pre-bid_amc-pcs_etc-08-11

7/28/2019 Pre-Bid_AMC-PCs_etc-08-11

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2. Backdrop of proposal

The present proposal pertains to maintenance of desktop and laptop computers and

various printers and peripherals, along with a LIPI T 6050 printer that are installed in

different units/cells of KMDA at its office premises at Prashashan Bhavan and

Unnayan Bhavan. In respect of Unnayan Bhavan, only Pension Cell and Computer

Unit shall be covered under the proposed arrangement as of now. It shall also cover

the Local Area Network (LAN) at the Computer Unit of KMDA. An indicative list of

hardware proposed to be covered under the arrangement is shown in the Table

below.

Sl.

No.

Item description Quantity

(approx.)

1 Desktop computer 53

2 IBM server 1

3 Laptop computer 5

4 Deskjet printer (HP) 16

5 Laserjet mono high range printer 1

6 Laserjet mono low range printer 12

7 DMP mono low range printer 5

8 Mono all-in-one printer 6

9 Line impact mono printer 1

10 UPS 32

3. Scope of Offer

Sealed offers are invited from bonafide, reliable, experienced and resourceful

agencies for maintenance of computers installed at the offices of KMDA on

annual maintenance contract (AMC) basis. The applicant agencies shall be

responsible for providing the following services, both on-site and off-site, as and

when required during the tenure of the AMC.


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Maintenance of desktop & laptop computers, printers and peripherals

Provision of spares like motherboard, hard disk, CD/DVD drive, monitor

and other peripherals

Maintenance of operating software as per requirement

Preventive maintenance of all the items of hardware shown in the

indicative list furnished above, the frequency (non-negotiable) being once

every month

The service provider must be prepared to provide emergent services. Any service

calls should be attended within 24 (twenty-four) hours of receiving the complaint. The

time taken for attending to complaints and successfully providing the services shall

be the essence of the AMC. The applicant agencies must mention in the TechnicalBid the modality of preventive maintenance of hardware, how the complaints will be

attended etc.

The service provider should provide names and telephone/mobile numbers of

persons to be contacted for the purpose of lodging complaints / follow-up services.

The proposal excludes replacement of consumables such as Dot Matrix Printer

Head, Ink Cartridges, Toner, Ribbon and UPS battery.

4. Eligibility criteria

KMDA invites sealed offers from the reputed and experienced Service Providers

fulfilling the eligibility criteria noted below:

(i) Must have been engaged in similar kind of business for the last five years.

(ii) Must possess valid licence/registration.

(iii) Should have provided maintenance service to at least one government

organization, bank, etc.

(iv) Should have annual turnover of at least Rs.10 lakh in each of the last two

financial years, i.e. 200910 and 2010-11.

Offers which do not meet the above criteria shall be summarily rejected.


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5. Submission of Offers

The Technical and the Financial Offers shall be submitted in two separate sealed

envelopes. Envelope no.1 shall be marked (Technical Offer for AMC of computers

including printers and other peripherals at Offices of KMDA) and envelope no.2

(Financial Offer for AMC of computers including printers and other peripherals at Offices

of KMDA). One without the other will be an incomplete submission and hence liable to

be rejected. The date and time of receipt of bid shall strictly apply in all cases.

5.1 Contents of Envelope

(i) Envelope no.1 (Technical Offer) shall contain following documents:

Income Tax PAN of the Offerer (a photocopy of the PAN Card shall be

provided);

Copy of license/registration;

Copy of registration certificates for Sales Tax/VAT/Service Tax

(whichever is applicable);

Copies of audited/unaudited accounts for the financial year 2009-10 &

2010-11;

Documents demonstrating experience of the applicant bidder in similar

activities, annual turnover etc.;

Technical proposal containing the modus operandi for undertakingmaintenance services in respect of computers, servers, printers and

peripherals, etc. to KMDA.

(ii) Envelope no.2 (Financial Offer) shall contain the following:

The financial offer shall mention the annual fees that they would ask from KMDA

for the services noted under the Scope of Work above. The applicants should

note that payments shall be made by KMDA to the selected Service Provider on

quarterly basis after submission of bills at the rate of 25% of the quoted/accepted

annual fees, duly certified by respective officials, along with certification of

satisfactory performance.


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The quote of the offerer must be firm without any ifs and buts. The financial offer

shall be given in the format prescribed in Annex-II. The offerer shall not quote his

offer anywhere directly or indirectly in envelope no.1.

Both the sealed envelopes 1 & 2 shall be sealed in the third outer envelope marked as

Offers for AMC of computers including printers and other peripherals at Offices of

KMDA.

6. Deadline for Submission of Offers

The offers shall be received in sealed cover in the manner as prescribed above, in the

office of Administrative Officer (CS), KMDA, Prashasan Bhavan, Salt Lake, Kolkata

700064, not later than September 23, 2011 up to 3 p.m. The Tender will be opened at 4

p.m. on the same date. KMDA may at its discretion extend the deadline for submission

of offer by issuing an addendum.

7. Other Particulars of Offer

(i.) Intending Service Providers may inspect and examine all the computers,

peripherals and printers, etc., proposed to be covered under the bid, during

office hours (between 11 am and 4 pm) on any working day.

(ii.) An applicant Service Provider shall submit only one offer in the same bidding

process.

(iii.) The offerer shall bear all costs associated with the preparation and submission

of offer.

(iv.) The financial offer quoted by the offerer shall be firm and net of all costs that

the offerer would incur in providing then services.

(v.) Validity of the offer will be 180 days from the date fixed for submission of the

offer.

(vi.) Offer submitted after the deadline/extended deadline of submission will eithernot be received or if inadvertently received will not be opened and shall be

returned unopened to the applicant.


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8. Offer Opening and Evaluation

The offers will be opened in presence of the offerers/their authorized representatives

who may choose to remain present in the Office of KMDA, Prashasan Bhavan, 4th floor,

Salt Lake, Kolkata 700064 on date, time and venue to be notified to each applicant in

due course. The Technical Offers will be opened first.

A Committee, assisted by experts, shall examine the papers submitted by the offerers to

check eligibility and carry out evaluation of the technical offers and mark each technical

offer on a scale of 1-100, as part of technical offer evaluation. Total marks assigned to

different criteria of technical evaluation shall be as follows: (a) past experience - 30

marks; (b) modus operandi for undertaking maintenance services in respect of

computers, servers, printers and peripherals, etc. 70 marks. The technical evaluation

shall be done for the purpose of shortlisting the technically qualified offerers. There shall

be a cut-off mark of 60 for such technical evaluation. All the offerers who secure a

score equal to or more than 60 in such technical evaluation shall be treated as

technically qualified and at par technically.

The financial bids of only the technically qualified offerers shall subsequently be opened

at a date, time and venue to be communicated to each such offerer separately by

telephone/letter/Fax. The offerer seeking the lowest annual fees from KMDA against the

proposed services, as per the financial offer, shall be recommended for selection to the

appropriate authority.

9. Disclaimer/KMDAs Right to Reject

KMDA reserves the right to accept or reject any offer or to cancel the offer process and

reject all the offers at any time prior to award of contract without assigning any reasons

whatsoever and thereby incurring any liability to the affected offerers or any obligation to

inform the affected offerers of the ground for KMDAs action.

KMDA takes no responsibility for delay, loss or non-receipt of Offer or any letter sent by

post either way.

10. The Offers must be accompanied by a forwarding letter in the

format enclosed (Annex-I).


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Annex-I [Technical Offer]

From:

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Telephone Number ------------------------ Fax Number -------------------------------

To: The Administrative Officer (CS),KMDA,Prashasan Bhavan,Salt Lake, Kolkata 700064

Sub: Technical Offer for AMC of computers including printers and otherperipherals at Offices of KMDA

Sir, Pursuant to the Notice inviting Offer on the subject above, we hereby submit ourOffers for being appointed on contract for providing the captioned services during thecontractual period.

We have thoroughly read and understood the instructions to the Offerers/Bidders. Submission of Offers will not devolve any right on us to be considered forselection.

We agree to keep this Offer of ours open for acceptance by KMDA up to 180days after the last date of receipt of Offer and agree not to revoke our Offer at any timeduring such period.

In the event of our Offer being accepted by KMDA, we agree to duly execute thenecessary Contract with KMDA within the stipulated period.

Yours faithfully,

Date: (Name & designation of the person signing with office seal)


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Annex-II [Financial Offer]

From:---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Telephone Number ------------------------ Fax Number -------------------------------

To: The Administrative Officer (CS),KMDA,Prashasan Bhavan,Salt Lake, Kolkata 700064

Sub: Financial Offer for AMC of computers including printers and otherperipherals at Offices of KMDA

Sir,

Pursuant to the Notice inviting Offer on the subject above, issued by Kolkata MetropolitanDevelopment Authority, Kolkata, we hereby undertake to provide the captioned services to KMDAincluding attending to any number of service calls during the contractual period against paymentby KMDA the following annual fees to us:

Rs. ________________________ (Rupees .)

We undertake to sign the Contract/Agreement on a Rs.10 Non-Judicial Stamp Paper asper the schedule to be stipulated in the award letter, in case we turn out to be the successfulagency.

The above financial quotes are firm and without any ifs and buts.

Thanking you,

Yours faithfully,

Date: (Name & designation of the person signing with office seal)