annual maintenance contract for computer hardware, system
TRANSCRIPT
Annual Maintenance Contract for Computer Hardware, System Software and Peripherals
Reserve Bank of India
Dehradun
Tender Notice
Annual Maintenance Contract for Computer Hardware, System Software and Peripherals
The Reserve Bank of India, Dehradun (hereinafter referred to as the Bank) invites sealed quotations
from reputed companies (hereinafter referred to as Vendors) with proven track records for the Annual
Maintenance Contract for its existing Computer Hardware, System Software and Peripherals located
at various properties of the Bank, in Dehradun district.
Desirous Vendors may obtain the prescribed form from Information Technology Cell, Reserve
Bank of India, third floor, G.M.V.N. building, 74/1, Rajpur Road, Dehradun during office hours on
all working days but not later than 17:30 hrs on July 28 , 2017 or can download it from Bank‟s site
http://www.rbi.org.in. The documentary evidence of previous experience is required to be submitted
along with the application, in the absence of which the application shall be liable to be rejected. The
vendors fulfilling the eligibility criteria and desirous of being considered for award of the work should
submit their quotations which should reach The General Manager (O-i-C), Information Technology
Cell, Reserve Bank of India, third floor, G.M.V.N. building, 74/1, Rajpur Road, Dehradun, not
later than 14.00 hrs on July 31, 2017. The time schedule for the tender process is as under:
A Last date of collection of Application form from Bank 28 July 2017, 17.30 hrs
B Last date and time of submission of Bid 31 July 2017, 14.00 hrs
C Date and time for Opening of Technical Bid 31 July 2017, 15.00 hrs*
D Date and time for Opening of Commercial Bid 07 August 2017, 15.00 hrs*
*In case of any clarification required in technical bid, the commercial bid will be opened at a later date
after due intimation to all concerned.
2. The details of the eligibility criteria, terms and conditions, formats of technical bid and commercial
bid and the list of number of Items and other details are furnished in the annexure.
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3. The Bank reserves the right to accept or reject any quotations without assigning any reasons thereof. The decision of the Bank in this regard shall be final and no representations in this regard shall be entertained.
For any clarifications, please contact at email or at 0135-2742009/2740426. Where written clarifications are required to be sought in terms of the Tender Document, no oral requests will be entertained or replied.
General Manager (O-i-C)
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Annual Maintenance Contract for Computer Hardware, System
Software and Peripherals
2017-18
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Reserve Bank of India Third Floor, G.M.V.N Building, 74/1, Rajpur Road
Dehradun – 248 001
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Last Date for Submission of Completed bids: July 31, 2017
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TABLE OF CONTENTS
TENDER NOTICE ............................................................................................................... 3
Introduction and Background .......................................................................................... 3
Scope of the Work ……...................................................................................................5
Eligibility Criteria ……………………………….....................................................................7
Terms and Conditions ....................................................................................................... 8
Submission of bids ...................................................………………………………….……..17
Annexure A System Software Details for technical Support...........….………...………..20
Annexure B Details of equipments for Maintenance Support…………………………….21
Prescribed Format for Application……………………………………………………………..22
Annex I – Company Profile / Basic Information .............................................................. 24
Annex II – Details of Qualified engineers at Dehradun ................................................... 26
Annex III – Client Details ................................................................................................... 27
Annex IV Client’s Certificate regarding Performance………………….…...………………28
Annex V Pro-forma of Undertaking ……………………………………………………………29
Annex VI Banker’s Certificate…………………………………………………………………..30
Annex VII Compliance Matrix…………………………………………………………………...31
Annex 1A Format for Price Bid…………………………………………………………………32
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I. Scope of the Work
1. The Bank has a heterogeneous (make/model) set of Computers, Laptops, Printers and Scanners. The Bank also has a heterogeneous (make/model) set of computers (either diskless nodes or disk nodes) and laptops with Window7/8.1/10 as operating system, set of printers (Network Laser Jet Printers (colour and black & white), desktop laser jet printers, desktop ink jet printers, Office Jet printers) and Scanners. These computer peripherals will be covered with a non-comprehensive AMC contract under which, preventive maintenance, corrective maintenance, shifting of components, surface cleaning of components will have to be carried out, along with the services as contemplated in this Tender document for systems, peripherals, components etc., which are under warranty.
2. Maintenance
(a) Preventive Maintenance
The preventive maintenance service of the equipment‟s is as important as prompt corrective maintenance service since regular and proper preventive maintenance service ensures trouble-free performance of the components. The vendor should provide for at least one preventive maintenance schedule per quarter. The scope of preventive maintenance will also cover aspects related/specific to hardware like health check of HDDs, processors; power supplies (SMPS) etc. The time for such schedules will have to be specified in advance in consultation with the user department. The scope of work under Preventive maintenance will be designed in consultation with the vendor‟s representative on the lines as specified and recommended by the original manufacturer/best practices.
(b) Corrective Maintenance
The corrective maintenance means identification of problem and its rectification which may include installing/ reinstalling of operating system, setup/configuring of printer, reinstalling/installing of application software either developed in-house or developed by the third party, printer drivers, anti-virus agent etc.
(c) Repairs of Defective Parts
The repair of defective parts (electrical/mechanical/others) means either repair of parts at the
site of installation. If the fault is of serious nature and requires shifting of the component/s or
any part thereof, the vendor should provide similar component/s or part/s for uninterrupted
continuation of work in the Bank, till the re-installation of the component/s or part/s which were
shifted for repair. The defective part is to be repaired and the actual cost to be reimbursed by
the Bank.
(d) Cleaning of Components such as monitors, keyboards,CPUs, mouse,printers,scanners,fax
machines etc of different make.
3. Shifting of Components
The shifting of components means moving the components from one place to the other place
for carrying out the repair work. This can be either of the following categories
• Within Bank Premises: The vendor should arrange for shifting of component from one
department to the other to carry out repair work. • From Bank to Vendor„s Place and vice-versa: The vendor should arrange for shifting of
component from the Bank to the vendor‟s place and vice-versa. • From Bank to Camp Office/other properties and vice-versa: The Vendor will arrange for
shifting of component from the Bank to Camp Office/other properties of Bank and vice-
versa.
4. In case of systems covered under warranty which are not under the purview of AMC, the
service engineers shall escalate the service call to the concerned vendor and take up
necessary follow up activities for the same and also intimate the IT Cell officials regarding
the call details.
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II. Eligibility Criteria 1. The vendor should have a registered office in India with adequate infrastructure at Dehradun
and currently must not be debarred from contracting with any legal entity in India.
2. The vendor should have good reputation in the market and their clientele should preferably
include banks, FIs, Government Undertakings and other reputed concerns.
3. The vendor should have adequate financial standing and should have positive net worth for the
last three years and should have earned profits in each of the last three years. 4. The vendor should have minimum experience of five years in the field of maintenance of
Computer hardware, System Software and Peripherals. 5. They should have executed at least two orders each of ₹ 2.00 lakh or above for AMC for
maintenance of computer hardware, System Software and peripherals & should have handled
50 PCs in each contract (under the work environment of LAN, WAN set up) during the last five
years. (The second work order should not be a repeat order of the first. The value of the work
orders should be calculated on the basis of value paid for maintenance of PCs, note books and
peripherals.) 6. The company should enclose a copy of relevant eligibility criteria with the covering letter.
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III. Terms and Conditions 1. The AMC would be first made for the period starting from 1st September 2017 – 30th June,
2018 and subsequently, if renewed, it would be in congruent with the financial year of the
Bank (i.e. 1st July – 30th June). The AMC may be renewed by written mutual consent of both
parties under the same terms and conditions. Although the period of AMC is for three years,
the AMC shall be reviewed after every year. The AMC shall be renewed for the next year
subject to the satisfactory performance as may be evaluated by the Bank. If the services
rendered by vendor are not found satisfactory, the AMC shall not be renewed for the next
year. 2. Maintenance services shall be provided by the vendor at Main office Building at 74/1 Rajpur
Road, VOF (Guest House) at Doon Trafalagar, Holiday Home at Mussoorie and Officer-in-
Charge camp office near valley view residency, Doon Trafalgar in Dehradun district. The Bank
reserves the right to add more sites if needed. The same shall be communicated to the vendor
in writing and the Vendor shall be bound to provide the AMC at no additional cost.
3. The scope of coverage of the AMC will be for the computer hardware, System Software and
peripherals for all the items as given in Annexure – B of the tender document. Technical
support for software listed in Annexure – A must also be provided. The AMC will not be
awarded in parts.
4. The vendor shall provide non-comprehensive maintenance services which includes preventive
maintenance, corrective maintenance, repair of parts, shifting of components will have to be
carried out, along with the services as contemplated in this Tender document for systems,
peripherals, components etc.
5. Under corrective maintenance the vendor shall rectify any defects, faults and failures in the
equipment and shall repair, replace any worn out, defective parts of the equipment the cost of
which will be borne by the bank on actual basis.
6. Maintenance support will have to be provided for Windows server operating systems, Oracle
and Windows desktop operating systems i.e., Windows XP/VISTA/ 7 / 8.1 / 10 (on stand alone
PCs) and above.
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7. The vendors should have the capabilities to handle AMC for all brands and types of computer
systems and peripherals. The vendor should have adequate number of qualified technicians/
engineers & must submit a list of such qualified engineers available with them, who can install/
re-install or work on Oracle Windows desktop operating systems (Windows 2000 and above)
Oracle etc. platforms. The details of the certified engineers should be provided with the
technical bid. The credentials of the engineers will be verified and the concerned vendor‟s
Commercial Bid will be opened only if the minimum requirements like educational qualification
& experience of the Resident Engineers (RE) are satisfied. The vendor should be able to
repair the hardware etc. immediately after receiving call, failing which they will have to provide
alternate arrangement to ensure business continuity of the Bank. 8. The company shall load/reload and configure operating systems and/or any other specific
system software as the case may be in the equipment covered under AMC, at no extra cost to
the Bank, whenever the need arises. 9. In addition to the above, the vendor is required to provide Level 1 support for the
systems which are under warranty. The scope of level 1 support includes receiving and
attending the user calls and identifying the problem. Problems with the hardware or
OEM installed OS are to be logged with the concerned vendor. The onus will lie on the
AMC vendor to ensure that the calls are closed. 10. Necessary technical assistance and advice shall be extended by the vendor to resolve
problems that may be encountered with regard to hardware, operating system, system
software and any problems accessing the various application software on the computer
systems etc. covered under AMC.
11. Vendor shall, upon direction of IT officials, configure Outlook/KMT/ install application software
/ make Configuration changes in the equipment covered under AMC, free of cost.
12. The vendor should have a Repair Centre at Dehradun equipped with adequate and
experienced technical staff and equipment for repair work so as to ensure at least 95% uptime
for PCs and 90% uptime for peripherals.
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The Bank reserves the right to inspect the Repair Centres and satisfy itself about the quality
and reliability of the service that can be rendered by the vendor before opening the concerned
vendor‟s Commercial Bids.
13. The vendor has to post One qualified engineer (Bachelor‟s Degree or Diploma in Engineering
from a reputed University), hereinafter known as Resident Engineers, who should have
requisite experience (At least the engineer should have minimum experience of 2 years) and
expertise in hardware repair/maintenance and software management. The vendor is also
required to train backup personnel who are likely to be posted at our site in the absence of the
regular resident engineer. The engineer posted should be permanent employee of the Vendor
in their regular pay rolls.
14. The working hours on weekdays, will be from 09.30 to 18.30 Hrs. However, under special
circumstances Bank may require the Resident Engineer beyond the aforesaid working hours
or on Public Holidays. The resident engineer shall report to the Information Technology cell on
all working days during office hours. The Resident Engineer shall be provided with mobile
phones by the respective vendors. In case agreed number of resident engineer are not
deployed on any particular day the payment would be deducted proportionately. The travelling
expenses of the Resident Engineer will be borne by the Vendor.
15. The Resident Engineer are required to display their identity card issued by Bank whenever
they are in any of the Bank's premises and should possess the identity card issued by the
Vendor. The Bank reserves the right to conduct independent background checks on the
Engineer posted at site.
16. The Resident Engineer would be subjected to an assessment process undertaken by the
Bank before their deployment. In case the Bank is not satisfied with the RE provided by the
vendor, Bank will have the right to require the Vendor to change the RE with another RE
satisfying the assessment of Bank. 17. Preventive Maintenance activity shall include cleaning of the equipment, updating of
patches/service packs, carrying of systems diagnostic tests and taking remedial action, etc.
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18. The vendor shall provide for at least one preventive maintenance schedule per quarter during the maintenance period. The scope of preventive maintenance may include
aspects related/specific to hardware like health check of HDDs, RAID/graphics Controllers,
power supplies (SMPS), cleaning of memory modules etc. with the help of appropriate
cleaning compounds and monitoring equipments, checking of antivirus, OS patch status,
running of MBSA (Microsoft Baseline Security Analyser) tools on PCs to identify security
weaknesses etc., or any other tool supplied by Bank for diagnostic checks.
19. The Bank has automatic patch update system for windows OS system. The vendor shall be
responsible for monitoring of security and other patches on operating systems which should
be done immediately upon their release by the Server after taking due permission of the
Bank‟s officials.
20. The Bank has automatic anti-virus updating system. However, the vendor shall be
responsible for checking/ ensuring updating of anti-virus files on all servers and PCs covered
under the AMC. The anti-virus patches on the systems should not be more than a week old.
The anti-virus packages will be provided by the Bank.
21. The vendor shall extend necessary assistance in maintaining the inventory, shifting and
reinstallation of all the equipments.
22. A health card shall be maintained for all equipment covered under AMC. The vendor shall
record therein each incident of equipment malfunction, date/time of commencement of
downtime and successful completion of the repair/maintenance work, nature of repair work
performed on the equipment together with a description of the malfunction and the cause
thereof. Details of preventive maintenance activity shall also be recorded.
23. The vendor shall repair/replace parts within the various sites of the Bank only. If the fault is of
serious nature and requires the support of the Repair Centre of the vendor, thereby
necessitating shifting of the equipment, the vendor shall attend to shifting/ transportation,
installation, re-installation, loading of the software packages (both the system software and
application software, if any). The repairs/replacement charges will be by the Bank.
24. The vendor shall be responsible for recovery of data, free of cost, in case of Hard Disk crash
of any computer systems under its AMC.
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25. The vendor shall maintain onsite an inventory of spare parts for PC, Laptops, printers, etc. so
as to ensure business continuity in the case of any malfunction of the equipments. 26. The vendor shall not sub-contract the AMC to any organization, person, firm or its
franchisee without the prior approval of the Bank. If, at any time, it comes to the notice of
the Bank that such sub-contracting has been done, the Bank at its discretion may terminate
the contract without referring the matter further to the vendor. The Bank will be at liberty to
realize all the expenses it had to incur in this connection, either by adjusting from the
payments due to the Vendor or through other lawful means. 27. The vendor shall ensure that the malfunctioning hardware, accessories, operating systems,
systems software (if any) is rectified within two hours of lodging the complaint by the Bank. If
the vendor is not able to rectify the same by the stipulated time, the vendor shall provide, at
their own cost, requisite hardware/software to ensure business continuity.
28. The Bank shall release quarterly payments towards the maintenance charges after the expiry
of each quarter and after getting a certificate of good performance from the Information
Technology Cell, Reserve Bank of India, Dehradun and also on submission of preventive
maintenance certificates duly signed by the Head of the Departments of various departments
of the Bank for the quarter. 29. In the event of addition of more machines under the scope of AMC, the maintenance will be
carried out by the vendor for which the vendor may be eligible for an additional consideration.
In the event of weeding out of older machine in the office, the same shall be removed from the
contract and the rates reduced accordingly on a prorata-basis.
30. The vendor shall ensure 95% uptime of each PC and 90% uptime of each peripheral covered
under the AMC. If during any quarter, the vendor does not maintain the uptime of the
equipment, proportionate maintenance charges will be deducted from the amount to be paid to
the vendor for that quarter. 31. If quarterly preventive maintenance schedule of equipment is not adhered to, a penalty of
₹100/- for peripherals (per piece) and ₹300/- for PCs/ Notebooks (per piece) may be imposed,
at the discretion of the Bank.
32. As security for due fulfilment of the terms and conditions and obligations of the service
contract, the EMD submitted by the successful vendor will be upheld by the Bank during the
period of AMC.
33. The Vendor will provide insurance cover to its workmen/ resident engineers in the
Bank. The workmen/ engineers or their legal heirs shall not claim any insurance benefit from
the Bank in case workmen/ engineers suffer any loss or damage to their life or person or
property while working in the Bank premises. The vendor shall ensure that character and
antecedents of the deployed engineer is being verified from police authorities and same is
submitted to the Bank.
34. The vendor or the Bank shall not be responsible for delays or non-performance of any or all
contractual obligations, caused by war, revolution, insurrection, civil commotion, riots,
mobilisations, strikes, blockade, acts of God, Plague or other epidemics, fire, flood, acts of
Government or public enemy or any other event beyond the control of either party, which
directly, materially and adversely affect the performance of any or all such contractual
obligations. If a Force Majeure situation arises, the Vendor shall promptly notify the Bank in
writing of such conditions and any change thereof. Unless otherwise directed by the Bank in
writing, the Vendor shall continue to perform his obligations under the contract as far as
possible, and shall seek all means for performance of all other obligations, not prevented by
the Force Majeure event.
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35. The Vendor shall ensure compliance to all the obligations arising under the Contract Labour
(Regulations & Abolition) Act, 1970, Minimum Wages Act, Workmen‟s Compensation Act,
1923 and other Labour Laws and rules and other laws applicable of the central and state
Government prevailing in the country and the Bank is not responsible for violation of any of the
provisions of Labour Laws by the Vendor and the Vendor will make good the loss caused to
the Bank due to non-compliance with any of the provisions of Labour Laws or any other Law
by the Vendor. In the event of any liability arising on account of any breach or non-compliance
of statutory requirements by the Vendor, the Bank has the right to reimburse itself by way of
adjustment from the vendor‟s pending bills or otherwise recover it through available legal
means, to the extent of the loss suffered by it as a consequence of the same.
36. The Vendor shall not disclose directly or indirectly any information, materials and details of
the Bank's infrastructure/systems/equipments etc., which may come to the possession or
knowledge of the Vendor during the course of discharging its contractual obligations in
connection with the AMC, to any third party and shall at all times hold the same in strictest
confidence. The Vendor shall treat the details of the contract as private and confidential,
except to the extent necessary to carry out the obligations under it or to comply with applicable
laws. The Vendor shall not publish, permit to be published, or disclose any particulars of the
works in any trade or technical paper or elsewhere without the previous written consent of the
Bank. The Vendor shall indemnify the Bank for any loss suffered by the Bank as a result of
disclosure of any confidential information. Failure to observe the above shall be treated as
breach of contract on the part of the Vendor and the Bank shall be entitled to claim damages
and pursue legal remedies. The Vendor shall take all appropriate actions with respect to its
employees to ensure that the obligations of non-disclosure of confidential information under
this agreement are fully satisfied. The Vendor's obligations with respect to non-disclosure and
confidentiality will survive the expiry or termination of this agreement for whatever reason. The
selected Vendor shall be required to enter into a Non-disclosure Agreement with the Bank for
the said purpose. 37. The Vendor shall also ensure that the employees of the vendor or the persons employed by
the Vendor shall not commit any act of sexual harassment.
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i. The Vendor / Agency shall be solely responsible for full compliance with the provisions of
“The Sexual Harassment of women at work place (Prevention, Prohibition and Redressal) Act,
2013”. In case of any complaint of sexual harassment against its employee within the premises
of the Bank, the complaint will be filed before the Internal Complaints Committee constituted by
the Vendor / Agency and the Vendor / Agency shall ensure appropriate action under the said
Act in respect to the complaint.
ii. Any complaint of sexual harassment from any aggrieved employee of the Vendor against
any employee of the Bank shall be taken cognizance of by the Regional Complaints
Committee constituted by the Bank.
iii. The Vendor shall be responsible for any monetary compensation that may need to be paid
in case the incident involves the employees of the Vendor, for instance any monetary relief to
Bank‟s employee, if sexual violence by the Employee of the Vendor is proved.
iv. The Vendor shall be responsible for educating its employees about prevention of sexual
harassment at work place and related issues.
38. The vendor shall certify that the repair and maintenance services/products sold do not violate
or infringe upon any patent, copyright, trade secret or other property right of any other person
or other entity. The vendor shall indemnify the Bank from any claim or demand, action or
proceeding, directly or indirectly resulting from or arising out of any breach or alleged breach
of this warranty.
39. The Bank reserves the right to claim as damages from the vendor to the extent of the loss
suffered by it, if it is found that due to any commission or omissions of the vendor, damage
has been caused to equipment covered by the AMC or to any property of the Bank even if it is
not covered by the AMC.
40. The Bank reserves the right to terminate the agreement, if the vendor fails to carry out any of
its obligations/duties in terms of the agreement and the Vendor cannot claim any
damages/compensation and the Vendor is responsible for any loss. 41. The Maintenance Vendor shall pay all the taxes, duties and levies, if any, required to be paid.
The consideration indicated in the foregoing paragraphs shall be inclusive of all the taxes.
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42. The vendor will be decided on the basis of Total Cost to the Bank (inclusive of Taxes,
Charges, etc.)
43. The Bank shall not consider any request in change of rates of AMC due to any reason
whatsoever, during currency period of the contract.
44. The successful Vendor shall have to execute a formal comprehensive contract within a week
of date of award of tender. Such contract shall be deemed to contain the terms and conditions
specified herein and may also contain such further and other terms and conditions which the
Bank deems fit and necessary to be incorporated for due execution of the scope of work
contemplated under this Tender. 45. All legal suits, actions or proceedings relating to or arising out of this Tendering process shall
be subject to jurisdiction of the courts in Dehradun only.
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IV. Submission of Bids
1. Pre-bid survey of site can be carried out by vendor between 10:00 A.M. to 4:00 P.M. till July
28, 2017, during working hours of the Bank, by prior intimation at least one day in
advance.
2. Before submitting the tender, the Tenderers may go through the terms and conditions specified
herein, on which the work will be awarded by the Bank and required to be executed by the
successful tenderer. The Tenderers may satisfy themselves as to the eligibility and other
criteria prescribed therein. No queries or requests for clarifications shall be entertained in this
regard. It may also be noted that the terms and conditions specified herein are indicative in
nature and the same shall not restrain the Bank from imposing or requiring the Tenderer to
agree upon such further or other terms and conditions, or to alter, modify or omit the terms and
conditions contained herein, as are considered necessary for the due and proper execution of
the work being awarded under this Tender.
3. Separate sealed technical and commercial bid addressed to the General Manager
(Officer-In-Charge), Information Technology Cell, Reserve Bank of India, third floor,
G.M.V.N. building, 74/1, Rajpur Road, Dehradun should be submitted so as to reach the
Bank by 14.00 hrs on July 31, 2017. Technical & Commercial bids will be opened as per time
schedule given in para-1. sealed quotations in separate envelops should be appropriately
super scribed:-
Part I: ‘Quotations for AMC for Computer hardware, System Software and Peripherals of RBI,
Dehradun - Technical Bid’
Part II: ‘Quotations for AMC for Computer hardware, System Software and Peripherals of RBI,
Dehradun – Commercial Bid’
Each page of the technical and commercial bid should be signed and stamped with the
company seal. Bids not so signed or sealed are liable to be rejected.
4. Incomplete quotations or quotations submitted after due date and time are liable to be rejected.
5. The Reserve Bank of India does not bind itself to accept the lowest or any quotation and
reserves itself the right to accept or reject any or all the quotations, either in whole or in
part without assigning any reason for doing so.
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6.Intending tenderers shall pay as earnest money a sum of ₹25,000/- by way of a NEFT to
A/c No.186003001, IFSC Code:RBIS0DNPA01 to Reserve Bank of India, Dehradun. The
earnest money will be returned to the tenderer if his tender is not accepted but without any
interest. The earnest money of successful tenderer will be returned after successful completion
of the work but without any interest. 7. The Technical Bid should contain: -
1 Company Profile Annexure-I
2 Details of the certified engineers (UNIX/LINUX, Annexure- II Windows, CISCO certification) and Bio-data of the proposed resident engineers duly attested by the
competent authority of the company. 3 List of major customers/ clients in last 3 years and Annexure III
references (including important works on hand)
4 Certificate of Satisfactory Service by Clients Annexure-IV 5 Undertaking that no terms and conditions have been Annexure-V
stipulated in the Commercial Bid
6 Bankers' certificate from a Scheduled bank (Solvency Annexure- VI Certificate)
7 Compliance Matrix Annexure-VII 8 Audited Balance Sheets of the Company for the past 3
years
9 ₹25000/- (Rs. Twenty Five Thousand only) along with the Part I (Techno Commercial Bid). The Bid Security/EMD/ cost of the tender shall be paid through NEFT/ Net banking only
10 Income Tax clearance certificate, Experience Certificate
etc.
11 Validity of offer
8. The quotations shall be in conformity with our conditions and requirements. Deviations, if any,
shall be clearly mentioned by the vendor in the Technical Bid. Non-mention of deviations shall
imply compliance with our conditions and requirements. The Bank reserves the right to reject
an offer for any of the deviations. 9. Clarifications/conditions stipulated by the vendor, if any, shall be examined and discussed with
the vendors and the conditions that are acceptable as well as the conditions which are not
acceptable to the Bank shall be intimated to them. Clarifications in respect of the contents of
the Tender Document, the terms and conditions stipulated therein, contents of the Technical
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Bid and Commercial bid etc., shall be sought only in writing not later than July 24, 2017 prior to
the submission of the bids. All such queries will be collated and the Bank shall provide
clarifications by notifying on its website within three working days from the said date.
Clarifications will not be addressed individually. The vendor will have to agree to the stated
position of the Bank but shall be allowed to quote percentage either at par, above or below of
their/his priced tender already submitted in a sealed cover taking into the consideration the
financial implication of the conditions agreeable to the Bank. This letter together with sealed
cover of the Price Bid shall be opened on the scheduled date at the appointed time. If the
vendor fails to agree upon the Bank's stated position within the stipulated time, its technical bid
is liable to be rejected.
10. The commercial bids of only technically qualified vendors shall be opened for the purpose of
commercial evaluation. 11. The Commercial Bid should be submitted in the format given in Annexure - IA and should be
kept in separate envelope.
12. No terms and conditions should be stipulated in the Commercial bid, which is meant only for
the quotation of offer price/rate. Any terms and conditions indicated in deviation from the above
would be ignored by the Bank.
13. The validity of the commercial bid should be for a minimum of 3 months from the date of
closure of tender. The validity of the offer should be indicated in the Technical Bid. 14. Where there is a discrepancy between the amounts in figure and in words, the amount in
words shall govern. Where there is a discrepancy between the unit rate and the line item total
resulting from multiplying the unit rate by quantity, the unit rate will govern unless, in the
opinion of the Bank, there is obviously a gross error such as a misplacement of a decimal
point, in which case the line item will govern.
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ANNEXURE -A
SYSTEM SOFTWARE DETAILS FOR TECHNICAL SUPPORT
1. Specific Operating System support
• WINDOWS 7/WINDOWS 8.1/WINDOWS 10 2. General software used like MS Office (Word, Excel, PowerPoint, Access, Outlook) Oracle,
MQ series including KMT updation.
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ANNEXURE-B
Number of equipments for Annual Maintenance Contract
Sl. No. Item Description Number
1 Laptops 1
2 PC 26
3 Printer – IJ/LJ Standalone
4 Printer – IJ/LJ Network 11
5 Printer Multifunction 3
6 Scanner 4
Number of equipments for L1 warranty-System
Sl. No. Item Description Number
1 Laptops 13
2 PC 18
3 Printer – IJ/LJ Network 0
4 Printer Multifunction 1
5 Scanner 5
Note: The figures mentioned above are tentative and are subject to change based on our replacement cycle.
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Prescribed Format for Application (Letterhead of the Company)
To, Date: July 10, 2017
The General Manager (Officer-in-Charge) Reserve Bank of India Information Technology Cell Third Floor, G.M.V.N Building, 74/1, Rajpur Road, Dehradun- 248001
Dear Sir,
We have carefully examined the scope of work and services specified in the memorandum
hereinafter set out and having visited and examined the site of the works specified in the said
memorandum and having acquired the requisite information relating thereto as affecting the
tender. We hereby offer to execute the works and services in the Memorandum for the time
specified at the rates mentioned in the Commercial Bid and in accordance with specifications and
instructions in writing with such other materials as are provided for, and in all other respects, in
accordance with such conditions so far as they may be applicable.
2. We also agree that our tender will remain valid for acceptance by the bank for 90 days
from the date of opening of Part I of the tender and this period of validity can be extended for
such period as may be mutually agreed between the Bank and us in writing. We also agree to
keep the earnest money (without interest) valid during the entire period of validity of tender, as
per enclosed proforma in the tender document. 3. Should this tender be accepted, I/we hereby agree to abide by and fulfill all the terms
and conditions of the tender and in default thereof, to forfeit and pay to you or your successor, or
assignees or nominees such sums of money as are stipulated in the conditions contained in the
tender together with the written acceptance of the contract. 4. I/we understand that you reserve the right to accept or reject any or all the tender either
in full or in part without assigning any reason thereof. 5. The Tender is submitted in two parts in separate sealed envelopes. Part I (Technical
Bid) contains all terms and conditions and technical particulars, but commercial price has not
been indicated anywhere in any manner, and Part II (Commercial Bid) contains only the price bid
in the Bank‟s proforma.
Dated this ____ day of _________2017
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For and behalf of M/s ______________________________________________
(Signature with Seal)
Name Designation Place Date
(Certified true copy of the Power of Attorney of the above signatory should be enclosed)
Witnesses:
(1) Signature with name
Address & date
(2) Signature with name
Address & date
List of Enclosures a) Company Profile. b) Certificates of Satisfactory Service by customers. c) Audited Balance Sheets of the Company for the past 3 years. d) Bankers‟ certificate from a Scheduled bank as per Annex VI. e) Slip of Statement for the payment of EMD amount ₹ 25,000/- towards RBI, Dehradun. f) Undertaking that no terms and conditions have been stipulated in the Commercial Bid. g) Other technical information the tenderer needs to furnish. h) List of deviations, if any, in technical specification.
Date
Seal
Enclosure:
23
Annexure -I Company Profile/ Basic Information
(Details filled in this form must be accompanied by sufficient documentary evidence for verification of
correctness of the information)
S.No. Items Details
1. i) Name of the applicant/ organization
ii) Address of the registered office
iii) Phone No.
iv) E-mail address
v) Website, if any
vi) Year of commencement of business
vii) Sales Tax Number
viii) Income Tax Number ix) GST number
ix) Any other (give details)
2. Type of the organization (whether Sole Proprietorship/
Partnership/ Private Limited/ Limited or Co-operative
Body etc.) 3. i) Name of the Proprietor/ Partners/ Directors of the
Organisation/ Firm
ii) Name and designation, Phone/ Mobile No., Fax, e- mail id of the person authorised to make
commitments/holding power of attorney (in case of
limited companies) to the Bank 4. Details of Registration - (whether Partnership firm,
Company etc.) - Registering Authority, Date,
Registration No. etc. mentioning the business/ activity of
the firm. 5. Experience in the field of _______ years
_________________________ 6. Technical personnel available in the organisation
(details to be furnished in Annexure II) 7. Address of office through which the proposed work of
Reserve Bank of India will be handled and the name,
Designation and contact details of the Officer-in-Charge. 8. Adequate and satisfactory evidence to indicate financial
capacity of the Organization to undertake the said work
with names of Bankers and their full address. (Solvency
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certificate from the Bank and Income Tax clearance certificate shall be attached.).
9. Yearly Turnover/Profit of the company/firm during last 3 years (year wise) (not of group) (Audited Balance
sheet/P & L A/c to be enclosed)
Turnover:
Profit
2014-15 2015-16 2016-17
10. Whether any Civil Suit/ Litigation arisen in the contracts executed during the last 5 years/ being executed. If yes, please furnish the name of the project, employer, nature of work, contact value, work order and date and brief details of litigation. (Attach a separate sheet if required)
11. Has the company/firm/vendor been black-listed by any
of the offices of the Reserve Bank of India? If so, details may be provided.
Signature of authorised official with seal
25
Annexure -II
Details of qualified engineers at Dehradun
Number of qualified Qualifications Nature of Jobs Handled engineers at
Dehradun office Hardware
Software
Details of Resident Engineer to be posted in RBI Dehradun:
Sl.No. Name Technical Area of No. of years Date of Mobile No. Qualification Specialization of experience joining
(optional) in computer the Firm
maintenance
1
2
3
*Full bio-data of the resident Engineer to be enclosed separately.
Signature of authorised official with seal
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Annexure- III
List of major customers/clients in last 3 years and references (including important works on Hand)
S. Name & Type of Client Name, Nature of work Whether No. complete postal – Bank/ FI, Designation, undertaken reference
address of the Govt. body, Tel., Fax, e-mail during last 3 letter customer Reputed address of the years enclosed
Concern contact person
1 2 3 4 5 6
(Please enclose necessary documentary evidence)
Signature of authorised official with seal
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Annexure- IV
CLIENT’s CERTIFICATE REG. PERFORMANCE OF VENDOR
Name & address of the Client: Details of Works executed by Shri /M/s _______________________
1 Name of work with brief particulars
2 Agreement No. and date
3 Agreement amount
4 Period of Work
5 Details of compensation levied for delay (indicate amount) if any
6 AMC amount
7 Name and address of the authority under whom works executed
8 Whether the Vendor employed qualified Engineer/Overseer
during execution of work?
9 i) Quality of work (indicate grading) Outstanding/Very
Good/Good/Satisfactory/poor
ii) Amt. of work paid on reduced rates, if any
Note : All columns should be filled in and properly “Countersigned”
Signature of the Reporting Office with Office seal
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ANNEXURE –V
(TO BE SUBMITTED ON THE LETTER HEAD OF THE COMPANY)
The General Manager (Officer-In-Charge) Reserve Bank of India Information Technology Cell Third Floor, G.M.V.N. Building, 74/1, Rajpur Road Dehradun- 248001
Dear Sir,
Annual Maintenance Contract for Computer Hardware, software and Peripherals of the
Reserve Bank of India, Dehradun
This bears reference to your captioned tender dated ________We, hereby, accept all the terms and
conditions for submitting quotation as mentioned in the said tender.
2. We hereby certify that no terms and conditions have been stipulated by us in the Commercial Bid. 3. We warrant that the repair and maintenance service/products to be sold do not violate or infringe
upon any patent, copyright, trade secret or other property right of any other person or other entity. We
agree that we shall indemnify the Bank from any claim or demand, action or proceeding, directly or
indirectly resulting from or arising out of any breach or alleged breach of this warranty.
Yours faithfully,
Signature:
Name:
Designation:
Place :
Date :
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Annexure- VI
FORM OF BANKERS' CERTIFICATE FROM A SCHEDULED BANK
This is to certify that to the best of our knowledge and information
M/s./Shri............................................... having marginally noted address
………………………………………………………………………………………………………….a
customer of our bank are/is respectable and can be treated as good for any engagement up to a limit
of ₹ ................................(Rupees ............................................................). This certificate is issued
without any guarantee or responsibility on the Bank or any of the officers.
(Signature)
For the Bank
Note:
1. Bankers' certificates should be on letter head of the Bank, sealed in cover addressed to enlistment authority. 2. In case of partnership firm, certificate to include names of all partners as recorded with the Bank
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Annexure -VII
Compliance Matrix
Sr. Eligibility Criteria Compliance Deviation, if Whether No. (Yes/ No) any documentary
evidence
submitted 1. The vendor submitting the offer should be a registered
company or firm in India and currently must not be
debarred from contracting with any legal entity in India. 2. The vendor should have good reputation in the market
and their clientele should preferably include banks, FIs,
Government Undertakings and other reputed concerns. 3. The vendor should furnish details of their banker(s) with
account number and address of the bank/ branch along
with the type of all the facilities availed from the
bank(s). 4. The vendor should submit a certificate from their
statutory auditors certifying the net profits earned by the
vendor and its net worth for the last 3 financial years
(applicable for maintenance of hardware/ Software and
peripherals) 5. Vendor should have a full-fledged office in Dehradun &
adequate infrastructure to provide the support etc. for
the respective category for which the vendor has
applied. 6. The vendor should have the capability to handle
comprehensive Annual Maintenance Contract for all
brands and types of computer systems like PCs
(desktops & laptops), servers, printers, scanners and
related peripherals. It should have adequate number of
qualified technicians/ engineers capable to handle such
works. (applicable for empanelment for maintenance of
computer hardware/ peripherals only)
Signature of authorised official with seal
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ANNEXURE-IA
Format for Price Bid (To be submitted on the Letter Head of the Company)
Annual Maintenance Contract for Computer Hardware, Software and Peripherals of the Reserve Bank of
India, Dehradun
With reference to the captioned tender we offer the following rate for maintenance service in the Reserve Bank of
India, Dehradun
Number of IT equipments
Note- The rate has be provided for monthly basis and should be inclusive of all taxes
S. Name of the equipment Particulars No of Rate/per Total
No (Nos.) equipments equipments Amount
1 Desktop PCs
2 Laptops
3 Printers :
INKJET /DESKJET/ LJ
Standalone
LASER JET Network Printer
Multifunction Printer
4 Scanners
6 System Software and
Application Software support
for the Servers and Desktops.
7 Level 1 Support:
Desktop PCs
Laptops
Printers
Scanners
Servers
8 Cost of engineer
9 Service Charge
Total Commercial Bid Amount (In figure) ____________
Total Commercial Bid Amount (In Words) _________________________________________________
Signature of authorised official with seal
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