND CONDITIONS

1. Submission of Tender Part-I Unpriced Bid and Part-II Priced bids be kept in twoseparate properly sealed envelopes. Then these two sealed envelope be put in one sealedenvelope and to be marked “Tender for Comprehensive Annual Maintenance Contractfor computers and peripherals for year 2015-16 at HQ DGBR”.

2. Eligibility Criteria

a) The firm should be a limited/listed firm in existence for over five years inthe trade and shall attach proof of the same.

b) The firm must be registered with Delhi Sale Tax Department for workcontract and necessary proof must be attached for the same.

c) The firm must be authorized service provider/authorized businesspartner for at least one brand ie HP/Compaq/IBM/Acer/Lenovo/Wipro/HCLComputers etc and shall produce authorized proof of the same with tender.

d) The firm must have at least five years experience doing maintenancework for Govt organization / PSUs. Performance certificate at least for threesuch existing client (Organization) duly supported with service Engineerprofile of their firm must be attached

e) The firm must have expertise to provide maintenance of variouscomputers, laptops and peripherals of various brand/makes specially HP,Compaq, IBM computers and HP Laser jet / Inkjet and Dot Matrix Printers ofdifferent OEMs.

f) The firm must have expertise in LAN trouble-shooting and having ISOcertification.

g) The turnover of the firm for only computer maintenance should not beless than Rs. 50 Lac per annum duly certified by the CA.

3. The firm shall provide Two Resident Engineers on all working days from 0900 AMto 0530 PM. Same resident engineer will continue to report to HQ DGBR for the duration ofthe AMC. The entitled leave of the resident Engineer shall be sanctioned with priorinformation to EDP Cell/HQ DGBR. During the leave period the replacement also is to beprovided. The resident engineer may have to work even on holiday Saturday/Sunday ifrequired. The resident engineers thus provided shall be a qualified engineer withminimum qualification of Diploma in Computer Hardware & Networking. They shallhave a minimum of five year experience. Either of the service engineers must have aminimum experience of two years in the field of commissioning and maintenance ofcomputer networking.

14


4. Earnest Money Deposit (EMD)

Earnest money is not required to be attached with tender by the enlistedcontractor with BRO who have deposited standing securing deposit but same is requiredfrom un-enlisted contractor for an amount of Rs 6300/- (Rupees Six thousand threehundred only) to be attached with tender documents in favour of ‘PCDA (BR)’ payable atNew Delhi obtained from any Nationalized /Scheduled Bank. Unlisted contractor maynote that they will lodge security deposit in the prescribed form on receipt in writing from theAccepting Officer.

5. Earnest Money Refund

The draft of the earnest money to the bidder(s), who fail(s) to qualify for the technicalbid, will be returned back by BRO to the authorized representative of the bidder against aproper receipt or will be sent by the registered post at the mailing address of the bidder asspecified in the bid within four weeks of opening of the pre–qualification bid.

The draft of earnest money to the bidder(s), who fail(s) to qualify for the commercialbid, will be returned back by BRO to the authorized representative of the bidder against aproper receipt or will be sent by the registered post at the mailing address of the bidder asspecified in the bid within eight weeks after completion of technical bid evaluation.

The draft of the earnest money to the bidder(s), who qualify (s) for the commercialbid, but do get the order for the project will be returned back by BRO to the authorizedrepresentative of the bidder against a proper receipt or will be sent by the registered post atthe mailing address of the address of the bidder as specified in the bid within one monthafter signing of contract agreement between client and the successful bidder.

6. Bank Guarantee

Successful bidder has to submit Bank Guarantee (BG) valid up to period of AMC assecurity money in favour of PCDA(BR), Seema Sadak Bhawan, New Delhi equal to 10% iftotal amount of AMC for the fulfillment of performance of the terms and conditions of thecontract within one month of conclusion of AMC and EMD will be returned accordingly. Incase, firm failed to deposit BG then amount of BG will be deducted as reserve from firstquarter bill.

7. This agreement shall be deemed to have been concluded in Delhi where it has beensigned on behalf of firm and all obligations there under shall be deemed to be located atDelhi and the court within the Union Territory of Delhi will have jurisdiction to the exclusionof all other courts.

8. The firm must provide necessary support for maintaining VIRUS free computerenvironment in the department.

15


Appendix ‘C’

AGREEMENT

This agreement is signed on the day…………………………..of HQ DGBR between BorderRoads Organisation, New Delhi on behalf of Director General of Border Roads (here in aftercalled ‘DGBR’) on one part and ……………………………………………………. On theother part for comprehensive Annual Maintenance Contract (AMC) of Desktop Computers,Laptops, Servers, Thin Clients, Printers, Scanners, Plotters, network components of LAN,UPS and other associated peripherals as indicated in ‘Schedule of Items for AnnualMaintenance Contract attached’ as Appendix- ‘A’ of this agreement for a period of one yearfrom the date of singing of this agreement for a total cost of Rs ____________(Rupees________________________________________________________________).

1. Scope of Services - Comprehensive maintenance under this agreement means :-

(a) Corrective & Remedial Maintenance - This Service includes :-

(i) Provision of Service against call for repair of entire unit or sub-units orparts of equipments mentioned in Appendix -‘A’.

(ii) Replacement of damaged or faulty parts or components as per the termsand conditions mentioned in the succeeding paragraphs.

(iii) Maintenance and repair of Network Components like switches, cabling,connectors, IO Boxes etc.

(iv) Provision of stand by items against systems which could not be put in useafter repair within 24 hours of registering call for repair service.

(b) Quarterly Preventive Maintenance

(i) Checking and cleaning of internal components of main computersystem like Motherboards, CPU Fan, SMPS, Optical Drives etc and differentsub systems like Key Boards, mouse and Printers etc.

(ii) Checking of antivirus validity, updating of antivirus definitions, cleaningof virus infections etc.

(iii) Cleaning of Temporary Files/docs , Defragmentation of Hard Disk & DiskCheck etc.

16


2. Terms and Conditions

(a) The firm shall provide two resident Engineers, herein after called ServiceEngineers, on all working days from 9.00 AM to 5.30 PM, who will stay in HQ DGBRpremises during working hours. The entitled leave of the resident engineer shall besanctioned with prior from EDP Cell/ HQ DGBR. During the leave period thereplacement also is to be provided. The vendor/firm will provide suitablereplacement of service engineers during their leave period. The resident engineermay have to work even on holiday Saturday / Sunday if required.

(b) The Service Engineer shall be qualified ‘Computer Networking and Hardware’engineers and copies of their certificates of such qualification will form the part of theagreement document. Each time, when the service engineers changes, for anyreason, the new service engineer will produce copies of certificates of hisqualification to EDP Cell/HQ DGBR on his reporting. This will be applicable for thereplacement during long leave period of the permanent service engineers. Either ofthe service engineers must have a minimum experience of two years in the field ofcommissioning and maintenance of computer networking.

(c) The service engineer will attend to all the complaints register on the same day.

(d) A call register shall be maintained at EDP Cell indicating the date of registeringof complaint, complaint number, date of clearance of fault, down time, nature of faultand parts replaced if any.

(e) Each entry of the Complaint Register must be signed by Service Engineer ofthe firm who attended the call as well as the In-charge of EDP Cell. After attending tothe compliant, a call report duly singed by the Firm’s Engineer and Users (BROrepresentative) will be supplied to user of the equipment and a copy will be supplied toEDP Cell of BRO.

(f) The firm shall use new spares of the respective OEM to restore the system. Incase of non-availability of same, compatible quality spares must be used with priorpermission of BRO (EDP).

(g) Necessary and fast moving spares in sufficient quantities will be kept by thefirm at BRO (EDP) for immediate replacement. It shall be the sole discretion of theADGBR (EDP) whether to replace or repair the defective components, the aimbeing to make the equipment fully operational at the earliest.

17


(h) During the course of attending “Corrective & Remedial Maintenance” or duringthe “Quarterly Regular Maintenance”, the firm noticing requirement of any spare partsshall replace such parts & clear the faults at the site of equipment.

(j) On no account equipment or its accessories shall be allowed to be taken out ofits installed location. Only replacement of sub assemblies of the whole unit on a likeby like basis will be permissible.

(k) If for some reason, equipment required to be taken to the workshop for repairnecessary one to one stand by service equipment will be provided by the firm.Transportation charges, if any, shall be borne by the firm. Also, proper Gate pass, thatshows details of parts or equipment alongwith its attachments/accessories, will beprepared and got approved from JD (EDP).

(l) The firm undertaking AMC will always keep the following quantities of each itemshown below as standby at all time :-

(i) Monitors (TFT 17” Wide) - 5 Nos

(ii) UPS (0.6 KVA or above) - 5 Nos

(iii) Hard Disk (200 GB or higher capacity) - 4 Nos(2 SATA + 2 IDE)

(iv) Laser Printer (Mono) - 4 Nos

(v) Network Hub/Switch with 8 Ports - 10 Nos

(m) If any of the items mentioned above has been provided as stand by or becomedefective the deficiency in stand by reserves will be made up with new equipment,means the quantity of stand-by items remains same as above at all times.

(n) In case of the firm undertaking AMC is not in a position to repair any item due toany reason BRO reserves the right to get the item repaired from local market. In suchcases the expenditure incurred on the account will be deducted from the payment dueto firm undertaking AMC.

(o) The firm undertaking AMC will rectify all damages to any of the systemsor its sub-systems by any reasons including power supply malfunction, userhandling etc., by replacing or repairing the part /sub-system/electronic or mechanicalassemblies. The firm undertaking AMC will be responsible for repair / replace all suchdamaged parts free of cost less the following, which will be borne/ provided by BRO :-

18


(i) Printer Ribbon / Toner / Cartridge of all type.(ii) Floppy Diskettes/ Optical Disc etc.(iii) Computer Stationary.(iv) Batteries of UPS

(p) The firm will however may will not be responsible for any loss of equipment dueto fire or any other natural calamity.

(q) All faults booked in the forenoon on any working day will have to berectified the same day. Fault booked in the afternoon will have to be attendedlatest by next working day. In case firm fails to rectify the fault within the 24 hours ofreporting, for which spares from OEM are not required and 72 hours of reporting forwhich spares from OEM are required, BRO (EDP) will be at full liberty to imposepenalty for each working day at the rates as given below. However gazetted holidaysand Govt bonafied holidays will not be taken into account for the down period.

(a) PC - Rs 100/-(b) Laptop - Rs 100/-(c) Printers expect Laser jet - Rs 50/-(d) Laser jet / Scanner/Plotter - Rs 100/-(e) UPS - Rs 100/-(f) Cabling Fault/Hub Fault - Rs 500/-(g) Colour printer - Rs 100/-

(r) The firm will provide standby System/ Peripherals/Network Components incase of repairs exceeding 72 Hrs. If the calls/complaints are not rectified within 72Hours the BRO reserves the right to get the faults rectified by 3rd party at the riskand cost of the firm.

(s) The AMC firm will cary out Quarterly Preventive Maintenance in every 90 daysand a certificate, for each equipment, to this effect must be obtained from the user.

(t) In case of non-adherence to Quarterly Preventive Maintenance schedule, thefirm shall pay a fixed penalty @ 10% of AMC charges for every such failure inquarterly schedule.

(u) If any equipment becomes unserviceable and beyond repair or is shifted out ofDelhi during the currency of the AMC, then a proportionate amount will be reducedfrom the AMC charges for the remaining period of AMC. Similarly if any IT equipmentsadded in inventory of HQ DGBR then it shall also be included in AMC for remainingperiod of AMC for which proportionate amount will be added.

19


(v) All the systems are to be taken over for maintenance by the firmsimultaneously with signing of the agreement on “as is where is basis”. The firm mayinspect and bring to BRO (EDP) notice the faulty units which the firm is not in aposition to take over for maintenance without repair. If no such list/ information isgiven within next three working days, it will be treated as if all the machines have beentaken over for maintenance. In case of any major repairs required in any machine, thefirm may submit a detailed estimate for approval of the competent authority within aperiod of one week from the date of agreement and there after all the systems shallbe deemed to have been taken over by the firm satisfactorily and no such claim will beentertained.

(w) Peripherals will include keyboard, mouse, picture Tube, Monitor, MultimediaKit, Sound Card, Modem and item related to LAN etc.

(x) The department will provide full access to the equipment to enable firm toprovide maintenance services and adequate working place and storage facility for listequipments and spare parts etc.

(y) The firm will provide install, upgrade or reinstall all type of software providedto them by BRO as and when required.

( z ) The firm will load upgraded version of antivirus software in all computers fromtime to time. The firm will also check and remove viruses on regular basis. Theantivirus definitions will be updated on weekly basis, failing which a penalty of 2% oftotal payment due for that particular quarter will be deducted.

(aa) The firm will provide installation, configuration and support on mailing,networking and its management.

(ab) Payment and Recovery - Payment of cost of this agreement will be on ‘Item-maintained-in-a-quarter’ basis. The firm will submit bill for each quarter within 10 daysof completion of a quarter with a list of items maintained in the quarter and itemsexcluded from the agreement with date of exclusion. All payments will be strictlybased on the satisfactory performance of the firm during particular quarter and acertificate in this regard will be issued by BRO for each quarter. Any penaltiesimposed during a quarter will be deducted from the payment due for that particularquarter and BRO will attach a recovery schedule alongwith the bill while processingthe case for release of payment. All deductions with regard to exclusion of itemsunder maintenance in the purview of this agreement will be deducted on rate per daybasis from the date of exclusion. The computation of such deduction will be made

20


based on the accepted rate for each type of items as annexed with this agreement.The firm will submit the bank details within 10 days of singing of this agreement toenable the payment authority to make electronic payments. The payment authoritywill be the PCDA (BR), New Delhi.

(ac) Extension of Agreement – AMC shall initially be in force for a period of 12months. The agreement can be extended twice further for periods of 12 months ateach time with same terms and conditions on mutual agreement, subject to followingconditions:-

(i) The firm renders satisfactory service in the previous 12 months period.

(ii) An escalation @ 5% will be permitted for each extended period subjectto condition that no downward trend in the prices of IT equipments and partsare experienced in the market. Reference of RBI Price Index for IT Hardwarewill be considered for comparison.

(iii) A notice on this effect will be given to the firm three month prior to expiryof current contract for its confirmation of acceptance. The firm should submit itswillingness within four weeks from date of receipt of notice.

(iv) The BRO reserves the right to reject the acceptance of firm at any timewithout mentioning any reason(s).

(ad) Article 6 : Force Majeure

(i) Neither the BRO nor the firm shall be liable to the other for any delay inor failure of performance of their respective obligations under the agreementcaused by occurrence beyond the control of BRO or the firm (as the case maybe) included but not limited to major fire ( including failure or reduction), acts ofGod, acts of the public enemy, wars, insurrections, riots, strikes, lockout,sabotage, any law, statues or ordinances, order, action of regulations of thegovernment or any agency or any other causes, contingencies ofcircumstances similar to the above. Either party shall promptly but not laterthan twenty days thereafter notify the other of the commencement andcessation of such contingency, and if such contingency continues beyond threemonths, both parties agree to discuss and agree upon an equitable solution fortermination of this agreement or otherwise decide the course of action to beadopted.

21


(ii) Nothing there in contained, however, shall be deemed to conflict withpreclude the termination of this agreement by the BRO in accordance with anyother provisions of this agreement.

(iii) The respective obligations of the parties shall extend for the period offorce majeure provided notice as required above are given in time and thecontingency is established if so required by the other party.

(ae) Assignment - The vendor shall not assign this contract or any part of it to anyother party or firm without prior written consent of competent authority of the BRO.

(af) Breach of Contract - In the event of the firm becoming insolvent or going intoliquidation, the BRO shall be entitled to treat such insolvency / liquidation as a breachof contract from the moment it occurs.

(ag) Termination of Contract Agreement - The Additional DGBR reserves all rightto terminate the contract agreement by serving a notice to the firm 15 days in advancein any of the following circumstances or other reasons:-

(i) In case BRO is not satisfied with the performance of the firm inattending to the complaints or in case of repair / maintenance coverprovided being inadequate and unsatisfactory.

(ii) The firm fails to comply with any of the terms and conditions of thecontract or after reasonable notice in writing with orders properly issued thereunder.

(ah) Recovery of Dues/Penalties on Termination. Whenever the Additional DGBRexercise his authority to cancel the contract agreement as a whole or in part he maycomplete the work by any means at Contractor’s/Firm’s ‘risk and cost’. At the time oftermination under above terms, if any penalty due or cost of repair by 3rd party (forservice as well as procurement of parts/components or whole system) under theprovisions of para 2 (r) above exceeds the moneys due to contractor under thiscontract, the Contractor/Firm shall either pay the excess amount ordered by Director(IT) or the same shall be recovered from the Contractor/Firm by other means. TheBRO shall also be at liberty to hold and retain materials, machinery, and stores of allkinds on site, as they may think proper and may at any time sell any of the saidmaterials, machinery and stores and apply the proceeds of sale in or towards thesatisfaction of any loss which may arise from the cancellation of the contractagreement as aforesaid.

22


(ai) Arbitration

(i) In the event of any dispute or differences arising as to the execution ofthe contract or as to the respective rights or liabilities of the parties or theinterpretation of any clause thereof on of any condition of agreement(except as to any matters the decision of which is specially provided for anyby those or the special conditions) the same shall be referred to the solearbitration of DGBR or of his nominee. The award of the arbitrator shall befinal and binding on the parties to the agreement.

(ii) The arbitrator may from time to time with the consent of the parties tothe agreement enlarge the time for making the award.

(iii) No person other than the DGBR or the person appointed by him asaforesaid, shall act as arbitrator and if for any reason, that is not possible,the matter is not to be referred to arbitration at all.

(iv)Upon every such reference, the assessment of the cost incidental to thereference and award respectively shall be the discretion of the arbitrator.

(v) Subject to as aforesaid, the Arbitration Act 1940 and the rules thereunder any statuary modifications thereof for the time being in force shall bedeemed to apply to the arbitration proceedings under the clause.

(vi)The venue of arbitration shall be the place from which the acceptancenote is issued or such other places as the DGBR at his discretion maydetermine. In this clause, the term DGBR includes any other officer who isfor the time being the administrative Head of the organization, whether inaddition to other functions or otherwise.

I had read and understand all the terms and conditions elucidated above andagree provisions of each clause on behalf of the firm.

Signature of Representative of BROwith date and Stamp

Signature of authorized Repetitive offirm

HQ DGBR FirmDate DateStation Station

23


Appendix -‘D’PART II PRICE BID CUM LIST OF COMPUTERS

AND PERIPHERALS

S/No Item with specification Qty(Nos)

Rateper unit

(Rs)

Amount (Rs)

COMPUTERS1 Desktop Computers 1352 Lenovo Thin Centre Desktop

(Warranty Period will complete on05 Apr 2016). AMC for 05 months.

75

3 Laptops 104 Epson DMP 1050 15 Inkjet HP 5748 66 Laser Jet Printer HP-1022 47 Laser Jet Printer HP-1150 38 Laser Jet Printer HP-1200 29 Wipro P-500 LMP Printer 1

10 HP Laser Colorjet 3800 311 HP LJ 2015 DN 312 HP 3505 N 413 HP LJ 1505 414 HP Deskjet 840C 115 HP Photosmart All-In-One Printer 116 Colour Ink Jet Printer 1020+ 117 HP P1007 6018 Samsung Colour LJ 310N 219 HP Colour Laserjet CP 1515 1020 HP LI Colour Printer 1525N 2521 HP Deskjet 5568 622 DMP Epson 1150 423 HP Deskjet printer 5288 124 HP Photosmart printer 5288 125 1 KVA Elnova 226 2 KVA Elnova 127 0.65 KVA Safepower 928 2 KVA (UNILINE) 129 0.5 KVA (TVS) 5030 UPS Paradyne

(Warranty period will complete on 05Apr 2016). AMC for 05 months.

63

24


S/No Item with specification Qty(Nos)

Rateper unit

(Rs)

Amount (Rs)

31 0.650KVA Uniline (Offline) 2232 1 KVA Offline Uniline 133 0.65 KVA Paradyne 1234 Line inter active UPs 0.8 KVA 2935 3 KVA Uniline 1

136 5 KVA Uniline 137 Scanner HP 4C 138 Scanner HP 4500 C 639 Scanner 8200 640 Plotter HP Designjet - 500 241 Scanner HP 2410 442 Scanner Canon 143 Wipro Net Server with four processor.

(Warranty period will complete on04 Nov 2015). AMC for 10 Months.

1

44 HCL Win Bee 400 BVX Thin Client(Warranty period will complete on04 Nov 2015). AMC for 10 Months.

50

45 LAN 120 Nodes (24 Port Layer 2Manageable Network )(Warranty period will complete on04 Nov 2015). AMC for 10 Months.

5

TotalService Tax @ 14%Grand Total

Note:-

1. Include all cost / taxes while quoting item rate above clearly.2. Total cost shall be indicated both in figures and words clearly.3. In case of disparity in rates of figure and words, the rate quoted in words will be

considered authentic.4. Item Srl No 2, 30, 43, 44, 45 AMC required on completion of warranty period as per

period mentioned above with respective items.

25


BORDER ROADS ORGANISATION DIRECTORATEGENERAL BORDER ROADS

NOTICE OF TENDER

1. A sealed tender is invited for tender for Comprehensive Annual Maintenance Contract(AMC) for Desktop Computers, Laptops, Servers ,Thin Clients, Printers, Scanners, Plotters,Network Components, UPS and other associated peripherals held at Seema Sadak Bhawan,Ring Road, Delhi Cantt, New Delhi- 10 for a period of one year.

2. The tender documents may be downloaded from BRO website http://bro.gov.in/CentralPublic Procurement Portal http://www.eprocure.gov.in /epublish/app on or after 03 June 2015and print out is to be taken on A4 Size paper. It is advisable the downloaded tender documentto be printed through laser printer only. Submission of photocopy of tender is notpermitted.

3. The work is estimated to cost Rs. 3.14 Lacs or as subsequently amended in tender documentsor uploaded in BRO Website approximately. This estimate, however, is not a guarantee and is merely given asa rough guide and if works cost more or less, a tenderer shall have no claim on that account of what so evernature.

4. Not more than one tender shall be submitted by one contractor or one firm of contractors. Under nocircumstances will a father or his son(s) or other close relations who have business dealing with oneanother be allowed to tender for the same contract as separate competitors. A breach of this condition willrender the tenders of both parties liable to rejection.

5. The Director General Border Roads, New Delhi will be Accepting Officer here in after referred to assuch for the purpose of this contract.

6. Tender (in full) either downloaded from BRO Website or issued by BRO will be received by DirectorateGeneral Border Roads (EDP Cell), Seema Sadak Bhawan, Ring Road, Delhi Cantt, New Delhi-110010 soas to reach this office on or before 29 June 2015 at 1000 hrs.

7. Intending tenderer are advised to visit BRO website three days prior to date of opening of tender for anycorrigendum/addendum/amendment. Tender receipt after due date shall not be considered for opening and noreason for delay or claim whatsoever shall be entertained.

8. Earnest money is not required to be attached with tender by the enlisted contractor with BRO but itis required from unenlisted contractor to be attached with tender documents for Rs. 6300/- (Rupees sixthousand three hundred only) in favour of the PCDA (BR) payable at New Delhi obtained from anyNationalised /Scheduled Bank. Unenlisted contractor may be noted that they will lodge security deposit in theprescribed form on receipt in writing from the Accepting Officer before acceptance of their tender.

9. Any PQ documents/tender which stipulate any alternative to any of the conditions laid down or whichproposes any other conditions of any description whatsoever is liable to be rejected.

10. Accepting Officer reserves his right to accept a tender submitted by a public undertaking, giving a pricepreference over other tender(s) which may be lower, as are admissible under the Govt policy. No claim for anycompensation or otherwise shall be admissible form such tenders whose tenders may be rejected on account ofthe said policy.

26


11. The submission of a tender by a tenderer implies that they had read this notice and conditionsof contract and has made himself aware of the scope and specifications of the work to be done and of theconditions and rates at which stores, tools and plants etc will be issued to him, local conditions and other factorson the execution of the work.

12. Applicant Contractor must be attached with Demand Draft for Rs. 500/- (Rupees five hundred only) infavour of the PCDA (BR) and payable at New Delhi obtained from any Natioalised/Scheduled Bankvalid for six months with their application as the cost of tender forms/documents. The all-applicable bankcharges shall be borne by the applicant and he shall not have any claim what so ever on this account onGovernment. In case of retendering, the firm which has submitted the DD in earlier calls will require to submitDD along with their application also. Tender not accompanied with the cost of tender documents is liable tobe rejected. However, public sectors undertaking/ Govt undertaking firms are exempted from the paymenttowards cost of tender documents.

13. The demand Draft attached with the application form shall be non-refundable if the tender documents areissued to the Contractor. However, it shall be returned to the applicant by the Accepting Officer in case thetender form is not issued.

14. The applicant Contract shall not become automatically entitled for issue of tender by virtue of enclosingDD along with the application and the Accepting Officer shall reserve the right to deny issue of tender to anyapplicant contractor.

15. In case of selective tendering or where inadequate applications are received, suitable contractorsmay be selected and they shall also be asked to forward DD towards the cost of tender. Tenders will be issuedto such contractors only thereafter.

16. The accepting Officer does not bind himself to accept the lowest or any tender or to give any reasons fordoing so.

17. Tenderer who have downloaded the tender from the BRO Website shall submit declaration along withtender document that „I/We have downloaded the tender from BRO website http://bro.gov.in / CentralPublic Procurement Portal http://www.eprocure.gov.in /epublish/app and I/We have nottampered/modified the tender from in any manner. In case if the same is found to betampered/modified in any manner, I/We understand that my/our tender will be summarily rejected andI/We are liable to be „banned from doing business with BRO.

18. For further particulars, you may also visit BRO website www.bro.gov.in/http://www.eprocure.gov.in /epublish/app.

19. „Above particulars my change due to administrative or any other reasons and shall be available in BROWebsite. Therefore, bidders/contractors are requested to visit BRO Website frequently for change in anyparticulars.

20. This notice of tender shall form part of the contract.

ColDirector (IT)

( Signature of contractor) For Dir Gen Border Roads

Dated _______ June 2015

27


No. 24681/AMC/DGBR/ /EDP

Appx ‘A to No. 24681/AMC/DGBR/ /EDPdated _______June 2015

BORDER ROADS ORGANISATION NOTICE INVITING TENDERS

Director General, Border Roads Organization invites tender from the eligible contractors for thefollowing work:-

Particulars of work Cost / Time of work Details of Tender documents

1. Comprehensive AnnualMaintenance Contract (AMC)for Desktop Computers,Laptops, Servers, Thin Clients,Printers, Scanners, Plotters,network components , UPS andother associated peripheralsheld at Seema Sadak Bhawan,Ring Road, Delhi Cantt, NewDelhi- 10 for a period of oneyear.

(a) Cost : Rs 3.14 Lacs

(b) EarnestMoney : Rs 6300.00

(a) Cost of tender : Rs 500.00

(b) Availability : On or after03 June 2015

(c) Submission : Up to 1000 Hrs29 June 2015

Note:- Full notice of tender, any change in above details, tender document (including eligibilitycriteria) and other details may be obtained BRO website http://bro.gov.in/ Central PublicProcurement Portal http://www.eprocure.gov.in/epublish/app For any queries, please contact onTelephone 011 -25686864 or 011-25775206 Fax 011 – 25684632.

DIRECTORATE GENERAL BORDER ROADS - BRO

Documents

Transcript of DIRECTORATE GENERAL BORDER ROADS - BRO