F. No. F. 59-1/2010 Com Unit

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

              NATIONAL ARCHIVES OF INDIA

             JANPATH, NEW DELHI-110001

***

 

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.