Page 1 of 8

Tender Document Annual Maintenance Contract of Computers & Peripherals AT Punjab State Civil Supplies Corporation Chandigarh
List of Documents: 1 2 3 4 5 Tender Notice Terms & conditions (Annexure-I) Technical Bid (Annexure-II) Financial Bid (Annexure-III) List of Equipments for AMC (Annexure-IV)

Punjab State Civil Supplies Corporation SCO 36-40, Sector 34-A Chandigarh

Page 2 of 8

Punjab State Civil Supplies Corporation SCO 36-40, Sector 34-A Chandigarh N.I.T for Maintenance of Computers & Peripherals
Sealed Tenders are invited for Annual Maintenance of Computers & Peripherals installed at Head Office Chandigarh. Tenders complete in all respect should reach Punsup Head Office Chandigarh by 2:30 PM on or before 30th April, 2013 and will be opened at 3:00 PM on same day in the presence of Tenderers who wish to be present. Incomplete Tenders will be outrightly rejected. Managing Director, Punsup reserves the right to accept or reject any or all the tenders without assigning any reason thereof. For tender forms & other details log on to http://punsup.gov.in.

MANAGING DIRECTOR PUNJAB STATE CIVIL SUPPLIES CORPORATION LTD. SCO 36-40, SECTOR 34-A, CHANDIGARH

Page 3 of 8

Annexure-I Terms & Conditions for Annual Maintenance Contract For Computers & its Peripherals 1 The Firm should be a Company in operation for at least the last three years as on 31st March 2013 in the business of computers & peripherals maintenance services. The Firm should have minimum turnover of Rs.5.00 Lac during Financial Year 2011-12 from Computers & Peripherals Maintenance Business. The Firm should have successfully completed at least two relevant maintenance projects (for minimum 20 PC & its peripherals) from any Govt./PSUs/Banks in the preceding three years ending 31.03.2013. The Work Orders & Completion certificate from those Departments should be attached. The Firm should have at least two ITI/Diploma holders personnel having two years of experience in Maintenance services. The detail of manpower has to be attached. The firm should neither be blacklisted by any Govt. Department nor any Criminal Case is registered against the firm or its owner/partners anywhere in India. The Firm should submit a affidavit regarding this. Attested copy of PAN/TIN No., Service Tax number as well as Income Tax Returns of last three years to be furnished /enclosed. Firm will provide single window complaint logging system to enable the various users to log/complaint of their problems. Call /Feedback /Performance report- All records of complaints will be maintained and properly recorded by the contractual firm with the details such as time when the call was reported and attended, signatures of the user, problem, comments of the user etc. A copy of the call/feedback report is to be given to the user. Working hours- The firm will correct any faults & failures in any equipment under this contract during normal working hours from Monday to Friday or in case of urgent and emergent situations, it can be asked to rectify the problem on holidays and after working Hours also, at no extra cost. The Firm has to attend the fault within one hour of logging the complaint, Equipment down time should not be more than 24 hours from the time of report of fault. In case of failure of above clause a fully functional standby / replacement should be given. This would include the attached peripherals also Standby arrangement is allowed only for 05 days, for delay beyond 05 days the firm will be penalized Rs.500/- per day. Punsup reserves the right to waive off the penalty due to unavoidable circumstances explained by the Firm.

10

11

Page 4 of 8

12

The firm shall maintain the equipments as per manufacturers guidelines and shall use standard components for replacement. In case of an instance of sub-standard repair/replacement of parts by the firm, it may lead to cancellation of the contract and legal action may be taken against the firm. The Firm will carry out periodic preventive maintenance including external cleaning of equipments once every month. In the case of Computer hardware and its peripherals, the contract will be comprehensive in nature. All parts of the equipment under AMC will be serviced/ repaired by the vendor in case of fault. All faulty parts of Equipments under AMC which are beyond repair or where performance is not satisfactory after repair, will be replaced by vendor at his own cost. PUNSUP reserves the right to take a final decision regarding replacement of a faulty/repaired part. Refilling of Cartridge/toner(including material cost) in printers will be covered under AMC. Maintenance and repair of existing Network/ Internet Connections including wires etc. will be covered under AMC. No item should remain out of order on the basis that the part equivalent to defective part is not available. The company/firm has to install the latest parts in the system so that the work may be continued. All services regarding computer hardware and network will be provided by the company/firm at our place. The selected Firm will maintain the confidentiality of the data stored on the computer systems of end customer. The payment will be made to successful bidder monthly after deduction of penalty, if any. The contract will be valid for a period of one year and the commencement of AMC will be informed after finalization of the contract. No advance payment will be made under any circumstances. The successful Firm will have to deposit Security in form of Bank Guarantee in favour of Punjab State Civil Supplies Corporation Ltd. Chandigarh (from any Nationalized/ Schedule Bank) of amount equal to 10 (Ten) percent of the total Contract Cost valid for contract period plus three months, within seven days (inclusive of holidays) from the date of the notification of Contract award through Letter of Intent (LOI). The security shall be released immediately after expiry of contract provided there is no breach of contract on the part of the contractor. No interest will be paid on the security.

13

14

15

16

17

18

19

20

21

22 23

Page 5 of 8

24

The Managing Director, PUNSUP reserves the right to accept or reject any or all the tender without assigning any reason. In case of any dispute arising out of this contract/tender or interpretation of any of the clause(s) or touching any of the meaning of the DNIT, Tender Terms and Conditions or otherwise, shall be referred to the sole arbitration of Managing Director, PUNSUP or his/her authorized nominee who will adjudicate upon the matter. The nominee can be an officer of the Corporation or any other person appointed by the Managing Director, PUNSUP, Chandigarh. The arbitration proceedings shall take place at Chandigarh only. All disputes shall be subject to the jurisdiction of Chandigarh Courts only. Force majeure clause shall apply. The Firm would be responsible for carrying out the following tasks during the annual maintenance contract for the period of one year: 1) Inspection of the entire infrastructure to take stock of present status of its functioning and submission of report to the client within one week from the assignment of work. 2) Keep the infrastructures including Hardware, Software, Networking up & in running condition as per the service levels prescribed by providing the required support and services.

25

26 27

28

Presently Corporation will go for Annual Maintenance Contract for approximately 44 Computer and peripherals as detailed in Annexure IV (List of Equipments for AMC). PUNSUP reserves the right to increase/decrease the number of items under AMC. Note 1: The Technical & Financial bid along with supporting documents & EMD of Rs.10,000/(in the form of A/c payee Demand Draft, favouring MD, Punsup) as per Annexure-II & III may please be duly sealed in single envelop super scribing Quotation for Maintenance of Computers-2013 and be put in the Tender Box kept at Ground Floor of Punsup Building Head Office Chandigarh. 2: The quotation(s) received without earnest money or in an incomplete manner in any respect, will suo motto be rejected. The tender should be placed in the Tender Box on or before 30thApril, 2013 up to 2:30 P.M. The tender will be opened on the same day at 3:00 PM in the presence of the tenderers who may like to be present.

Page 6 of 8

Annexure-II Technical Bid

1. ABOUT THE FIRM: a) Name & Profile of the Firm b) Activities of the Organization c) Proof of being a Company in operation for last three years d) The Firm should have successfully completed at least two relevant maintenance projects (for minimum 20 PC & its peripherals) from any Govt./PSUs/Banks in the preceding three years ending 31.03.2013, the Work Orders & Completion certificates from those Departments should be attached. e The Firm should have minimum turnover of Rs.5.00 Lac during Financial Year 2011-12 from Computers & Peripherals Maintenance business f) No. of ITI /Diploma holder personnel with 02 years experience (attach proof): g) The firm should neither be blacklisted by any Govt. Department nor any Criminal Case is registered against the firm or its owner/partners anywhere in India. (Attach affidavit): h) Attach attested copy of PAN/TIN No., Service Tax no. as well as Income Tax Returns of last three years. i) References from customers where 20 or more PCs are on AMC with the Firm.

Authorised Signatory (with full name, designation and stamp) Mobile No. : ____________________ Phone No. : ____________________ Address: _____________________

Page 7 of 8

Annexure-III

Financial Bid

Annual charges for comprehensive maintenance of Computers & its peripherals, Printers, UPSs, Laptops, Switches and internet connectivity of PUNSUP, Head Office Chandigarh as per list attached are as under: S.N. 1 2 3 4 5 6 Equipment CPU LCD/Monitor Printer UPS Laptop Networking Switch Qty 44 44 46 42 3 2 Total = Rate Per Unit Total (Rs.)

a) b) c) d) e) f)

AMC Charges: Service tax: Any other taxes: Total Amount Discount Net Charges

Rs.________________ Rs._________________ Rs.________________ Rs._________________ Rs._________________ Rs._________________

and the Terms & Conditions of Tender are also acceptable to us.

_____________. Authorised Signatory (with full name, designation and stamp) Mobile No. : ____________________ Phone No. : ____________________ Address: _____________________

Page 8 of 8

Consolidated Statement of IT Equipments for AMC

Annexure-IV

S.N. 1 2 3 4 5 6

Equipment CPU LCD/Monitor Printer UPS Laptop Networking Switch

Qty 44 44 46 42 3 2