Tender Fee: Rs.500/-

SCHOOL OF PLANNING AND ARCHITECTURE An “Institution of National Importance” Under an Act of Parliament (Ministry of Human Resource Development, Government of India) 4, Block-B, Indraprastha Estate, New Delhi – 110 002 Tel: 011-23702375 – 80, Fax: 011-23702383

Ref. No.: F.1-92/14-15/SPA/PSM 23rd

December, 2015

Subject: Comprehensive Annual Maintenance Contract of existing CCTV

surveillance installed in Planning and Architecture building of the School.

Sealed Tenders are invited from reputed CCTV/IT Companies for Annual Maintenance

Contract of existing CCTV surveillance installed in Planning and Architecture building of the

School for one year. The AMC may be further extended if the services are found satisfactory

and subject to the approval of competent authority.

The Tender documents may be downloaded from the website of the School i.e. www.spa.ac.in.

The last date for submission of tenders documents (All the annexures) is 15.01.2016 up-to 1.00

p.m. The dealer/firms are required to go through the Terms and Conditions carefully. The tender

envelope should clearly indicate “Annual Maintenance Contract of existing CCTV

surveillance installed in Planning and Architecture building of the School.” Unsealed

tenders shall be rejected. The cost of Tender document is Rs.500/- (Rupees five hundred only)

(Non-refundable), the Earnest Money Deposit amounting to Rs.1500/-(Rupees one thousand

five hundred only) in the form of Demand Drafts, drawn separately in favour of “School of

Planning and Architecture” payable at New Delhi, are to be enclosed with the tender, failing

which the Tender will be rejected. The tenders will be open with in a week . Interested bidders

may participate at the time of opening the tenders.

The School reserves the right to reject any or all the tenders without assigning any reason

or reasons thereof. The School also reserves the right to award the services to one or more than

one agencies. Incomplete and conditional tenders shall be rejected.

(HareshLalwani)

Section Officer (PSM)

Ph:23724249

To:

__________________________

__________________________

__________________________

Annexure-A

SCHOOL OF PLANNING AND ARCHITECTURE: NEW DELHI-2

Annual Maintenance Contract of existing CCTV surveillance installed in Planning

and Architecture building of the School.

1. Cost of tender

: Rs.________________ Affix duly attested P.P.

Size recent photograph of

the prospective bidder. 2. Due date of tender

: ___________________

3. Opening time and date

of tender

: ________________________________________

4. Name, address of

Firm/Agency and

Telephone Nos.

: _________________________________________

_______________________________________

5. Registration No. of the

Firm/Agency

:

6. Name, Designation,

address and Telephone

No. of Authorized

person of Firm/Agency

to deal with

: _______________________________________

_______________________________________

_______________________________________

7.

Please specify as to whether Tenderer

is sole proprietor/Partnership firm.

Name of Address and Telephone No.

of Directors/Partners should specified.

: _______________________________________

_______________________________________

8. Copy of PAN Card Issued : ________________________________

By Income Tax Department and

Copy of previous three Financial __________________________________

Year’s Income Tex Return.

9. License Number under : _________________________________

Contract Labour (R&A) Act.

If any

10. Service Tax Regd. No. :__________________________________

11. Details of Bid Security :__________________________________

Deposited

a. Amount: :__________________________________

Rupees in words also

b. FDR No. DD No. or :___________________________________

Bank Guarantee in favour of

c. Date of issue :_____________________________________

d. Name of issuing authority :_____________________________________

12. Any other information :_____________________________________

13. Declaration by the bidder :_____________________________________

This is to certify that I/We before signing this tender have read and fully understood all

the terms and conditions contained herein and undertake myself/ourselves abide by them.

(Signature of the Bidder :______________________________

Name and Address :______________________________

(with seal) ______________________________

ANNEXTURE-B

UNDERTAKING

To,

The Registrar,

School of Planning and Architecture,

4-Block-B, Indraprastha Estate,

New Delhi-110002

Sir,

1 I/We the undersigned, certify that I/we have gone through the terms and

conditions mentioned in the tender documents and undertake to comply with

them.

2 It is further certified that the firm is acceptable and has not been blacklisted by

any agency in India or abroad.

Date:____________ Signature of the tenderer____________________

Place:___________ with seal

Name of the tenderer:______________________

with address _____________________________

_____________________________

_____________________________

NOTE: - Certificate as per above must be submitted only on non-judicial stamp paper of Rs.20/-

Annexure-C

SCHOOL OF PLANNING AND ARCHITECTURE: NEW DELHI-110002

RATE

Annual Maintenance Contract of existing CCTV surveillance installed in

Planning and Architecture building of the School.

AMC charges for one year : Rs.

VAT : Rs.

Total: Rs.

Signatures ______________________

Name _____________________

Address _____________________

_____________________

Date: _________________

Seal of the Firm ____________________

Place: ____________

List of CCTV Cameras

Sl. No. Location Device Qty.

1

Architecture

Building

1/3” CCD fixed dome camera (Analog) 16 Nos.

2 1 TB hard drive 1 No.

3 12 volt DC, 5 amp regulated power supply 4 Nos.

4 IP base CCTV Camera 6 Nos.

5 Door Access Control System 4 Nos.

6 LCD Monitor 21” 1 No.

7

Planning Building

1/3” CCD fixed dome camera (Analog) 12 Nos.

8 1/3” CCD fixed dome IR bullet camera 4 Nos.

9 500 GB Hard drive 1 No.

10 12 volt DC, 5 Amp regulated power supply 4 Nos.

11 LCD Monitor 21” 1 No.

All connected accessories related to CCTV surveillance System & Door access control may also be

covered in AMC

SCHOOL OF PLANNING AND ARCHITECTURE An ‘Institution of National Importance’ under the Act of Parliament

(Ministry of Human Resource Development, Government of India)

4, Block-B, Indraprastha Estate, New Delhi – 110002

TERMS AND CONDITIONS

FOR THE ANNUAL MAINTENANCE CONTRACT (AMC)

FOR CCTV SURVILLANCE IN THE PLANNING AND

ARCHITECTURE CAMPUSES OF THE SCHOOL

GENERAL:

1. The Tender must be submitted in two separate sealed covers - one technical bid and second financial

bid, for Annual Maintenance Contract (AMC) for CCTVs installed in Planning and Architecture Complexes

of the School. The period of the award of contract will initially be for one year, and extendable for

another one year or more on the basis of the satisfactory services and approval of the competent

authority of the School. .

2. The rates are to be quoted in the Performa enclosed herewith both in words and figures. No figures or

words should be overwritten. Quotations containing any discrepancy of figures, only typed bid will be

considered and hand written quote will be declared as invalid bid.

3. The firm must enclose the copy of Registration and Income Tax Return, Service Tax Returns for the last

three years, Company profile, Income Tax clearance certificate and list of valued customers, if any, along

with the quotation. All the documents are to be attached with Technical/ pre-qualification bid.

4. If the firm is an authorized service center of the reputed companies, Proof of the same is required to be

attached.

5. The tender shall remain valid for 120 days after the date of commercial bid opening. If any bidder

withdraws his tender before the said period the school shall without prejudice to any other right or

remedy, be at liberty to forfeit the bid security.

6. The sealed cover(s) must be superscripted with “Tender for AMC for CCTV in Planning and

Architecture complexes of the School” addressed to “Section Officer (PSM), School of Planning and

Architecture, 4, Block B, IP Estate, New Delhi -110002 by the stipulated date and time.

7. Tender must be accompanied by Rs.1500/ ( Rupees one thousand five hundred only) as Earnest Money

Deposit (EMD) in form of Bank Draft drawn in favour of “ School of Planning and Architecture” payable

at New Delhi. Tenders without EMD will not be considered in any circumstances. The EMD of the

unsuccessful bidders will be returned in due course of time. No interest is payable by the School on

EMD. In case, the Tender is accepted by the School, and the firm fails to undertake the maintenance

contract then the EMD will be forfeited.

8. The quantity given in Tender is approximate which may increase or decrease for which no compensation

will be paid.

AWARD CONTRACT:

School will award the Contract to the successful Bidder whose bid would be determined to be substantially

responsive, technically complied and determined as the best evaluated bid in terms of lowest rates.

PAYMENT TERMS:

Payment for each quarter will be released in the following month after the end of each quarter, subject to

satisfactory performance report by the concerned officer and submission of preventive call report. No advance

payment will be made. Penalties imposed if any, during the quarter shall be deducted from the quarterly

payment due to the contractor. In case the contractor fails to provide maintenance due to any reason, no

payment will be made. However, all penalty on the contractor shall continue as per penalty clause to be

liable even after termination of the contact and same shall be deducted from any other bill or security

deposit due to contractor.

T E R M I N A T I O N B Y D E F A U L T:

School may, without prejudice to any other remedy for breach of contract, by written notice of default

sent to supplier, terminate the Contract in whole or part. If the Supplier fails to perform any obligations under

the Contract

ELIGIBILITY CONDITIONS:

Tenders satisfying the following conditions will only be considered for further processing. The bidders are required

to submit a proof of the supporting document(s), wherever required, failing which , the tender will not be

considered.

a) The firm has to attach an undertaking annexed with the tender document that the firm has not been blacklisted by any agency in India or abroad

b) The Vendor should preferably be a Company registered in India. c) The firm should have at least three years experiences in the same f ie ld .

d) Should have valid Registration No. etc. with appropriate authority.

e) Latest certificates of satisfactory service from the organizations where the vendors are maintaining

AMC of CCTVs to be attached with tender. The tenderer should have full-fledged office at Delhi.

f) I f the bid is to submit by hand, then it must be dropped into the Tender Box placed in the Purchase,

Store & Maintenance Section in the Planning Building of the School.

g) Bidder should have successfully carried out the three AMC works of minimum average value of Rs. 1

lakh (one lakh) (Certificate of satisfactory services from above three organizations must be

enclosed)

h) Firm should have at least three years experience in the field of maintenance of CCTVs. The Tenderer

should have full fledged office in Delhi.

i) Latest certificate of satisfactory services from organization where the vendors are maintaining CCTVs

should be attached.

j) The bidder should have a project office/local office in Delhi NCR and adequate number of service

Engineers for providing support. The bidder is required to submit evidence/proofs in this regard.

k) Interested bidders may visit the site, if desired, before quoting their rates.

l) No joint venture or consortium of any kind is allowed for bidding.

m) Barring force majeure any damage is required to be covered under the AMC as indicated under

`Scope of work’.

n) The components of the equipment’s will be the whole responsibility of the bidders for procurement

and replacement as and when required during the period of AMC.

BIDDING PROCEDURE

I. Bids are invited in two bid system (1) Technical / Pre qualification bid and (2) Financial bid , which shall be sealed separately by mentioning technical bid and price bid on the top of envelope. Both of these two envelope will then be placed in a single sealed cover.

II. No bid will be accepted after due date and time under any circumstances. This office will not be responsible for any postal delay/ courier delay and also for reasons beyond the contract of this office.

III. Technical/ Pre qualification bid must contain the EMD for specified amount , along with complete technical details as desired by this tender. First Technical bid of all the tender will be opened on pre scheduled date , time and venue. Technical bid without EMD will be summarily rejected.

IV. Financial bids, of only successful technical bids will be opened.

SUBMISSION OF BID a. The first envelope shall be super scribed with the name of work and the words. “Technical

bid/Pre-qualification bid i.e. Annexure- III with annexure I, II”. The first envelope shall be opened on the date of opening of tender. The bidder should specifically provide full technical details of service offered and also shall provide full details of deviation they intend to make from the technical specifications and contract terms detailed in the Bid. No f i n a n c i a l details shall be given in this envelope. Violation to this would result invalidation of tender. The Bid Security shall be enclosed with the envelope marked “Technical bid/Pre-qualification bid”.

b. The second envelope shall be super scribed with the name of work and the words “Price Bid

(Commercial Bid)”. It shall contain full details of the price & commercial conditions. Any deviation from our standard conditions shall be specifically spelt out.

c. All offers shall be made available in hard copies as specified in the technical specifications and

should be signed by the authorized signatory of the firm on all the pages of the hard copy.

d. All prices and other information in this regard having a bearing on the price shall be written both in

figures and words in the prescribed offer form.

e. The bid should be submitted in the prescribed bid form of this document. All columns of the bid

form should be filled. Any additional information should be enclosed separately and referred to in

the relevant column of the bid form. All relevant product literature must be enclosed with the bid.

f. No bid may be modified subsequent to the deadline for submission

g. The School reserves the right to inspect any or all the works and satisfy itself about the quality and reliability of the service rendered before opening of the concerned vendor’s price bid.

h. If the bid is submitted by hand, then it must be dropped into the tender box placed in the PSM section of

the Planning building of the school. i. Blank or use of word “Noted” against any of the Bid condition shall mean bidder agrees to comply with

those conditions of Bid.

OPENING OF BIDS:

a. School will open the Technical bids at scheduled time, date and venue in the presence of the bidders

representatives who chose to attend. b. The bidder’s representatives who will be present shall sign on the paper evidencing their

attendance. In the event of the specific bid opening being declared a holiday for the purchaser, the bid

shall be opened at the same time and location on the next working day. c. The bidders names, bid withdrawals, presence of bid security and such other details as the Purchaser at

its discretion may consider appropriate will be announced at the bid opening. d. The firm who have submitted the bids and whose offers are found technically suitable shall be

informed of the opening date of the second envelope i.e. “Financial Bid (Commercial Bid)”.

CLARIFICATION OF BIDS:

To assist the examination, evaluation and comparison of bids, the School wi l l constitutes a Technical Evaluation Committee and may at its discretion, ask for any clarification of the bid from the bidder. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.

EVALUATION OF BIDS:

a. The School will examine the bids to determine whether they are complete, required EMD has been furnished and all relevant documents have been properly signed. Evaluation of bids shall be done based on the information furnished by the bidder. The conformity

of the bids to the technical specification and commercial terms and conditions shall be

examined. Responsiveness of the bid shall be determined based on the technical and financial

capability of the bidder to execute the contract.

b. The School may examine the bids to determine:

i) The correctness of the information furnished by the bidder in its bid. In case any information is found to be incorrect/false, the bid shall be considered as non-responsive.

ii) The substantial responsiveness of each bid to the bidding: For purpose of these clause, a

substantially responsive bid is one, which conforms to all technical specifications and terms

and conditions of the bidding documents without material or commercial deviations. The

School’s determination of a bid’s responsiveness is to be based on the contents of the bid itself

without recourse to extrinsic evidence.

SCHOOL RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS:

a. School reserves the right to accept or reject any bids and to annual the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the School’s action.

b. The acceptance of tender, will rest with Director of the School who does not bind himself to accept

the lowest bid and reserves himself the right to reject any or all the tenders receive without the

assignment of any reason. All the bids in which any of the prescribed conditions are not fulfilled or

are incomplete in any respect are liable to be rejected. b. Canvassing in connection with tenders is illegal and strictly prohibited and the tenders submitted

by the bidders, who resort to canvassing, will be rejected.

TERMINATION BY DEFAULT

A. School may without prejudice to any other remedy for breach of contract , by written notice of default sent to vendor , terminate the contract in whole or part –

i. If the vendor fails to provide service/ rectify the fault within the time period specified in the contract or any extension thereof granted by the school.

ii. If the vendor fails to perform any other obligation under the contract. B. In the event the school terminates the contract in whole or in part the school may procure, upon such

terms and in such manner, as it deem fit , services similar to those undelivered for any excess costs for such similar services. However, the vendor shall continue the performance of the contract to the extent not terminated.

APPLICABLE LAW

The contract shall be interpreted in accordance with the laws of the Union of India and will be under the

Jurisdiction of court in Delhi.

TAXES AND DUTIES

Vendor shall be entirely responsible for all taxes , duties , license , fees etc . incurred until delivery of the

contracted services to the school. No tax or duty will be payable by the school unless specified by the vendor in

the price bid.

EARNEST MONEY DEPOSIT (EMD) AND PAYMENT:

a. The successful bidder will have to deposit Security Deposit equal to 10% of the total value of the contract further reduced to the extent of EMD which will be accordingly adjusted and also execute the contract within t h i r t y days from the date of placement of order. If the firm fails to undertake and /or provide t h e services to the satisfaction of the School as per the order during contract period, the contract will be cancelled and the EMD will be forfeited. The EMD will be released after completion of the contract to the satisfaction of the School. Additional Security money needs to be deposited in case more items are added in the AMC in future.

b. The successful tenderer will have to sign an agreement with the School on a non-judicial stamp paper of

appropriate value before taking over the contract. c. Maintenance charges will be paid on quarterly basis after deduction of penalty after completion of

the quarter. The payment shall be released quarterly on satisfactory completion of assigned services. If

calculation of penalty was not readily available, then o n l y 80% of the bill amount will be released

provisionally. Income Tax and other taxes as per rules will be deducted from the bill as applicable

from time to time.

Arbitration Clause:

All disputes and claims shall be settled by arbitration, in accordance with the provisions of the

arbitration law in force or any statutory requirements thereof and shall be referred to the Sole

Arbitrator to be appointed by the School. The Contractor shall not be entitled to raise any kind of

objection whatsoever, in the event of the School decides to appoint any officer or employee of the

School as the Sole Arbitrator. The award given by the Arbitrator shall be final and binding on

both the parties i.e. ‘School’ and the ‘Contractor’

***

Scope of work

a) AMC shall include the repair/replacement of defective parts with the parts of equivalent or higher specification and details of replacement should be provided to the competent authority. A standby arrangement is also mandatory in such cases.

b) Barring force majeure any damages should be covered under this comprehensive annual maintenance contract.

c) The firm has to ensure uninterrupted recording of CCTV surveillance system at all location in SPA. It includes relocation of CCTV cameras and time to time to check proper connectivity of surveillance system.

d) The qualified firm is supposed to response within 24 hours in the case of any break down or complaint launched from SPA. The same complaint must be resolved in 48 hours otherwise penalty shall liable to be imposed.

e) The qualified firm should maintain minimum two engineers with B.Tech as desired qualification and having enough knowledge in the field of CCTV surveillance System and networking. The firm must produce the evidence/proofs for above mentioned parameters.

f) Only genuine spare parts will be used

g) The firm shall also be responsible for deployment of necessary staff for regular visit twice in week for cleaning of all hardware using suitable cleaning material and supportive equipment. Preventive maintenance includes proper network cabling and to resolve the issues with respect to loose connections. A separate log book shall be maintained for preventive maintenance record.

h) The equipment’s are normally required to be repaired in SPA only. In exceptional cases when the equipment’s cannot be repaired in the office premises and required to be taken to the workshop, the SPA will not make any payment towards cartage and the expense for the to and fro transportation of the machines will be borne by the firm concerned.

i) The equipment being taken to the workshop for repair would be at company’s own risk and expenses. Any damage or loss caused to the equipment or their part due to negligence, mishandling shall be made good by the company.

j) All tools and testing instruments required for checking testing and attending to routine maintenance and breakdowns shall be arranged by the Contractor.

k) The contractor shall ensure the proper working of recording of the video obtained from the CCTV cameras and necessary backup has to be taken in the form of DVD/CD in the regular interval as instructed. The provision of DVD/CD shall be in the scope of work of tender.

l) It shall be the responsibility of the firm to make all the CCTV surveillance system and equipment work satisfactorily throughout the contract period and to hand over the systems in working conditions to the SPA after expiry of the contract.

m) All materials and Reports generated by company under this agreement shall be deemed to be “work made for hire” and own exclusively by SPA.

The Company recognizes that in the course of the transactions, it may be privy to certain

information (“Confidential Information”), relating to SPA work including legal, financial,

technical, commercial, marketing and business related records, data, documents, reports,

(whether or not the information is marked or designated as “Confidential” or “Proprietary”).

The company agrees that it shall:

Keep all Confidential Information strictly confidential and shall not, divulge such Confidential Information to any person.

Take all steps to protect the integrity of the Confidential Information and to ensure against any unauthorised disclosure thereof;

Promptly inform SPA of any potential or accidental disclosure of the Confidential Information and take all steps, together with SPA, to retrieve and protect the said Confidential Information

The company must ensure confidentiality regarding handling of all information obtained within the Control Room, whether videotapes, snapshots, written, verbal and other sensitive materials held within the Control Room and in SPA premise.

Engineer not engages in any private work /act/practice in spa premise. Renting, lending and copying of any software and hardware products are completely

prohibited. Ensure all storage and apparatus should be virus free.

Any breach of this clause may cause SPA substantial and irreparable damages, and in any

event of such a breach, in addition to other remedies, which may be available, the SPA shall

have the right to seek specific performance and injunctive and equitable relief.