Document No : 834 /IT/2016

TENDER DOCUMENT ON

ANNUAL MAINTENANCE CONTRACT (AMC) FOR SERVERS/COMPUTERS/PRINTERS/UPS/LAPTOPS

AT TTDC CORPORATE OFFICE AND UNITS

TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED TOURISM COMPLEX,

No.2, Wallajah Road, Chennai– 600 002.

Telephone(s) : 25367850 to 54 Fax.(044) 25381567/25382772 E-mail: ttdc@vsnl.com Website : http://www.tamilnadutourism.org

TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED, TOURISM COMPLEX, WALLAJAH ROAD, CHENNAI- 600 002

(Telephone No.25367852, 25367853, Fax(044) 25381567) E-Mail: ttdc@vsnl.com Website : http://www.tamilnadutourism.org

TENDER NOTICE NO.834 /IT/2016, DATE: 19.7.2016

TENDER DOCUMENT ON ANNUAL MAINTENANCE CONTRACT (AMC)

FOR SERVERS/ COMPUTERS/PRINTERS/UPS/LAPTOPS AT CORPORATE OFFICE OF TTDC AND ITS UNITS

Sealed tenders are invited in the prescribed tender documents from reputed companies for

Annual Maintenance Contract for Servers/Computers/Printers/Laptops/UPS in Tamilnadu Tourism

Development Corporation Ltd. for a period of three years.

Sl No. Particulars

Quantity.

Earnest Money

Deposit in

1

2

3

4

5

6

Servers

Computers

Thinclients

Printers

Laptops

UPS

3

139

12

51

5

23

Rs.5,000/-

Sale of Tender Document : From the date of Advertisement to11.8.2016 On all working days between 10 A.M. to 5 P.M. Time & Date of Submission of Price bid : on 12.8.2016 upto 3.30 P.M Date of Opening of Price Bid : on 12.8.2016 at 4.00 P.M. Venue : Registered Office, TTDC Limited, Tamilnadu Tourism Complex, 3rd Floor No.2 Wallajah Road, Chennai -2.

Tender documents will be issued only against receipt of cash or Demand Draft drawn in favour of T.T.D.C.Ltd. Tender cost is not refundable. Tender documents can be downloaded from Govt. and TTDC website at free of cost. Any Postal delay or loss caused will not bind TTDC Ltd. The Tender submitted beyond the date/time fixed shall be summarily rejected. In the event of last date for submission/opening of tender falling on a holiday, the acceptance/opening of the tenders will be on the next working day at the same time and venue. The Managing Director, TTDC Ltd., reserves the right either to accept or reject any or all the Tenders and postpone the due date without assigning any reason therefore. All other details shall be obtained from the Manager (IT), TTDC Ltd., at Registered Office as mentioned above. You may also visit websites http://www.tamilnadutourism.org and http://www.tenders.tn.gov.in for tender details.

MANAGING DIRECTOR

CONTENTS

1. INSTRUCTIONS AND CONDITIONS TO THE

TENDERER

2. ELIGIBILITY CRITERIA (ANNEXURE-I)

3. TECHNICAL SPECIFICATION OF SERVERS,

COMPUTERS, LAPTOPS, PRINTERS AND UPS (ANNEXURE-II)

4. PRICE BID (ANNEXURE–III)

TAMILNADU TOURISM DEVELOPMENT CORPORATION LTD. TOURISM COMPLEX, 2, WALLAJAH ROAD,CHENNAI-2

NATURE OF WORK : TENDER DOCUMENT FOR ANNUAL MAINTENANCE

CONTRACT (AMC) OF

SERVERS/COMPUTERS/PRINTERS/UPS/

LAPTOPS AT TTDC CORPORATE OFFICE AND UNITS

INSTRUCTION TO TENDERER:

1. Sealed tenders are invited from reputed manufacturer/companies/

organizations/firms or authorised dealer for Annual Maintenance Contract

(AMC) of Servers/Computers/Printers/Ups/Laptops for Corporate office and it

units by Tamilnadu Tourism Development Corporation Limited, Chennai-2 up

to 3.30 PM on 12.8.2016

2. Tenders should be in the prescribed original tender document obtained

from the above address and it should be in separate wax sealed covers

superscribed as “Price Bid for ANNUAL MAINTENANCE CONTRACT (AMC) OF SERVERS

COMPUTERS/PRINTERS/UPS/LAPTOPS AT CORPORATE OFFICE OF TTDC AND IT UNITS” to the

Managing Director, Tamilnadu Tourism Development Corporation Limited,

Chennai-2 by designation. Sealed tenders can be submitted in person or sent

by post at the following address:-

The Managing Director Tamilnadu Tourism Development Corporation Ltd. Tourism Complex, 3rd Floor No.2, Wallajah Road, Chennai-2

The tenders not in the prescribed original tender document will be

summarily rejected.

3. The price bids must be accompanied by Earnest Money deposit as

Rs.5000/-(Rupees five thousand only) payable by crossed demand draft on

any of the Nationalised Bank having its office at Chennai. The Demand

Draft should be drawn in favour of “Tamilnadu Tourism Development

Corporation Limited.” No other form of Earnest Money deposit will be

accepted.

4. The eligibility criteria of the tenderer are at Annexure-II. Tenders

received without Earnest Money Deposit will not be accepted and the same

will be summarily rejected.

5. If tenderer failed to furnish the EMD as Rs.5000/- (Rupees five thousand

only) at the submission of Price bid, their price bid will be summarily

rejected at the time of opening the price bid.

6. The successful bidder shall be intimated on this selection for the award of

contract.

7. The successful tenderer should furnish security deposit equivalent to 5% of

the tender value either by D.D or by Bank Guarantee from a Nationalized

Bank/Scheduled Bank valid for one year within one week from the date of

receipt of letter from TTDC intimating the selection of the bidder for the

award of contract. The successful tenderer shall also execute the

agreement in the proforma prescribed by the TTDC along with the Bid

security.

8. Earnest Money Deposit of the successful bidder shall be forfeited in the

event of withdrawal of his bid, before the bid validity period or in the event

of the failure of successful bidder to furnish the security deposit or to

execute the agreement within the specified period. In addition to the

forfeiture of Earnest Money Deposit, steps will be taken to blacklist the

defaulter.

9. The tenderer (authorized signatory of the company) should sign at the

bottom space of all the pages of tender document.

10. The rates tendered should be inclusive of transportation and insurance,

if any that may be levied by the appropriate authorities. As per the

Government guidelines issued as a sequel to the Transparency in Tenders

Act, the Price bids will be evaluated reckoning all Duties, Insurance,

Transportation etc. but local sales tax and service tax will be excluded. The

format for quoting price bid is at Annexure III.

11. The Price Bid will be opened at the Registered Office of Tamilnadu

Tourism Development Corporation Ltd., 3rd Floor, Tourism Complex, No.2

Wallajah Road, Chennai-2 on 12.8.2016 at 4.00 P.M. in the presence of

tenderers or their authorized representative who choose to be present at

that time.

12. The Earnest Money Deposit of unsuccessful tenderers will be refunded

after a decision taken on the tender. For the successful tenderer Earnest

Money Deposit will be adjusted as security deposit. The amount deposited

for security will not carry any interest.

13. The amount deposited as Earnest Money Deposit as required in

Clause 3 above will not carry any interest.

14. The successful Tenderer will be intimated about the acceptance. Hence

no enquiry in this regard need be made.

15. All columns in the tender schedule shall be duly, properly and

exhaustively filled in ink. The rate shall be entered in words also

underneath the figures. No alteration in the description of the schedule

shall be permitted. All corrections should be authenticated under the full

signature of the tenderer. In case of variations in the rate quoted in words

and in figures, the rate quoted in words only will be taken into

consideration.

16. The tender shall be valid for 120 days from the date of opening of price

bid. The AMC Service should be done in the machine as per

specification furnished in Annexure II .

17. The tenderer should quote the rate for AMC for each items specified in

the Annexure II. The AMC is payable once in a half year in advance

against invoices/bills to be preferred by the Tenderer. The tenderer should

provide comprehensive annual maintenance for Servers/

Computers/Printers/ups/Laptops, which shall include preventive

maintenance and corrective maintenance at the location specified by the

TTDC. The maintenance shall also include replacement of all parts such

as mother boards, circuit except consumable items. The equipment which

is down should be restored in good working condition within 24 hours.

18. The AMC Provider should have a proper compliant – call-registration

procedure, follow-up etc and provide traceability of all complaints from

registration to call clearance; The AMC Provider shall issue a customer

service slip after every service visit, clearly indicating the time of call, time

of attendance of the fault by the AMC Provider, nature of fault observed

and whether cleared or not, „if under further observation, then whether

normal usage can be continued?, and details of subsequent visit after 2

days of observation, closure of call, clearance of fault and any other

relevant information.

19. The AMC Provider should provide equivalent standby machine where

clearance of a fault is likely to take beyond 2 days due to delays in sourcing

of spares etc. and may affect the business of the office.

20. If any fault occurred in the spare parts of Machine except consumable

items during the AMC period, the item should be replaced with

better/higher in specification compared to the original part without charging

any additional cost.

21. All consumable like print heads, knobs, Ribbon, plastic parts etc. are not

covered under this AMC. Similarly for the SMF batteries of the UPS.

22. At the end of the AMC –contract period, both the TTDC and AMC holder

shall certify separately the computer systems/Electronic device are in

satisfactory working condition and that no faults or complaints are pending.

23. The AMC Provider shall submit a bank guarantee to the value of 40% of

the total annual contract value, which shall be forfeited. if they are not able

to provide fault clearance in time or if overall downtime of the computer

systems exceeds 30 days in an annual contract. 50% of the bank

guarantee amount (or 20% AMC value) will be forfeited if the downtime of a

computer peripheral like printer/scanner/tape drive exceeds 30 days in an

annual contract. For all mission critical systems, the penalty may be fixed

higher based on the loss of the device in servicing the Govt. Business

Process.

The penalty Terms as follows:

S.No. Type of Computer/Equipment Downtime penalty

1 Server Computers Rs. 1000/- per day after 2 days for every day/part thereof

2. All Client Computers (General use) Rs.100 per day

3. All Client Computer(public counter use)

Rs.300 per day

4. Heavy duty Laser printer Rs.300 per day

5. All other printers Rs.100 per day

6. Parts of computer failures will be treated as Computer failure

Same as computers

7. If Equivalent standby is given within 2 days, Downtime is NIL

„NIL‟ Penalty

8. Downtime > 30 days for mission critical servers/computers/peripherals

50% of Bank Guarantee or higher

24. The tenderer shall be solely responsible for the payment of Sales Tax

and other taxes, if any levied by the Government and other local bodies.

TTDC will issue Form – “C” against CST.

25. The sealed covers super scribing as “AMC for

Servers/Computers/Printers/UPS/Laptops for Corporate office of TTDC and

its units” should be submitted along with a covering letter in separate

sealed cover.

26. Fixed Price Prices quoted by the bidder shall be fixed the Bidder‟s

performance of the contract and not subject to variation on any account. A

bid submitted with an adjustable price quotation will be treated as non-

responsive and rejected.

27. In exceptional circumstances, the TTDC may solicit the bidders consent

to an extension of the period of validity. The request and the responses

thereto shall be made in writing or by mail. The bid security provided shall

be suitably extended. A bidder may refuse the request without forfeiting its

bid security. A bidder granting the request is not required or permitted to

modify its bid.

28. Bids must be received by the TTDC at the address specified not later

than the time and the date specified in the Invitation of Bids. In the event of

the specified date for the submission of bids being declared a holiday for

the TTDC, the bids will be received up to the appointed time on the next

working day.

29. The TTDC may, at its discretion, extend the deadline for submission of

bids by amending the bid documents. In which case all rights and

obligations of the TTDC and bidders previously subject to the deadline will

thereafter be subject to the deadline as extended.

30. During evaluation of bids, the TTDC may, at its discretion, ask the

bidder for clarification of its bid. The request for clarification and the

response shall be in writing.

31. The TTDC will scrutinise the bids to determine whether they are

complete, whether any computational errors have been made, whether

required sureties have been furnished, whether the documents have been

properly signed, and whether the bids are generally in order. Bids from

representatives, without proper authorisation from the manufacturer shall

be treated as non-responsive.

32. No bidder shall contact the TTDC on any matter relating to its bid, from

the time of bid opening till the contract is awarded.

33. Any effort by a bidder to influence the TTDC in the TTDC‟s bid

evaluation, bid comparison or contract award decisions may result in

rejection of the bidders bid.

34. The TTDC reserves the right at the time of award of contract to increase

or decrease the quantity of items originally specified in the schedule of

requirements without any change in unit price or other terms and

conditions.

35. The notification of award will constitute the formation of the contract.

36. The tenders submitted beyond the date and time fixed shall be

summarily rejected.

37. Any postal delay or loss in transit will not bind TTDC ltd.

38. The Managing Director, Tamilnadu Tourism Development Corporation

Ltd., reserves the right either to accept or reject any or all the tenders at

any time prior to award of contract.

39. Evaluation of tenders would be in accordance with the provisions of

Tamilnadu Transparency in Tenders Act 1998.

40. Disputes if any arises, the Arbitrator will be appointed by mutual consent

of both the parties and the arbitration proceedings will be as per Arbitration

Act. The Jurisdiction will be at Chennai.

Other terms and conditions:

1. The AMC Service should be provided at respective location.

2. Preventive maintenance should be done in the equipment once in a

quarter without the user intimating you. In case there is a repair call

during day quarter, preventive maintenance will be combined with repair

call in all the places.

3. The payment will be made on quarterly basis (3 months)

4. The AMC contract is valid for three years, subject to renewal of every

year.

5. The rate for AMC should be quoted for each item individually.

SIGNATURE OF MANAGING DIRECTOR THE TENDERER. TTDC LTD., CHENNAI DATE:

Annexure-I

TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED, CHENNAI

Eligibility Criteria for the Tenderer

1. The organization should be an ISO 9000 (documentary proof to be attached)

2. The Bidder should have an average annual Turnover of Rs.100 lakhs during the last 3 previous years viz. 2012-13, 2013-14, 2014-15 (copy of audited annual reports to be enclosed)

3. The organization should have minimum 5 years experience in the field of

servicing computers, laptops and printers. (Documentary proof should be enclosed)

4. Authorised dealers of the computer manufacturer are eligible to participate in the tender provided they should furnish the manufacturer‟s authorization service for computers, laptops etc.

5. The organization should have service centre facilities with a minimum of 10

technical professionals in Chennai city. Certificate from Bidder HR Department for number of Technically qualified professionals employed by the company (documentary proof)

6. The details of service centre facilities available in the Chennai and Tamilnadu

should be mentioned.

7. No. of service engineers experienced in the specified field of

Servers/Computers/Printers/UPS/laptop (Category wise) to be furnished.

DATED, SIGNATURE OF THE TENDERER

MANAGING DIRECTOR TTDC LTD., CHENNAI