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For official use only
Tender No: Signature: Date of Issue:
DIRECTORATE OF INFORMATION TECHNOLOGY
ANAND AGRICULTURAL UNIVERSITYANAND 388110(GUJARAT)
Last Date of Submission November 30, 2011
Contact:
Tel. No. 02692-260712 E-mail: [email protected]
REQUEST FOR QUOTATION
ANNUAL MAITENANCE CONTRACRT FOR COMPUETR NETWORK / INTERNET / INTRANET
ANAND AGRICULTURAL UNIVERSITY, ANAND CAMPUS
TENDER FORM FEES Rs.500/-
Form Fes Rs. : 500/-
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DIRECTORATE OF INFORMATION TECHNOLOGY
ANAND AGRICULTURAL UNIVERSITY, ANAND 388110 (GUJARAT)
Tel. No.: (02692) 260712 Fax No.: (02692) 263053 E-mail: [email protected]
______________________________________________________________________________
Name of party / supplier / firm:
Complete postal address:
Telephone Number:
FAX Number (if any):
e-mail address (if any):
Details of EMD:
Bank Name & Branch D.D.Number :
Amount : Date :
Details of Security Deposit:
Bank Name & Branch D.D.Number :
Amount : Date :
Tender Fee Details :
Bank Name & Branch D.D. Number :
Amount : Date :
Sales Tax No. :
Registration No. :
Any other details:
We agree to abide by the terms and conditions of supply mentioned in this tender document
Signature of Tender Applicant (With Stamp, Name & Designation)
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SCOPE OF WORK
I. During the term of this Agreement THE BIDDER agrees to maintain the LAN / Internet / intranet provided by the office of the Director (IT) in good working order and for this purpose will provide the following repair and maintenance service:
a) THE BIDDER shall correct any faults and failures in all the offices / hostels of AAU campus and shall repair and replace worn or defective parts of the network during the Office’s normal working hours on all working days. In cases where unserviceable parts of the EQUIPMENT, including converter, switch, patch code etc. need replacement THE BIDDER shall replace such parts, by informing the respective office and the cost of the same will be bear by the respective offices, with brand new parts or those equivalent to new parts in performance.
b) THE BIDDER shall provide repair and maintenance service, in response to oral including telephone notice by THE OFFICE and such services should be available for a period of 2 hours from 9 a.m. to 6 p.m. on all working days. However, due to any reason if THE OFFICE will remain open on any public holiday then THE BIDDER has to provide service on the request of THE OFFICE.
c) THE BIDDER shall ensure 24 hours response time (i.e. total time taken by THE BIDDER between registering the complaint and attending the complaint).
d) THE BIDDER shall ensure break down call time of 48 hours (i.e. total time taken by THE BIDDER between registering the complaint and rectifying the fault). This time includes time taken to reach the site, diagnose, repair/ replace the faulty component/module/device & network equipment that are covered under the contract.
e) THE BIDDER shall ensure Spares availability. In case, it is not possible to repair some equipment or not possible to repair at site and has to be taken out for repairs, THE BIDDER shall provide a suitable replacement as Standby arrangement within 24 hours so that the work is not hampered. The packing/unpacking, transportation, loading/unloading, connection/ disconnection, configuration/re-configuration and any associated activity with the repair and maintenance shall be the sole responsibility of THE BIDDER. THE BIDDER shall provide ink cartridges for substitute/standby network components, till original network components are restored after repair. However, if standby arrangement has been made then it shall be replaced with original or functionally equivalent equipment within next 15 working business days.
f) THE BIDDER shall ensure that the mean time between failures (including any malfunctioning, breakdown or faults) in the EQUIPMENT or any part thereof) is not less than 1 month (i.e. once the EQUIPMENT or any part thereof get repaired/replaced then the same will not get failure within 4 months).
g) Preventive Maintenance:
i. THE BIDDER shall conduct Preventive Maintenance (including but not limited to inspection, testing, satisfactory execution of all diagnostics, cleaning and removal of dust and dirt from the interior and exterior of the NETWORK EQUIPMENTS / RACKS, checking and testing of NETWORK COMPONENTS and necessary repairing of the EQUIPMENT) once within the first fifteen days of the commencement of the maintenance period and once within the first fifteen days of every subsequent
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month, during the currency of this Agreement, on a day and at a time to be mutually agreed upon and inform the representative of THE OFFICE about any necessary steps to be taken. Notwithstanding the foregoing, THE BIDDER recognizes THE OFFICE's operational needs and agrees that THE OFFICE shall have the right to require THE BIDDER to adjourn Preventive Maintenance from any scheduled time to a date and time, not later than fifteen working days thereafter.
ii. Bidder has to check all the RJ-45 Connectors, if required then re crimp the connector.
iii. Bidder has to use Tag / color code scheme to identify the cable where it is moving.
h) Qualified maintenance technical person totally familiar with the EQUIPMENT shall perform all repair and maintenance service described herein.
i) THE BIDDER shall maintain at THE OFFICE's site, a written maintenance and repair log; and shall record therein each incident of EQUIPMENT malfunction, date and time of commencement and successful completion of repair work and nature of repair work performed on the EQUIPMENT together with a description of the cause for work, either by description of the malfunction or as regularly scheduled Preventive Maintenance. THE OFFICE shall use the same log for recording the nature of faults and failures observed in the EQUIPMENT, the date and time of their occurrence and the date and time of their communication to THE BIDDER.
j) THE BIDDER shall also maintain the system health against virus attack which includes cleaning of viruses from desktop.
k) The bidder also has to configure / password enabled the wireless routers in the campus.
l) In case of fiber break down company has to do splicing.
m) In case if THE BIDDER is not able to repair the original equipment, THE BIDDER shall supply the new substitute of same specifications or of higher specifications of reputable brand, with prior approval of THE OFFICE.
n) Failure in adhering to any of the terms and conditions mentioned in the scope of work will attract penalty clause
II. THE NETWORK EQUIPMENT shall not be shifted to an alternate site and installed thereat during the currency of this Agreement without prior written notice to THE BIDDER.
However, if THE OFFICE desires to shift the EQUIPMENT to a new site and install it thereat urgently, THE BIDDER shall be informed of the same immediately to the Directorate of Information Technology. THE OFFICE shall bear the charges for such shifting and reinstallation and THE BIDDER shall provide necessary assistance to THE OFFICE in doing so. This Agreement, after such shifting and reinstallation, would continue to be binding on THE BIDDER and THE OFFICE, provided that the two parties may agree to amended charges for the maintenance services after such an event.
III. CCTV network also covers under this network maintenance contract.
IV. THE OFFICE shall arrange to maintain appropriate environmental conditions, such as those relating to space, temperature, power supply, and dust to within the acceptable limits required for equipment similar to that covered by this Agreement.
V. No terms or provision hereof shall be deemed waived and no breach excused, unless such waiver or consent shall be in writing and signed by the party claimed to have waived or consented. Any consent by any party to or waiver of a breach by the other, whether
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express or implied, shall not constitute a consent to, or waiver of, or excuse for any other, different or subsequent breach.
VI. Directorate of I.T. will decide the scope in consultation with other unit / departments / hostels etc for special nature of maintenance contact such as Facility Management.
Signature of Tender Applicant (With Stamp, Name & Designation)
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FORM - A
Lowest competitive rates are hereby invited for the AMC/purchase / service of Equipment/Instruments bearing the specifications as follows:
Sl.
No.
Specifications Qty Unit price
(INR)
Total Price ( INR ) 1 Annual Maintenance Contract of LAN / Internet / Intranet
in Anand Agricultural University, Anand .
2
8 Port Switch
3
24 Port Switch
4
Fiber Optic patch code
5
UTP Patch Code
6
RJ 45 Connectors
7
Wireless Access Point / Wireless Router
8
Multi Mode Fiber Converter
9
Single Mode Fiber Converter
10
CAT-6 UTP Cable
Signature of Tender Applicant (With Stamp, Name & Designation)
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Terms and Conditions
1. Rates quoted should be inclusive of all applicable Taxes and F.O.R. our office at Director (IT), Directorate of Information Technology, Anand Agricultural University, Anand 388 110 inclusive of installation, commissioning and demonstration, if any.
2. Validity of the quotation should be on or before 31st December, 2012.
3. Turnover: The bidder should have a total sum of turnover of Rs. 50 lakh (Min.) in last three financial years.
4. Bidder must have one office in Anand District.
5. The bid is non-transferable.
6. The bidder must have 2 customer reference sites from computer network maintenance.
7. Bidder will do a site visit before quoting the price.
8. All the eligible bidder quote the price for total inventory, item-wise.
9. The overall L1 vendor will be awarded to the contract.
10. 24 hours response time. Break down call time 24 hrs.
11. 3 Resident technical persons for the entire campus. The bidder should produce list of all service & resident persons with full name address and contact numbers.
12. Penalty: Penalty on defaulting the service norms – 0.5 % of the contract value per week of non-responsive event.
13. Spares availability / Standby agreement: Standby to be replaced with original and functionally equivalent within 15 working business days.
14. Contract renewal Period: 1 Year.
15. Performance Bank Guarantee (PBG): 50% of the order values for the period of entire contract.
16. Payment:
25% advance upon furnishing the PBG (Performance Bank Guarantee).
75% at the end of the year.
17. Entire AAU campus is having different kind of internet connectivity like BSNL, NKN, GSWAN, Wireless connectivity, and all these types’ covers in this maintenance contract.
18. Termination of Contract:
The OFFICE may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or part:
I. If the Bidder, in the judgment of the OFFICE has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.
“Corrupt practice” means the offering, giving, receiving or soliciting of anything of value of influence the action of a public official in the procurement process or in contract execution.
“fraudulent practice : a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the purchaser, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the purchaser of the benefits of free and open competition;”.
II. If the bidder does not start performing the contract within stipulated time period.
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III. If the bidder stop performing the contract or withdraw the activity to perform the contract.
IV. If the bidder breach any terms & conditions of the contract or do not perform the contract in whole or part.
V. If the bidder do not follow the written instructions given by THE OFFICE.
VI. If the bidder does not perform the contract up to the satisfactory level even after regular feedback from THE OFFICE.
VII. In the event that the bidder shall cease conducting business in the normal course, or wind up, make a general assignment or the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets or shall avail itself of, or become subject to, any proceeding under any act or statute of any country or state relating to insolvency or the protection of rights of creditors.
19. Tender forms only from reputed registered parties who are in the concerned field will be considered. (Certificate should be attached)
20. All the electronic hardware should comply with international standards for safety, electromagnetic emissions and immunity, CE/FCC Mark/Certification, etc.
21. In case of defective items, the same shall have to be replaced by the party concerned at its own cost, risk, and within stipulated time.
22. Being an education institution we are eligible for exemption of excise duty / custom duty.
23. The Earnest Money Deposit (EMD): The 3 % Earnest Money Deposit (EMD) and 5% Security deposit in the form of crossed Demand Draft payable to “AAU Fund Account” payable at Anand, shall have to be accompanied with the filled Tender Forms. Tender submitted without EMD shall not be considered. The deposit shall be forfeited if the party in any case is not able to perform the task satisfactorily in stipulated period and at the rates approved.
24. The Director (IT), Directorate of Information Technology, Anand Agricultural University, Anand 388 110 shall be empowered to reject any one of all the tenders without giving any reason for doing the same. This shall not be challengeable in the Court.
25. Other terms and conditions will be mentioned in acceptance letter.
26. In case of disputes, decision of Vice Chancellor, Anand Agricultural University, Anand will be final and acceptable to all the parties.
27. In case of cash payment: The tender form fees Rs 500/- will be paid to the Account Officer (Cash), AAU, Anand. The receipt of the same has to be shown then the form will be issued from the Director (IT), Directorate of Information Technology, AAU, Anand.
28. Your bid should reach at our office on or before 30/11/2011 as mentioned below:
There shall be 3 sealed envelopes in the sealed main cover with the heading “RATES FOR AAU NETWORK AMC "
i. A separate envelop with the heading “E.M.D. & Bid Processing Fees for Annual Maintenance Contract of AAU NETWORK ” containing the E.M.D. & Bid Processing Fees in the form of Demand Draft in the name of " AAU Fund A/C " Payable at Anand.
ii. Technical bid should be submitted in separate sealed covers, properly marked. Each and every page of the bid must be signed and stamped by the bidder.
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iii. Financial bid should be submitted in separate sealed covers, properly marked. Each and every page of the bid must be signed and stamped by the bidder.
To The Director (IT)
Directorate of Information Technology Anand Agricultural University, Anand (Gujarat)
Anand – 388 110.
Phone No. 02692-260712
Signature of Tender Applicant (With Stamp, Name & Designation)
