Government of India
National Archives of India
Janpath, New Dellii-1
The_______________
Subject: - Director General of Archives invites
Sealed Tenders/Quotations under “Two Bids System” Technical & Financial Bid for
Comprehensive Annual Maintenance Contract for Personal Computers /
Printers / Scanners / UPS / Hubs and Switch etc. of Different makes &
models installed in the National Archives of India.
Dear Sir,
Sealed quotations are invited under
“Two Bids System” Technical &
Financial Bid for Comprehensive Annual Maintenance Contract for
Personal Computers / Printers / Scanners / UPS / Hubs and Switch etc. of
Different makes & models installed in the National Archives of India and
also for the Networking maintenance in NAI, Main and Annexe Building. Details
are as given in Annexure – I.
Both the ‘Technical Bid’ and
the ‘Financial Bid’ should be separately in a cover duly wax
sealed and then submitted in a big envelope.
Sealed quotations containing item-wise rates as
given Annexure – II are invited from the registered, bonafide, reputed,
resourceful firms and those having more than 3 years experience of Annual
Maintenance in the relevant field, in the Government Ministries / Departments /
Government or Semi-Government Organisations / PSUs, etc. only need apply. The firms desirous of participating in the
tender process should have necessary competence / capacity to handle the jobs
relating to maintenance of the aforesaid computer hardware and should also have
registered an annual turnover of Rs. 10 lakh or more in the past 3 years. The firms intending to apply for the tender
should also possess valid ITCC, etc. for Comprehensive Annual Maintenance
Contract, which may be submitted alongwith the Technical Bid and the
same will be received in the Department up to 12 noon on 18.03.2010 and
‘Technical Bid’ will be opened on the same date at 3 PM in presence of
those dealers or their representatives who happen to be present at that time.
The quotations may be put in the ‘Tender Box’ placed in the Reception
Office of the Department. The quotations received after the stipulated last
date and time will not be considered.
The final acceptance of the quotations rests with the Director General
of Archives who does not bind himself to accept the lowest rate of quotation
and reserves to himself the right to reject any or all the quotations received
without assigning any reason thereof.
Department shall open
the Financial Bid only of those bidders on a later date whose bid is found technically
acceptable by the Technical Evaluation Committee. The date of opening the
‘Financial Bid’ will be intimated. In case your quotation is accepted you have to
enter into an agreement mutually agreed upon for maintenance of Personal
Computers / Printers / Scanners / UPS / Hubs / Switch Different makes &
models and the Networking in NAI, Main and Annexe Building for a period of
one year. The quotations, which do not
fulfill all or any of the above conditions or are incomplete in any respect,
are liable to summary rejection without further reference to the tenderers.
The
quotations should, bear the superscription “Quotation for the Personal
Computers / Printers / Scanners / UPS / Hubs / Switch and Networking
maintenance etc. due on 18.03.2010.
The details of tender form
containing all the relevant information and the “Terms & Conditions”
governing the proposed maintenance may be downloaded from NAI website: - www.nationalarchives.nic.in
Yours faithfully,
(N. S. Mani)
Microphotographist
For Director
General of Archives
Government of
India
Terms and Conditions
F.
No. 59-1/2010 Com Unit
GOVERNMENT OF INDIA
***
New Delhi, the ------------------ 2010.
Subject: Comprehensive
Annual Maintenance Contract under “Two Bids System” Technical & Financial
Bid in respect of
Personal Computers, Printers and other peripherals in the National Archives of
India reg.
I. SEALED QUOTATIONS are invited under “Two Bids
System” Technical & Financial Bid for the comprehensive ‘Service
Maintenance Contract’ in respect of Personal Computers, Printers and other
peripherals like Printers, Scanner / Hubs / Switches / Networking in NAI,
Main and Annexe Building etc. in the National Archives of India, Janpath,
New Delhi, for a period of one year on the terms and conditions
enumerated in the following paragraphs. Only registered and reputed firms
having adequate experience, preferably of more than 3 years of experience in
the relevant field, i.e. in the maintenance of 50 or more number of all types
& models of computer systems and the supporting peripherals/accessories in
the Government Ministries/ Departments/ Government or Semi-government
organizations, including Public Sector Undertakings, and having the requisite
competence/capacity to do/handle the jobs relating to the maintenance of all
makes & models of computer systems and the supporting
peripherals/accessories efficiently and effectively are eligible to participate
in the tender process. The firms desirous of taking part should have also
registered an annual turn over of Rs.10 lakhs or more during the past 3 years.
While submitting the quotations, the intending tendering firms shall have to
furnish tender authority proof of the pre-qualification, experiences,
antecedents, financial standing, valid ITCC, STCC certificates etc. Quotations
of the unregistered firms will not be entertained. The sealed cover
containing the quotation/tenders and superscribed as under and complete in all
respects should be droped in the “Tender Box” kept in the NAI,
Reception, so as to reach the Director General of Archives, National Archives
of India, Janpath, New Delhi -110001 by
12.00 Noon on or before 18-03-2010.
“Quotation
for “Comprehensive Annual Maintenance Contract” of Personal Computers /
printers / scanners / modem / Networking in NAI, Main and
Annexe Building , etc. of the National Archives of India; Due date: 18-03-2010
(12.00 Noon)”
The
firms are also required to prove their competence for undertaking the job of
‘Maintenance’, etc. and shall, therefore, furnish their standing and goodwill
through a Certificate / Documentary proof from Government Ministries /
Departments. List of the present
contracts in the Government Ministries / Departments should also be enclosed to
the Technical Bid quotation.
II. Technical Bids of the tenders received within
the stipulated time on the last date of receipt of quotations will be opened at
3.30 p.m. on the same day, i.e. on
18-03-2010. The tenderers or their representative may be present at the
time of opening of tenders/quotations.
III. The approximate
number of Computers and the other supporting peripherals / accessories propose
to be covered under the comprehensive annual maintenance contract are indicated
below: -
|
S.
No. |
Description
of the item |
Brand
/ make |
Qty. |
|
|
I.
COMPUTERS |
||||
|
1) |
PCs: Pentium Systems – (a) HCL Infinity 2000 Desk top Intel P-IV, 1.5 Ghz / 40 GB HDD/
CD-ROM/1.44 MB FDD/14” SVGA Colour and Standard Configuration Operating
system window 2000 pre loaded |
HCL |
2 |
|
|
(b) LG PENTIUM IV, 2.6 Ghz / (Multimedia) Mini Tower Cabinet / 128
MB DDR Ram / 40 GB HDD / @ 7200 RPM / 1.44 MB FDD / Stereo Speaker / 56.6
KBPS INT. MODEM / Board Sound / AGP / 6 USB Ports / 52 x CD Rom / SPL. Mul.
KBD / S. Mouse 10/100 Lan Card / Data Rec. S/W NAV / 15’ Color Monitor / Win
XP Professional [one PC with 15” TFT Monitor] |
LG make |
10 |
||
|
(c) Assembled PC |
40 GB
HDD & 256 RAM |
1 |
||
|
II.
PRINTERS |
||||
|
2) |
Laser
Printers |
HP 4000
N |
1 |
|
|
HP 1200 |
5 |
|||
|
HP 1010 |
10 |
|||
|
HP 1022 |
12 |
|||
|
HP 1022N |
15 |
|||
|
HP 1505N |
8 |
|||
|
HP CLJ
2600N |
1 |
|||
|
HP Laser
jet 6 L |
3 |
|||
|
3) |
HP
Design Jet Printers |
HP
Design jet 800, Model No. C7780B |
1 |
|
|
4) |
DeskJet
/ Inkjet Printers |
HP 840 |
1 |
|
|
HP 820 |
1 |
|||
|
HP 810 |
3 |
|||
|
HP 610 |
1 |
|||
|
HP 5652 |
2 |
|||
|
5) |
Dot
Matrix Printers (DMP) |
LQ 1050
DX, Panasonic, TVSE MSP 455XL Classic |
3 |
|
|
III.
SCANNERS |
||||
|
6) |
Umax
Scanner |
Power
look 1120 |
1 |
|
|
7) |
Microtek
Scan Maker |
9600X7 |
1 |
|
|
8) |
HP
Scanjet Scanner |
HP 3970 |
2 |
|
|
HP 5200 |
1 |
|||
|
HP 7450C |
1 |
|||
|
HP 8390 |
1 |
|||
|
Hp 5 P |
1 |
|||
|
IV.
OTHER
ITEMS |
||||
|
9) |
2 KVA
Online UPS |
Venus |
2 |
|
|
10) |
1 KVA
Online UPS |
Power |
1 |
|
|
11) |
600VA
UPS |
Nexus,
Venus and Keptron |
70 |
|
|
12) |
Hubs
& Switches |
Surecom,
Intel, D - Link |
8 |
|
|
13) |
Networking
in National Archives of India, Annexe Building and Old Building |
|||
|
14) |
Resident
Engineer on full day basis |
|||
Note: The
number of equipment for the purpose of ‘service maintenance contract’ is liable
to vary/change from time to time
IV. The proposed comprehensive ‘Annual Service Maintenance Contract’ shall be governed and regulated by the terms and conditions enumerated in the following paragraphs: -
(1)
The
quotations/tenders should be accompanied by an Earnest Money Deposit (EMD)
of Rs.10,000/- (Rupees Ten Thousand only) in the form of a crossed Demand
Draft/Banker’s Cheque drawn in favour of the Administrative Officer, National
Archives of India. EMD in any other
form, i.e. in Cash, etc. shall not be accepted. The tenders received without
EMD in the above said manner or the tenders incomplete in any other respect
shall be summarily rejected, and no tenderer shall have any right to represent
it even if his/her quotation happens to be the lowest.
(2)
The
EMD of the firms whose quotations are not approved/accepted will be released
after finalisation of the contract. The
earnest money of the firm whose quotation is accepted/approved will be released
only after the firm concerned deposits with the department necessary Security
Deposit mentioned in sub-para 36 below.
(3)
The
EMD shall stand forfeited if a bidder withdraws or amends the quotation/tender,
or impairs or derogates from the tender in any respect during the period of
bid, or in case successful tenderer fails to sign or accept the contract within
the stipulated period. No interest will be payable on this amount. The EMD
shall also stand forfeited in the event of premature withdrawal
of the tender/quotation by any of the tenderers.
(4)
The
job of maintenance shall be entrusted on the basis of all-inclusive rate
contract on ‘As is where is basis’ on competitive rates. The Department
reserves the right to accept or reject any quotation, in whole or in part
thereof, without assigning/specifying any reason thereof. The department also reserves the right to
award the maintenance work of all the systems/equipment or specified
systems/equipment or a specified item of work to a particular firm. In other words, the department has the
righteous discretion to award the maintenance of computers/scanners/CD-writers,
etc. to one firm and the maintenance of printers to some other firm on the
basis of competitive rates.
(5)
It
will not be obligatory for the Department to accept the lowest quotation and no
explanation shall be given for the cause of rejection of quotation of any
tender. There is also no obligation on the part of the
Department to inform the unsuccessful tenderers of the outcome of this tender
process.
(6)
The
Department also reserves the right to add into the contract or exclude from the
contract any number of computers as well as the supporting
peripherals/accessories at any point of time during the currency of the
contract. The contractual charges payable
will be modified accordingly.
(7)
The
‘Service Maintenance Contract’ shall be comprehensive in nature and shall,
therefore, essentially include servicing and repairs/fixing/replacement of all
the electrical/electronic, and/or mechanical components & parts of the
computer systems, including the Hard Disk Media, and of printers (including
Printer Head Unit, Fuser Kit etc.), scanners/CD-writers, modems, etc. during
the currency of the contract at the exclusive risk, responsibility at the cost
of the contractor. The scope of
maintenance also covers repairs/replacement of the connection/connecting
cords/power adapters/printer cables, etc. and the contractor firm should also
be in possession of necessary device drivers for the purpose of installation of
computers & other peripherals and their components, wherever and whenever
necessary. The term ‘maintenance’ shall also include rectification of all
hardware and software problems/defects and also include cost of all
parts/ repairs/replacements necessary for the proper maintenance/functioning of
the aforesaid systems. No extra charges
for any general wear and tear/spare parts, etc. shall be made by the
Department.
The maintenance service does not, however, include repair
of damages resulting from accidents, etc. and/or resulting from unauthorised
tampering or mishandling of the equipment by persons who are not the service
engineers of the contractor firm.
(8)
The
tenderer shall accordingly be required to quote the all-inclusive rates
for the maintenance of all the systems mentioned in para 7 above. Rates per unit/item & per annum should
be quoted on a separate sheet duly signed by the proprietor and stamped by the
firm. A sample format is annexed for
the guidance of the eligible firms. This sample form is only illustrative and
not exhaustive. Deviation, if any, should be clearly specified separately. The
rates quoted shall be mentioned by the tenderer both in figures and words.
Partial quote will be summarily rejected.
There should be no erasing or over-writing whatsoever. Additional
information, if any, having relevance on the subject may also be furnished in
the quotation along with profile and other relevant documents
(9)
The
firms shall also note that while quoting rates for the maintenance of computer
and printer systems the requirement as specified in sub-para 27 below for
resident engineers on daily basis for this purpose must be kept in mind.
(10)
Before
undertaking the maintenance work, the successful firm should take over from the
existing contractor firm all the systems/equipment for the purpose of
maintenance, affix their ‘identity’ stickers showing the firm’s name, contact
telephone numbers, etc. and also prepare a list containing all the relevant
information of the computers, peripherals, etc., along with the name of the
section & the name of the contact person. This list will be cross verified
by the Department and modifications/ corrections, if any, required will be
carried out and the exact number of systems will accordingly be decided and fixed
finally for the purpose of maintenance.
(11)
The
successful firm will be free to inspect the systems before taking them over for
maintenance. Necessary estimate may be submitted in respect of any computers
& peripherals that require repair before taking them on AMC.
(12)
However,
under no circumstances, shall the successful tenderer be allowed to charge
anything extra for repair/replacements, if any, carried out in the systems
covered under the proposed Maintenance contract after entering into the
contract.
(13)
The
firm shall also indicate their registration number, income tax and sales tax
number on the letter enclosing quotations. The tenderers are also required to
attach a copy each of the valid Income tax clearance certificate and the
attested copies of documentary proof(s) in support of the past and present
experiences and the certificates proving the satisfactory completion of similar
types of work having been executed in various government
Ministries/Departments/PSUs during the past 3 years.
(14)
A
specific mention must also be made in the quotation to the effect that the
terms and conditions mentioned above are acceptable to the firm in full.
(15)
The contract will remain in force for a period
of twelve months from the date of award.
The Department, however, reserves the right to review the performance
every three months or whenever a need arises, and also to terminate the
contract at any point of time during the currency of the contract in case the
performance and the service rendered by the contract firm is found to be
unsatisfactory. The decision taken by
the Department in this regard shall be final and binding on the firm. The Department further
reserves the right to renew the contract for such period(s) as it may deem
necessary, taking into account the satisfactory performance of the contractor
firm during the currency of the contract.
(16)
The
firm entrusted with the work will have to do the ‘maintenance’ work during the
entire period of 12 months from the date of award of contract at the rates
finally approved/accepted by the department, which shall be valid for the whole
of the period of contract and no upward revision will be allowed during the
period of contract under any circumstances.
In a nutshell, it shall be the responsibility of the successful tenderer
to carry out all requisite servicing and all sorts of repairs and also to
provide proper replacements for the damaged/worn-out parts, etc. with the
genuine and standard quality spare parts that are very much necessary for the
proper maintenance/ upkeep of the systems/equipment concerned throughout the
period of contract. The Department
shall bear no extra cost for anything whatsoever after these systems/
equipment, etc. are handed over to the successful tenderer and subsequently
taken over by him from the outgoing contractor.
(17)
This
Department also reserves the right to terminate the contract at any time
without assigning any reason therefor.
The decision of the Department in this regard shall be final and binding
on the successful tenderer.
(18)
No
extra payment, whatsoever, on account of natural calamities or otherwise will
be made to the contractor except the all-inclusive rates and the rates
permitted under this contract. It shall
be the responsibility of the successful tenderer to maintain all the systems covered
under the contract in such a perfect condition that they work/function
satisfactorily throughout the period of contract. If for any reason, the firm
is not able to do so, the work will be got done from some other firm/open
market at the cost of the approved tenderer and the expenditure incurred shall
be recovered from the security money deposited and/or other dues payable to the
contractor firm.
(19)
The
firms submitting their quotations/tenders should specify in detail all the
parts that they will be replacing in case of defects/damages. The defective/ damaged parts should be
replaced with genuine and brand new parts conforming to the existing
configuration or higher, of the computer & other systems, and if it is
found that the parts replaced are inferior in quality, suitable penalty will be
imposed on the firm. In no case, will
the defective items/parts be replaced by old spares. The replaced parts should
also be covered by a standard warranty/guarantee. The defective parts can be taken by the contractor firm after due
replacements.
(20)
As
for the major items of repair, which do not generally form part of the
‘comprehensive maintenance’, the Department reserves the right to entrust the
respective jobwork to the contractor firm or to any other outside agency on the
basis of estimates obtained in this regard.
In the event of the systems/equipment concerned are declared/found by
the contractor irreparable or unserviceable, the department shall have the
right to get them inspected by any qualified firm/person, and after satisfying
itself that they are irreparable/unserviceable the Department shall take a
decision with regard to getting the job of replacement of some of the spare
parts with new ones either through the approved contractor or any other
company/firm against an estimate that may be required to be submitted by the
firms/agencies in this regard.
(21)
The
Department reserves the right to accept or reject any or part of the items
found inferior in quality or workmanship.
(22)
Under
no circumstances shall the successful contractor firm appoint any
sub-contractor or sub-lease the contract.
If it is found that the contractor has violated these conditions, the
contract will be terminated forthwith without any notice, by the authority who
has approved the award of contract.
(23)
The
firm will carry out regular preventive virus checks in all the systems
periodically and also will also remove viruses, if found at any point of time
in any of the computer systems. The
engineer should, therefore, be equipped with the latest versions of appropriate
virus-removal software-packages and their ‘updates’ for this purpose.
(24)
The
work shall be carried out in the premises of National Archives of India. Only such work as is not possible to be
executed in the premises of National Archives of India, Janpath, New
Delhi-110001 shall be allowed to be carried out in the workshop of the firm.
The charges for transporting the equipment/ machines from the premises of
National Archives of India, Janpath and to the workshop and back & freight charges,
if any, as well as the payment to the laborers for this purpose shall have to
be borne by the successful contractor firm itself. The system or part thereof taken out of the Department should be
brought back in perfect working condition, and if it is found that any
alteration has been done within the system causing subsequent damage to it,
penalty as deemed fit by the competent authority, will be imposed on the
firm. The decision of the Department in
this regard shall be final and binding on the firm. In any case, no machine
shall be kept away from the premises of the Department for more than 4 working
days in succession, failing which the cost of the machine and/or parts thereof
shall be recovered from the contractual charges due to the firm or from out of
their security deposit, as the case may be, without any notice. Further, such a failure/lapse on the part
of the contractor firm will even entail cancellation of the contract forthwith
and/or forfeiture of the security money.
(25)
No
system shall be taken out of the Department without prior written permission of
the Department. In the event of any or
part of the systems covered under the AMC to be taken to workshop for repair,
etc., the contractor firm should also provide appropriate stand-by equipment/system,
etc. so as to ensure that the work of the users concerned is not hindered. For
this purpose, the contractor firm shall keep sufficient quantity of spare parts
which will include CPUs, Mother Boards, HDDs, HP Laserjets/Deskjet printers,
CD-ROM Drives, Floppy Drives, LAN & Sound Cards, SVGA Card, Keyboards &
Mouse, Printer & Power cables, etc. in National Archives of India.
(26)
In
the event of the computer system requiring formatting of hard disk, etc. for
the immediate restoration of normalcy, the contractor firm shall, before
carrying out such a formatting, make arrangement for necessary backup of the
important data/files stored on the system.
The firm shall provide adequate number of hard disk media for taking the
back up. The contractor firm shall also
be responsible for, and shall also ensure, data recovery and data security in
case of system failure and crashing of HDD of server/ any computer system under
the maintenance contract. No separate
payment will be made for this purpose.
(27)
For
the regular and proper maintenance/upkeep of the computer systems &
printers and for instantaneously attending to the complaints received from
officers/staff of this Department, the firm will have to depute to this
department at least One
well-qualified service engineers having adequate knowledge and wider experience
in the relevant field, on full day basis, as Resident Engineers, in National
Archives of India. The persons
so deputed for the ‘maintenance’ work should be a diploma/degree holder in the
field of computers (hardware, with adequate knowledge in the field of software)
networking and should also have at least 3 years of previous experience in
the servicing/maintenance of at least 50 or more number of computers/printers
& other systems in the government departments/semi-government
organisations/PSUs/other well-reputed organisations, etc. They should
report to the COM Unit of this Department at 9.30 a.m. daily on all working
days and should attend to the complaints throughout the working hours of the
day as per the complaint register being maintained in COM Unit for this
purpose. Before leaving at the close of
office at 5.30 p.m., the engineer should indicate in the said register the
status of the complaints attended to by him in the day.
Once
a person is deputed as a ‘resident’ engineer to this Department, he should be
changed only after intimating the competent authority giving due reasons. However, the firm shall be bound to change
the person, if so desired by the competent authority, within 24 hours on
intimation. In the event of more number
of complaints on a particular day and/or the resident engineers deputed are not
in a position to attend to all such complaints, the contractor firm should
immediately arrange to depute one or more service engineers, as may be
required, in order to ensure that work of the department does not suffer under
such an urgent situation/condition. No
extra payment will be made for this purpose.
The firms are also
required to enclose copies of the attested documents in support of the
technical qualification, etc. possessed by the service engineers the firm will
be deputing for the purpose of ‘service maintenance’ in question.
The requirement of a Resident Engineer does not, however,
apply to the case of maintenance of Printers, Scanners, CD-Writers, Hubs
& Switches,
etc. The maintenance service in respect
of these items shall be provided by the contractor firm on call basis.
Secondly, the department is fully at its discretion to appoint the same firm to
whom the maintenance work in respect of computers/printers is awarded, or to a
different firm for the purpose of maintenance of these systems. In either of the case, the firm awarded the
contract shall normally have to depute a well-qualified and experienced service
engineer separately for this purpose.
The service engineer so deputed shall attend to the complaints on
call-basis, and all the complaints/calls should be attended to by the firm
within one hour of lodging of such complaints/calls.
In case a complaint/call
is not attended to satisfactorily within one hour, a deduction of Rs.50/- per
hour/per call & per machine will be made out of the payments due till such
time the defect is rectified and the system/equipment is put back to normal
working condition.
In the event of the maintenance work in respect of all the
systems including the printers, scanners, CD-writers, Hubs &
Switches etc. awarded
to one single firm, the resident service engineers so deputed for the
maintenance of computers & printers should work in tandem and in a
coordinated way with their office & the engineers deputed for the
maintenance of other peripheral items, so as to ensure that the ‘faulty’
equipment/ machine is put back to normal functioning within the least possible
time.
(28)
Should
any need or eventuality arise, the National Archives of India shall be within
its competence to requisition the services of the resident service
engineers/mechanics of the contractor firm outside the working hours, including
on Saturdays/Sundays/holidays. No
payment or any additional remuneration shall, however, be made for this
purpose.
(29)
The
selected contractor firm shall also provide functional Mobile Phone numbers to
the service engineers for urgent communications.
(30)
The
firm should specify the downtime for a system, which should not, in any case,
be more than 24 hours. In case the systems concerned remained either unattended
or defective even after the specified downtime, a deduction at the following
rates per day & per machine will be made as (or towards) penalty from out
of the contractual charges payable for the maintenance, etc: -
(a) Main computer systems : Rs.100 per day
(b) LaserJet printers : Rs.100 per day
(c) DeskJet/Inkjet/Dot Matrix printers : Rs.50 per
day
(d) Other peripherals : Rs.50 per day
(31)
Importantly,
as the firm (or firms) awarded the contract will be solely responsible, as
bound by the terms & conditions of the contract, for the smooth and
satisfactory working/functioning of all the systems/machines covered under the
respective contract(s) the contractor firm should undertake preventive
maintenance and also conduct periodical and regular check-ups of all the
computer systems, printers, scanners, modems, etc., as the case may be, for
this purpose, so as to maintain them in a perfect working condition with the
requisite fittings, parts, accessories, etc. and by carrying out
repairs/replacements, wherever necessary, within the all-inclusive maintenance
rates quoted/tendered and subsequently accepted/approved by the Department. The
contractor shall also obtain a certificate from the ‘user Sections/ officers at
least once in a month to the effect that the equipment/machine in his use has
been working satisfactorily during the month of report and that it has not
remained out of order for more than the specified downtime. If any of the machines covered under this
‘maintenance contract’ remains idle or out of order for want of repairs/
replacement material, etc. for more than four days in a row after the date of
lodging of complaints by the users, or if the Department has sufficient reasons
to infer/ conclude that the system/equipment concerned has not been properly
maintained and serviced by the Contractor firm, a reasonable proportionate
deduction will be made from the charges due to the contractor firm. The decision of the department as regards
the ‘reasonableness of deduction’ shall be final and binding on the Contractor.
(32)
The successful contractor firm shall also be required to maintain ‘Log
Cards’ in respect of all the systems covered under the Service Contract for the
purpose of periodic preventive maintenance.
(33)
The contractor firm will be entirely responsible for any loss caused to
Government by way of inflicting any damage to the systems/equipment or to any
other Government property as a result of negligence or carelessness on the part
of the contractor firm or its authorised engineers/representatives or for any
default occasioned due to use of parts/spares supplied by the firm. The contractor firm should make good the
financial or any other losses caused to/suffered by the Government on this
account. In case the Security deposit falls short or
found to be insufficient to meet/adjust the loss thus incurred by the
Department, the balance, as may be necessary, shall be recovered from the
contractual charges due to the contractor firm. The decision of the competent authority in
the context shall be final and binding on the contractor.
All disputes arising out of or in connection with the contract shall be settled
by the sole arbitration of the competent authority in this behalf.
(34)
In
case the contractor fails to cope up with the workload or doesn’t render
satisfactory services or dishonour the contract in any way, the contract
awarded shall be liable for summary cancellation/termination forthwith, without
any notice, and the security deposit and payment due to him, if any, shall also
be forfeited. The Department is free to
entrust the job to any other firm/party at the risk and expenses of the
defaulting contractor. In this
connection, decision of the authority competent in the Department shall be
final and binding on the contractor.
(35)
The
contractual charges payable for the maintenance of items indicated in para 3
above will be released in four installments and on quarterly basis, i.e. at the
end of each completed quarterly period, on the basis of the satisfactory
performance of the contractor firm during the respective quarterly
periods. For this purpose, the firm
should submit pre-receipted bill/invoice of their claim after completion of
every quarter. They should also enclose
to their bills the certificates obtained from the Com Unit concerned as
evidence in support of the ‘satisfactory’ functioning/working of the equipment
concerned during the respective quarter and also to show that the job work
carried out by the contractor firm had been as per the instructions of the
Department and that the equipment had not remained out of order for want of
repairs/ replacements, etc.
(36)
The
successful tenderer will be required to furnish a “Security Deposit”
of Rs. 50,000/-
(Rupees Fifty thousand only) within the period to be specified by the
Department for this purpose. The
Security Deposit shall be in the form of a Demand Draft in favour of
Administrative Officer, National Archives of India. The Security Deposit will be refunded only after the successful
and satisfactory completion of the contract.
This deposit is liable to be forfeited in full or in part, if during the
period of contract the services of the contractor firm are found to be
unsatisfactory in any respect, and/or if any of the condition of the contract
is contravened/breached, and/or towards any damage caused to Government due to
negligence of the contractor or his employees. The decision of the Department
in this regard shall be final and binding on the firm. Moreover, this forfeiture may be in addition
to any action by the Department that the contractor firm may invite upon
themselves due to any of the reasons specified in the foregoing sub-paras.
(37)
On
expiry of the contract after one year, the firm will have to hand over the
systems in perfect working condition to the Department, failing which suitable
amount will be deducted from the security deposit. The decision of the competent authority shall be final and biding
on the contractor firm.
(38)
Any
sum of money due and payable to the contractor, including the Security Deposit,
under this contract shall be appropriated by this Department or by any other
person(s) contracting for and on behalf of the President of India, and set off
against any claim to this Department and of such persons(s) for the payment of
a sum of money arising out of other or under any contract with this Department
or such persons.
(39)
Quotations/Tenders incomplete in any respect are
liable to be rejected without assigning any reason thereof. The undersigned also
reserves the right to accept or reject any quotation, in whole or in part
thereof, without assigning/specifying any reason thereof.
(40)
If
need be and as the Department may so desire, the successful contract firm shall
also have to enter into an agreement with the Department for the said ‘service
maintenance’ on the terms & conditions stipulated as above.
V.
The firms intending to
participate in the tender process with their offer of quotations are expected,
and also advised, to read and fully understand the terms and conditions of the
contract as detailed out in the foregoing paragraphs before sending in their
quotation, as no change or violation of the aforesaid terms and conditions
shall be permissible once the quotation is accepted by this Department with or
without modifications. The
successful tenderer will be required to sign a copy of the tender in token of
having accepted the terms and conditions.
The firms whose quotations are not accepted/approved by the Department
shall send in necessary letter of authorisation, etc. to facilitate early
refund of the Earnest Money Deposit.
[N. S. MANI]
Microphotographist
For Director General of Archives,
Government of India
SAMPLE PROFORMA
QUOTATION FOR ANNUAL CONTRACT
FOR COMPREHENSIVE SERVICE MAINTENANCE OF PERSONAL COMPUTERS / PRINTERS,
SCANNERS / UPS / HUBS AND SWITCH ETC. IN THE NATIONAL ARCHIVES OF INDIA
|
1 |
Name of the Firm [in block letter] |
|
|
2 |
Address |
|
|
3 |
Telephone Nos, Including mobile No.] |
|
|
4 |
Address of the workshop [with telephone number] |
|
|
5 |
Mode of payment of Earnest Money Deposit 1] Amount of Demand Draft 2] Demand draft No & date 3] Name of the Bank |
|
|
6 |
Details of Experience |
|
|
7 |
Details of Annual turnover |
|
|
8 |
Number of valid ITCC, STCC, etc. |
|
Note: Attach photocopy of the registration certificate with Income-Tax and / Sales Tax authorities along with the copies of the other document / papers explained in the main tender document.
Annexure – II
I/We hereby submit our quotation/bid for the
comprehensive service maintenance of the following computer hardware installed
in the National Archives of India, Janpath, New Delhi
|
S.
No. |
Description
of the item |
Brand
/ make |
Qty. |
Rate
per unit [all inclusive rate] / per Annum |
|
I. COMPUTERS |
||||
|
1) |
PCs:
Pentium Systems |
HCL |
2 |
|
|
LG make |
10 |
|
||
|
Assembled
PC |
1 |
|
||
|
II. PRINTERS |
||||
|
2) |
Laser
Printers |
HP 4000
N |
1 |
|
|
HP 1200 |
5 |
|
||
|
HP 1010 |
10 |
|
||
|
HP 1022 |
12 |
|
||
|
HP
1022N |
15 |
|
||
|
HP
1505N |
8 |
|
||
|
HP CLJ
2600N |
1 |
|
||
|
HP
Laser jet 6 L |
3 |
|
||
|
3) |
HP
Design jet Printers |
HP
Design jet 800, Model No. C7780B |
1 |
|
|
4) |
DeskJet
/ Inkjet Printers |
HP 840 |
1 |
|
|
HP 820 |
1 |
|
||
|
HP 810 |
3 |
|
||
|
HP 610 |
1 |
|
||
|
HP 5652 |
2 |
|
||
|
5) |
Dot
Matrix Printers (DMP) |
LQ 1050
DX, Panasonic, TVSE MSP 455XL Classic |
3 |
|
|
III. SCANNERS |
||||
|
6) |
Umax
Scanner |
Power
look 1120 |
1 |
|
|
7) |
Microtek
Scan Maker |
9600X7 |
1 |
|
|
8) |
HP
Scanjet Scanner |
HP 3970 |
2 |
|
|
HP 5200 |
1 |
|
||
|
HP
7450C |
1 |
|
||
|
HP 8390 |
1 |
|
||
|
Hp 5 P |
1 |
|
||
|
IV. OTHER ITEMS |
||||
|
9) |
2
KVA Online UPS |
Venus |
2 |
|
|
10) |
1
KVA Online UPS |
Power |
1 |
|
|
11) |
600VA
UPS |
Nexus,
Venus and Keptron |
70 |
|
|
12) |
Hubs
& Switches |
Surecom,
Intel, D - Link |
8 |
|
|
13) |
Networking
in National Archives of India, Annexe Building and Old Building |
|
||
|
14) |
Resident
Engineer on full day basis |
|
||
|
15) |
Total
= |
|
||
|
16) |
Service
Tax |
|
||
|
|
Total
bid amount |
|
||
Note:
(i)
The number
of equipment for the purpose of ‘service maintenance contract’ is liable to
vary/change from time to time.
(ii)
No payment will be made
by the National Archives of India for the inter or intra-premises
shifting/installation of the system. Important: Deviations, if any, should be clearly indicated by the firm.
DECLARATION/UNDETAKING
1] I/We
do hereby solemnly declare/undertake that I/We have completely read and
understood the terms & conditions attached to the ‘maintenance contract’ in
question, for which the all-inclusive rates as above have been submitted.
2] I/We
do also hereby declare/undertake that the all-inclusive rates quoted as above
are submitted after fully understanding and in accordance with the relevant
clauses of the terms& conditions of the contract
3] I/we
do also hereby undertake that the damages caused, if any to the
equipment/systems or to any other property of the Government through our
negligence or on the part of the employees deputed by us for the maintenance
work in the Department shall be at our risk and responsibility and that we
shall make good the financial or any other loss that is resultantly sustained
by the Government because of such negligence.
4]
I/We do also hereby declare that the decision of the Government of India,
National Archives of India on all the matters connected to the contract in
question, and on the matter of disputes arising due to the provision of this
contract shall be final and binding on me/us/our firm.
Signature
Name
[in block letter]
Name
of the Firm:
Seal/stamp
of the firm
Contact
Phone/Mobile No
Note:
Rate for any other important / essential part[s] & job works that cannot
otherwise be covered under this contract may also be tendered and distinguished
separately.
Annexure –I
|
S.
No. |
Description
of the item |
Brand
/ make |
Qty. |
|
|
I.
COMPUTERS |
||||
|
1) |
PCs: Pentium Systems – (a) HCL Infinity 2000 Desk top Intel P-IV, 1.5 Ghz / 40 GB HDD/
CD-ROM/1.44 MB FDD/14” SVGA Colour and Standard Configuration Operating
system window 2000 pre loaded |
HCL |
2 |
|
|
(b) LG PENTIUM IV, 2.6 Ghz / (Multimedia) Mini Tower Cabinet / 128
MB DDR Ram / 40 GB HDD / @ 7200 RPM / 1.44 MB FDD / Stereo Speaker / 56.6
KBPS INT. MODEM / Board Sound / AGP / 6 USB Ports / 52 x CD Rom / SPL. Mul.
KBD / S. Mouse 10/100 Lan Card / Data Rec. S/W NAV / 15’ Color Monitor / Win
XP Professional [one PC with 15” TFT Monitor] |
LG make |
10 |
||
|
(c) Assembled PC |
Assembled
PC |
1 |
||
|
II.
PRINTERS |
||||
|
2) |
Laser
Printers |
HP 4000
N |
1 |
|
|
HP 1200 |
5 |
|||
|
HP 1010 |
10 |
|||
|
HP 1022 |
12 |
|||
|
HP 1022N |
15 |
|||
|
HP 1505N |
8 |
|||
|
HP CLJ
2600N |
1 |
|||
|
HP Laser
jet 6 L |
3 |
|||
|
3) |
HP
Design jet Printers |
HP
Design jet 800, Model No. C7780B |
1 |
|
|
4) |
DeskJet
/ Inkjet Printers |
HP 840 |
1 |
|
|
HP 820 |
1 |
|||
|
HP 810 |
3 |
|||
|
HP 610 |
1 |
|||
|
HP 5652 |
2 |
|||
|
5) |
Dot
Matrix Printers (DMP) |
LQ 1050
DX, Panasonic, TVSE MSP 455XL Classic |
3 |
|
|
III.
SCANNERS |
||||
|
6) |
Umax
Scanner |
Power
look 1120 |
1 |
|
|
7) |
Microtek
Scan Maker |
9600X7 |
1 |
|
|
8) |
HP
Scanjet Scanner |
HP 3970 |
2 |
|
|
HP 5200 |
1 |
|||
|
HP 7450C |
1 |
|||
|
HP 8390 |
1 |
|||
|
Hp 5 P |
1 |
|||
|
IV.
OTHER
ITEMS |
||||
|
9) |
2 KVA
Online UPS |
Venus |
2 |
|
|
10) |
1 KVA
Online UPS |
Power |
1 |
|
|
11) |
600VA
UPS |
Nexus,
Venus and Keptron |
70 |
|
|
12) |
Hubs
& Switches |
Surecom,
Intel, D - Link |
8 |
|
|
13) |
Networking
in National Archives of India, Annexe Building and Old Building |
|||
|
14) |
Resident
Engineer on full day basis |
|||
Note: The number of equipment for the purpose of ‘service maintenance contract’ is liable to vary/change from time to time.