Annexure to Tender Enquiry No

ANNEXURE TO TENDER ENQUIRY FOR PLAIN PAPER COPIERS MAINTENANCE

I.SUBMISSION OF BIDS

1.Submission of Techno-Commercial Bid (Part-I):

a)The bids/quotations shall be valid for a period of 120 days from the date of opening of Technical and commercial bid (Part-I).

b)Bidders may note that all documents/Annexures are to be scanned and uploaded and attached to Techno-commercial bid only.

c)Bidders shall submit Techno-Commercial bids as specified in Annexure-1 duly confirming all the parameters mentioned therein.

d)All the points are to be properly responded instead of simply mentioning “complied” or otherwise .

e)In order to evaluate the eligibility of the Bidders, all the conditions mentioned in the Annexure -1 shall be considered. Techno-Commercial Bid without any supporting documents for the details provided therein shall not be considered. No correspondence in thisregard shall be entertained.

f)Declaration shall be submitted as per Annexure-2. Bids received without Annexure-2 will be rejected summarily.

g)Compliance Statement as per Annexure-4 shall be uploaded duly signed.

h)The documents uploaded along with the tender are sacrosanct for considering any offer as a complete offer. It is, therefore, important that all documents duly completed and signed and attached, failing which tender is liable to be treated as incomplete and ignored.

i)Bids without any consideration will not be considered.

j)SDSC SHAR reserves the right to reject any unreasonable/conditional offer without assigning any reasons.

1. Submission of Price Bid (Part-II):

a)The price is to be quoted for comprehensive maintenance which include Toners, Consumables, Drum, Spares, Accessories and maintenance of photo copiers on per copy basis. Conditional Offers will be rejected. Offer your price considering 67 machines into account.

b)The rates quoted shall be firm and fixed for a period of two years from the effective date of AMC.

c)SDSC SHAR reserves the right to reject any unreasonable/conditional offer without assigning any reasons.

1. Instructions to Bidders:

a)While submitting the offers, the bidders shall confirm their acceptance for all the points mentioned in the tender documents. Any deviation should be brought out clearly. In the absence of deviation/acceptance it will be construed that all conditions are acceptable.

b)No request for the extension of the due date for any reason shall be considered.

1. Evaluation of Bids

a)The Techno-Commercial Bid shall be evaluated first.SDSC SHAR shall determine the substantial responsiveness of each bid to the Bidding Documents. For the purpose of these Clauses, a substantially responsive bid is one which confirms to all the terms and conditions of the Bidding Documents without any deviations.

b)A bid determined as not substantially responsive shall be rejected by SDSC SHAR.

c)The Techno-Commercial Bid evaluations shall be done on the basis of bidder’s response to “Techno-Commercial Bid Format” given in Annexure-1.

d)During the evaluation of the bids, SDSC SHAR shall ask any Bidderto produce the Originals of the documents attached for verification. Any failure in this regard by the bidder shall be entitled for gross rejection of their Bid.

e)After evaluation of the Techno-Commercial bids, the Price bids of those found suitable as per tender requirements of the SDSC SHAR shall only be opened.

NOTWITHSTANDING ANYTHING STATED ABOVE, SDSC SHAR RESERVES THE RIGHT TO ASSESS BIDDER’S CAPABILITY ANDCAPACITY TO PERFORM THE CONTRACT. SHALL THE CIRCUMSTANCES WARRANT, SUCH ASSESSMENT IN THE OVERALL INTEREST OF SDSC SHAR & DECISION OF SDSC SHAR IN THIS REGARD SHALL BE FINAL. SDSC SHAR RESERVES THE RIGHT TO REJECT ANY OR ALL TENDERS OR CANCEL/WITHDRAW THE NOTICE INVITING TENDER IN WHOLE/PART WITHOUT ASSIGNNING ANY REASON WHATSOEVER AND DECISION IN THE MATTER SHALL BE FINAL & BINDING. IN SUCH CASE NO BIDDER SHALL HAVE ANY CLAIM ARISING OUT OF SUCH ACTION.

II. TERMS & CONDITIONS

1. Scope of Contract:

1.1SDSC SHAR is looking for a qualified, reputed and well established Contractor who has the potential to enter into Annual Contract for comprehensive maintenanceof photo copiers in good working condition on per copy basis (including toners, consumables, spares and maintenance) available at SDSC SHAR, Sriharikota. At present 66 machines are at SDSC SHAR, Sriharikota and 1 machine is at our Guest House at Adayar Chennai. The list of machines is as per Annexure – 3. Estimated average monthly load is 4000 to 5000. The figures are indicative only. It may increase or decrease.

1.2The copy quality shall be maintained at best levels and to the satisfaction of the user sections. The end user will be the ultimate deciding authority for the purpose of replacing the parts/accessories including toner/drum/consumables or Copier.

1.3Any complaint should be resolved within the next business day or a stand by machine should be provided until resolution.

1.4The Bidder shall be bound by the details furnished by him toSDSC SHAR while submitting the tender or at subsequent stage(s).In case, any of such documents furnished by him is/are found to be false at any stage, it would be deemed to be a breach of terms of contract making him liable for legal action besides termination of the contract.

1.5The Bidder shall not be allowed to transfer, pledge or sub-contract its rights and liabilities under this contract to any other agency. However, in extreme cases, if it is essential to do so, it shall be done only with the prior written consent of SDSC SHAR.

1.6The maintenance Engineers shall raise call reports for break-down as well as preventive, attended by them with due signature of concerned person from the user division. He must enter all maintenance related details in the maintenance log book. The maintenance engineers are expected to carry required tools always with them.

1.7If the monthly preventive maintenance service is not carried out and the reasons for the delay are attributed to the maintenance agency, proportionate amount (per copy rate x monthly average copies or 4000 whichever is more) will be deducted from the contract charges payable. This will be applicable to delay in attending break-down maintenance beyond the permitted time of 24 hours. If such failures/delays are recurring it will be treated as non-performance of the contract. In case of repeated non-performance of contract, SDSC SHAR reserves the right to terminate the contract besides forfeiture of the Security Deposit.

1.8During the currency of the contract, copiers (Any model of any brand) can be added or deleted from the contract.

1.9The nature of servicing and maintenance of the copiers includes:

a)Thorough cleaning, servicing & maintenance.

b)Checking of reference currents and voltages.

c)Ensuring correct operation of the equipment.

d)Checking of all the parts, detecting wear and tear and timely replacement of the same.

e)Replacing Toner, Consumables and Spares as and when required to produce the best quality of copies.

1.10Two or three service engineers shall be stationed at Sriharikota to provide timely support and un-interrupted service & maintenance of the machines.

1.11The Contractor should arrange their own means of transport for internal movement at SDSC SHAR for their maintenance engineers. Accommodation, if required for the maintenance engineer(s) may be provided at SDSC SHAR Hostel, subject to availability on chargeable basis.

1.12In case the Contractor’s personnel knowingly or unknowingly found causing any damage to SDSC SHAR property, suitable cost as worked out by SDSC SHAR will be recovered.

1.13The contractor shall ensure enough stock of toners, consumables and essential spares for timely replacement.

1.14If any machine, after awarding of the contract, found not working on inspection, the contractor can give estimate for the repair to the concerned user division for considering placement of order for the repair and putting the machine into the contract.

1.15The list of machines given in Tender Enquiry are indicative only. SDSC SHAR reserves its right to remove any machine from the scope at the time of awarding the contract or later. At present all the machines are in good working condition and being perfectly maintained.

1.16The Bidder shall identify a co-ordinator who would be responsible for immediate interaction with the SDSC SHAR.

2. Period of Contract:

2.1The contract shall initially be on trial for a period of 3 months and on satisfactory completion of the trial period, the contract may be confirmed and extended for a further period of one year and nine months thus totally for a period of two years from the date of award of contract unless it is curtailed or terminated by SDSC SHAR owing to deficiency of service, sub-standard quality of service engineers deployed, breach of contract, reduction or cessation of the job requirements etc. The contract shall automatically expire unless extended further by the mutual consent.

2.2The contract may be extended for a further period of one year mutually agreed upon by both the parties on the same rate, terms and conditions.

3Security Deposit and its forfeiture:

3.1The Service Provider shall guarantee faithful execution of the contract in accordance with the terms and conditions specified herein. As a performance security, the Service Provider shall furnish a Security Deposit for 10% (Ten Percent) of the total contact value within 15 days from the date of contract in the form of Bank Guarantee valid for entire contract period with a claim period of six months beyond the validity of the Bank Guarantee. The Security Deposit shall not carry any interest and shall be returned after satisfactory completion of all the contractual obligations.

3.2In the event of any breach of any of the terms and conditions of the Contract, SDSC SHAR shall have (without prejudice to other right and remedies) the right to terminate the contract forthwith and / or to forfeit the entire or part of the amount of security deposit or any part or thereof.

4Payment:

Payment will be made on monthly basis based on actual readings on certification by the end user and Focal Point.

5Experience:

5.1 Bidders should haveexperience of at least one year in maintenance of plain paper copiers in Central/State Governments or reputed organisations and have maintained/serviced at least 25 Nos. of plain paper copiers under their contract in a year. Documentary evidence should be uploaded along with their techno-commercial bids. Offers received without documentary evidence will be summarily rejected.

6 Parallel / Adhoc Contract:

6.1SDSC SHAR reserves the right to enter into parallel Adhoc contract(s) with one or more Contractors/Service Provider(s) during the currency of the contract for availing the same or similar services.

6.2In order to identify more than one Contractor/Service Provider, SDSC SHAR reserves the right to award the contract to any other Contractor/Service Provider who has qualified in the subject tender and willing to provide the services.

7. Termination or Short closing of Contract:

7.1 If the Contractor/Service Provider repeatedly violates the terms and conditions of the contract or fails to provide services required despite SDSC SHAR having served them notices, the contract shall be liable to be terminated and security so deposited shall be forfeited.

7.2 SDSC SHAR reserves the right to terminate the contract without assigning any reasons by giving a prior notice of 30 days.

8. Arbitration:

In the event of any dispute or difference relating to the interpretation and application of contract, such dispute or difference shall be settled amicably by mutual consultations of the good offices of the respective parties. If such a resolution is not possible, then unresolved dispute or difference shall be referred to the Sole Arbitrator appointed by Director, SDSC SHAR,in accordance with the rules and procedures of Indian Arbitration and Conciliation Act 1996 or any modification thereof. The decision of the Arbitrator shall be final and binding on both the parties. The expenses for the Arbitration shall be paid as may be determined by the Arbitrator. The Arbitration shall be conducted in the state of Andhra Pradesh.

9. Jurisdiction:

The Courts within the state of Andhra Pradesh shall have jurisdiction to deal with and decide any matter arising out of this contract.

ANNEXURE-1

TECHNO COMMMERCIAL BID

(On Original Letter Head of the Bidder)

I

Place: (Signature of Authorized Person)

Date: Name:

Office Seal: Designation:

Business Address:

ANNEXURE-2

DECLARATION

(On Original Letter Head of the Bidder)

1. We have carefully read and understood all the terms and conditions of the tender for Annual Maintenance Contract (including toner, consumables & spares) for plain paper copiers to SDSC SHAR and undertake to abide by them.

1. The information / documents furnished along with this Tender are true and authentic to the best of my knowledge and belief. We are well aware of the fact that furnishing of any false information / fabricated document would lead to rejection of our tender at any stage besides liabilities towards prosecution under appropriate law.

1. We shall not assign the contract nor shall we sublet any portion of the contract except with SDSC SHAR written consent.

1. We accept that you are neither bound to accept the lowest tender nor bound to assign any reason for rejecting or returning of our Tender.

1. We hereby Undertake that our Company/Firm do not have any legal suit / criminal case either pending against us/proprietor or any of our Directors (in the case of Company) or being contemplated and have not been earlier convicted on the grounds of moral turpitude or for violation of laws in force.

1. We are not black-listed by any Central/State Government/Public Sector Undertakings/Autonomous Bodies under Central/State Government/Any Other Organization.

Signature of authorized person

Date: Full Name:

Place: Seal:

ANNEXURE-3

LIST OF PHOTO COPIERS

NOTE: All machines are in good working condition.

Present average is 4000 copies per machine.

ANNEXURE-4

COMPLIANCE STATEMENT

Signature of authorized person