engineers india limited - eil tender portal - eil.co.in

ENGINEERS INDIA LIMITED (A GOVT. OF INDIA UNDERTAKING)

Regional Office: 4th & 5th Floor, Meghdhanush Building, Transpek Circle, Race Course, Vadodara -390015

(BIDDING DOCUMENT NO: RAL/8550-401-00-TN-0003/6003)

BIDDING DOCUMENT FOR

PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE OF SERVER, PCS AND PERIPHERALS FOR EIL-

REGIONAL OFFICE, VADODARA

PART-I – TECHNO COMMERCIAL PART

MASTER INDEX

SR. NO. ITEM PAGE NO.

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MASTER INDEX LETTER INVITING BID CUT OUT SLIPS CONSENT LETTER LETTER OF AUTHORITY BID SUBMISSION LETTER INSTRUCTIONS TO BIDDERS ANNEXURE TO ITB SPECIAL CONDITIONS OF CONTRACT(SCC) SCOPE OF WORK AND DETAILED TERMS & CONDITIONS PROFORMA OF BANK GUARANTEE FOR EMD PROFORMA OF AGREEMET PROFORMA OF BANK GUARANTEE FOR PBG SCHEDULE OF RATES

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2-5

6-7

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10

11-17

18-25

26-34

35-48

49-50

51

52-53

54-64

Schedule of Rates also enclosed as Separate booklets for filling up the

rates in Price Part

PART – II: PRICE PART (PRICES TO BE FILLED IN THIS PART ONLY)

NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE OF SERVER, PCS AND PERIPHERALS FOR EIL- REGIONAL OFFICE, VADODARA

BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003

PART – I : TECHNO COMMERCIAL PART

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LETTER INVITING BID

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े य कायालय – 4 एवं 5 वीं मं जल, मेघधनुष ब डंग, रेसकोस, ासपेक सकल के पास, वडोदरा- 390015

Regional Office : 4th & 5th Floor, Meghdhanush Bilding, Race Course, Near Transpek Circle, Vadodara- 390015 Tel.: 0265-2340368,2340369,2340427,2340517, Fax: 0265-2340328

“” DELIVERING EXCELLENCE THROUGH PEOPLE

LETTER INVITING BID No.: RAL/8550-401-00-TN-0003/6003 Dated : 24-12-2013 To, ______________________ ______________________ ______________________


BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 Dear Sir, We intend to award contract for providing annual Comprehensive Maintenance services required for various types of Servers, Personal Computers (PCs), Notebook PCs, Line Printers, Laser Printers, Plotters, Scanners, Switches etc. located at 4th & 5th Floor, Meghdhanush Building, Race Course Road, Vadodara for a minimum period of Two years. The terms and conditions shall be as per enclosed document. You are requested to submit your tender in a sealed envelope strictly on the basis of enclosed terms and conditions along with the Earnest Money Deposit. Earnest Money Deposit shall not carry any interest. 1.0 Salient details of the Bidding Document are as under : 1.1 Name of Work : PROVIDING ANNUAL COMPREHENSIVE

MAINTENANCE OF SERVER, PCS AND PERIPHERALS FOR EIL- REGIONAL OFFICE, VADODARA

1.2 Cost of Bidding Document : Not Applicable.

1.3 Earnest Money Deposit (EMD) : Rs. 20,000/- (Rupees Fifty Six Thousand only) through Bank Demand Draft or Pay Order in favour of Engineers India Ltd., Vadodara or by Bank Guarantee having validity of 06 (Six) months from the date of submission of offer. Offer without EMD shall be rejected forthwith unless exempted as per tender conditions.

1.4 Time Period / Contract Period : 02 (Two) years. Contract may be extended for further one year on the negotiable rates and same terms and conditions of the contract subject to satisfactory performance of work.

1.5 Last date & time of submission of Bid

: Upto 1400 hrs. on 07-01-2014

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1.6 ZERO DEVIATION BID : Bidder may note that Bid shall be submitted on the basis of “ZERO DEVIATION” and shall be in full compliance to the requirements of Bidding Document, failing which bid shall be considered as non-responsive and may be rejected.

1.7 Place of Submission of Bid : AGM (C & P) ENGINEERS INDIA LIMITED REGIONAL OFFICE 4TH FLOOR, MEGH-DHANUSH BUILDING, TRANSPEK CIRCLE, RACECOURSE, VADODARA – 390 015 Attn.: Mr. R. A. Luktuke

1.8 Date and Time of Opening of Bid : Part-I: Techno-Commercial part of the Bid shall be opened at 1500 Hrs. on the date of submission of bid, in the presence of attending representative of bidders. Part-II: Priced Part of techno-commercially acceptable bidders shall be opened later.

1.9 Submission of Bid : Bid shall be submitted as per instructions given in ITB.

2.0 Bids shall be submitted in the manner as described in Instructions to Bidder (ITB) of Bidding Document. The bid must contain original offer including original document issued to the Bidder and other documents required duly signed and stamped as per ITB and filed properly in a file. No overwriting or use of correction fluid shall be accepted. Any correction shall be legible and signed by the authorised signatory. Part-I shall contain original offer along with EMD.

Part-II shall contain only price as per Schedule of Rates without any condition. The prices shall be filled up both in figure and in words, and the total amount shall be calculated and rounded off to the nearest rupee. No overwriting or use of correction fluid shall be accepted. Any correction shall be legible and signed by the authorised signatory.

Bids without Price part i.e. Part – II shall be rejected.

3.0 Earnest Money Deposit (EMD) mentioned above shall be submitted as per Clause No. 7.0 of Instructions to Bidder (ITB). EMD shall not be required to be submitted by Indian Central Public Sector Undertakings/Enterprises as well as Micro or Small Enterprises registered with District Industries Centres or Khadi and Village Industries Commission or Khadi and Village Industries Board or Coir Board or National Small Industries Corporation or Directorate of Handicrafts and Handloom or any other body specified by Ministry of Micro, Small and Medium Enterprises with a valid certificate.

4.0 EIL takes no responsibility for delay, loss or non-receipt of Bidding Documents sent by post. Fax/ E-Mail/ Computer Floppy bids shall not be accepted.

5.0 EIL reserves the right to accept/reject any or all bids without assigning any reason thereof and nullify the bidding document or bidding process without any financial liability towards the bidder.

6.0 Bids not received in EIL office by the due date and time, irrespective of duration by which the bids are late, shall be rejected and returned to Bidders and representative of such Bidder shall not be allowed to attend the Bid Opening.

7.0 In case any bidder is found to be involved in cartel formation, his bid will not be considered for evaluation/ placement of order. Such bidder will also be debarred from bidding in further.

8.0 False/ Forged Document : Bidder is required to furnish the complete and correct information/ documents required for evaluation of their bids, if the information/ documents forming basis of evaluation is found to be false/ forged, the same shall be considered adequate ground for rejection of bids and forfeiture of Earnest Money Deposit (Bid Security).

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9.0 EIL reserves the right to assess Bidder's capability to execute the work using in house information and by taking into account various aspects such as performance on the existing works being executed by them at EIL establishments during evaluation of bids & reject them if found incapable.

10.0 The net worth of the bidder during the last financial year shall be positive. In case the net worth is determined to be negative for the last financial year, price bid of such bidder shall not be opened and shall not be considered for further evaluation. However, the same is not applicable for Indian Central Public Sector Undertakings/ Enterprises.

11.0 Deviations to terms and conditions, presumptions etc. shall not be stipulated in Price Part of bid and price bid shall not contain any stapled slips. In case of any conditions stipulated in price bids or the price bid containing any stapled slips, the bids of such bidders shall be summarily rejected and shall not be considered for further evaluation. Evaluation shall be carried out excluding such bidder(s).

12.0 Extension in bid due date shall not generally be granted.

13.0 In case of contradictions in terms and conditions of Tender documents, then the following shall prevail in order of precedence :-

(a) Letter Invited Bid (LIB) (b) Price Schedule of Bidding Document (c) Instruction to Bidders (ITB) (d) Special Conditions of Contracts (SCC) (e) Other conditions of tender documents

14.0 Bidders desirous to view or download the bidding document shall visit our website http://tenders.eil.co.in/newtenders. Your Enter User ID is _________ and Enter Authorisation Code is 1234.

15.0 In case bid due date falls on holiday then the next working day shall be deemed to be the bid due date.

Please acknowledge receipt of this letter along with all enclosures within 3 days of receipt and confirm that you will submit your bid on or before the due date in the “ACKNOWLEDGEMENT CUM CONSENT LETTER” format enclosed in the Bidding Document. In case you decide not to participate in this bidding system, please return to us the complete set of Bidding Document at the earliest alongwith reasons of non-participation in the Bidding process. *Please specify Tender No. in all correspondence. Thanking you,

Very truly yours,

(R. A. Luktuke) AGM (C&P)

THIS IS NOT AN ORDER

CUT-OUT SLIPS TO BE PASTED ON ENVELOPES

DO NOT OPEN – THIS IS A QUOTATION (OUTER ENVELOP) NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE

OF SERVER, PCS AND PERIPHERALS FOR EIL- REGIONAL OFFICE, VADODARA

BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 DUE DATE : 07-01-2014 AT 1400 HRS. FROM TO

THE AGM (C&P) ENGINEERS INDIA LIMITED 4’TH FLOOR, MEGH-DHANUSH BUILDING TRANSPEK CIRCLE, RACE COURSE, VADODARA-390015 KIND. ATTN. : MR. R. A. LUKTUKE

TO BE PASTED ON THE OUTER ENVELOP CONTANING PRICED AND UNPRICED BIDS.

DO NOT OPEN – THIS IS A QUOTATION (UNPRICED BIDS)

NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE



THE AGM (C&P) ENGINEERS INDIA LIMITED 4’TH FLOOR, MEGH-DHANUSH BUILDING TRANSPEK CIRCLE, RACE COURSE, VADODARA.390015 KIND. ATTN. : MR. R. A. LUKTUKE

TO BE PASTED ON THE ENVELOPE CONTANING UNPRICED BIDS

_________________________________________________________________________________

DO NOT OPEN – THIS IS A QUOTATION (PRICED BIDS)

NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE



THE AGM (C&P) ENGINEERS INDIA LIMITED 4’TH FLOOR, MEGH-DHANUSH BUILDING TRANSPEK CIRCLE, RACE COURSE, VADODARA.390015 KIND. ATTN. : MR. R. A. LUKTUKE

TO BE PASTED ON THE ENVELOPE CONTANING PRICED BIDS

ACKNOWLEDGEMENT CUM CONSENT LETTER (PLEASE FAX / E-MAIL TO EIL WITHIN FOUR DAYS ON RECEIPT OF BIDDING DOCUMENT)

(E-MAIL: [email protected] / [email protected])

Date: TO: AGM (C&P) ENGINEERS INDIA LIMITED, 4’ TH FLOOR MEGH- DHANUSH BUILDING, TRANSPEK CIRCLE, RACE COURSE, VADODARA.390015 Fax No. : 0265 - 2340328 ATTN. : MR. R.A.LUKTUKE, AGM (C & P)


BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 Dear Sir,

We hereby acknowledge receipt of a complete set of Bidding Document along with all enclosures for the subject work as per the Master Index for preparation and submission of the Bid.

We undertake that the contents of the above Bidding document shall be kept confidential and shall not be transferred and that the said documents are to be used only for the purpose for which they are intended.

We indicate below our intention to quote or not to quote with respect to this Bid.

A) We intend to bid as requested for the subject works and furnish following details with respect to our quoting office:

i) POSTAL ADDRESS : _____________________________________ ii) TELEPHONE NUMBER : _____________________________________ iii) TELEFAX NUMBER : _____________________________________ iv) CONTACT PERSON : _____________________________________ v) MOBILE NUMBER : _____________________________________

(IF ANY) vi) E-MAIL ADDRESS : _____________________________________

(IF ANY)

B) We are unable to bid for the reasons given below and we are returning back the entire set of bidding documents.

Reasons for non-submission of Quotation:

COMPANY'S NAME : ________________________

SIGNATURE : ________________________

NAME : ________________________

DESIGNATION : ________________________

DATE : ________________________

Note: Bidder is requested to furnish the details mentioned at (A) / (B) immediately but not later

than one week after receipt of bidding documents.

LETTER OF AUTHORITY

PROFORMA FOR LETTER OF AUTHORITY FOR ATTENDING PRE-BID MEETING / UN-PRICED BID OPENING / PRICE BID OPENING AND SUBSEQUENT

NEGOTIATIONS/CONFERENCES

No. Date: To Engineers India Limited 4th Floor, Meghdhanush Building, Transpek Circle, Race Course Road. Vadodara – 390 015. Dear Sir, NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE


BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 We _____________________________________ hereby authorize following representative(s) to attend pre-bid meeting / un-priced bid opening / price bid opening and for any other correspondence and communication against above Bidding Document: Name & Designation _______________________ Signature _________________ Name & Designation _______________________ Signature _________________ We confirm that we shall be bound by all commitments made by aforementioned authorized representatives.

Yours faithfully, Signature Name & Designation For and on behalf of

Note: This letter of authority should be on the letterhead of the bidder and should be signed by a person competent and having the power of attorney to bind the bidder. Not more than two persons are permitted to attend techno –commercial un-priced and price bid opening.

BID SUBMISSION LETTER (On the Letter Head of Bidder's Organization)

From: _______________________________ _______________________________ _______________________________ Offer ref. _________________ Date: TO: ASST. GENERAL MANAGER (C&P) ENGINEERS INDIA LIMITED, 4’ TH FLOOR MEGH- DHANUSH BUILDING, TRANSPEK CIRCLE, RACE COURSE, VADODARA.390015 Fax No. : 0265 - 2340328 NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE



Attn: Mr. R. A. Luktuke, AGM (C&P) Dear Sir, We hereby submit our offer in full compliance with the terms and conditions of the above mentioned Bidding Document. Earnest Money Deposit is submitted by Demand Draft / Pay order as follows: EMD Amount

in Rs. DD / PO No. & Date Validity Upto Drawn on Bank

` 20000/-

Our offer shall remain valid for a period of 3 Months from the date of opening of tender We declare that the statement made and the information provided in our offer is true and correct in all respect. In case, it is found that the information/ documents provided by us are incorrect/ false, our Bid shall be rejected by EIL without any reference to us. Thanking you,

Very truly yours,

(Signature of Authorised Person)

Full Name: ______________________

Designation: _____________________

Company Seal: ___________________

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INSTRUCTIONS TO BIDDERS

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INDEX TO INSTRUCTIONS TO BIDDER

CL. NO. DESCRIPTION 1.0 INTRODUCTION 2.0 DEFINITIONS 3.0 INFORMATION REQUIRED WITH BIDS 4.0 EXPENSES TO BE BORNE BY BIDDER 5.0 LANGUAGE OF BID 6.0 COST OF BIDDING DOCUMENT 7.0 EARNEST MONEY DEPOSIT (EMD) 8.0 SECURITY DEPOSIT 9.0 REFUND OF EMD

10.0 PRICES & TAXES, DUTIES 11.0 ISSUE OF BIDDING DOCUMENT 12.0 PLACE & ADDRESS FOR SUBMISSION OF BIDS 13.0 OPENING OF BIDS 14.0 BID SUBMISSION 15.0 BID VALIDITY 16.0 BID EVALUATION CRITERIA 17.0 PRICE EVALUATION 18.0 CONTRACT AGREEMENT 19.0 CONTRACT PERIOD 20.0 GENERAL 21.0 OFFICE VISIT 22.0 CLARIFICATION REQUESTS FROM BIDDERS

ANNEXURES TO ITB

ANNEXURE-I : CHECKLIST FOR SUBMISSION OF BID ANNEXURE-II : COMMERCIAL QUESTIONNAIRE

ANNEXURE-III : BID COMPLIANCE STATEMENT

ANNEXURE-IV : DETAILS / UNDERTAKING FOR PF & ESI REGISTRATION

ANNEXURE-V : FORMAT FOR BANK DETAILS OF BIDDERS

ANNEXURE-VI : INFORMATION ABOUT BIDDER

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INSTRUCTION TO BIDDERS 1.0 INTRODUCTION

Engineers India Ltd. (EIL), Government of India Public Sector Undertaking, is a premier consultancy organisation in South Asia. The regd. Office of the company is located at 1, Bhikaiji Cama Place, R.K. Puram, New Delhi-110066. Regional office is located at 4th & 5th Floor, Meghdhanush Building, Race Course Road, Vadodara-390015.

EIL wishes to engage a CONTRACTOR for providing annual Comprehensive Maintenance services required for various types of Servers, Personal Computers (PCs), Notebook PCs, Line Printers, Laser Printers, Plotters, Scanners, Switches etc. installed at 4th & 5th Floor, Meghdhanush Building, Race Course Road, Vadodara-390015.

The successful Bidder will be required to enter into an Agreement with EIL. The Agency shall have to agree to all the requirements as per General instructions of Bid, Pricing requirements, Special conditions of contract & Scope of services document, SOR, General Conditions of Contract etc.

2.0 DEFINITIONS With respect to this document, the following definitions shall apply:

“INSTRUCTIONS TO BIDDERS” shall mean the documents describing in which manner BIDDER shall prepare and submit his BID.

“LETTER INVITING BID(LIB) shall mean EIL’S request to BIDDER for a BID/TENDER together with the Bidding Document.

“TENDER” or “BID” shall mean BIDDER’S offer to perform the WORK, in accordance with Bidding Document.

“TENDER DOCUMENT” or “BIDDING DOCUMENT” shall mean the documents listed in the MASTER INDEX, and any subsequent addendum or corrigendum or amendment.

“BIDDER” or “TENDERER” shall mean the person or company who participates in bidding.

“SERVICES” means providing services on monthly or daily requirements as per orders received from Officer-in-Charge.

3.0 INFORMATION REQUIRED WITH BIDS The following documents/ information as per proforma enclosed in the bid document are required to be submitted along with offer (UNPRICED BIDS): a) Earnest Money Deposit (EMD) of requisite amount, through Bank Demand Draft or Pay

Order/Bank Guarantee (BG) in favour of Engineers India Ltd., Vadodara. a) Check list for submission of bid as per Annexure-I. b) Commercial Questionnaire of bid as per Annexure-II. c) Bid compliance statement as per Annexure-III. d) Copy of Audited Balance Sheets and Profit & Loss Statements for last three years

indicating total receipts from Services/ Contracts etc., duly audited by Chartered Accountant. a) Power of attorney in favour of authorised signatory of the bid document, in non-judicial

stamp paper of appropriate value. For proprietorship agency, it should be clearly specified in Bidder’s letterhead that it a proprietary firm and the bidder is the sole Owner. For partnership firm, power of attorney in the name of the partner who will sign the Bidding Document.

b) Copy of Partnership Deed for Partnership Firm or Memorandum of Understanding (MOU) and Article or Association (AOA) including Certificate of Incorporation for change in name, if any, for Limited/ Private Limited Company

c) Copy of Service Tax Registration certificate. d) Permanent Account Number (PAN Card) and copy of income tax return filed by bidder

during last financial year indicating PAN number. e) Details / Undertaking regarding PF / ESI as per Annexure-IV. f) Bank Mandate as per Annexure-V. g) Information about Bidder in the format attached as Annexure-VI h) Bidding Document duly signed & stamped.

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4.0 EXPENSES TO BE BORNE BY BIDDER All expenses in preparation and submission of bids and visits to the office or any place in connection with the preparation of Bid shall be borne by Bidder. EIL in no case shall be responsible or liable for these costs regardless of the outcome of the Bidding process.

5.0 LANGUAGE OF BID The bid prepared by the Bidder including all correspondence etc. relating to his offer/ bid shall be in ENGLISH language.

6.0 COST OF BIDDING DOCUMENT Not Applicable

7.0 EARNEST MONEY DEPOSIT (EMD) EMD shall be furnished through Demand Draft or Pay Order in favour of Engineers India Ltd., payable at Baroda, for the amount indicated in Letter inviting Bid (LIB). The EMD can also be deposited through a Bank Guarantee from any Scheduled Bank. The Bank Guarantee should be valid for 6 months from the date of submission of Bid. Any bid not accompanied by Earnest Money will be rejected and such Bidders will not be allowed to attend the Bid Opening. Owner shall not pay any interest on EMD furnished.

If the Bank Guarantee towards EMD is not in the required pro-forma, but acceptable otherwise (considering amount & issuing bank) the Bidder would be asked to resubmit the same in the required pro-forma. Such Bids would however, be taken up for evaluation.

EMD shall not be required to be submitted by Indian Central Public Sector Undertakings/Enterprises as well as by Micro or Small Enterprises registered with District Industries Centres or Khadi and Village Industries Commission or Khadi and Village Industries Board or Coir Board or National Small Industries Corporation or Directorate of Handicrafts and Handloom or any other body specified by Ministry of Micro, Small and Medium Enterprises with a valid certificate.

Documents to be submitted by MSEs along with un-priced bid: a. Documentary evidence that the bidder is a Micro or Small Enterprises registered with District

Industries Centers or Khadi and Village Industries Commission or Khadi and Village Industries Board or Coir Board or National Small Industries Corporation or Directorate of Handicrafts and Handloom or any other body specified by Ministry of Micro, Small and Medium Enterprises.

b. The above document submitted by the bidder shall be duly certified (in original) by the Statutory Auditor of the bidder or a practicing Chartered Accountant (not being an employee or a Director or not having any interest in the bidder’s company/firm) where audited accounts are not mandatory as per law. If the bidder does not provide the appropriate document or any evidence to substantiate the above, then it will be presumed that they do not qualify for any preference admissible in the Public Procurement Policy, 2012.

If the Bidder, after submission, revokes his bid or modifies the terms and conditions thereof during the validity of his bid except where EIL has given opportunity to do so, the earnest money shall be liable to be forfeited. EIL may at any time cancel or withdraw the Invitation to Bid without assigning any reason and in such cases the earnest money submitted by Bidder will be returned to him.

8.0 SECURITY DEPOSIT The successful Bidder shall be required to submit interest free Security Deposit to EIL in the manner indicated elsewhere in the bidding document.

9.0 REFUND OF EMD

After acceptance of order by successful Bidder, EIL will return the EMD to all unsuccessful bidders within 30 days of finalisation of tender.

EMD shall be returned to the successful Bidder after he has furnished the full Security Deposit to EIL. However, he may opt for adjustment of EMD against Security Deposit.

10.0 PRICES, TAXES, DUTIES

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Bidder shall quote price/rates considering taxes & duties mentioned in Special Condion of Contract (SCC).

11.0 ISSUE OF BIDDING DOCUMENT Bidding document once issued to any agency shall not be transferable in other name under any circumstances. Offer submitted by a contractor to whom document is not issued shall not be accepted.

12.0 PLACE & ADDRESS FOR SUBMISSION OF BIDS AGM (C&P) Engineers India Limited 4th Floor, Megh-dhanush Building Transpek Circle, Race Course Road, Vadodara-390015 Attn.: Mr. R. A. Luktuke

13.0 OPENING OF BIDS Unpriced Part of the offer (i.e. Part – I : Techno-Commercial offer) shall be opened in the presence of the authorised representative of the bidders on the due date of submission of offer at 15.00 Hrs. at

Engineers India Limited 4th Floor, Megh-dhanush Building Transpek Circle, Race Course, Vadodara-390015

During the opening, only name of Bidder and whether EMD is furnished shall be informed and no other details/ information shall be given.

Price Part of the Techno-Commercially acceptable bidders shall be opened at a later date to be communicated after detailed evaluation of their offers. During opening of Priced Part, names of Bidders and their quoted total prices shall only be read. No other details/ information shall be given.

14.0 BID SUBMISSION

Bid shall be submitted in single stage two envelopes system, as per following:

PART-I: TECHNO – COMMERCIAL PART NAME OF WORK: ________________________________ BIDDING DOC. NO.: ______________________________ FROM : [ NAME & ADDRESS OF BIDDER]

This envelope shall contain (i) Techno-Commercial (Part-I) of Bidding Document, in Original or one copy as downloaded from website, duly stamped and signed on each page, (ii) EMD, (iii) Techno-commercial details including all supporting documents marked “ORIGINAL”, as per the checklist (Annexure-I) and clause 3.0 of ITB, duly signed and stamped on each page, (iv) unpriced copy of SOR with prices blanked out indicating “Quoted/Not Quoted”. However, 03 years Balance sheets and profit & loss accounts must be submitted with the techno-commercial document only.

PART- II: PRICE PART NAME OF WORK: ________________________________ BIDDING DOC. NO.: ______________________________ FROM: [NAME & ADDRESS OF BIDDER]

The Bidder shall submit only price/ Rates as per Schedule of Rates enclosed in the Bidding Document without any condition. Condition indicated, if any, in this part shall not be taken cognizance of and his offer may be rejected without assigning any reasons thereof. Bidder shall take copy of SOR enclosed with the Bidding document and fill rates/amount & submit in the price bid.

The prices shall be filled up both in figure and in words, and the total amount shall be calculated and rounded off to the nearest rupee. No overwriting or use of correction fluid shall be accepted. The authorised signatory shall sign any correction.

15.0 BID VALIDITY

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15 (A) Bid submitted by bidder shall remain valid for a period of 3 (Three) Months from the date of opening of offer. Bidder shall not be entitled during this period to revoke or vary the content of Bid or any term thereof. In such event, the offer shall be treated as “REJECTED” and EMD shall be forfeited without any reference to the Bidder.

15 (B) Notwithstanding sub-clause no. 15(A) above, EIL may solicit the bidder's consent to an extension of the period of validity of offer, if need arise, the request and response thereto shall be in writing. However, bidder granting the request for extension of validity of offer will neither be permitted to revise the price nor to modify the offer.

16.0 BID EVALUATION CRITERIA

16.1 All information/documents/confirmation shall be furnished as are required as per ITB clause no. 3.0.

16.2 Submission of authentic documents is the prime responsibility of Bidder. Wherever EIL has concern or apprehension regarding the authenticity/ correctness of any document, EIL reserves a right of getting the document cross verified from the document issuing authority.

16.3 Completeness of bid is the responsibility of Bidder and no relief or consideration can be given for errors and omissions made by the Bidder inadvertently or advertently. Bid with incomplete information is liable for rejection.

16.4 Techno-commercial acceptable bidders are those who have submitted the following documents in their bids. i) Original Bidding Document & Addendum/ Corrigendum (if any) have been returned with

Bidder's company's seal & signature on all the pages. ii) Cost of Bidding Document (If Applicable) iii) EMD as applicable iv) Bid Compliance Statement v) Power of Attorney of Bid Signatory vi) Details as per Sl. No. 16.1 above.

16.5 The Bids are required on Zero Deviation, However in case any bidder has given any deviations/ stipulations the same shall be checked and if found in non acceptable state, bidder shall be asked to withdraw the same without Price Implication. Bidder(s) who withdraw the deviations/ stipulations, their bids shall be considered for further evaluation.

16.6 In the event of any unsolicited price increase sought by any bidder, subsequent to the bid due date, the bid of such a bidder shall be rejected. Notwithstanding anything, a bidder shall not be awarded an order on increased prices. In all such cases of rejection of a bid, EMD, if submitted, by the Bidder, shall also be forfeited.

17.0 PRICE EVALUATION 17.1 The Rate(s) quoted by the Bidders in SOR shall be considered for evaluation.

17.2 The Rate(s)/ Price(s) quoted by the Bidders shall be arithmetically checked and contract shall be awarded to lowest evaluated price basis.

17.3 The price quoted by the Bidder shall be checked for arithmetic correction, if any, based on rate and amount filled by the Bidder in the Schedule of Rates. If some discrepancies are found between the rate/ amount given in words and figures, the total amount shall be corrected as per the following procedure, which shall be binding upon the Bidder:

i. When the rate quoted by the Bidder “in figures” and “in words” tallies but the amount is incorrect, the rate quoted by the Bidder shall be taken as correct and amount shall be reworked.

ii. When there is difference between the rate “in figures” and “in words”, the rate that corresponds to the amount worked out by the Bidder, shall be taken as correct.

iii. When it is not possible to ascertain the correct rate in the manner prescribed above, the rate quoted “in words” shall be adopted and amount reworked.

iv. In case of Lumpsum prices, when there is difference between the amount “in figures” and “in words”, the amount quoted “in words” shall prevail.

v. In case the rate is quoted only “in figures” and the amount does not correspond to the quoted rate, the amount shall be reworked from the quoted rate.

17.4 To arrive at the evaluated price, wherever applicable, loading on total quoted price shall be done based on the information furnished by the Bidder. However, no uncalled or voluntary rebate offered shall be considered for evaluation.

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17.5 Any unsolicited reduction in price offered by a bidder within the bid validity by way of discount or revised prices, subsequent to the bid due date, shall not be taken into account for comparison. However, such reduction in price shall be taken into account for ordering if such bidder happens to be recommended as per the originally quoted prices.

17.6 In case a Bidder does not quote any of the item rates, his prices shall be loaded by the highest rate quoted by any bidder for such items. However, the Bid of such Bidders shall be rejected if EIL estimate for such items is more than 10% of their quoted total price for the works. Further, for the purpose of award, the lowest rate among all bidders shall be required to be accepted by the successful bidder failing which the bid of such bidder shall be rejected.

18.0 CONTRACT AGREEMENT All successful Bidders shall be required to execute a contract Agreement with EIL as per proforma attached with this document on the non-judicial stamp paper of Rs. 100/- (Rupees One hundred only) to be purchased from Vadodara. The cost of stamp paper shall be borne by successful Bidder.

EIL reserves the right to amend the terms & conditions of contract after Mutual discussions and shall only be in writing.

19.0 CONTRACT PERIOD

- The contract shall be initially for a period of Two (02) years and can be extended for a further period of one (1) year or part there of subject to satisfactory performance at the negotiable rates and same terms and conditions.

- In case the service is found to be unsatisfactory, the Company reserves the right to terminate the contract by giving one month’s notice in writing at any time.

20.0 GENERAL (i) Bidders shall ensure submission of complete information/documents at the first instance itself.

EIL reserves the right to complete the evaluation based on the details furnished by the bidders without seeking any additional information.

(ii) Telegraphic/Telefax/E-mail Bids, Joint venture/Consortium Bids or Bids in any other electronic form will not be accepted.

(iii) EIL reserves the right to reject any or all Bids at their sole discretion without assigning any reasons thereof. EIL also reserves the right to annul the Bidding process at any given time.

(iv) Bids not received by the due date and time shall be rejected and representatives of such Bidders shall not be allowed to attend the Bid opening.

21.0 OFFICE VISIT Bidder in their own interest may visit our office to get familiarise with the nature and quantum of work including scope of work, scope of supply and technical specification. Bidder’s failure to visit the site or claims and objections due to inadequacy of information shall not be considered after submission of bid and during implementation or any reason for non performance or revision of rate after award of work.

22.0 CLARIFICATION REQUESTS FROM BIDDERS A bidder may seek clarifications regarding the bidding document provisions, Bidding process and/or rejection of his bid. EIL shall respond to such requests within a reasonable time.

(STAMP & SIGNATURE OF BIDDER)

ANNEXURES TO ITB

ANNEXURE - I

CHECK LIST FOR SUBMISSION OF TENDER (Mark √ In Appropriate Box As Applicable)

1. Confirm original tender signed on each

page (without any condition) & included in the offer.

Yes No

2. Confirm all item rates has been filled in fig. and words without any condition & deviation and submitted in sealed envelope marked “Priced Part”.

Yes No

3. Confirm EMD is submitted with Unpriced part of offer.

Yes No

Value Rs. _______________

4. Confirm latest copy of PAN No. / Tax Return Filed by Bidder is enclosed PAN No. ____________________.

Yes No

5. Confirm Service Tax Registration certificate furnished.

Yes No

Service Tax Registration No. __________________________

Place of Registration _________________________________

6. Confirm that prices have been submitted in separate sealed envelopes.

Yes No

7. Confirm copy of Balance Sheets for last three years i.e. 2010-11, 2011-12, 2012-13 furnished.

Yes No

8. Confirm all documents as per ITB clause no. 3.0 are furnished.

Yes No

9. Confirm details of PF & ESI No. is furnished or undertaking for the same is submitted as per annexure -V.

Yes No

PF No. __________________________

ESI No. __________________________

SIGNATURE OF THE BIDDER : ________________________________

NAME OF THE BIDDER : ________________________________

COMPANY SEAL : _____________________________

ANNEXURE - II

COMMERCIAL QUESTIONNAIRE Bidder’s reply/ confirmation as furnished in the Commercial Questionnaire (CQ) shall supersede the stipulations mentioned elsewhere in their bid.

SL. NO. EIL'S QUERY BIDDER'S REPLY/

CONFIRMATION

1.0 Confirm that your Bid is valid for 3 (Three) months from the last date of submission of Bid. Confirm

2.0 Confirm that Earnest Money Deposit (EMD)/ Indemnity Bond (as applicable) as per bid stipulations have been furnished along with bid.

Confirm

3.0 Please confirm that you have submitted Tender Fee/Cost of Bidding Document in the unpriced part of your offer.

In case of non submission of Tender Fee/Cost of Bidding Document as specified, Bid shall not be considered for evaluation, have been furnished along with bid.

Not Applicable

4.0 Confirm that the following documents are submitted with Techno-Commercial Unpriced Bid:

a) All documents as per CHECK LIST. Confirm

b) Bidding Document duly signed and stamped on each page. Confirm

c) Compliance letter for Addendum/ Amendments as a token of acceptance (Applicable, if issued). Confirm

5.0 Confirm that price has been submitted in duly filled in, signed and stamped in separately sealed envelopes.

Confirm

6.0 Schedule of Rate (SOR) / Price Schedule

a) Price must be filled in the SOR provided along with the Bidding Document. If price quoted in separate typed sheets and any variation in description, is noticed and no deviations are specified by bidder in unpriced bid, confirm that EIL shall presume that the price quoted are as per the price format attached with bidding document.

Confirm

b) Confirm that rate/ price has been quoted for all items of SOR. Confirm

c) Confirm that deviation/terms & conditions are not mentioned in the price part. In case any terms and condition is mentioned in the price part, the same shall be treated as null and void.

Confirm

d) Confirm that correction fluid is not used in the price part. (In case of any correction, the same shall be signed and stamped by authorized signatory.)

Confirm

7.0 Confirm your compliance to critical stipulations of bidding document as mentioned in ITB. Confirm

SL. NO. EIL'S QUERY BIDDER'S REPLY/

CONFIRMATION

8.0 Confirm that you have studied complete Bidding Document including Technical and commercial part including Amendment / Addendum, if any, and your Bid is in accordance with the requirements of the Bidding Document.

Confirm

9.0 Confirm your compliance to total Scope of Work mentioned in the Bidding Document. Confirm

10.0 Confirm your acceptance for Time Schedule / contract period as mentioned in Bidding Document.

Confirm

11.0 Confirm that your quoted price includes all taxes, duties as applicable for this Supply/ Woek/ Services except Service Tax in accordance with the provision of General Conditions of Contract and Special Conditions of Contract.

Confirm

12.0 Confirm that while submitting your price, you have taken consideration of scope of services / supplies, scope of work and technical requirement mentioned in Bidding Document.

Confirm

13.0 Confirm that all the forms are filled and submitted along with un-price part of offer, strictly as per proforma given in the bidding document.

Confirm

14.0 Please confirm that duly filled, signed and stamped Integrity Pact has been submitted by you in the un-priced bid as per the bid requirement.

Not Applicable

15.0 Confirm that Bidder have not been placed on any holiday list or black list declared by EIL. Confirm

16.0 Confirm that your company have not been banned OR delisted by any Government or Quasi Government agencies or Public Sector Units.

Confirm

17.0 Confirm that Bidder is not involved in any Litigation/ Arbitration, otherwise, if involved please furnish information about the same.

Confirm

18.0 Confirm that the Bidder is not under liquidation, court receivership or similar proceedings. Confirm

SIGNATURE OF THE BIDDER : ________________________________

NAME OF THE BIDDER : ________________________________

COMPANY SEAL : ________________________________

ANNEXURE-III NAME OF WORK : PROVIDING ANNUAL COMPREHENSIVE



BID COMPLIANCE STATEMENT (To be submitted on Bidder’s letter head)

We hereby confirm that our offer complies with the total techno-commercial requirements/ terms and conditions of the bidding document and subsequent addendum/corrigendum (if any) without any deviation/ exception/ comments/ assumptions. We also confirm that we have quoted for all items of schedule of rates and prices have been filled without any condition and deviation. We further confirm that terms and conditions, if any, mentioned in our bid (Un-priced as well as Priced Part) shall not be recognised and shall be treated as null and void. SIGNATURE OF BIDDER : _______________________ NAME OF BIDDER : _______________________ COMPANY SEAL : _______________________

ANNEXURE-IV

DETAILS OF P.F & E.S.I REGISTRATION

Bidder to furnish details of Provident Fund & ESI registration along with copies of registration certificates: PF REGISTRATION NO. : DISTRICT & STATE : ESI Registration No. DISTRICT & STATE : We hereby confirm that the above PF & ESI is under operation presently and shall be used for all PF & ESI related activities for the labour engaged by us in the present work (if awarded to us).

OR

(Please submit the following undertaking on your company’s Letter head)

UNDERTAKING FOR PF AND ESI In case our establishment falls under the purview of PF and ESI Act during the execution of the contract, we shall solely be responsible to fulfil all the obligations of PF and ESI registration without any additional financial / implication to EIL.

(Seal & Signature of Bidder)

Name:

Designation:

ANNEXURE – V FORMAT FOR BANK DETAILS OF BIDDERS

(To be submitted on the Letterhead of Bidder) To Date. __________ Engineers India Limited RO-Vadodara Dear Sir,

We hereby give our consent to accept the related payments of our claims / bills on IOCL through Cheques or Internet based online E-payments system at the sole discretion of IOCL. Our Bank account details for the said purpose are as under:

Sr. No. Particulars Details 1. Name and address of the Beneficiary 2. Account Number of Beneficiary 3. Account Classification (CA/CC-11 or 29) &

SB-10 as per Cheque leaf.

4. Name and address of the Bank Branch (where payments are to be sent by IOCL)

5. Branch Name / Code 6. The 9 Digit MICR code of the Branch (as

appearing on the MICR cheque) *

7. IFSC Code of the Bank Branch for RTGS mode

8. IFSC Code of the Bank Branch for NEFT mode

9. E-mail Id of beneficiary 10. Any other Particulars (to be advised by

Beneficiary for the E payments purposes)

11. Vendor Code (To be filled by IOC’s Deptt. only)

12. Permanent Account Number (PAN)** 13. Mobile Number (For SMS Alerts)

* A blank copy of a cancelled cheque / photocopy of a cancelled cheque relating to the above account Number for verifying the accuracy of the bank account details is enclosed. ** A copy of PAN Card duly attested by Authorised Signatory for verifying the accuracy of the PAN is enclosed. I / We hereby declare that the particulars given above are correct and complete. Date : Signature of Account Holder Place : with Company Stamp (if a Company) Encl : One cheque / photocopy of cheque duly cancelled & copy of PAN Card. *** We confirm that the above bank account details of beneficiary are correct in all respect and the account of Beneficiary (IOCL Vendor) is maintained at our bank branch.

(Name of the Bank & Branch) Authorised Signatory

*** Verification required only in case (a) vendors not providing a cancelled cheque leaf or if vendors name is not printed/appearing on the cancelled cheque leaf submitted to IOCL office. (b) change in existing bank details.

ANNEXURE-VI

INFORMATION ABOUT BIDDER 1. NAME OF BIDDER : 2. CORRESPONDENCE ADDRESS :

CONTACT PERSON : PH. NO : E-MAIL :

3. LIMITED COMPANY / PVT. COMPANY / PARTNERSHIP FIRM / PROPRIETOR SHIP FIRM (TICK ONE)

4. VARIOUS REGISTRATION NUMBERS:- 4.1 TRADE LICENCE NUMBER :

(issued by SMC/ Municipal Authorities)

4.2 PAN NUMBER : (issued by Income tax authorities)

4.3 VAT NUMBER : (If applicable)

4.4 SERVICE TAX REGISTRATION NUMBER :

(Signature of Bidder) Name: Designation: Date: Seal of Organisation:

NOTE: Bidder to furnish copies of all relevant documents in support of information furnished above.

SPECIAL CONDITIONS OF CONTRACT

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INDEX TO SPECIAL CONDITIONS OF CONTRACT

CL.NO. DESCRIPTION 1.0 DEFINTIONS 2.0 SCOPE OF WORK/SERVICES 3.0 SECURITY AND SAFETY RULES 4.0 DISCIPLINE 5.0 INDEMNIFY 6.0 PROHIBITION 7.0 CONTRACTOR’S OBLIGATION 8.0 SUPERVISION 9.0 PRICES, TAXES & DUTIES AND IT’S PAYMENT 10.0 INSURANCE POLICIES 11.0 CONTRACT PERIOD 12.0 SECURITY DEPOSIT 13.0 RIGHTS OF THE OWNER TO FORFEIT SECURITY DEPOSIT 14.0 BILLING AND PAYMENTS 15.0 INSTRUCTIONS REGARDING SUBMISSION OF INVOICES 16.0 TERMINATION OF THE CONTRACT 17.0 SUSPENSION 18.0 SERVICE TAX & INCOME TAX 19.0 GOVERNING LAWS & JURISDICTION 20.0 WORKS CONTRACT TAX UNDER VAT 21.0 PENALTY FOR DEFAULT IN SERVICES 22.0 INJURY TO PERSONS & PROPERTY 23.0 CONTRACT VALUE 24.0 ASSIGNMENT OR SUB-LETTING 25.0 CONTRACT AGREEMENT 26.0 ENGINEER-IN-CHARGE/OFFICER-IN-CHARGE 27.0 ARBITRATION 28.0 JURIDICTION 29.0 MOBLISATION ADVANCE 30.0 COMPLIANCE OF EXISTING LAWS FOR ENGAGEMENT OF LABOUR 31.0 FORCE MAJEURE 32.0 FRAUDULENT PRACTICES 33.0 ORDER OF PRECEDENCE

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SPECIAL CONDITIONS OF CONTRACT 1.0 DEFINTIONS

In this contract, as here in after defined, the following words and expressions shall have the same meanings hereby assigned to them except where the context otherwise required. The “OWNER/COMPANY” shall mean Engineers India Limited (EIL) a company incorporated in India having its registered office at 1, Bhikaiji Cama Place, New Delhi – 110066, INDIA. The term OWNER includes its successors, assignees of EIL. “Contractor” shall mean the bidder/tenderer selected by the OWNER for providing the subject work under the terms and conditions of this bidding/tender document, and shall include the successors and permitted assignees of the Contractor.

2.0 SCOPE OF WORK/SERVICES

The scope work shall be mainly as defined in the Scope of Services included in the Bidding document or as per instructions received from Officer-in-Charge time to time. Scope of work shall be read in conjunction Scope of Work and Terms & Conditions of Tender, Schedule of rates etc.

3.0 SECURITY AND SAFETY RULES The Contractor's staff shall abide by the existing security and safety rules/ regulations/ precautions as per instruction issued to them from time to time. The contractor and its staff may also be required to pledge secrecy and non-divulgence of the nature of the work of EIL that may prejudice the interests of EIL. Contractor shall also ensure to engage persons by him whose character and antecedents have been got verified by him and furnish a certificate in this regard to EIL.

4.0 DISCIPLINE

Employee(s)/labourers engaged/deputed for the subject job by the contractor shall maintain punctuality and discipline. If any employee(s) / labourers engaged by the contractor is found to be undisciplined, misbehaving with EIL's, authorized representatives and/or officer/staff under the influence of any intoxicant, EIL may ask the contractor to replace such Employee(s) /labourers and the Contractor shall then forthwith comply with such instruction.

5.0 INDEMNIFY The contractor hereby undertakes to indemnify EIL against all actions, suits, proceedings, claims, losses, damages etc., which may arise under Minimum Wages Act, Fatal Accident Act, Workmen Compensation Act, shops & Establishment Act, Family pension & Deposit Linked Insurance scheme or any other Act or statutes not herein specifically mentioned but having any direct or indirect application for the person(s) engaged under this contract by him. The Contractor shall defend, indemnify and hold EIL harmless from any liability, which may be imposed by the Central, State or local authorities and also from all claims, suits arising out of or by reason of the work provided by this contract including any liability that may arise out of accident, whether brought by the employees/labourers of the Contractor or by the third parties or by the Central or State Government authority or any sub-division thereof. EIL shall not be responsible for any claim/compensation that may arise due to damages/ injuries/ pilferage to the contractor's employee(s)/ staff/ labourers under any circumstances while an employee(s) /labourer is engaged in the EIL's duty under the contract. The contractor shall make regular and full payment of wages/ salaries including overtime/ night halt allowance etc. as applicable as per rules in force and any other payments due to his employees/ labourers and furnish necessary proof whenever required by EIL.

6.0 PROHIBITION

The contractor shall ensure that its employee(s)/ workers/ labourers refrain from smoking or consuming liquor or carrying any inflammable substances etc., inside the office premises of EIL, while on duty with EIL.

7.0 CONTRACTOR’S OBLIGATION

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The Contractor shall also be bound to discharge obligations as provided under various statutory enactments including the Motor Vehicle Act, Employees Provident Fund & Miscellaneous Act, 1952, Employees Pension Scheme, 1995, ESI Act 1948, Contract Labour (Regulation and abolition) Act, 1970, Minimum Wages Act 1948, Payment of Wages Act 1936, Payment of Bonus Act, 1965, Payment of Gratuity Act, 1972, Workmen's compensation Act 1923 Works Contract Act, 1999 and other relevant Acts, Rules and Regulations in force and as amended from time to time and are in force in the State where the subject work under this Contract are executed. “Wherever applicable, i) The contractor must be registered with the concerned authorities under the Building and

Other Construction Worker‟s (RE&CS) Act, 1996 or in case of non-registration, the contractor should obtain registration within one month of the award of contract.

ii) The contractor shall be responsible to comply with all provisions of the Building and Other Construction Workers‟ (RE&CS) Act, 1996, the Building and Other Construction Workers‟ Welfare Cess Act 1996, the Building and other Construction Workers‟ (RE&CS) Rules, 1998 and the Building and Other Construction Workers Welfare Cess Rules, 1998.

iii) Cess, as per the prevailing rate, shall be deducted at source from bills of the contractors by the engineer-in-charge of the contract and remitted to the “Secretary, Building and Other Construction Workers Board” of the concerned State. The contractor shall be responsible to submit final assessment return of the cess amount to the assessing officer after adjusting the cess deducted at source.”

8.0 SUPERVISION

The contractor shall ensure regular and effective supervision of the Drivers deployed by him through mobile and also carryout cross check with Officer-in-Charge regarding their drivers.

9.0 PRICES, TAXES & DUTIES AND IT’S PAYMENT 9.1 PRICES, TAXES, DUTIES

The Bidder should quote firm prices/ rates inclusive of all Taxes, Duties, CESS and other Levies as applicable for such works/services, except service tax, Service tax under this Contract, if payable, shall be paid as per service tax rules and on submission of cenvatable documents by the Contractor. If there is no registration under service tax, no reimbursement on this account shall be made. Contractor’s supervision, overheads and profits and any other Incidental Costs not specifically mentioned in the SOR or specification but may be incurred for providing services for the work (but excluding service Tax) for the time period as indicated in the bidding document and no variation on above account will be allowed during execution of the Contract. All taxes and duties etc. now or hereafter imposed, increased modified from time to time in respect of subject work shall be included in the quoted unit rate /prices.

9.2 PAYMENT OF TAXES

The contractor shall be fully and exclusively responsible for the payment (and liable for all consequences in the event of default) of CESS, VAT, any and all taxes, duties, levies except service tax, now or hereafter imposed, increased or modified from time to time in respect of the above job and all contributions and taxes for un-employment compensation, insurance and old age pensions and amenities now or hereafter imposed by any law of the Government/local bodies which are imposed with respect to or covered by the wages, salaries or other compensation paid to the persons employed by the contractor. EIL shall have no liability whatsoever concerning the employees/labourers of the contractor. The contractor shall keep EIL indemnified against all losses or damage or liability arising out of or imposed in the course of employees. Contractor shall be responsible for payment for Cess as per Building and Other Construction workers’ Welfare Act 1996, as applicable and the Contract price is deemed to include the same. Contractor shall indemnify Owner on account of the same.

10.0 INSURANCE POLICIES The Contractor shall at his own cost and initiative take out and maintain at all times until the close out of the Contract, insurance policies in respect of workmen engaged by him for providing services under this Contract, in order to keep himself as well EIL fully indemnified from and

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against all claims whatsoever including but not limited to those arising out of the provisions contained in Workmen's Compensation Act, 1923. Should the Contractor fail to take out and/or keep afoot insurance as provided for in the foregoing paragraph, EIL shall be entitled (but without any obligation to do so) to take out and/or keep afoot such insurance at the cost and expense of the Contractor and without prejudice to any other rights or remedies of EIL in this behalf, to deduct the sum(s) incurred thereof from any amounts due to the Contractor.

11.0 CONTRACT PERIOD

The Contract period shall as defined in Letter Inviting Bid (LIB) / Notice Inviting Bid (NIB)/ ITB.

12.0 SECURITY DEPOSIT

12.1 The Contractor shall within 15 days of issue of LOA, deposit with the company an interest free Security Deposit (SD) for an amount equivalent to 10% of the contract value in the form of Bank draft/ Pay Order/ Bank Guarantee. If the Security Deposit is submitted in the form of Bank Guarantee, the bank guarantee towards security deposit shall be from a Scheduled Bank and kept valid up to Contract Period plus Defect Liability period plus three months for claim period. It shall be submitted as per the format included in the Bidding document.

12.2 Alternatively, Contractor shall have the option of converting the EMD into initial Security deposit. In such a case, Contractor shall, within 15 days of issue of LOA, furnish a letter exercising the option of converting EMD in to Initial Security deposit. The Bank Guarantee furnished towards EMD shall appropriately be amended including extension up to Defect Liability period plus three months for claim period so that the same can be treated as initial security deposit.

12.3 In addition to the above initial security deposit, from each RA bills a differential amount in percentage (equal to 10% of estimated contract value minus EMD amount) shall be deducted towards security deposit. Thus, RA bill payments shall be released to the Contractor after deduction of the security deposit. Non-refundable interest shall be charged at the rate as defined in the contract, from the date the BG towards security deposit becomes due and shall be chargeable on the reducing balance left after apportioning the SD amount accumulated from each running bill, till complete SD amount is recovered from the bills.

12.4 However, contractor shall have the option to submit a BG towards SD valid up to Defect Liability period plus three months for claim period, for an amount equivalent to 10% of contract value at any time during the pendency of the contract. Pursuant to this, the amount so far retained in lieu of security deposit along with BG towards initial security deposit shall be released immediately. The interest so charged shall not be refunded.

12.5 In case contractor do not opt for submission of BG towards security deposit till completion of works, the amount retained on account of SD along with BG towards initial security deposit, shall be released only after expiry of defect liability period and settlement of all dues in all respects, to the satisfaction of the Engineer-in-Charge and submission of 'No dues Certificate' & 'No claim Certificate' by the Contractor. The company reserves the right to deduct any amount due to the Company from the Security Deposit at the time of expiry of Contract/Termination of Contract.

12.6 The Bank guarantee towards SD (or the Initial Security deposit, as the case may be) shall be extended by such period as EIL may require if the Completion is delayed/ extended beyond the schedule time for completion as per direction of the Engineer-in-Charge. In the event, if Contract Price is increased during the Contract Validity Period for any reason whatsoever, the value of the Bank Guarantee towards SD shall be increased proportionately by the Contractor within 7 (Seven) Days to ensure that it remains valid for an amount which is equivalent to 10% of the revised Contract Price, as determined by the engineer-in-Charge. Else amount equivalent to the 10% of such differential between estimated contract price and executed contract price shall be withheld/ deducted from the RA bills on account of increase in SD.

12.7 If the Contractor fails to provide, maintain or renew the Security Deposit in accordance with the Contract, then EIL may, without prejudice to any other rights and remedies, to which it may be entitled, by giving written notice, terminate the Contract forthwith.

12.8 In case Contractor does not furnish Bank guarantee towards security deposit as per clause 12.1 or does not exercise the option of converting EMD towards Initial security deposit as per clause 12.2 above, then the EMD submitted by the contractor shall be liable to be forfeited.

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12.9 In case Contractor, after confirming that he will exercise the option of converting EMD into initial security deposit, does not submit the amended bank guarantee, payment shall not be released unless the amended BG is submitted, unless full amount of security deposit along with accrued interest thereon is recovered from the running bill.

12.10 Contract agreement shall be signed on receipt of CPBG from the contractor or a letter from him exercising the option of converting EMD into initial security deposit.

13.0 RIGHTS OF THE OWNER TO FORFEIT SECURITY DEPOSIT: Whenever any claim against the contractor for the any payment of a sum of money arises out of or tender the contract, the owner shall be entitled to recover such sum by appropriating in part or whole the security deposit of the contractor. In the event of security deposit being in sufficient or if no security deposit has been taken from the contractor, then the balance or the total sum recoverable, as the case may be shall be deducted from any sum then due or which, at any time there after may become due to the contractor. The contractor shall pay to the owner on demand any balance remaining due.

14.0 BILLING AND PAYMENTS

All payments shall be released on quarterly basis for services rendered. All payments will be released within 30 days of submission of bills. Income tax shall be recovered at prevailing rates from the gross bill value. All payments shall be released electronically (either through Electronic Clearing System (ECS)/ Electronic Fund Transfer (EFT)/ Real Time Gross Settlement (RTGS) or through internet), wherever such facilities are available with the banks. The Contractor shall submit their Bank account details certified by their banker in the format included in the bidding document. It will be contractor’s sole responsibility to submit this document at the time of submission of their bid. In absence of duly certified Bank Mandate, if the payment of invoice is held up or delayed, the responsibility shall lie with contractor.

15.0 INSTRUCTIONS REGARDING SUBMISSION OF INVOICES

In order to fulfill the requirement of Service Tax Department, you have to address the Invoices as shown below:

To, Engineers India Ltd, 1, Bhikhaji Cama Place, New Delhi – 110 066. Unit: Engineers India Ltd, 4th & 5th Floor at Meghdhanush Building, Transpek Circle, Race Course Road, Vadodara-390015.

16.0 TERMINATION OF THE CONTRACT

16.1 EIL reserves the right to terminate the Contract, without giving any reason whatsoever, at any stage during the currency of the Contract based on the contractor’s performance or for any other reason, by giving 30 days notice in writing.

16.2 EIL reserves the right to terminate the Order or any part thereof by a written notice to the Contractor if:

a. The contractor fails to provide services or contractual obligations in accordance with the provisions of this contract.

b. The contractor suspends the performance of all or part of the services, or c. The contractor abandons to the services, or d. The contractor becomes bankrupt or goes into receivership or liquidation or makes an

assignment for the benefit of his creditors.

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16.3 In the event of termination of contract, the amount due to the Contractor as per contractual provisions after recovery of dues (from Contractor’s pending invoices/ Security Deposit, as the case may be), shall be released to them.

16.4 TERMINATION FOR CONVENIENCE

EIL reserves the right to terminate the contract with a one month notice in line with provision mentioned in Scope of work, in whole or in part, at any time for its convenience. However, the payment shall be released to the extent to which work has been executed as determined by EIL till the date upon which such termination becomes effective.

17.0 SUSPENSION

- EIL shall have the right to suspend, partly or as a whole, at any time the performance of the works. In such an event EIL shall pay to Contractor any justified costs incurred by Contractor by reason of such suspension to the exclusion of any other direct, indirect, or consequential damages or loss of anticipated profits which may be occasioned on account of such suspension.

- Notwithstanding any dispute arising between Contractor and EIL during the execution of the works, Contractor shall bind itself not to suspend or delay for any reason performance of all or any part of the works.

18.0 SERVICE TAX & INCOME TAX

18.1 SERVICE TAX : Service tax shall be applicable as per service tax rules

18.2 INCOME TAX: The Company as per the provisions of the Income Tax Act shall make Income Tax deductions, as applicable, at source.

19.0 GOVERNING LAWS & JURISDICTION The terms and provisions of this Contract shall be governed and interpreted in accordance with the laws of India in force and is subjected to and referred to the court of law located at New Delhi/ Vadodara which shall have exclusive jurisdiction.

20.0 WORKS CONTRACT TAX UNDER VAT Works Contract Tax is not applicable for this service.

21.0 PENALTY FOR DEFAULT IN SERVICES Penalty shall be imposed as mentioned in the scope of work and detailed terms & conditions.

22.0 INJURY TO PERSONS & PROPERTY 22.1 Without prejudice to his liability to indemnify the Owner under clause 2.0 of these conditions, the

contractor shall maintain and shall be liable to maintain the following :

a. Such insurance as are necessary to cover the liability of the contractor or as the case may in respect of personal injuries or deaths arising out of or in the course of or caused by the carrying out of the work; and

b. Such insurance as may be specifically required by the Contract Bills in respect of injury or damage to property real or personal arising out of or in the course of or by reason of the carrying out of the work, and caused by any negligence, omission or default of the Contractor, his servants or agents or, as the case may be of his servants or agents.

The contractor shall produce for inspection the relevant policy or policies of insurance together with the receipts in respect of premiums paid under such policy or policies as and when required so to do by the Owner provided always that as and when may be reasonably required by the Owner/EIL the production by either the Contractor of a current certificate of insurance from the company or firm which shall have issued the policy or policies aforesaid shall be a good discharge of the Contractor’s obligation to produce or to cause the production of the policy or policies and the receipts in respect of premium paid.

23.0 CONTRACT VALUE

The estimated contract value will be the Value of Contract as per Fax of Intent / Detailed Letter of Acceptance.

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24.0 ASSIGNMENT OR SUB-LETTING The Contractor shall not without the written consent of the Owner/EIL assign this Contract, and shall not without the written consent of the EIL (which consent shall not be unreasonably withheld to the prejudice of the Contractor) Sub-let any portion of the work/services. In any case may be the whole responsibility for the entire work/services shall be of contractor.

25.0 CONTRACT AGREEMENT

The successful Bidder shall be required to execute a Contract Agreement with EIL as per proforma attached with this document on the non-judicial stamp paper of value Rs. 100/- to be purchased from Gujarat. The cost of stamp paper shall be borne by successful Bidder.

26.0 OFFICER-IN-CHARGE/ ENGINEER-IN-CHARGE

EIL’s authorised representative shall be the Officer-in-Charge for this work. Name and contact detail of Officer-in-Charge shall be provided to the successful bidder through DLOA

27.0 ARBITRATION

All disputes or differences whatsoever which may arise at any time during execution of the Contract shall be mutually settled by EIL and Contractor as per provision of the Contract. However, in the event such disputes cannot be settled mutually, such disputes shall be settled as per the Arbitration and reconciliation Act, 1996 of the Govt. of India and it's subsequent amendments. In case of disputes with the Central PSUs, the same shall be settled as per the following: “In the event of any dispute or difference relating to the interpretation and application of the provisions of the contracts, such dispute or difference shall be referred by either party for Arbitration to the sole Arbitrator in the Department of Public Enterprises to be nominated by the Secretary to the Government of India in-charge of the Department of Public Enterprises. The Arbitration and Conciliation Act, 1996 shall not be applicable to arbitration under this clause. The award of the Arbitrator shall be binding upon the parties to the dispute, provided, however, any party aggrieved by such award may make a further reference for setting aside or revision of the award to the Law Secretary, Department of Legal Affairs, Ministry of Law & Justice, Government of India. Upon such reference the dispute shall be decided by the Law Secretary or the Special Secretary/Additional Secretary, when so authorized by the Law Secretary, whose decision shall bind the Parties finally and conclusively. The Parties to the dispute will share equally the cost of arbitration as intimated by the Arbitrator.” However, during the period such disputes are settled either by mutual discussions between the parties or by legal means, Contractor shall continue to do the work as per terms & conditions of Contract.

28.0 JURIDICTION

The contract will be governed by the laws in force in India. The court of Vadodara shall only have the jurisdiction to hear and decide the actions arising out of the contract.

29.0 MOBLISATION ADVANCE No mobilization advance shall be paid for the subject work.

30.0 COMPLIANCE OF EXISTING LAWS FOR ENGAGEMENT OF LABOUR The contractor shall exclusively be liable for non-compliance of the provision of any acts, laws, rules and regulations having bearing over engagement of labour / driver(s) / workers(s), directly or indirectly for subject work under this contract.

31.0 FORCE MAJEURE

Any delay in or failure of performance of either party hereto shall not constitute default hereunder or give rise to any claims for damages if and to the extent such delays or failure of performance is caused by occurrence such as Acts of GOD or the public enemy, expropriation or confiscation of facilities by Government authorities, compliance with any order or request of any Government authority, acts of war, rebellion, sabotage or damage resulting there from, explosion, riots or legal strikes. The contractor shall keep record of the circumstances referred to above which are

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responsible for causing delays in the completion of work and bring these to the notice of the Engineer-in-Charge.

32.0 FRAUDULENT PRACTICES

The Owner requires that Bidders/ Vendors/ Contractors observe the highest standard of ethics during the award/ execution of Contract. “Fraudulent Practice” means a misrepresentation of facts in order to influence the award of a Contract to the detriment of the Owner, and includes collusive practice among bidder (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the owner of the benefits of free and open competition.

a) The Owner will reject a proposal for award if it determines that the bidder recommended for award has engaged in fraudulent practices in competing for the Contract in question. Bidder is required to furnish the complete and correct information/ documents required for evaluation of their bids. If the information/ documents forming basis of evaluation is found to be false/ forged, the same shall be considered adequate ground for rejection of bids and forfeiture of Earnest Money Deposit.

b) In case, the information/ document furnished by the Bidder/ Vendor/ Contractor forming basis of evaluation of his bid is found to be false/ forged after the award of the contract, Owner shall have full right to terminate the contract and get the remaining job executed at the risk & cost of such Bidder/ Vendor/ Contractor without any prejudice to other rights available to Owner under the contract such as forfeiture of CPBG/ Security Deposit, withholding of payment etc.

c) Incase, this issue of submission of false documents comes to the notice after execution of work, Owner shall have full right to forfeit any amount due to the Bidder/ Vendor/ Contractor along with forfeiture of CPBG/ Security Deposit furnished by the bidder/ vendor/ contractor.

d) Further, such bidder/ vendor/ contractor shall be on Blacklist/ Holiday/ Negative List of owner debarring them from further business with Owner & EIL for a time period, as per the prevailing policy of Owner & EIL”.

33.0 ORDER OF PRECEDENCE In case of contradiction between Special Conditions of Contract, Scope of Services and General Conditions, Special Conditions of Contract and Schedule of Rates, the following shall prevail in order of precedence: i) Detailed Letter of Acceptance alongwith Statement of Agreed Variations, if any and its

enclosures such as Schedule of Rates etc. ii) Letter of Acceptance iii) Scope of Services iv) Special Conditions of Contract.

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ENGINEERS INDIA LIMITED

VADODARA

Maintenance Services for

Comprehensive Maintenance of PCs and Peripherals

Document Rev

8550-MR-109 Page 1

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SCOPE OF WORK AND DETAILED TERMS & CONDITIONS

FOR

PROVIDING ANNUAL

COMPREHENSIVE MAINTENANCE OF SERVER, PCS AND PERIPHERALS FOR EIL- REGIONAL OFFICE, VADODARA

0 0 29.10.2013 Issued for Tendering

NO. DATE REVISION PREPARED REVIEWED APPROVED

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MAINTENANCE SERVICES FOR COMPREHENSIVE MAINTENANCE OF PCs AND

PERIPHERALS

1.0 INTRODUCTION

Regional Office, Vadodara has a 2-tier computing environment consisting of: a) End user computing (PCs / LAN nodes / Printers / Peripherals etc.) b) Computing through LAN Servers c) Enterprise Networking

Comprehensive Maintenance services are required for various types of Servers, Personal

Computers (PCs), Notebook PCs, Line Printers, Laser Printers, Plotters, Scanners, Switches, etc. ,these will be called as Computer systems. Most of the PCs and servers are connected in LAN. Presently, servers are operating under Windows 2000 server, Windows 2003, Window 2008 Windows XP/VISTA. Printers and other peripherals are used either in shared mode through LAN or directly on LAN. PCs ( P IVs etc.) and peripherals are of different makes and types. P IV PCs are HP/ACER/IBM make. The details of the systems to be covered in the maintenance contract are as per SOR. The systems are located at 4th & 5th Floor, Meghdhanush Building, Race Course Road, Vadodara. The following paragraphs define scope of work and terms and conditions for the maintenance for these systems.

2.0. SCOPE OF SERVICES 2.1 COMPREHENSIVE MAINTENANCE OF PCs/PERIPHERALS The Maintenance Agency (MA) shall provide the comprehensive maintenance services

(Including free replacement of defective / damaged parts) for the computer systems covered under Maintenance Contract (MC) to keep the PCs/peripherals covered under MC in proper working order. The details of PCs, Peripherals and quantities to be covered under Comprehensive Maintenance are given in SOR. The maintenance services are to be provided at EIL’s office located at 4th & 5th Floor, Meghdhanush Building, Race Course Road, Vadodara.

The details of the main services to be provided are as follows: 2.1.1 Scheduled Preventive Maintenance (PM) as per activities specified in Schedule-1,

PM is required to be carried out once in six months. The printed PM formats/papers/stationary etc. Required for PM activity shall be arranged by MA. Relevant documents as evidence of completion of PM activity shall be submitted at EIL to the Engineer –in- Charge.

2.1.2 Proactive Corrective and remedial maintenance services to set right the

malfunctioning of the systems and comprehensive maintenance services are for all constituent parts of PCs/Printers/Peripherals etc. This includes free replacement of all defective parts of PCs/peripherals like CPU, Mother board, Hard disk, CRT, Laser Tubes, Fuser assembly, batteries of Notebook PCs etc. The parts replaced will be new, preferably, of the same make as under this maintenance contract. The replacement shall be carried out to the satisfaction of Engineers India Limited (EIL). In the case of replacement of a part, the defective part shall become the property of the MA.

2.1.3 Provide support services for proper functioning of operating system software like

Windows XP/windows 2003/Windows7/Windows8 etc. on PCs and Servers by ensuring proper functioning of LAN based software like Oracle, AutoCAD client,

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Mcafee EPO agent,and associated software, software for Internet browsing and e-mail etc shall also be provided by MA. Configuration for shared Network devices like printers, scanners, plotters etc. need to be carried out as and when required. All necessary Windows O.S. Patches will be loaded on the computer systems by MA as and when released by Microsoft during the contract period.

2.1.4 Logging in and monitoring of problems reported by various users.

. 2.1.5 Keeping the PCs/peripherals neat and tidy.

2.1.6 The MA will submit consolidated complaints report on per month basis as per

requirement of EIL ISO procedure.

2.1.7 The MA shall check that the PCs, Notebook PCs, Servers, and Workstations etc. are loaded with the EPO agent and latest VIRUS definitions. Updation on most of these systems is done centrally through EPO or through FTP from central server. However on some systems, where EPO agent is not loaded or FTP is not enabled, such VIRUS updations shall be carried out by the Maintenance Agency on a regular basis.

2.2 VIRUS REMOVAL

Virus/Worm removal is the responsibility of the MA. However, EIL will provide Anti Virus Software for this purpose. However, in exceptional cases, MA shall provide required antivirus software to clean the viruses. Whenever software is corrupted / spoiled by viruses etc., MA shall assist to get the software loaded in the system and assist user to restore Data files. The MA shall check that the PCs are loaded with the latest ANTIVIRUS definitions. Updation on most of the PCs is done centrally through Antivirus Software. However on some PCs, where Antivirus Software is not loaded, such ANTIVIRUS updations shall be carried out by the MA on a regular basis.

The MA could use following facilities for proper and prompt response: Scanning the logs generated by antivirus software for identification of PCs having virus

and take proper action to remove virus. 2.3 CLEANING OF PCs/PERIPHERALS Keeping the PCs/Peripherals neat and tidy is the responsibility of the vendor for which

necessary labour and material should be arranged by the vendor. Proper cleaning should be done once in three months and as and when required. For this, suitable number of persons shall be posted at EIL offices. Cleaning need to be done for systems under AMV and also for systems under warranty for which support services are being sought.

2.4 STATIONING OF ENGINEER AT EIL OFFICE

To carry out activities as above, initially at least ONE maintenance engineer who is sufficiently qualified and experienced to resolve all the problems relating to PCs/Printers/Plotters/Monitors etc. shall be stationed at EIL office. The maintenance engineer shall report at EIL office on EIL working days and Saturdays as per EIL working time on each working day for attending to any problems that occur in the systems, thus handling Help Desk Management for all operating systems, printer queue, local area network, Internet, email, application software, virus defence and data backup. The bio-data having essential qualifications, experience & other relevant details of personnel being stationed by MA at EIL shall be submitted by MA before start of contract. If the MA does not submit CV and certification document, as stated, then EIL reserves the

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right to terminate the contract or hold the first quarter’s payment & subsequent quarters’ payments till such documents are submitted.

NOTE: AMC of most of the PCs, printers, peripherals and laptops will start from

01.02.2014. Accordingly, PC / printer maintenance engineer should be stationed at EIL, from 01.02.2014 or from date of acceptance of Purchase order, whichever is later.

Statutory Obligations, Notices, Fees and Charges: (I). The Contractor shall pay and indemnify the owner against liability in respect of any fees or charges (including any rates and taxes) legally demandable under any ACT of Parliament, instrument , rule or order or any regulation or Byelaw or any local authority in respect of the Work. (II) Contractor will take care of ESIC, minimum wages act, Providend fund (PF) and other statutory entitlements of the staff and manpower deployed by him for this work. INDEMNITY Contractor hereby undertakes to indemnify EIL against all actions, suits, proceedings, claims, losses, damages etc., which may arise under Minimum Wages Act, Fatal Accident Act, Workmen Compensation Act, shops & Establishment Act, Family pension & Deposit Linked Insurance scheme or any other Act or statutes not herein specifically mentioned but having any direct or indirect application for the person(s) engaged under this contract by him. The Contractor shall defend, indemnify and hold EIL harmless from any liability, which may be imposed by the Central, State or local authorities and also from all claims, suits arising out of or by reason of the work provided by this contract including any liability that may arise out of accident, whether brought by the employees/laborers of the Contractor or by the third parties or by the Central or State Government authority or any sub-division thereof. EIL shall not be responsible for any claim/compensation that may arise due to damages/injuries/pilferage to the contractor's employee(s)/ staff/labourers under any circumstances while an employee(s) /labourer is engaged in the EIL's duty under the contract. The contractor shall make regular and full payment of wages/salaries including overtime/night halt allowance etc. as applicable as per rules in force and any other payments due to his employees/labourers and furnish necessary proof whenever required by EIL .

2.5 SOFTWARE SUPPORT FOR NEW PCs EIL has acquired few new PIV PCs and new laser / colour printers recently. These PCs will be under warranty from other suppliers and any problems related to hardware (including replacement of damaged parts) will be in the scope of the supplier of these new PCs upto the warranty period. Software support services and facilities management services are required for these PCs. Brief description of support services is described below: - Support services for proper functioning of operating system software like Windows

XP/Windows NT/Windows 2000 etc. on PCs and proper working of Printers in LAN. Ensuring proper functioning of LAN based software like , Oracle client, AutoCAD client, EIL time sheet and associated software, software for Internet browsing and e-mail etc. Configuration for shared Network devices like printers, CD ROMs etc. need to be carried out as and when required. All necessary window patches will be loaded whenever released by Microsoft.

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VADODARA



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- Coordinate with the supplier of servers to get the faulty hardware replaced in case of any hardware failure / malfunctioning.

- The MA shall check on monthly basis that the PCs are loaded with the latest ANTIVIRUS

definitions. Updation on most of the PCs is done centrally through central server. However on some PCs, where Antivirus definitions is not loaded / updated , such ANTIVIRUS updations shall be carried out by the MA on a regular basis.

- The Maintenance Agency will submit consolidated complaints report on daily and per

month basis as per requirement of EIL ISO procedure.

3.0 TERMS AND CONDITIONS 3.1 The MA shall be Authorised Support Delivery Partner (ASDP) of the OEM and shall

produce documentary evidence from the OEM in support of their claim. The MA, other than the OEM, shall enter into back to back support arrangement with the OEM i.e. M/s Hewlett Packard India Pvt. Ltd. on award of contract by EIL and shall submit an undertaking in this regard from the OEM. Both of these documents shall be submitted at the time of bidding. The document (s) shall bear clear details of the issuing person along with his contact no., mail-id, etc. EIL reserves the right to reject the bid(s) in the absence of availability of such proper documentary evidence from the manufacturer.

3.2 On award of contract, the MA shall submit the documentary evidence in regard of backup

support arrangement at the start of the contract but before raising their 1st quarter’s and subsequent quarter’s invoice. EIL reserves the right to hold the invoices for want of OEM’s communication as a token of confirmation of above support. In case of non submission of documentary evidence as stated above, EIL reserves the right to terminate the contract without making any payment or bearing any other responsibilities.

3.3 Reported problems must be attended to within 24 hours of reporting time and all efforts shall be made to resolve the problem in the shortest span of time. All problems must be resolved and closed within 48 hours of reported time.

3.4 For major repairs, if any system / peripherals happens to be down for a period of more than 2 continuous days, MA shall make alternate arrangements by providing a spare system of comparable capacity for ensuring continued usage, till repairs are done and equipments are brought back to working order at EIL.

3.5 The MA shall make necessary arrangements for bringing spares, tools, testing

equipment and cleaning agents / vacuum cleaners / blowers of their own without any additional cost to EIL, for providing the services. The MA shall maintain sufficient inventory of OEM supplied / certified spare parts like Power supply, Hard disks, RAM, CMOS battery, battery for Notebook PCs, Keyboard, Mouse, CRT / TFT Monitors (15” & 17”, 19” or others as available at EIL), CD/DVD Drives, Laser printer spares like Teflon, gears, USB Interface cables, Image transfer kit, Image fuser kit, Fuser Assembly, Projector Remote Controls, VGA Splitter, VGA Cables, Y Cables etc. and others parts which need frequent replacement, to ensure the guaranteed uptime of systems / subsystems. EIL shall provide necessary storage to stock these items to the MA.

MA will confirm stocking of these spares on monthly basis. EIL reserves the right to cancel the contract / hold quarterly payments in the absence of such confirmations which shall be provided in writing by the MA. The MA shall submit subsystems details regarding replacement/ major repairs, every quarter to EIL.

EXCLUSIONS FROM THE AMC:

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During the currency of the Maintenance agreement, the quoted maintenance charges shall not cover the supply of the Projector Lamp & Maintenance Kit for printer HP9040 & HP 8150. All other parts are covered in the AMC. However, the supply/installation of the projector lamp/maintenance Kits of printer is covered in the scope of AMC and shall be carried out by the MA.

The cost of the Projector Lamp & Maintenance kits quoted separately by the MA for the Projector & Printer and is liable to be paid by EIL only in case the same needs to be replaced during the currency of the AMC. These quoted rates of the projection lamps & Maintenance Kits shall be valid during the currency of the AMC. The quoted charges for lamp & Maintenance Kits shall include installation of lamp in the Projector and Maintenance kits in the printer.

3.6 If any system / sub-system gives repeated / recurring problems i.e., 2 times in a

maximum period of one month time, then the system / sub-system preferably of the same or higher configuration, shall be replaced immediately by the MA.

3.7 A few systems / peripherals are installed at the residence of senior officers of EIL. If

required, MA shall be required to attend the maintenance calls at their own costs, at the residence of Senior Officers. EIL shall provide a list of such PCs / Peripherals to the MA. The service engineer shall also assist in enabling Internet on the home PC / Notebook PC apart from carrying out other activities as enlisted.

3.8 In case, the MA fails to repair any hardware due to its obsolesce, an OEM certificate for

non availability of spare parts shall be provided and all efforts shall be made to get spare parts from elsewhere to restore functioning of the system. EIL’s decision in this regard shall be final and binding on the MA.

3.9 Service log shall be made available to EIL for all systems at all locations. The same shall

be duly filled in and signed by the attending engineer and which shall be countersigned by EIL representative as a token of verification of the service. The attending engineer shall make Field Service Report (FSR) wherever spare parts are changed and shall get the signature of the co-ordinator / user.

3.10 In case the MA requires taking away any unit of the system for repair outside EIL, a stand

by unit of comparable capacity should be provided for use before removing the unit for repairs. A clear information about the unit like Sl.no., make and model should be entered in the service log both at the time of taking away the unit and on return of the same unit after repair. For this EIL's Engineer-In-Charge must be provided with relevant details along with likely date of return and his/her approval shall be obtained.

3.11 These systems shall be operated under normal office environment. EIL shall be

responsible for providing necessary electrical power. 3.12 All the Systems/Peripherals being offered for MC have been under comprehensive

AMC/warranty and are in proper working order. In case any Computer System is down, the same shall be reported to Engineer-In-Charge at the time of taking over the systems under MC within a period of 1 week from the date of taking over. In the absence of no Reporting by the MA, it shall be obligatory on the part of MA to repair the Computer Systems at no additional cost to EIL.

3.13 The service under this contract extends only to cover for normal usage of the equipment

and the MC shall not cover breakdown services arising out of whether partly or wholly damages caused due to fire, theft, riots, other accidental damages and other God's acts of exceptional nature.

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3.14 The MA shall inform ITS/user regarding change of any major parts like CPU, motherboard, controllers, Interface cards, HDD, FDD, CD ROM, Monitor etc. before they are changed. No extra payment is to be made by EIL for parts replacement. ITS/user will satisfy the changed item is of acceptable make and capacity.

3.15 Maintenance service shall be rendered generally during normal working hours/working

days of EIL & Saturday. In case of emergency situations, as communicated by EIL, MA shall render the services beyond the normal working hours and on Saturdays, Sundays, Holidays etc. without any extra charge. However, engineer must come to EIL on Saturdays / closed holidays or as communicated by Engineer-in-Charge and efforts should be made to close all pending calls.

3.16 Maintenance charges shall remain firm during the currency of the contract. 3.17 EIL shall be free to move the equipment within its local place. Advance intimation in this

regard shall be given to the MA. The MA shall not levy any extra maintenance charges on the systems on account of such movements. The MA shall assist de installation / reinstallation of such equipments. The service engineer will check functioning of PC on de-installation and bring to the notice of user / ITS about any problem.

3.18 As and when required, any additions / deletions to the items covered under maintenance

contract shall be effective from the date of communication in writing from EIL through supplements to this contract and as per the agreed unit rates on a pro-rata basis. Certain items will be included in the MC, during the period of this contract, as per details given in SOR.

3.19 The maintenance charges shall not cover the supply of consumables listed below: i) Printer paper/ribbon/toner and ink cartridges ii) DVDs / CD / DATS / FDDs

iii) Plotter pens/paper/ink cartridges / Toner cartridges etc and item mentioned in 3.5.

Other than above excluded items all the items are covered for replacement by MA. 3.20 The MA shall not give any sub-contract either in full or in part for the services required to

be performed under this contract. The MA shall be responsible for all omissions or commissions in respect of his employees, providing services for performance of the contract. In case of any accident / incident, of the deployed personnel at EIL by MA, EIL will not be held responsible under any circumstances. All the claims / liabilities / damages etc. arising out of such incidents shall be borne by the MA and shall be to MA’s account.

3.21 The MA shall inform EIL in advance in writing the deployment of the persons to be

associated for maintenance related work. EIL shall arrange issue of entry pass /Identification badges for such persons. The persons should wear the Identification badges during the stay in EIL. The MA shall also inform EIL in advance regarding the withdrawal of any person assigned to EIL and return the entry pass / badge issued for that person. All calls will be attended only in the presence of user. In case a user is not available, a note of having visited the user site will be left.

3.22 Maintenance charges shall be payable at the end of each quarter. The MA shall submit quarterly invoices to ITS/User's Department of EIL in duplicate together with copies of service log record and PM record duly endorsed by the user. The payment shall be made for the actual systems maintained by MA and certified by engineer-in-charge.

The payment for additional items, if ordered, shall be released within a period of 30 days

from the date of acceptance of the material and submission of invoice, delivery challan, etc.

3.23 PENALTY

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PCs and peripherals, which are out of order and under rectification / repair for more than 2 working days and where no standby unit is provided for use by the MA, penalty shall be imposed as following : PC Rs. 100/ day Laser Printer (A4) Rs. 150/day Laser Printer (A3) Rs. 200/day Desk Jet Printer Rs. 100/day

A4 Scanner Rs. 100/day A3 Scanner Rs. 150/day PC Rs. 200/day Server Rs. 250/day Notebook PCs Rs. 200/day Monitors Rs. 100/day A0 size scanner Rs. 350/day Engineers / Helpdesk Personnel Rs. 500/day of absence of each person Penalties (if any) as above shall be deducted from the quarterly bills.

Preventive Maintenance (PM) on PCs / peripherals is to be carried out once in six months. If on certain available systems, PM is not carried out, charges @ Rs. 200 per equipment shall be deducted by EIL from the ensuing quarterly bills.

However, the maximum cumulative penalties on account of above shall not exceed 5% of

the total contract value during the contract period. In addition to above, penalties on account of improper handing over of the

systems by MA to EIL shall be as follows:

During the last quarter at the end of AMC, the MA will assist EIL in seamless transfer of all the IT equipments under their scope to the new contractor. The MA shall ensure that all the equipments under this contract are brought to perfect & acceptable operational standards at least one week before the expiry of the contract. MA will extend their cooperation to EIL for smooth handing over IT equipments. In case any equipment(s) is either not repaired or is not acceptable to EIL after repairs by MA, EIL reserves the right to get the equipment(s) repaired / replaced at the cost of MA. The charges for the OEM make spare part(s) required for bringing the equipment to acceptable standards shall be mutually agreed and deducted from the last quarter bill of the MA. In case the total penalty on account of improper handing over exceeds the claimed amount of the last quarter bill, EIL reserves the right to recover the balance penalty, if any, under this head from the Performance Bank Guarantee submitted by the MA. In case of any discrepancy, EIL’s decision in this regard shall be final and binding on the MA.

3.24 DATA RECOVERY FROM HARD DISKS:

Replacement of damaged / crashed hard disks with new hard disks is in the scope of AMC as mentioned above. However, data recovery from damaged / crashed hard disks is not covered under the scope as indicated above. For data recovery from such damaged / crashed disks, MA shall quote the items rates in SOR as per following details : S.No. Capacity of hard disk 1. Less than 160 GB 2. More than 160 GB

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Scope of work shall include:

i) Recovery of data from damaged / crashed hard disk ii) Transfer of recovered data to the new disk iii) Demonstrate the working of data recovered to the concerned user

3.25 SUPPLY OF ADDITIONAL ITEMS

Additional key board and mouses etc. If required by EIL sometimes. MA to quote items rates as indicated in SOR, for the following : Projector Lamp Maintenance Kits for Printer Switch (DLINK 8 port) etc. Interface cables of PC/peripherals

MA shall ensure earliest supply of such items from the date of communication in writing

by the Engineer-In-Charge. 3.26 LAN CABLING /NODES For providing new LAN points following need to be quoted :

- Rate per metre for laying down of LAN cable in conduit / channel and terminating, LAN I/O alongwith supply of conduit / channel, LAN cable and LAN I/O etc.

For the above, tentative quantities are indicated in SOR. However, payment shall be made based on actual data recovery cases and actual no. of items supplied, actual services rendered based on the directive of engineer-in-charge.

3.27 OTHER ITEMS USB – Printer cables, supply and installation of LAN I/Os, LAN switches etc. NOTE : Some systems covered under AMC may be replaced or become obsolete. After their replacement, these systems may be withdrawn from AMC, any time during the AMC period. EIL shall give written-notice to the MA as regards above & such withdrawals will be effective from the next working day of such communications.

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SCHEDULE-1 Page 1 of 4

ACTIVITIES TO BE CARRIED OUT DURING PREVENTIVE MAINTENANCE A. PERSONAL COMPUTERS (PCs) / MONITORS - Overall checking the working conditions of the System. - Monitoring of the condition and air flow of the cabinet cooling fan. - General vacuum cleaning of the Cabinet. - Proper display of the monitors B. PRINTERS - Cleaning of the printer & print mechanism./ paper path - Running the test programs and checking the quality of print out. C. FLOPPY DRIVES/ CD DRIVES/ DVD DRIVES - Cleaning of the Floppy drive / CD drive / DVD Drive - Cleaning of heads - General checking of the Drive. D. NETWORKS - Check for general health of LAN cable. - Check for loose connections of cables, interface cards, transceivers etc. E. OTHER SUBSYSTEMS - Monitoring, cleaning, testing and adjusting any other subsystem. F. SOFTWARE - Problem solution encountered during usage of standard PC software which EIL

may have acquired from time to time. Checklist as per enclosed format is to be completed for all systems

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CHECK LIST FOR PREVENTIVE MAINTENANCE (PM) – PCs/NBPCs (The MA to attach this format with each FSR of PM) Date:___/___/___ MAINTENANCE AGENCY(MA) ASSET CODE: EIL ENGINEERS NAME: DEPT : EMP. NO. : LOCATION : 1.0 Cleaning of System/Monitor/Keyboard/Mouse/Printer/ YES/NO Plotter by Vacuum cleaner/Cleaning Agent/Blower Check the following: 2.0 PC is under domain YES/NO 2.1 VGA/LAN/Keyboard/Mouse Cables Loose connections YES/NO 2.2 AC Mains supply for voltage YES/NO (Ground to Neutral voltage) 2.3 Noiseless working of ALL cooling fans YES/NO 2.4 CMOS Battery checked & found OK YES/NO 2.5 Power Adaptor & Battery backup of NBPC OK, if applicable YES/NO 2.6 Proper display on screen YES/NO 2.7 CPU cabinet locked with Padlock YES/NO 2.8 Keyboard, Mouse & VGA cable routed thru padlock YES/NO 3.0 CD/DVD Drive 3.1 Clean read/write heads of CD/DVD Drive YES/NO 3.2 Check eject operation of the Drive YES/NO 3.3 Check proper operation of the Drive YES/NO 5.0 LAN connectivity, Email/Web Browsing OK/NOT OK 6.0 EPO agent and latest Virus definition updated YES/NO MA to mention major deviations from normal parameters, if any. Remarks____________________________________Next PM on____/____/___ ______________ ________________ EIL ENGINEERS (MA)

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CHECK LIST FOR PREVENTIVE MAINTENANCE (PM) – Printers/Plotters

(The MA to attach this format with each FSR of PM) Date:___/___/___ PRINTER MODEL: ASSET CODE: PRINTER SR. NO.: PRINTER IP ADDRESS: EIL ENGINEERS NAME: DEPT : EMP. NO. : LOCATION : 1.0 Cleaning of Printer/ Plotter by Cleaning Agent/Vacuum Cleaner/Blower YES/NO Check the following: 2.0 Check for noiseless working of cooling fan YES/NO 2.1 Check for Noiseless working of the device YES/NO 2.2 Configuration page print-out taken & attached YES/NO 2.3 Maintenance kit OK YES/NO 2.4 Does Maintenance kit need replacement? YES/NO 2.6 Check for trouble free paper pick up 2.6.1 From Manual feed tray OK/NOT OK 2.6.2 From Tray 2 OK/NOT OK 2.6.3 From Tray 3, if applicable OK/NOT OK 2.7 Does paper jam occur during printing? YES/NO 2.8 Check for Duplex printing, if any & found OK YES/NO 2.9 Sample Duplex print-out attached YES/NO 2.0 Checked LAN/USB connectivity OK/NOT OK MA to mention major deviations from normal parameters, if any. Remarks____________________________________Next PM on____/____/___ ______________ ________________ EIL ENGINEERS (MA)

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PREVENTIVE MAINTENANCE RECORD ____________ SYSTEM MAINTENANCE AGENCY : ________________ DATE OF PM:___/___/___ CHECKLIST : ________________ DEVICE DETAILS : ________________ LOCATION : _______________ A. For Servers

NO. ACTIVITIES YES(Y)/

NO(N)

REMARKS

1. Check for DC voltages in the power supplies of CPU cabinet.

2. AC Voltage between neutral/earth

3. Run standard tests for CPU, RAM, disks, DATs, LTOs etc.

4. Check for noiseless working of all Fans

5. Clean all sensors

6. Clean Fan’s inlets, heads of DVD drives and all media drives

7. General cleaning of system units, peripherals

8. Any other intermittent problems attended to

9. Check all connections to various devices attached.

10. Ensure all outer covers of system and peripherals are not left loose or cables not left out.

11. Functioning of software : . Antivirus . Oracle . AutoCAD . Any other (Pls specify)

12. Checking of configuration files

13. Any other activity performed Details of parts replaced, if any : All Systems are functioning properly : Yes/No Remarks (if any) : SIGNATURE: ________________________ _________________ NAME : MAINTENANCE AGENCY MANAGER (COG)

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Dos and Don’ts for IT AMC Engineers at EIL

I. Dos: a. Always wear and carry EIL provided Identification Card, Gate Pass etc. b. Always wear I-Card of the parent organization. Parent company's I card shall be

Photo I-card. This Photo I-card must be worn even while visiting Residence of Senior Personnel of EIL.

c. Always follow the EIL’s standard working hours. Presence within EIL premises beyond standard working hours should be only with permission of competent authority.

d. No AMC Engineer shall enter EIL premises on Holidays / Saturdays / Sundays without proper permission.

e. Always follow acceptable social conduct when interacting with EIL personnel. f. Always maintain acceptable professional conduct and restrict to work-related

activities. g. Always follow all the rules / guidelines / procedures applicable to their conduct for

providing AMC services or any other guidelines issued by the Engineer-in-Charge. h. All AMC Engineers to report important matters / user feedback to Engineer-in-

Charge of EIL.

II. Don’ts: a. AMC Engineers shall not bring in to EIL premises any personal removable

computer media / Laptop etc. AMC Engineers shall not carry any removable computer media / Laptop etc. out of EIL premises unless authorized.

b. AMC Engineers shall not handle any PC / Printer / HDD / CD / DVD / Pen-drive or any other IT related accessory without the knowledge / consent of the concerned user. AMC Engineers shall work only in the presence of the concerned user, unless authorized by concerned User / IT Coordinator.

c. AMC Engineers shall not take any system / sub-system out of EIL offices without proper gate-pass.

d. AMC Engineers shall not enquire users about the password to any IT facility. In case AMC Engineer gains knowledge of any password, he / she shall inform the concerned user immediately. In case any AMC Engineer gains knowledge of any sensitive information, he / she shall inform the concerned user immediately.

e. AMC Engineers shall not disclose any password or any other EIL proprietary information to anyone outside EIL.

f. In case the AMC Engineers need to copy any information on removable media for the purpose of copying data / program from one system to another system or for the purpose of formatting of hard disk etc., the same shall be deleted / removed from such media immediately upon completion of the designated activity.

g. AMC Engineers shall not exceed their brief. They should not run any unauthorized tools on any PC. They should not download any software from Internet without due permission. Any act of AMC Engineers that goes beyond the brief of providing AMC services shall be treated as a violation of this code of conduct and shall not be acceptable. Any personal use of EIL IT facilities by AMC Engineers is strictly prohibited. AMC Engineers shall not use any EIL IT facility for their personal work, e.g. taking personal print-outs, writing personal CDs/DVDs etc. Further, AMC Engineers shall not use personal data-card, Mobile etc. for Internet access on EIL IT resources.

h. AMC Engineers shall not take any photograph within EIL premises.

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PROFORMA OF BANK GUARANTEE FOR EARNEST MONEY DEPOSIT (EMD) (On Non-Judicial Stamp Paper of appropriate value)

(To be submitted only by the bidders desirous to submit EMD in the form of BG) To M/s Engineers India Ltd. 4th & 5th Floor at Megh-Dhanush Building, Race Course, Near Transpek Circle, Vadodara-390 015 B.G. NO. : _______________________

AMOUNT: [As per EMD value specified in bidding document] DATE: _______________________ VALID UPTO: [6 Months from due date of bid opening] CLAIM PERIOD UPTO: 2 Months beyond the validity period.

IN CONSIDERATION OF M/S Engineers India Ltd., a Government of India Company registered under the Companies Act, 1956 having its registered office at Engineers India Bhavan, 1, Bhikaiji Cama Place, R. K. Puram, New Delhi-110 066 and Regional Office at 4th & 5th Floor, Megh-Dhanush Building, Transpek Circle, Race Course, Vadodara.390015. (hereinafter shall be referred to as “the Company”, which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) having floated the tender for the work __________________________(Name of work) (hereinafter referred to as “the Bidding Document” which expression shall include any subsequent amendments/alterations thereto) and the Bidding Document was issued to / purchased by M/s_______________________________________ _______________ (Name of Bidder), a partnership firm/sole proprietor business/a Company registered under the Companies Act, 1956 having its registered office at __________________________________________________________ (complete address) (hereinafter referred to as “the Bidder” which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) and as per the terms and Conditions of the Bidding Document, Bidder to furnish Earnest Money Deposit (hereinafter referred to as “EMD”) for the purpose of acceptance of his Bid towards Bidder’s liability for participation in the bidding process under and/or in connection with the Bidding Document upto a sum of Rs. ___________________ (Rupees_____________________________________________ ___________________ (as specified in the Bidding Document). We, ________________________ Bank, a body corporate registered/constituted under the laws of ___________________, having its registered office at ______________ (hereinafter referred to as “the Bank” which expression shall include it’s successors and assignees) hereby jointly and severally undertake and guarantee to pay to the Company forthwith on demand in writing and without protest or demur of any and all moneys payable by the Bidder to the Company under, in respect of or in connection with the Bidder’s Bid in respect of the above as specified in any notice of demand made by the Company to the Bank with reference to this Guarantee up to an aggregate limit of Rs.__________________ (Rupees __________________ _____________________) and the Bank hereby agrees with the Company that : 1. This Guarantee/Undertaking shall be a continuing Guarantee/Undertaking and shall remain valid and

irrevocable for all claims of the Company and liabilities of the Bidding Document arising up to and until midnight of ______________________ (Date).

2. This Guarantee/Undertaking shall be in addition to any other guarantee or security whatsoever that the Company may now or any time otherwise have in relation to the Bidder’s obligation/liabilities under and/or connection with the Bidding Document, and the Company shall have full authority to take recourse to or enforce this EMD in preference to the other security(ies) at its sole discretion and no failure on the part of the Company to enforcing or requiring enforcement to any other security shall have the effect of releasing the Bank from it’s full liability hereunder.

3. The Company shall be at liberty without reference to the Bank and without affecting the full liability of the

Bank hereunder to take any other security in respect of the Bidder’s obligation and/or liabilities under or in connection with his Bid and to vary the terms and conditions of the Bidding Document or to release or to forebear from enforcement of all or any of the obligations of the Bidding Document and/or the remedies of

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the Company under any other security(ies) now or hereafter held by the Company and no such dealing(s), variation(s) or other indulgence(s) or agreement(s) with the Bidder shall have the effect of releasing the Bank from its full liability to the Company hereunder or of prejudicing rights of the Company against the Bank.

4. This Guarantee/Undertaking shall not be determined or affected by the liquidation or winding up, dissolution or change of constitution or insolvency of the Bidder but shall in all respects and for all purposes be binding and operative until payment of all money/ claims/ demand payable to the Company in terms hereof.

5. The Bank hereby waives all rights at any time inconsistent with the terms of this Guarantee/Undertaking and the obligations of the Bank in terms hereof shall not be otherwise affected or suspended by reason of any dispute having been raised by the Bidder (whether or not pending before any arbitrator, officer, tribunal or court) or any denial of liability by the Bidder or any other communication whatsoever by the Bidder stopping or preventing or purporting to stop or prevent any payment by the Bank to the Company in terms hereof.

6. Notwithstanding anything contained herein before, the Bank’s liability under this guarantee unless amended further, is restricted to Rs.________________ (Rupees ___________ __________________________________) in aggregate and it will remain in force till the _________________________day of __________________200_______, unless extended further. Unless a claim or demand in writing is made against the Bank under the guarantee before the expiry of _______ months from the aforesaid date, i.e. before the __________________________ day of 200___________, all rights under this guarantee shall be forfeited and the Bank shall be relieved of and discharged from all liabilities hereunder.

7. The Bank has power to issue this Guarantee in favour of the Company in terms of the documents and/or the agreement/Bidding Document or MOU entered into between the Bidding Document and the Bank in this regard.

IN WITNESS whereof, the Bank _____________________________________ has executed this document at ___________________________ on ___________________ (Date).

_________________________________________ (FOR & ON BEHALF OF ____________ BANK) (by its constituted attorney) (Signature of a person authorised to sign on behalf of the Bank) (Seal of Bank) WITNESSES : 1. SIGNATURE : _________________________

NAME : _________________________

DESIGNATION : _________________________

2. SIGNATURE : _________________________

NAME : _________________________

DESIGNATION : _________________________

PROFORMA OF AGREEMENT

(TO BE TYPED ON NON-JUDICIAL STAMP PAPER OF Rs. 100/-) This Agreement (which shall include it’s subsequent Amendment(s), if any), effective on __________________________[EFFECTIVE DATE OF CONTRACT], is executed for ______________________________________[NAME OF WORK / SERVICE (Bidding Document No._________________________________________)], by and between : M/s ENGINEERS INDIA LTD., A Government of India Company registered under the Companies Act, 1956 having its registered office at Engineers India Bhavan, 1, Bhikaiji Cama Place, R. K. Puram, New Delhi-110 066 and Regional Office at 4th & 5th Floor, Meghdhanush Bilding, Race Course, Near Transpek Circle, Vadodara- 390015 (hereinafter shall be referred to as “the Company”, which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) as ONE PART

AND M/s. ………………………………………………., a company registered under …………………… having its registered office at ………………………………………………. [Full Address] (hereinafter shall be referred to as “the Contractor”, which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) as OTHER PART.

The Contractor, under this Agreement, shall execute the subject job / provide service(s) in a professional manner as per the detailed scope of work as defined in GCC / SCC/ SOR / ITB/ SPECIFICATIONS of the bidding document and the Company will pay the Contractor for execution of the subject job/ service(s) provided as per the agreed payment terms and conditions of the bidding / contract document. The Contractor shall also be liable for the Defect Liability Period / Warranty Period, if specifically mentioned in the bidding document, for the job executed / service provided by him / them. All the terms and conditions of the Detailed Letter of Acceptance and its enclosures including bidding document and if Addendum(s) shall be applicable and binding for this Agreement. In witness whereof the parties have executed this Agreement on _____________[Day] of ________________[Month], _________[Year].

Signed and Delivered Signed and Delivered For and on behalf of For and on behalf of

ENGINEERS INDIA LTD. __________________________________

__________________________________

Name: Name: Designation: Designation: Date: Date: Place: Place: In the presence of two witness: ____________________________________ __________________________________ Name: Name: Designation: Designation: Date: Date:

PROFORMA OF BANK GUARANTEE FOR PERFORMANCE BANK GUARANTEE (On Non-Judicial Stamp Paper of appropriate value)

To M/s Engineers India Ltd. 4th & 5th Floor at Megh-Dhanush Building, Race Course, Near Transpek Circle, Vadodara-390 015

B.G. NO. : _______________________

AMOUNT : _______________________

DATE : _______________________

VALID UPTO: _______________________ CLAIM PERIOD: ______________________

IN CONSIDERATION OF M/S Engineers India Ltd., a Government of India Company registered under the Companies Act, 1956 having its registered office at Engineers India Bhavan, 1, Bhikaiji Cama Place, R. K. Puram, New Delhi-110 066 and Regional Office at 4th & 5th Floor, Megh-Dhanush Building, Transpek Circle, Race Course, Vadodara.390015 (hereinafter shall be referred to as “the Company”, which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) having awarded the work __________________________(Name of work) (hereinafter referred to as “the Contract” which expression shall include any subsequent amendments/alterations thereto) to M/s_______________________________________ _______________ (Name of Contractor), a partnership firm/sole proprietor business/a Company registered under the Companies Act, 1956 having its registered office at __________________________________________________________ (complete address) (hereinafter referred to as “the Contractor” which expression unless repugnant to its meaning or context thereof, shall include its executors, administrators, successors and permitted assignees) and as per the terms and Conditions of the Contract, upon the condition of the Contractor’s furnishing security deposit for the performance of the Contractor’s obligations and/or discharge of the Contractor’s liability under and/or in connection with the Contract upto a sum of Rs. ________________ (Rupees___________________________________________ amounting to 10% ( Ten Percent only) of the total Contract value (or as specified in the Bidding Document). We, ________________________ Bank, a body corporate registered/constituted under the laws of ___________________, having its registered office at ______________ (hereinafter referred to as “the Bank” which expression shall include it’s successors and assignees) hereby jointly and severally undertake and guarantee to pay to the Company forthwith on demand in writing and without protest or demur of any and all moneys payable by the Contractor to the Company under, in respect of or in connection with the Contract inclusive of all the Company’s losses and damage and costs, (inclusive between attorney and client) charges, and expenses and other moneys payable in respect of the above as specified in any notice of demand made by the Company to the Bank with reference to this Guarantee up to an aggregate limit of Rs.__________________ (Rupees ______________________________________) and the Bank hereby agrees with the Company that : 1. This Guarantee/Undertaking shall be a continuing Guarantee/Undertaking and shall remain valid

and irrevocable for all claims of the Company and liabilities of the Contractor arising up to and until midnight of ______________________ (Date).

2. This Guarantee/Undertaking shall be in addition to any other guarantee or security whatsoever that the Company may now or any time otherwise have in relation to the Contractor’s obligation/liabilities under and/or connection with the Contract, and the Company shall have full authority to take recourse to or enforce this security in preference to the other security(ies) at its sole discretion and no failure on the part of the Company to enforcing or requiring enforcement to any other security shall have the effect of releasing the Bank from it’s full liability hereunder.

3. The Company shall be at liberty without reference to the Bank and without affecting the full liability of the Bank hereunder to take any other security in respect of the Contractor’s obligation and/or liabilities under or in connection with the Contract and to vary the terms and conditions of the Contract or to grant time extension and/or indulgence to the Contractor or to reduce or to increase or otherwise vary the prices of the total Contract value or to release or to forebear from enforcement of all or any of the obligations of the Contractor under the Contract and/or the remedies of the Company under any other security(ies) now or hereafter held by the Company and no such dealing(s), variation(s) or other indulgence(s) or agreement(s) with the Contractor or

release of forbearance whatsoever shall have the effect of releasing the Bank from its full liability to the Company hereunder or of prejudicing rights of the Company against the Bank.

4. This Guarantee/Undertaking shall not be determined or affected by the liquidation or winding up,

dissolution or change of constitution or insolvency of the Contractor but shall in all respects and for all purposes be binding and operative until payment of all money/ claims/ demand payable to the Company in terms hereof.

5. The Bank hereby waives all rights at any time inconsistent with the terms of this Guarantee/Undertaking and the obligations of the Bank in terms hereof shall not be otherwise affected or suspended by reason of any dispute having been raised by the Contractor (whether or not pending before any arbitrator, officer, tribunal or court) or any denial of liability by the Contractor or any other order of communication whatsoever by the Contractor stopping or preventing or purporting to stop or prevent any payment by the Bank to the Company in terms hereof.

6. The amount stated in any notice of demand addressed by the Company to the Bank as liable to be paid to the Company by the Contractor or as suffered or incurred by the Company on account of any losses or damages or costs, charges and/or expenses shall be as between the Bank and the Company be conclusive of the amount so liable to be paid to the Company or suffered or incurred by the Company, as the case may be, and payable by the Bank to the Company, in terms hereof.

7. Notwithstanding anything contained herein before, the Bank’s liability under this guarantee unless amended further, is restricted to Rs.________________ (Rupees ___________ __________________________________) in aggregate and it will remain in force till the _________________________day of __________________200_______, unless extended further. Unless a claim or demand in writing is made against the Bank under the guarantee before the expiry of _______ months from the aforesaid date, i.e. before the __________________________ day of 200___________, all rights under this guarantee shall be forfeited and the Bank shall be relieved of and discharged from all liabilities hereunder.

8. The Bank has power to issue this Guarantee in favour of the Company in terms of the documents and/or the agreement/contract or MOU entered into between the Contractor and the Bank in this regard.

IN WITNESS whereof, the Bank _____________________________________ has executed this document at ___________________________ on ___________________ (Date).

_________________________________________

(FOR & ON BEHALF OF ____________ BANK) (by its constituted attorney)

(Signature of a person authorised to sign on behalf of the Bank)

(Seal of Bank) WITNESSES: 1. SIGNATURE : _________________________

NAME : _________________________

DESIGNATION : _________________________

2. SIGNATURE : _________________________

NAME : _________________________

DESIGNATION : _________________________

SCHEDULE OF RATES (UNPRICED)

NAME OF WORK: : PROVIDING ANNUAL COMPREHENSIVE


BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 NAME OF BIDDER : M/S.

PREAMBLE TO SCHEDULE OF RATES 1. Rates should be quoted after careful study of scope of work & services.

2. The rates filled up in Schedule of Rates shall be valid for a period of 02

(Two) Years from the effective date of agreement.

3. The CONTRACT shall be effective from the date of issue of FOA/DLOA.

4. The quoted rates shall remain FIRM throughout the Contract period of 02 (Two) Year and extension if any.

5. Rates should be quoted for providing services as per tender. Quoted rates should be inclusive of all charges as mentioned in scope of supply & services.

6. The Quoted Rates/Prices shall be inclusive of all Taxes, Duties and Levies except Service tax as per clause no. 9.0 of Special Conditions of Contract

7. Bidder shall quote as per S.O.R. items only. No comment, explanation or clarification in S.O.R. is acceptable. No condition in price part shall be acceptable.

8. Bidder should visit the office to familiarize himself with the available prevailing conditions. No claim at a later date shall be entertained on this ground that he was not aware of conditions and / or working areas

9. Income Tax Deduction: Income tax deduction (TDS) shall be made from the gross amount billed as per the rules & regulations in force in accordance with income tax act prevailing from time to time. Necessary TDS certificate shall be issued by EIL.

_______________________________ STAMP & SIGNATURE OF BIDDER

SUMMARY OF PRICES

NAME OF WORK: : PROVIDING ANNUAL COMPREHENSIVE MAINTENANCE OF SERVER, PCS AND PERIPHERALS FOR EIL- REGIONAL OFFICE, VADODARA

BIDDING DOCUMENT NO. : RAL/8550-401-00-TN-0003/6003 NAME OF BIDDER : M/S.

Sl. No. Description Amount in Indian

Rupees 1. TOTAL QUOTED PRICE AS PER SOR:

SOR No. 8550-MR-109 Rev. 1 (17 Sheets)

2. Rebate offered on total as quoted price in percentage (Sr. No. 1) above (which will be applicable on each item of Schedule of Rates for all works )

…………….%age (…………………Percent)

3. Amount of Rebate as per Sl. No. 2. Above

4. Net Total Price [Sl. No. (1)-(3) above] (In Figures) _________________

Net total price quoted in sr. no. 4.0 (In Words) Indian Rupees: _____________________________________________________________________

__________________________________ (SIGNATURE & SEAL OF BIDDER)

-

ENGINEERS INDIA LIMITED VADODARA

Project: Maintenance Services for Comprehensive Maintenance of PCs and Peripherals

SCHEDULE OF RATES

REV

8550-MR-109

Sheet 1 of 8 0

DIV : ITS

The drawing, design and details given on this format are the property of ENGINEERS INDIA LIMITED. They are merely loaned on the borrower's express agreement that they will not be reproduced, copied, exhibited or used, except in the limited way permitted by a written consent given by the lender to the borrower for the intended use. EIL 1641-1915, Revision 0. A4 297 x 210.

29.11.2013 ISSUED FOR BIDS

REV DATE P U R P O S E BY CHECKED APPROVED

SCHEDULE OF RATES

NAME OF WORK : MAINTENANCE SERVICES FOR COMPREHENSIVE MAINTENANCE OF PCs & PERIPHERALS

BIDDING DOCUMENT NO. :

NAME OF BIDDER :


Project : Maintenance Services for Comprehensive Maintenance of PCs and Peripherals

SCHEDULE OF RATES

8550-MR-109

REV

Div. : ITS Sheet 2 of 8 1


SL. NO.

ITEMS DESCRIPTION

QUANTITY Unit rate per item per month In Rs. (d) Amount

In Rs. (e=c*d)

No. of Items

(a)

No. of months

(b)

Total quantities [c= (a*b)]

In Figs. In Words

A. Maintenance services for comprehensive maintenance of PCs and Peripherals as per scope of work / terms & conditions as mentioned in DOC. No. 8550-MR-108 Rev 1 for the following items :

SERVERS: 1. HP, PROLIANT ML 350 Xeon server, 3.06 GHz,

2GB EC DDR RAM, 5x72 GB, 10000 SCSI 320 HDD for RAID, 1x72 GB 10000 SCSI, 8MB video RAM, internal DAT drive, 48x CD ROM, with 15” monitor

1 24 24

2. HP PROLIANT ML 350 G5 3 GHz Xeon Server,4GB RAM, DVD ROM Drive, USB Internal DAT Drive, Optical Mouse, Keyboard, 17" TFT Monitor

1 24

24

3. IBM 3500 M3 SERVER 32GB RAM, RAID,DVD RW, Samsung TFT Color Monitor LTO4 Drive + 5 Nos Media, Logitech + Keyboard mouse

1 24 24

WORKSTATIONS/COMPUTERS WORKSTATIONS 4. HP XW 4200, P-IV 3.0 GHz, 512 MB RAM, SDD-

36.4 GB SCSI, FDD, 48x DVD combo drive with 2 no 19” dual color monitor

5 24 120

5. HP XW 4600, P-IV 2.33 GHz, 3 GB RAM, 500 GB SATA HDD, FDD, DVD R/W, with 2 no. dual 21” TFT Monitors

5 24

120



SCHEDULE OF RATES

8550-MR-109

REV



SL. NO.

ITEMS DESCRIPTION


In Rs. (e=c*d)

No. of Items

(a)

No. of months

(b)


In Figs. In Words

6. HP WORKSATIONs Z600,

3 18 Refer 1

54

Desktop Computers 7. HP 6120, Pentium – IV 3.2 GHz with 512 MB

RAM, keyboard, mouse, HDD 80 GB SATA, combo drive etc

2 24 48

8. HP 2280, P- IV 2.8 GHz with 1 GB RAM, Keyboard, 15" HP TFT,Optical Mouse, Lan Card, HDD 140GB, FDD 1.44, DVD R/W etc

13 24

312

9. Compaq SG3350 PIV 2.4 GHz, 2 GB RAM, DVD R/W, 160GB SATA HDD, 19” TFT Monitor (Attached to A0 Scanner)

1 24

24


30 24 690


20 24

480

12. HP COMPAQ DC7900 RAM 2GB, TFT 19” ,HDD 250 GB

10 24 240

PLOTTERS 13. HP 1055 CM A0 Design jet plotter 1 24 24

PRINTERS 14. HP 8150 DN laser printer 3 24 72 15. HP/LJ9040DN LaserJet mono printer with USB

Card 2 24 48



SCHEDULE OF RATES

8550-MR-109

REV



SL. NO.

ITEMS DESCRIPTION


In Rs. (e=c*d)

No. of Items

(a)

No. of months

(b)


In Figs. In Words

16. HP/CLJ2605DN Laser jet Color Printer 1 24 24 17. Lasejet Printer 1320 1 24 24 18. Laserjet Printer 1010 1 24 24 19. Laser Printer P1007 1 24 24 20. HP Laser Printer HP M2727nf MFP 1 24 24 21. HP LaserJet ProM1136 MFP 1 24 24

LAPTOP/NOTEBOOK 22. NOTEBOOK HPCOMPAQ NC6000 SERIES

Pentium-IV with 512 MB MEM, Key board, Mouse, LAN card, HDD 40 GB, FDD 1.44, CD Combo, 128 MB Pen drive(Simmtronics) etc.

1 24 24

23. NoteBook - HP 6730B 5 24 120 24. Note BOOK 4200S 10 24 240 25. NOTE Book Hp Probook 4540s 6 24 144

SCANNER 26. Epson 15000GT scanner with ADF (A3) 1 24 24 27. HP/SJ N 8460 Document Scanner A4/Legal

size 1 24

24

28. Contex Premier G600 A0 Scanner (A0 SIZE DRAWAING SCANNER)

1 24 24

SWITCHES 29. Ethersys make 24 port switch model VH2402SM2 5 24 120 30. Etherswitch Model VH 2402S 1 24 24



SCHEDULE OF RATES

8550-MR-109

REV



SL. NO.

ITEMS DESCRIPTION


In Rs. (e=c*d)

No. of Items

(a)

No. of months

(b)


In Figs. In Words

31. CISCO 2960G Catalyst 48 Port 2 24 48 PROJECTOR 32. DLP Projector Mitsubishi Model – XD450U 1 24 24

Misc. 35 USB Hard Drive 500 GB 2 24 48 36

Placement of 1 maintenance cum service engineer at EIL for :

1. Comprehensive maintenance as per scope of work detailed in clause No. 2.4 of doc. No. 8550-MR-109 Software support services / printers for HP PCs as per scope of work detailed in clause No. 2.5 of doc. No. 8550-MR-109.

1 24 24

Total of Part A (In figure):Rs. ___________________________

(In words): Rs. ______________________________________

Signature of Bidder : ________________________________

Date: ______________________________________________

Company Seal: ______________________________________

NOTE: 1. Item is under warranty upto 10.07.2014 and to be covered for software support till expiry of warranty. Item to be automatically covered under AMC w.e.f 11.07.2014.



SCHEDULE OF RATES

8550-MR-109

REV



SL. NO.

ITEMS DESCRIPTION

QUANTITY Unit rate per item per month (d) Amount

In Rs. (e=c*d)

No. of Items

(a)

No. of months

(b)


In Figs. In Rs.

(d) In Words

B. Maintenance services for comprehensive maintenance of PCs and Peripherals as per scope of work / terms & conditions as mentioned in DOC. No. 8550-MR-109 Rev 0 for the following items :

1. HP Laser Printer HP M2727nf MFP 1 24 24

2. HP Compaq 6710B Notebook PC with Intel Core 2 Duo 2 GHz., 2GB RAM, 160 GB SATA HDD, DVD R/W, additional USB optical Mouse

3 24 72

3 HP Notebook 4200S 3 24 72 4 HP 800 Series with intel v Pro small form

factor, TFT 17”, 2GB RAM

3 24

72

Total of Part B (In figure):Rs. _________________________

(In words): Rs. _____________________________________ Signature of Bidder: ________________________________ Date: ______________________________________________ Company Seal: ______________________________________



SCHEDULE OF RATES

8550-MR-109

REV



PART – C : ADDITIONAL ITEMS

SL. NO.

ITEMS DESCRIPTION Unit Total Qty.

(a)

Unit rate in Rs. Amount In Rs.

(c=a*b) In Figs. In Rs.

(b) In Words

1. Data Recovery from Hard disks (Ref. 3.24)

1.1 Less than 160 GB No. 2 1.2 More than 160 GB No. 2 2. Supply of excluded additional items

2.1 Maintenance kit for HP LaserJet 9040DN Printers (Part No. C9153A) No. 2

2.2 Maintenance kit for HP LaserJet 8150DN Printers (Part No. C3915A) No. 2

2.3 LAMP for DLP Projector Model XD450U No. 1 2.4 USb printer cable No. 10 2.5 LAN I/Os (SYSTIMAX make) No. 5

3.0 LAN Cabling/Nodes & Other Items (Ref. 3.26 of Doc. No. 8550-MR-109

3.1 Supply & Laying work of LAN cable with supply of conduit (ISI approved) /channel / termination etc. (cable : SYSTIMAX) CAT-6

Meter 5

Total of Part C (In figure):Rs. __________________________ (In words) Rs ___________________________________



SCHEDULE OF RATES

8550-MR-109

REV



GRAND TOTAL Rs (Part A + Part B +Part C):

Total in Figure: Rs. ________________________ Total in words: Rs. ________________________

`

Signature of Bidder: ________________________________ Date: ______________________________________________ Company Seal: ______________________________________

Note: Normal period of AMC is 24 months (01.02.2014 to 31.01.2016). For the items, AMC period mentioned is less than 24 months, AMC will start at a later date (i.e. after expiry of warranty or as notified by EIL) depending upon the period mentioned and AMC for all items will end on 31.01.2016.