Central University of Rajasthan
Bandar Sindri, Kishangarh-305802
Distt. Ajmer
TENDER DOCUMENT for COMPREHENSIVE MAINTENANCE CONTRACT OF Server, Desktop Computers, Printers, Laptops and LCD Projector
Sealed quotations are invited from reputed Firms/Companies/Authorised Service Centre/Service providers for the ComprehensiveMaintenance Contract for Computers, Printers and Laptops installed in various officesand departments of the Central University of Rajasthan
- Cost of Tender Form: Rs. 1000 /- (Non – refundable)
- Last Date of submitting Tender Form –21-09-2015 up to 02: 30 P.M
- Tender will be opened on 21-09-2015at 3.00 P.M.
- Amount of E.M.D: @15,000/- (Fifteen thousand only)
Mode of EMD and Tender fee: Bidder should send separate D.D. for Tender fee (non-refundable) and EMD (Refundable) in favour of Central University of Rajasthan, payable at Kishangarh.
Important Note for the Bidder:The sealed bid envelop should be superscribed at the top ofenvelop as “Tender for Comprehensive Maintenance Contract“. The tender document should be sent to:
The Registrar
Central University of Rajasthan
NH-8 Jaipur-Ajmer, Bandarsindri
Kishangarh, Dist. Ajmer (Raj).
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
CENTRAL UNIVERSITY OF RAJASTHAN(To Be Filled By the Vendor/ Bidder)
1. Name of the quoted equipment(s) / : / ______
2. Name of the Vendor / : ______
3. Full Address of the Vendor / : / ______
4. Telephone/ Mobile No/email. / : / ______
5. Fax. No. (If any) / : / ______
6. Details of the D.D. -
a. / For Tender Fee(Non Refundable) / : D.D. No.______dated ______drawn from
the bank ______
b. / for E.M.D Amount (Refundable) / : D.D. No.______dated ______drawn from
the bank ______
Clause- 1
General terms and conditions
1 / Quotations are invited for the Comprehensive maintenance contract (CMC) for one year extendable on yearly basis up to 2 years required for Central University of Rajasthan as per list attached/given overleaf by21-09-2015before 02.30P.M.Central University of Rajasthan
Bandar Sindri
Kishangarh, Distt. Ajmer
The quotations will be opened at 03.00 P.M. on 21-09-2015.
The envelopsof quotations must be marked “QUOTATION FOR Name(s) of the work(s)
DUE 21-09-2015before 02.30 P.M.
2 / THE RATES QUOTED SHOULD BE FOR CUR Bandarsindri, KISHANGARH inclusive of all charges viz. Packing, forwarding, local taxes, railway freight, transit insurance etc. and free delivery at
University stores. Taxes and duties should be quoted separately.
3 / 25% payment shall be made through a crossed cheque within 30 days of the signing of CMC contract & there after 25% payment after successful completion of each quarter.
4 / Your rates should be valid at least for six months from the last date of receipt of quotations.
5 / Performance Security equivalent to 5% of the value of the order will have to be furnished by supplier. Performance Security may be furnished in the form of an Account payee Demand Draft or Bank Guarantee from a Nationalize bank in an acceptable form safeguarding the purchaser’s interest in all respects.
6 / The undersigned is not bound to accept the lowest tender and may reject any tender or any part of the tender without assigning any reason thereof.
7 / The price/Make/ModelDetails should be quoted on prescribed format “ANNEXURE B & C” and must be sent in a properly sealed envelope.
8 / All the columns of the annexure attached shall be duly and properly filled in separately. The rates and units shall not be overwritten in the price schedule. The rates shall be quoted both in figures and words. The Tender should be signed by the authorized signatory of the firm.
9 / No payment will be made in advance for any supplies under this tender. The valid documentary proof of Sales Tax, VAT/Service Tax Registration No. & details of Income Tax registration (PAN) should be submitted along with the quotation. The taxes must be quoted clearly and separately. If the taxes are not quoted separately, it will be presumed that the rates quoted are inclusive of taxes.
10 / University reserves the right to accept or reject any tender without assigning any reason.
11 / The University reserves the right to verify/seek confirmation of all original documentary evidence submitted by the vendors in support of the tenders, specifications for eligible criteria. In case any information furnished by vender is found false/incorrect the tender will be rejected.
12 / Earnest Money:
(a) EARNEST MONEY:- A Demand Draft for Rs 15,000/- D.D. No………………. dated…………….. Bank Name……………………. Only in the name of “Central University of Rajasthan” and payable at Kishangarh, may please be sent along with your quotation as Earnest Money without which no quotation shall be considered.
(b) Earnest Money is liable to be forfeited and bid is liable to be rejected, if the tenderer withdraw or amends impairs or derogates from the tender in any respect within the period of validity of the tender.
(c) The earnest money of all the unsuccessful tenderers will be returned as early as possible after the expiry of the period of the bid validity and after issue of the work order. No interest will be payable by the purchaser on the Earnest Money Deposit.
(d) Forfeiture of Earnest Money: The earnest money will be forfeited in the following cases:
(i) When tenderer with draws or modifies the offer after opening of tender.
(ii) When the tenderer does not deposit the security money after the CMC order is given.
(iii) When the tenderer fails to provide maintenance services during the CMC period.
(iv) When information/certificate/document furnished is found false at any stage.
14 / All legal proceedings, if necessity arises to university may be any of the parties (University Contractor/ Supplier) shall have to be lodged in the courts situated at Kishangarh and not elsewhere.
15 / Compliance of all statutory requirements (PF, ESI, Labour Law etc.) will be the sole responsibility of the agency under agreement.
16 / Arbitration Clause: If the dispute cannot be settled by mutual discussions within thirty (30) days period, either party may refer the matter to a panel to three arbitrators. Each party shall be the presiding arbitrator. The arbitration proceedings shall be held under the provisions of the arbitration and Conciliation Act, 1996 or any of its subsequent amendments.
17 / Item has to repair within 48 hours of the complained.
18. Following are the items for CMC :
S.No. / Item / Detail Specification / Qty / Date of Purchase / Purchase Cost per unit1 / Laptops / Sony Laptops – Sony VIO VPCEB1AGB/B / 18 / July 2010 / Rs. 51521/-
Sony Laptops – Sony VIO VPCEB1AGB/B / 06 / Mar 2011 / Rs. 48405/-
HP Laptops - HP Compaq 6730b / 02 / June 2009 / Rs. 52,200/-
HP Laptops - HP Compaq 2730p / 01 / June 2009 / Rs. 95,090/-
Dell Latitude E5410 / 3 / April 2011 / Rs. 45760/-
Dell Latitude E5410 / 5 / July 2011 / Rs. 45760/-
Dell Latitude E5410 / 30 / August 2011 / Rs. 45760/-
Dell Latitude E5420 / 15 / May 2012 / Rs. 44,000/-
Dell Latitude E5420 / 25 / June 2012 / Rs. 44,000/-
2. / Desktops / Desktop – HP Compaq dc7900 Convertible Minitower / 60 / Jan 2010 / Rs. 38,845/-
Desktop – HP Compaq 8000 Elite Convertible Minitower / 60 / Mar 2010 / Rs. 38,845/-
Desktop – HP Compaq DX 2000 Series / 04 / June 2009 / Rs. 33,217/-
Desktop – HP Compaq D 7000 Series / 01 / June 2009 / Rs. 38,495/-
HP Compaq 8200 Elite / 60 / September 2011 / Rs. 37280/-
HP Compaq 3000 Series (HP 3090) C2D / 10 / December2010 / Rs. 32,000/-
3. / Server / HP Proliant ML 350 (Web Server) / 01 / November2010 / Rs. 103936/-
4. / Printers / Printer –HP MFP 1005 / 08 / Aug 2010 / Rs. 12,400/-
Printer –HP MFP 1005 / 08 / Sept. 2011 / Rs. 11,500/-
Printer – HP 3015Dn / 05 / Mar 2010 / Rs. 33,290/-
Printer – HP 2727 MFP / 03 / Aug 2009 / Rs. 36,399/-
Printer – HP Laser Jet 1007 / 01 / Dec 2010 / Rs. 5,995/-
HP LaserJet Pro M1536dnf MFP / 30 / 30.12.2013 / Rs. 22,400/-
HP LaserJet Pro M1536dnf MFP / 25 / 13-07-2012 / Rs. 19942/-
Zebra Printer p330i (I-Card Printer) / 1 / 20.07.2012 / Rs. 67700/-
EPSON LQ 1150 DMP Printer / 10 / 1.7.2013 / Rs. 15100/-
5. / LCD Projector / SANYO XK3010 / 08 / 10-01-2012 / Rs. 59,990/-
Epson EB-825 / 03 / 10-02-2010 / RS. 74,200/-
Epson EB-825 / 08 / 27-03-2010 / RS. 74,200/-
Clause-2
Scope of Work
The objective is to ensure all the listed equipemnets in running condition.
The maintenance of hardware and software installed. The software maintenance includes
operationalizing, loading/reformatting of software / discs with software like Windows7,Vista, Windows XP, Linux, Microsoft Office, software, Browsers like Internet Explorer, Chrome, Mozilla etc. and Mailing Software like Outlook Express, Anti‐virus software, Data retrieval and installation/removal of any other software purchased by CURAJ, India from time to time. It also includes removal of virus and re‐installation of software, if corrupted. Support for users and troubleshooting of commercial software (Licensed) packages mentioned above. Scope of work of CMC also includes
a) Maintenance that includes the replacement of malfunctioning spares/ parts for proper functioning of all systems and sub‐systems listed in Annexure “A”by the contractor. If any part gives repeated problems more than 2 timesin period of one-month,the contractor shall replace it immediately with a new original part.
b) Maintenance includes replacement of each and every malfunctioning part of computers, printers and related items listed at Annexure”A” like Hard Disk, Optical Drive, Mother Board, TFT Monitor, RAM, Keyboard, Mouse, SMPS, power cables, interface cable, Printer Heads, Fuser assembly, roller drums, data cables, scanning unit, switch, power supply, display card and all otherparts except consumables are under this CMC by the contractor.
c) All parts to be replaced by the contractor must be of the same make/model. In case it is not possible, the same must be of better or equivalent quality. In the service report, the details regarding the part number and serial number (if any) must be brought out to meetrequirement
Clause-3
TERMS AND CONDITIONS
1. The Contractor shall depute an adequate number of well‐qualified engineer(s) who can maintain the equipment listed in Annexure “A” properly. The Engineer(s) should be an Indian national only, having minimum one year degree/diploma in computer hardware and related field. Engineer(s) should have minimum 3 years of experience and should be specialist in repairing and maintaining Laser Printer. The engineer(s) shall be required to report on all working days, as and when required on holiday at 09.30 hrs. All the engineer(s) deployed by the contractor shall work in coordination with Technical Cell .
2. The engineer(s) will work under the instructions of the coordinator or any person authorized by the CURAJ and shall submit complaint sheets to him for each complaint attended by them. The complaint sheet would clearly define the nature of complaint, location of office and time taken for rectification of a complaint. The engineer(s) are also required to get the compliant sheets signed by the respective end users.
3. The contractor would carry out preventive maintenance of each machine mentioned in Annexure “A” once in every month, in order to forestall any major failure of the same which includes installation of updates of antivirus packages. Contractor should also ensure proper cleaning of machines on quarterly basis. Failure to do so shall attract penalty at the rate mentioned at penalty clause.
4. The equipment will have to be repaired in‐house. In rare cases when it is very essential to take out the equipment for repairs outside the CURAJ, it is mandatory to have a valid pass for such equipment and making proper entries with coordinators and at security office.
5. Upkeep and maintenance of the hardware installed as per the items mentioned in Annexure “A”contractor must also maintain the required drivers (CDs & DVDs) for maintaining the equipment in Annexure “A”.
6. Stand‐by arrangement to be made in case the equipment is to be taken to workshop for repairs or item is not usable. In case standby is not provided, and the item is not usable beyond the 48 hours, alternate arrangements atagency own cost should be done till the defective equipments perform. Failure of that 1% per week of the cost of purchase of equipment as per the list enclosed will be posed as penalty. In case of delay exceeding one month, penalty is 5% of the purchase cost as listed in Annexure “A”.The amount of penalty will be either recovered from the Bank Guarantee/Security of the annual maintenance period or from theCMC charges/bills;
7. Loss of any part in the product on account of negligence attributable to the vendor, the vendor at his own discretion may reinstate or replace the malfunctioning / non‐functioning part or whole of the product with a working part or whole of the product of a matching or higher configuration. However, in the case of hard disc, vendor should provide a new hard disc of matching or higher configuration.
8. In abnormal cases due to delay in repairs of equipment under CMC, the loss arisen to the university on this account will be at the sole discretion of the competent authority which is fully recoverable/ repairable at the sole cost of agency.
9. The vender shall ensure the following service norms:
(a) Service Availability Timings : 09.30 hours to 18:00 hours (Monday to Friday)
(b) On‐site response Time : 1 day
(c) Annualized Uptimes : 95%
10. The contractor shall ensure that the engineer(s) are present timely and possess valid ID cards on all working days including SaturdaysSunday(if required). In case of engineer going on leave, alternate arrangements should be made well in advance and coordinators given prior intimation. In case of an emergency, the engineer may be required to be deployed on holidays.
11. The contractor shall not change the engineer(s) without prior clearance from the customer. Further that the contractor shall provide a substitute for a deployed engineer.
Annexure A: Technical Performa (filled by bidder)
S.No. / Item Description / Qty. / Compliance Yes/No / Deviation (if any) / RemarksSony Laptops – Sony VIO VPCEB1AGB/B / 18
Sony Laptops – Sony VIO VPCEB1AGB/B / 06
HP Laptops - HP Compaq 6730b / 02
HP Laptops - HP Compaq 2730p / 01
Dell Latitude E5410 / 3
Dell Latitude E5410 / 5
Dell Latitude E5410 / 30
Dell Latitude E5420 / 15
Dell Latitude E5420 / 25
Desktop – HP Compaq dc7900 Convertible Minitower / 60
Desktop – HP Compaq 8000 Elite Convertible Minitower / 60
Desktop – HP Compaq DX 2000 Series / 04
Desktop – HP Compaq D 7000 Series / 01
HP Compaq 8200 Elite / 60
HP Compaq 3000 Series (HP 3090) C2D / 10
HP Proliant ML 350 (Web Server) / 01
Printer –HP MFP 1005 / 08
Printer –HP MFP 1005 / 08
Printer – HP 3015Dn / 05
Printer – HP 2727 MFP / 03
Printer – HP Laser Jet 1007 / 01
HP LaserJet Pro M1536dnf MFP / 30
HP LaserJet Pro M1536dnf MFP / 25
Zebra Printer p330i (I-Card Printer) / 1
EPSON LQ 1150 DMP Printer / 10
SANYO XK3010 / 08
Epson EB-825 / 03
Epson EB-825 / 08
Annexure B: Price Performa (filled by bidder)
S.No. / Item Description / Qty. / Compliance Yes/No / Deviation (if any) / Price per Unit / Amount per year / Remarks1 / Sony Laptops – Sony VIO VPCEB1AGB/B / 18
2. / Sony Laptops – Sony VIO VPCEB1AGB/B / 06
3. / HP Laptops - HP Compaq 6730b / 02
4. / HP Laptops - HP Compaq 2730p / 01
5. / Dell Latitude E5410 / 3
6. / Dell Latitude E5410 / 5
7. / Dell Latitude E5410 / 30
8. / Dell Latitude E5420 / 15
9. / Dell Latitude E5420 / 25
10. / Desktop – HP Compaq dc7900 Convertible Minitower / 60
11 / Desktop – HP Compaq 8000 Elite Convertible Minitower / 60
12 / Desktop – HP Compaq DX 2000 Series / 04
13 / Desktop – HP Compaq D 7000 Series / 01
14 / HP Compaq 8200 Elite / 60
15 / HP Compaq 3000 Series (HP 3090) C2D / 10
16 / HP Proliant ML 350 (Web Server) / 01
17 / Printer –HP MFP 1005 / 08
18 / Printer –HP MFP 1005 / 08
19 / Printer – HP 3015Dn / 05
20 / Printer – HP 2727 MFP / 03
21 / Printer – HP Laser Jet 1007 / 01
22 / HP LaserJet Pro M1536dnf MFP / 30
23 / HP LaserJet Pro M1536dnf MFP / 25
24 / Zebra Printer p330i (I-Card Printer) / 1
25 / EPSON LQ 1150 DMP Printer / 10
26 / SANYO XK3010 / 08
27 / Epson EB-825 / 03
28 / Epson EB-825 / 08
Page No. 1/8