government of india ministry of commerce &...

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GOVERNMENT OF INDIA

MINISTRY OF COMMERCE & INDUSTRY

DEPARTMENT OF COMMERCE

OFFICE OF THE ADDITIONAL DIRECTOR GENERAL OF FOREIGN TRADE,

NISHTHA BHAVAN, 48, SIR VITHALDAS THACKERSEY MARG, CHURCHGATE,

MUMBAI – 400 020.

E mail:- [email protected] Web site : http://dgft.gov.in/dgftmumbai

Phone No. 22017716 /22038094 / 22031074 / 22033097 – (Extn: 114)

*************************************************************************** File No. : ADDL. DGFT/ COMPUTER CELL- AMC – H /W/2018 – 19 Dated: 12. 02. 2018

E – Tender for Comprehensive Annual Maintenance for Computer Hardware /

Peripherals and Networking.

The Additional DGFT, Mumbai invites E – Tender under two – bid E – procurement

system (Technical & Commercial) from reputed companies. The companies opting to bid

should have-

1. Turnover of not less than 20 Lakhs every year in the previous three financial years

including year (2015–2016).

2. The bidder should have a company registered under Companies Act, 1956 since last

03 years, as on 31.03.2017, (Copy of Certificate of Incorporation to be enclosed).

3. The bidder should have at least 5 years of experience in successfully executing

similar kind of maintenance contract in government organizations / Public Sector

Organizations, Banks, Reputed Pvt. Sector organization & ISO certified Private

Organizations as per the format given in ( please provide list of 03 major clients,

along with copies of Purchase order ).

4. The bidder should have TRC (Test and Repair Center) in Mumbai and capable of

repairs and replacement of the parts of various hardware under the scope. (Copy of

supporting documents).

5. The bidder should have registered GST and PAN (Copy of supporting documents).

mailto:[email protected]

http://dgft.gov.in/dgftmumbai

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6. The bidder should have valid ISO Certificate. (Copy of Certificate).

7. The bidder should not have blacklisted from business by any Central/State Govt.

Department / PSU during last 3 years. Undertaking to this effect should be submitted.

Annexure 1 and II for the period of one year from 01.04.2018 to 31.03.2019 and further

extendable for one year subject to satisfactory report of the company / firm.

Scope of Work

The tender is for the annual maintenance of entire computer hardware listed at Annex.

1 of the tender. By way of added clarification, the spares and consumables which are part of

this AMC are given in Annex 2 and the spares and consumables not included in the AMC are

given in Annex 3.

Terms and Conditions

The terms and conditions for annual maintenance tender for all are given at Annexure

4, 5, 6, & 7.

Submissions

The bidder should submit application as per format given in Annexure 8. The technical bid

should be submitted in the format prescribed in the Annexure 9 and the commercial bid

should be submitted as per the format prescribed in Annexure 10.

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ANNEXURE LIST

1. Details of Computer Hardware/ peripherals specifications - Annexure 1

2. List of spares(Consumables) covered under AMC – Annexure 2

3. List of spares(Consumables) not covered under AMC – Annexure 3

4. Terms and Conditions for Hardware and peripherals Networking – Annexure 4

5. General Service Assurance – Annexure 5

6. Personnel Requirements – Annexure 6

7. General AMC Terms and Conditions – Annexure 7

8. Application format – Annexure 8

9. Techinical Bid – Annexure 9

10. Commercial Bid – Annexure 10

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ANNEXURE-1

A- DETAILS OF COMPUTERS

SR

NO. DESCRIPTION QUANTITY

REMARK

IF ANY

1.

ACER - Core (TM) 2 Quad

CPU Q8300 / Core 2 Duo@

2.50 GHz 2.50 GHz , 4 GB

RAM 18.5 W50PS LCD

11

2. ACER - Core i3 CPU 550

@ 3.20GHz, 2 GB of

RAM, 18.5’’ LCD

30

3 WIPRO - CORE 2 DUO &

EVOLV CORE 2 DUO

46 (2 Machines in

Belapur)

4 WIPRO - CORE i5 WITH

17’’ TFT MONITORS 20

5

HP - DUAL CORE & P IV

PCS & Core 2 quad & Core

2 duo

6

6

HP Core i3, 4gb, 500gb

with 18 TFT lcd 81

7

Lenovo Thinkcentre – Core

i3, 4gb Ram, HDD 500gb,

With 18’ TFT lcd

18

8

Lenovo Think centre –

Core i5, 4gb Ram, HDD

500gb, With 18’ TFT LCD

19

Under warranty from company

till Feb- 2019

9 ACER - AMD A10 WIN

10, 4 GB RAM, 1TB HDD. 27


till March-2020

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10 MAINTENANCE OF

EXCHANGE SERVER,

ANTIVIRUS SERVER,

PROXY SERVER, PAY

SERVER

4

11 HP Compaq Pro. 6300 Intel

i3 Win 7 8

12 HP Compaq elite 8300 Intel

i5 Win 7 8

13 HP Compaq dx 2480 core 2

duo 4

14 HP Pro 3090 MT core 2

duo 3

Total No. of PCs – 285 Total No. of PCs under warranty - 46

Note: Items not mentioned under warranty (in the remarks against each item above) are beyond their

warranty period.

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B- DETAILS OF PRINTERS & SCANNERS

SR

NO.

DESCRIPTION QUANTITY REMARK

IF ANY

1 HP 3005 PRINTERS 4

2 Samsung ML – 2851 ND

PRINTERS 4

3 SAMSUNG ML 3310ND 47




7 HP Office Jet 4580

PRINTERS – All – In –

One

1

8 HP LASER JET LJ 1536

MFP PRINTERS 1

9 HP LASER JET CP 1525

N COLOUR PRINTER 1

10 CANON LASER JET LBP

6300 DN PRINTERS 24


6018 B PRINTERS - ( For

Counters Only)

10

12 SAMSUNG ALL IN ONE

SCX-4521FS 3


7200 COLOUR PRINTER 1

14 CANON LJ LBP 6320 DN 25

15 CANON MF226DN All in

one Printers 30


till Sept. 2018

16 Scanner HP Scanjet G

4010 1

17 Scanner HP Scanjet G

3010 1

18 HP Scanjet PRO 3000 S 2 5

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19 HP LASERJET P1006

PRINTER 1


PRINTER 15


PRINTER 4


PRINTER 2


PRINTER 1


PRINTER 14

25 EPSON LT 1150

PRINTER 1

Total No. of Printers – 192

Total No. of Scanners – 7

Total No. of Printers under warranty – 30 (Sept. 2018)

Note: Items not mentioned under warranty (in the remarks against each item above) are beyond their

warranty period

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ANNEXURE – 2

LIST OF SPARES (CONSUMABLES ) COVERED UNDER AMC

1. Keyboard

2. Mouse

3. Simon’s Batteries

4. Hard Disks

5. Mother Board (Repairing)

6. LCD Repair

7. Printer Repair

8. SMPS (Repairing)

Except burnt and damaged materials.

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ANNEXURE – 3

LIST OF SPARES (CONSUMABLES) NOT COVERED UNDER AMC

PRIPHERALS:

1. Magnetic Tapes

2. Diskettes

3. Disk Packs

4. Computer Stationary

5. CD – ROM

6. Network Cables

7. Connectors

8. Motherboard (Burnt & Damaged)

9. Burnt and Damaged Hardware

DESK JET PRINTER:

1. Cartridges

LASER JET PRINTER:

1. Toner / Cartridges

2. Teflon

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ANNEXURE – 4

TERMS & CONDITIONS FOR ANNUAL MAINTENANCE CONTRACT OF COMPUTER

HARDWARE, PERIPHERALS AND NETWORKING

The bidder shall be required to provide:

(a) Scheduled preventive maintenance at least once in three months. Preventive

maintenance can be clubbed with corrective maintenance. The contractor will

submit these call sheets / preventive maintenance reports to the systems

manager at the Office of Additional DGFT Mumbai.

(b) Unscheduled, on call corrective and remedial maintenance service to set right

the malfunctions of the system including Networking. This includes

replacement and / or repair of unserviceable parts with either new parts or

parts equivalent in performance to the new parts with the approval of the user.

(c) In case of intermittent failures and repetitive problems due to improper diagnosis or

repair, the system will be treated as continuously down.

(d) The bid is comprehensive and includes the operative system support on all the

systems at Mumbai and Belapur offices. Any problem related to Operating

System (OS), Device Drivers or Network configuration will be attended by the

bidder as and when required. The Operating system includes loading of OS

with all devices Drivers, configuration of all the peripherals, network and

related with all configuration and service assurance.

(e) The contractor will take over all the equipments from Additional DGFT

Mumbai on “as is where is basis” from 01.04.2018. All the equipments will

be handed over back to Additional DGFT in good working conditions after the

completion of AMC period i.e. 31.03.2019.

( d) The bidder should have a Service / Repair centre in Mumbai with technically

qualified service engineers.

(e) The bidder should provide complete escalation matrix elaborating their

Organisation details.

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TERMS OF THE BID:

(a) The system maintenance charges shall not include the cost of items

consumables and supply as listed in Annexure 4. However Laser Printer

maintenance charges include all parts including Fuser Assemblies excluding

Teflon and toner cartridge only.

ANTI VIRUS SUPPORT:

(a) The contractor has to provide periodical preventive maintenance (PPM) services to all

the systems at least once in 15 days during the period of AMC. The latest virus definition shall be updated in all systems for every 15 days with simultaneous

antivirus cleaning in those clients. Reports shall be submitted to the office of

Additional D.G.F.T. for every 15 days after PPM is undertaken.

(b) All viruses - cleaning jobs are to be carried by the contractor at the Additional DGFT’s premises.

(c) In case of unforeseen circumstances such as new type of virus attack, where the

installed packages do not ensure complete safety and if no patches are available

within reasonable amount of time, if user wishes to get back the system running

immediately, the systems shall be formatted and restored to the earliest available mirrored backup.

(d) The Contractor shall ensure that all viruses related contingencies/complaints shall be

promptly attended to on the same day. They shall also ensure proper speed & quality

of service to all clients and servers installed in the office.

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ANNEXURE – 5

SERVICE & TECHNICAL ASSURANCE:-

a. For attending any call and setting any malfunction, a down time of more than 6 hours shall

not be allowed and time taken beyond this permissible down time of 6 hours shall be liable for a penalty as per the penalty clause of this bid (mentioned below).

b. Maximum down time for a Printer will be one day and back up Printer shall be provided by the

AMC holder within one working day if downtime exceeds one day. Down time penalty will be

attracted.

c. If for any reason the bidder is not able to attend the complaint / problem, the job shall

be outsourced to some other firm or from the open market at the cost of the bidder and

the expenditure incurred shall be recovered from the bidder. Non availability of parts

in the market will not be accepted as an excuse for inability to do repairs. The

compatible parts have to be procured from open market for repair purpose. This may

also entail termination of the tender.

d. Maximum acceptable down time will be 2.30 hrs for software, Local Network and

other related issues.

e. Uptime should be at least 99.9% - This is the standard AMC for Desktop, Printers & Network

Switches. Therefore, we agree to maintain the uptime of 98%.

f. Failure Rate / Time should not be more than 2%.

g. Maintenance services will be rendered by the bidder during working hours on working days as applicable to the respective site. Maintenance services may be needed outside working hours or

on non working days in certain cases.

h. This agreement shall remain valid only for and during the present location of the equipment.

The cost of packing, forwarding, freight, insurance and installation charges if any provided

the place where UPS is to be relocated is not under the purview of maintenance tender.

i. All faults shall be rectified within a maximum period of 2 hours plus normal transit time not exceeding additional 2 hours.

j. Apart from the preventive maintenance visits, all break down calls in between, emanating

from the user will also be attended to.

k. The Additional DGFT will review the performances of the contractor on monthly basis.

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l. The tender will be considered null and void if Additional DGFT Mumbai permits third party to undertake repair / servicing unless done under intimation to the bidder in writing

PENALTY:-

a) Penalty for completing the call after the time and not providing backup systems / printers as indicated will be Rs. 500/- per working day per call.

STAND-BY SYSTEM:-

(a) Bidder should provide stand by system of an equivalent configuration as an

immediate replacement of any faulty Machine and Printers. They should also stock

adequate number of Spares / Components at the site (at least two sets of Stand by

Computers and Printers)

(b) The Register regarding the calls reported & the calls attended will be maintained at the

computer Cell of this Office.

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ANNEXURE – 6

Personnel Requirements:

(a) The bidder will provide Four (4) Service Personnel who shall be at least BCA or Diploma holders in Computer Hardware and Software maintenance from recognized institutions to be

available in this office from 9.30 a.m. to 6.30 p.m. on all working days. One of the Service

Personnel shall have skills to look into malfunctioning of Printers and fix the issues at the office premises itself.

(b) They are required to be stationed at this office for whom the space will be provided at the site.

(c) The bidder shall provide Two (2) Resident Regular Persons for cleaning and dusting of

servers, computers as well as printers on all working days (Monday to Friday) during 9.30

AM to 6.00 PM. They are also required to be stationed for whom space will be provided at the site. The service personnel and regular person may be required at office outside working

hours on non working days for the purpose of maintenance, recovery and back up etc. They

shall be made available on such occasions.

(d) The Register regarding the attendance of the above personnel shall be maintained at the

Computer Cell at this Office.

(e) In the event of Service Personnel remaining absent/on leave without substitute thereof, deduction will be made @ Rs. 250/- per personnel for each day of absence, from the

contracted amount.

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ANNEXURE – 7

General Terms and Conditions:

(a) Submission Documents : The bidder shall submit bids electronically through e-procurement

portal (eprocure.gov.in ) s per formats given in Annexure I & II along with application form

duly filled and signed as per Annexure - 10, 11 & 12 . The bidder should submit bids through online along with scanned copy of all the required documents including the DD /

Banker’s cheque of EMD. The Technical bids shall be scrutinized by the Technical

Evaluation Committee of this Department and Commercial Bids will be opened of only those

who qualify in the Technical Bid. Technical Bids will be opened on 20.03.2018 at 10.30 AM by the Technical Evaluation Committee in the presence of bidders in the Conference Hall at

2nd floor “B” wilng in office of the Additional DGFT, Nishtha Bhavan, Sir Vithaldas

Thackersey Marg, Mumbai – 400 020. The Commercial bids of technically qualified bidders only will be opened by Commercial Evaluation Committee on 22.03.2018 at 11.00 AM at the

same venue stated above in presence of the technically qualified bidders.

(b) Incomplete bid documents shall be rejected. Late submission of bids shall not be accepted.

(c) As a part of Technical Bid, Earnest Money Deposit ( EMD ) equal to Rs.50,000/- ( Rupees

Fifty Thousand Only ) in the form to Demand Draft / Banker’s cheque of Scheduled Bank drawan in favour of “The Additional DGFT, Mumbai “ should be submitted manually to the

Infrastructure Cell at 1st floor in this office before 19.03.2018 ( 03.00 PM ) Technical bid

without Earnest Money Deposit will be rejected. Which shall be forfeited in case the successful bidder backs out after awarding of the tender. The NSIC / SSI registered bidders

are exempted from submission of EMD.

(d) The bidders desiring to bid are allowed to inspect the Hardware during office hours. They

can contact the undersigned for the same. This is done to allow the prospective bidders to

appraise the Hardware / Peripherals on as is where is basis.

(e) The tender will include maintenance of the Computer System and peripherals including Local

Area Networking as listed in the Annexure 1,2,3 & 4 at yearly charges. The actual number of

equipment may differ as some equipment under warranty may be added subsequently as soon

as the warranty period expires and an addendum may required to be signed for including those equipment to the main tender and a provision for the same is to be made in the bid

itself.

(f) The bid is invited for the tender for a period of one year from 01.04.2018 to 31.03.2019 and

further extendable for one year subject to satisfactory report of the company / firm.

(g) The payment will be released quarterly at the end of each quarter.

(h) The maintenance of entire network including networking hardware are covered under this tender. However, cost of cables only, as and when cable requires replacement shall be

supplied by Additional DGFT.

(i) In addition to the above, an additional service which was agreed to be performed at the time

of consideration of the tender or which may mutually agreed upon subsequently for which a separate communication is undertaken, shall also be treated as integrated part of tender & be

binding on the contractor.

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(j) The Tender will be valid for a period of one year, with effect from 01.04.2018 to

31.03.2019 as per said terms and conditions.

(k) The maintenance services so far provided by the bidder prior to this Agreement shall be

deemed to have been provided under the terms and conditions of the Agreement.

(l) This Tender may be terminated upon 30 (Thirty) days of written notice by Additional DGFT

or by bidder. (m) The government reserves the right to cancel the bid at any stage without specifying any

reasons.

(n) During the duty hours if any work force of Firm / Co met with an accident or met with a fatal incident, it will be sole responsibility of the firm / co. the office shall not be liable for any

unlawful or illegal action committed by the workers on the workers on service engaged by the

firm / co.

(o) The entire responsibility of the outsourced persons regarding their leave pay, medical other

employee benefits etc will be working for & behalf of the service providers roll. The

Department will not own any responsibility of their employment or otherwise

(p) All the engineers & the non technical support staff will be provided with a valid ID Card.

They may be asked to show the same at any given time during the working hours. The ID Card must mention the personal details & also the details of this office where they are

working. A copy of the same will have to be submitted in the office for record.

(q) A proof of EPF & ESI account of the engineers & non technical support staff be submitted to

this office. For this it is necessary to obtain EPF & ESI registration of every worker as per

the rates of the government.

(r) A copy of the payment slip / Salary slip shall be submitted for each of the employees to the

office before the 10th of every month.

(s) The Technical & Non Technical staff employed by the firm needs to submit the copy of

following documents:

i. Valid PHOTO Proof ii. Valid Address Proof.

(Pravin Nalawade)

Assistant Director General of Foreign Trade

For Additional Director General of Foreign Trade

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ANNEXURE – 8

Application Format:

To,

Additional Director General of Foreign Trade,

Mumbai Zonal Office,

Mumbai

Madam / Sir,

I / We hereby accept the terms and conditions mentioned in the Tender No. ADDL. DGFT

/COMPUTER CELL - AMC – H / W / 2018-19 dated 12.02.2018 for Comprehensive Annual

Maintenance for UPS (Uninterrupted Power Supply) and Computer Hardware / Peripherals and

Networking in the office of Additional DGFT, Mumbai.

I / We agree that the offer shall remain open for acceptance for a minimum period of

three months from the date fixed for opening the tender and thereafter till it is withdrawn by

me / us by notice in writing duly addressed to the authority opening the tender and sent by

registered post or delivered at the office of such authority.

Demand draft No/s (s) dated __/__/2018 for Rs. 50,000/- payable at Mumbai in

favour of “Additional DGFT, Mumbai” towards the earnest money is /are enclosed.

I / We understand that, the amount of earnest money will not bear interest and

shall be liable to be forfeited to the Government if I/we fail (i) to keep the offer open for the

period mentioned above and (ii) if this offer is accepted, fail to sign and complete the tender

documents as required by the DGFT, Mumbai or furnish the security deposit as specified

under terms and conditions of the tender. The amount of earnest money may be adjusted

towards the security deposit or refunded to me/us unless the same or any part thereof has

been forfeited as aforesaid.

Date:

Full Address: Name in block letters.______________

Telephone No/s

Fax No

Email address.

Signature of the vendor along with seal

Name in block letters

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ANNEXURE – 9

(To be submitted on the letter head of the Bidder)

TECHNICAL BID

Attached to Tender Notice No. ADDL.DGFT / COMPUTER CELL - AMC – H/W / 2018 – 19

dated 12.02.2018

To

The Additional Director General of Foreign Trade

Nishtha Bhawan, New Marine Lines, Churchgate

Mumbai- 400 020

Sir / Madam,

For Comprehensive Annual Maintenance Contract on a package basis for Hardware, Peripherals and

Networking as per details mentioned in Annexure Annexure 1, 2, 3 & 4.

With reference to your Tender No. File No. : ADDL. DGFT/ COMPUTER CELL - AMC - H/W /

2018 – 19 Dated : 12 .02.2018, we offer Technical Bid as under:

1. Name of the service provider :

2. Address :

3. Name of the contact person :

4. Contact Number :

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The Technical Bid should necessarily contain the following documents

S.No. Documents

01 CA Certificate regarding proof of making profits for the last 3 years and total

turnover of the firm not less than 1 Crore for financial year 2015-16.

02 Statement indicating name and address of organizations where this job was

performed as well as the duration of such experience along with self certified copy

of the Tender issuance letter. Also, separately mention the list of at least (Five)

such Government Organizations / ISO 9001: 2008 certified Private Organizations.

03 Undertaking that the bidder should not enter into sub-tender with third party or

Franchisee for which he / she should submit an undertaking along with bid.

04 Copy of PAN Card in the name of the Company.

05 Copy of GST Certificate

06 ESI Certificate

07 E.M.D. of Rs.50,000/- (DD / PO / BC)

08 Declaration stating that all the Terms, conditions and scope of work mentioned in

Annexure 4,5, 6 & 7 of the tender are acceptable.

09 No. of Engineers and Office Boys.

DECLARATION: I hereby declare that details furnished above are true and correct. I have read

entire terms and conditions of the tender document and abide by the same.

(Signature of the Authorised Bidder with Name & date)

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ANNEXURE – 10

(To be submitted on the letter head of the Bidder)

COMMERCIAL BID

Attached to Tender Notice No. File No. ADDL. DGFT/ COMPUTER CELL - AMC – H/W /2018 –

19 Dated : 12 .02.2018

To

The Additional Director General of Foreign Trade

Nishtha Bhawan, New Marine Lines, Churchgate

Mumbai- 400 020

Sir/Madam,

For Comprehensive Annual Maintenance Contract on a package basis for Hardwares,

Peripherals and Networking as per details in Annexure 1, 2, 3 & 4.

With reference to your Tender No File No. : ADDL. DGFT/ COMPUTER CELL - AMC – H/W/2018 – 19 Dated : 12 .02.2018, we offer Commercial Bid as under:-

1. Name of the service provider :

2. Address :

3. Name of the contact person :

4. Contact Number :

S.No. Description of Items Rate (inclusive of

all taxes as

applicable)

01 Comprehensive Annual Maintenance Tender on a package

basis for Hardware, peripherals and Networking as per details

annexed in Annex 1 with all the Terms and conditions

mentioned in Annexure 4, 5, 6 & 7 in the Tender dated

12.02.2018.

Rs.

DECLARATION: I, hereby, declare that details furnished above are true and correct. I have read the

entire terms and conditions of the tender document and abide by the same.

(Signature of the Authorised Bidder with Name & date)