ref no. it-2020-12-01 16 december 2020 - india habitat · 2020. 12. 17. · trunk support /...
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Ref No. IT-2020-12-01 16th December 2020
Subject: Notice Inviting Request for Proposal for supply, installation & commissioning of
EPABX system
1. India Habitat Centre (IHC) invites sealed Technical & Financial Bid for supply, installation &
commissioning of EPABX system.
2. The following documents complete in all respects and accompanied by all relevant supporting
documents, may be submitted in separate envelope for Technical and Financial bid by 30th
December 2020 (Wednesday) before 12:00 PM
a. Technical Bid
i. Product Data Sheet.
1. Technical data sheet.
2. Features/services which will be available by default from day 1 and which
can be added in future should be clearly mentioned.
ii. Technical Product Compliance Sheet.
iii. Documents as per guidelines provide under section “Other Term & Conditions”
b. Financial Bid
3. Please mention Ref: Purchase ID: IT: 2020-12-01 on top of the envelopes (Financial & Technical).
4. The format of the Financial Bid is available at Annexure B
5. The Bids will be evaluated on the basis on the Technical & financial quotation. Financial Bids of
only those bidders shall be opened whose Technical Bids meets the eligibility criteria. IHC will
award the order to the successful bidder based on the evaluation of financial bids (L1).
6. Please note that failure to furnish all information required, or submission of a bid not conforming
to the requirements in every respect will be at the Bidder’s risk and may result in rejection of the
bid.
7. IHC reserves the right to reject all or any of the bids / accept a bid without assigning any reason
whatsoever.
Pankaj Saran Srivastava
Addl. GM-Systems, IHC
SCOPE OF WORK, TECHNICAL SPECIFICATIONS AND OTHER TERMS AND CONDITIONS
(A) Scope of Work
Bidder has to take up the contract on turnkey basis, i.e. supply, installation &
commissioning of EPABX system as per technical specifications (Refer Annex—A)
(B) Detail of Existing EPABX System:
Sr. No Item
Current
Working Qty
Revised
Qty in the
proposed
system
1 Make: Unify Formerly SIEMENS 1 1
2 P & T lines 6 2
3 Digital based PC Operator Console 1 1
4 Analog Extensions 120 80
5 Call Billing Software 1 1
(C) Payment Terms
The payment shall be made by the Authority against the invoice of the vendor as per the payment
terms mentioned below:
a) 50% against delivery of equipment’s.
b) 50% after the installation and commissioning of the system, submission final project report and
issue of Acceptance Certificate.
c) Payment for AMC shall be made in advance on half-yearly basis after completion of warranty
period.
Note: The invoices submitted by the vendor should contain full breakup of the prices along with full
details of applied taxes.
(D) Warranty and AMC
(a) The bidder shall provide warranty (on-site and comprehensive) for the system being set for a
period of 1 years from the date of commissioning. (For hardware, OEM warranty should be
one year or the default warranty provided by OEM whichever is higher)
(b) The bidder shall provide AMC (on-site and comprehensive) for the system being setup for a
period of 4 years after completion of warranty period. The AMC of hardware equipment’s
should be backed by OEM AMC.
(c) To deal with the issue related to cable fault, the bidder shall provide cable Management
component to the AMC (rate to be quoted separately). This should include the labor charges,
required material will be provided by IHC. Activity such as providing new connection,
removing extension and other regular troubleshooting efforts should also be included.
(d) The hardware and software support shall be guaranteed by OEM for at least 15 years. OEM
shall provide certificate for the same.
(e) The bidder must have a maintenance base in Delhi/NCR to provide maintenance service,
efficiently and promptly. If the performance of any individual equipment or system fails to
meet the contract specifications then the same shall be replaced by the Supplier free of cost
during the term of the warranty and AMC.
(f) The Bidder shall provide repair and maintenance service at the site immediately (within 24
hours) upon receiving breakdown call from IHC staff and such services should be available for
a period of 8 hours from 10 a.m. to 6 p.m. on all working days (Mon-Sat).
(g) THE BIDDER shall ensure 24 hours response time (i.e. total time taken by THE BIDDER
between registering the complaint and attending the complaint).
(h) THE BIDDER shall ensure call resolution time of 48 hours (i.e. total time taken by THE
BIDDER between registering the complaint and rectifying the fault). This time includes time
taken to reach the site, diagnose, repair/ replace the faulty component/module/device &
network equipment that are covered under the contract.
(i) In case of major defects requiring the defective item to be taken to the Supplier's workshop, it
should be returned within two weeks duly repaired/(replaced by a new item) and an immediate
(within 48 hrs. from registering the complaint) substitute item to be provided by the Supplier
for the smooth operation of the System.
(j) Apart from the service/repair calls, the service engineer deputed by the Supplier will visit the
site once in every month to carry out the Preventive Maintenance and diagnostics of the system
during the warranty and AMC Period.
(k) If the bidder fails to repair or replace the defective item, IHC will be free to get the same
repaired/replaced from the market and its cost will be adjusted from the Supplier's Performance
Bank Guarantee
(E) Other Term & Conditions
a) All damaged or unapproved goods shall be returned at the bidder risk and cost and the
incidental expenditure thereupon shall be recovered from the concerned party.
b) The bidder is requested to *visit the work site and get acquainted with site conditions regarding
layout, existing EPABX setup and all other matters, affecting the work before filling in the
item rates.
c) A pre bid meeting is being scheduled on 23rd December 2020 at 11:00 am for clarification of
all doubts. In this meeting, IHC representative will brief the details of existing EPABX setup
to bidders.
* The same will be followed by site visit where proposed EPABX setup needs to be installed.
Submission of a tender by a bidder, implies that they have read these instructions and have
made themselves aware of the scope of the work, conditions of contract and IHC will not,
therefore, bear any extra charges on any account, in case the bidder finds later on to have
misjudged the site conditions or specification.
d) The Bidder should have domain knowledge and min 5 years’ experience of
providing/managing similar setup (in NCR). A self-attested copy of recent work order + Bills
paid or completion certificate/Customer’s Satisfaction Certificate of at least 5 clients (in NCR)
for the similar setup must be attached with Technical bid failing which bid will be rejected.
e) The bidder must be Authorized Distributor/Dealer/Integrator for the proposed EPABX system.
Authorization letter from the OEM should be enclosed with the technical bid. The OEM should
also provide assurance that incase services provided by bidder is not satisfactory OEM will
align new vendor on the same term and condition to provide support to run the system.
f) The bidder shall have valid EPF Code No. ESIC Registration Certificate as applicable, PAN
No, GST Registration No. (self-attested copy of all certificates should be enclosed with the
technical bid)
g) Selected bidders need to do an online presentation of the proposed solution. This will be
considered as a part of technical evaluation process.
h) The bidder should note that area for installation may be made available in phases as per
availability. In some cases, the work may require to be carried out in constrained situations,
which may include working in night shift. The work is to be carried out in such a way that the
traffic, people movement if any, is kept operative and nothing extra shall be payable to the
contractor due to this phasing/ sequencing of the work
i) Delivery time: Within 25 Days, once the WO is released.
j) Delay in Delivery will attract a fine of Rs. 1000/ per day.
k) India Habitat Centre reserves the right to accept or reject any Proposal, or all Proposals at any
time prior to award of order
l) In case of any dispute, efforts will be made to resolve the issues amicably. The decision of
Director IHC would be final. The jurisdiction of the Courts at Delhi would apply.
Technical Specification for EPABX System
Annexure-A
# Feature Category Minimum Required Specifications
1. Architecture and
Technology
The Central Processing Unit of the EPABX shall be Next
Generation Converged, Unified Communication Server, with
in-built, Ethernet LAN Port Connectivity, MOH Connectivity,
External Paging Connectivity.
The system should be compatibility with existing network
2. Power Supply
220 V AC, functioning with built-in Battery backup for
direct battery connection for enhanced back duration.
Batteries to be ordered extra as required
The offered system should be equipped with
redundant power supply unit (n+1) for the main
control unit. The failure of the main power supply unit
should not affect the system operations. The system
should automatically switch over to the standby PSU
without dropping any ongoing calls.
3. External Interface Ports RJ45 LAN 10/100
4. Trunk Support /
Networking
PRI Lines, Analog and Digital Extensions (VoIP support),
Support for common protocols like PRI, BRI, SIP, H.323 etc.,
Legacy connection or connectivity and interoperability with
other PBX or stacking options and lines.
# Feature Category Minimum Required Specifications
5. Incoming Calls
The System support Auto Attendant, with Multi Level DISA ,
Dial by Name, and minimum 2 hours of Advanced Voice Mail
with Voice Mail to email functioning, DID should be
supported to land calls directly at designated Extensions.
The system should support an Option ( If required Later ) to
record 2 way External calls from Operator Phone in the
Voice Message and also to have built-in recording facility
within the Main IP PBX Unit to simultaneously record up to 6
Extension calls so selected. No external 3rd Party Software or
Application shall be allowed. IVR to make a selection from
a voice menu.
6. Terminal Support Support for Existing extensions, CLI. All Analog Phones and
Cable shall be supported.
7. Calling / Dialling
Call forwarding, transfer, remote pickup, and hold. Support
for multi-party conference calls (minimum three). CLI for
Analog and Digital Phones. Call Logs all Types of Phones
8. Manageability Remote system administration over IP/LAN (preferably web-
based console), DHCP assignment support
9. Extensibility
The Architecture of the EPABX shall be capable of seamless
migration to its maximum capacity by simply adding
peripheral cards / Expansion Cabinets and without
compromising on any function / features of this system or
any degradation of service. The system should be capable to
expand up to at least 256 extensions ( TDM and IP type)
with additional Cards / Licences,CTI, IVR, ACD,
10. Software
System administration and/or management software with
64-bit hardware support. Installable on a PC running
Windows 10 or a server running Windows Server 2012 R2.
No RDP requirement, preferably LAN/IP based custom app
or a web-based console.
11
Configuration and
Capacity
The system should have an equipped capacity of 1 PRI Lines,
12 Analog CO Lines ,10 Digital extensions and 120 Analog
Extensions with CLI , The system should be IP compatible to
incorporate IP features , as and when required
# Feature Category Minimum Required Specifications
12 Digital Operator
Phones Features
3 Line Backlit Display with 24 DSS keys, Conference, Call
Transfer, Duplex Sp-phone, Navigation, Keys, Volume
Control, Auto Redial, 40 Key Additional DSS Console for
quick access to important Extensions. PC based Software for
Incoming pop up, Call Control, Speed Dial, FWD / DND
Control, Missed Call List , etc.
13 System and Extension
Features
Hot Line
Attendant Recall
Call forwarding All/busy/No answer
Smart Desk for Walking Extension / Free seating across Campus
Call Hunting
Automatic Call Back
Call Waiting Station Camp on Call back on busy
Hunting method change for each type of calls
DND ( Do Not Disturb)
DNDO (Do Not Disturb Override)
Consultation hold
Call Pick up
Call Parking and Retrieve
Extension to extension intercom barring
Storage of last number dialled
Discriminative Ringing – between Internal and external Calls Class of Service Control
Busy Override
Auto Answer on Digital Phones
Boss- Secretary Functioning
15 Conference
3 way Conference from Analog Phone, Minimum 6 Party
Conference from Digital Phone and 30 Party Audio
Conference Bridge with password
Preferred Brand : Panasonic/UNIFY/Alcatel-Lucent/Equivalent
FORMAT FOR FINANCIAL BID - ANNEXURE B
The bidders are required to quote the price as per below format:
S.No Item Description Qty. Rate/Unit GST
Rate %
Total
A 1. Main Unit, EPABX as per
tender technical specification
with 1 year / or default
warranty provided by OEM
whichever is higher
1
2. Krone MDF for Equipped
Capacity to install above
system
3. MDF Cleaning and
replacement of OLD MDF at
IHC as required for running of
IHC Phones.
1
4. Operator Phone with 1 year /
or default warranty provided
by OEM whichever is higher
1
6. Installation and
Commissioning, including
One Year on site support
1
7. Call Billing and MIS reporting
Software ( LAN based Single
User for use at Reception –
PC to be supplied by IHC)
1
B On-site and comprehensive
AMC (For Hardware OEM
backed AMC)
4 years
C AMC for Cable Management 5 Years
D Buyback discount of existing
EPABX system
1
Total (A+B+C-D)
*Payment will be done on actuals.
Proposed equipment’s should be compatible with the existing system
It is suggested that bidder should do a survey of the exiting network and proposed the solution
accordingly
Documents related to OEM warranty should be enclosed with the bill.