NATIONAL INSTITUTE OF SCIENCE COMMUNICATION
AND INFORMATION RESOURCES (NISCAIR)
(Council of Scientific & Industrial Research)
Dr. K.S. Krishnan Marg, New Delhi 110012
No. 3/2(100)/2004/pur/AMC Computersdated 8/11/2004
NOTICE INVITING TENDER
Sealed tenders in two bid system (Technical & Financial) are invited for Annual Maintenance Contract of computers (204 Nos), printers (29 Nos) and scanners (20 Nos).
Tender document containing eligibility conditions and other terms & conditions can be obtained on payment of Rs. 500/-(non-refundable) by D.D. in favour of the Director, NISCAIR from NISCAIR Book Shop, National Institute of Science Communication & Information Resources, Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi-110012 on all working days between 10.00 A.M. to 4.30 P.M. upto 29/11/2004. Complete tender document can also be downloaded from our website: and D.D. towards the cost of the tender document may be submitted with the technical bid, such tenders without tender document cost will not be entertained. EMD of Rs. 10,000/- may be submitted alongwith technical bid in a separate envelop.
Director, NISCAIR reserves the right to accept or reject any or all bids in part or full without assigning any reason thereof
-Sd-
Stores & Purchase Officer
NATIONAL INSTITUTE OF SCIENCE
COMMUNICATION & INFORMATION RESOURCES
(NISCAIR)
Bid Document
For
AMC of Various Systems (Computers, Printers and Scanners)
and up gradation of PI, PII and PIII Computers
Cost of the Bid document: Rs. 500/- (Five hundred only)
Bid document may be purchased from the address given below:
NISCAIR BOOK SHOP
National Institute of Science Communication & Information Resources
Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012
Phones: 25843182, 25846301-07; Extn. 314
E-mail:
However, vendor may download the document from the website but he has to enclosed a draft of Rs. 500/- against the cost of tender document.
(ii)Last date of collecting Tender: 29/11/2004
(iii)Last Date for Submission of Bids: 06/12/2004
Time: 14.30 Hours
(iv)Date of Opening of E.M.D &Technical Bid:06/12/2004
Time: 15: 00 Hours
(v)Financial Bids of Tenders will be opened after evaluation of the Technical bids and successful bidders of Technical evaluation shall be informed about the opening date of financial bids.
National Institute of Science Communication & Information Resources (NISCAIR)
Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110012
Bid Document No: 3/2(100)AMC/2004-PUR.
Date of Issue ......
Name of the Firm:...... ………………………
...... …
......
......
Important Notice
An incomplete offer and/or late bid is liable to be ignored. To aid the Bidders in submitting complete offers, a checklist is included in the bid document (Annexure - 0). The bidders must fill this and submit along with their offer in their own interest.
Section – I
INVITATION FOR THE BIDS
1.1Sealed bids in two parts, i.e. Technical Bid and Financial Bid, are invited for the AMC of various systems and up gradation of PI, PII and PIII Computers
1.2The bidder may inspect the sites in order to make estimates about the nature and cost of work required to be done. Contact person:
Mr. C.B.Singh or Mr. V.W.Bhanse at Pusa Office and Sh. Mukesh Pund or Mrs. Kamlesh Arora at Satsang Vihar Marg Office
1.3The bids complete in all respects addressed to the Director, NISCAIR should reach at the following address latest by 14.30 hours on.
NISCAIR BOOK SHOP
National Institute of Science Communication & Information Resources
Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012
Phones: 25843182, 25846301-07; Extn. 314
E-mail:
1.4 The Technical Bid will be opened same day at 15.00 hours in the presence of bidders who choose to be present at the NISCAIR Conference Hall.
SECTION – II
TECHNICAL SPECIFICATIONS
2.1Introduction
The National Institute of Science Communication & Information Resources (NISCAIR) is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D Programmes being under taken at NISCAIR are geared towards meeting the information needs of the different segments of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in science communication, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books, reports, etc.
NISCAIR is situated in two campuses (i) Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg, New Delhi 110 012 and (ii) 14, Satsang Vihar, New Delhi 110 067.
2.2Scope of work including technical specifications and numbers of various systems
2.2.1To provide trouble-free AMC services as per terms and conditions in the tender document to our satisfaction for the following systems:
Detailed list of Computers/Servers/Printers/Scanners with Specifications and Quantity**
Computer/Servers
Computer/Server Type / Specifications /Quantity**
Compaq DeskPro P-1 / 133 MHz; 1GB HDD; 8 MB RAM; 14" Microtek B/W Monitor / 28Compaq Presario P-I / 200 MHz; 1GB HDD; 32 MB RAM; 17" Color Monitor / 1
Compaq Presario 9222 P-I / P-I, 200 MHz., 40 MB RAM, 2*2GB HDD, Color Monitor / 4
DCM P-I / 100 MHz; 20 GB HDD; 8 MB RAM; 14" DCM Color Monitor / 12
DCM P-I / 100 MHz; 1GB HDD; 8 MB RAM; 14" DCM B/W Monitor / 13
DTK - PIII / 8 GB HDD 64MB RAM (8 of 65 has 128MB RAM), CD-ROM Drive, 15” Color Monitor / 65
HCL Busy Bee P-I / 200 MMX, 200 MHz, 32 MB RAM, Colour Monitor, CD Drive, 2.1 GB HDD / 10
HCL Busybee 2000 PII / 350 MHz, 32 MB RAM, Colour Monitor, CD Drive, 4.3 GB HDD / 3
HCL (P-I) / 100 MHz, 8 MB RAM, 630 MB HDD, Mono Monitor, No CD Drive / 1
HCL (P-I) / 150 MHz, 16 MB RAM, Colour Monitor, No CD Drive, 1.2 GB HDD / 3
HCL (P-I) / 150 MHz, 16 MB RAM, Colour Monitor, CD Drive, 1.2 GB HDD / 2
HCL (P-I) / 166 MHz, 16 MB RAM, Colour Monitor, CD Drive, 1.6 GB HDD / 1
HCL Busybee (P-I) / 166 MMX, 166 MHz, 16 MB RAM, Colour Monitor, CD Drive, 1 GB HDD / 2
HCL Busybee (P-I) / 200 MMX, 200 MHz, 64 MB RAM, Colour Monitor, CD Drive, 2.1 GB HDD / 2
HCL (P-II 333) / 128 MB RAM, 17” Colour Monitor, CD Drive, 4.2 GB HDD / 1
HCL (P-II 333) / 32 MB RAM, 15” Colour Monitor, CD Drive, 4.2 GB HDD / 1
HCL Busybee 2000 series (P-II) / 350 MHz, 32 MB RAM, Colour Monitor, CD Drive, 4.3 GB HDD / 1
HCL Busybee 2000 series (P-III), / 450 MHz, 64 MB Ram, 8.5 GB HDD SCSI
/ 1
HCL Infinity P-IV / 1.7 GHz; 40 GB HDD; 264 MB RAM; 17" Color Monitor / 11
Wipro Super Genius 9815E P-III / 1.2 GHz, 64 MB RAM, 20 GB IDE HDD, 15” Colour Monitor, CD-Drive & LAN card /
23
Wipro P-I / 100 MHz; 1GB HDD; 16 MB RAM; 14" Color Monitor /7
Wipro ACERMATE 920 / P-I, 200 MHZ., 64MB RAM, 2GB & 6GB HDD, COLOR MONITOR /5
Wipro Acermate 960 / P-I, 200 MHZ., 64MB RAM, 2GB , COLOR MONITOR /1
Wipro Acer Entra 500 / P-I, 200 MHZ., 64MB RAM, 2GB , COLOR MONITOR /2
Acer Altos 330 Servers / PIII, 501 MHz, 256 MB RAM, 8GBSCSI HDD, Color Monitor /4
TOTAL = 204
Printers
Dot-matrix Printers
1 / EPSON LX-86 / 12 / L&T 32/324 / 1
3 / EPSON LQ 2170 / 4
4 / TVSE MS345 / 1
5 / WIPRO EX-1050 (EPSON) / 1
6 / EPSON FX-1000 / 1
7 / EPSON FX-1170 / 2
8 / EPSON LQ/LX 300 / 4
9 / Dot Matrix Printers (ETTG) / 5
10 / Panasonic Quit KX-P3626 / 2
11 / Kyocera Mita FS-1010KX / 1
TOTAL = 23
Deskjet Printers
- 1
HP Deskjet 694 C / 1
- 2
- 3
- 4
HP Deskjet 840 C / 18
HP Deskjet 840 / 3
HP Deskjet 845c / 1
HP DeskJet 3550 / 6
HP InkJet 1000
/ 1TOTAL = 37
Laser Printers
HP Laserjet 4/4M / 7HP Laserjet 5/5M/5MP / 24
HP Laserjet 5p / 1
HP Laserjet 2100 M/2100 / 3
HP Laserjet 4000 TN / 1
HP Laserjet 4100 DTN / 3
HP Laserjet 6L / 4
HP LaserJet 1300 / 5
HP LaserJet 1200 / 10
HP LaserJet 1000 / 4
HP LaserJet 2200D / 2
HP Laser Jet C8061X / 1
TOTAL = 65
Scanners
1 / HP Scanjet 4C / 12 / HP Scanjet 6100C / 1
3 / HP Scanjet 6250C Professional Series / 3
4 / HP Scanjet ADF / 3
5 / HP Scanjet 7400C / 8
6 / HP Scanjet 3970 / 3
7 / HP Scanjet 7450C / 1
TOTAL = 20
** The number of items may vary at the time of placing order
2.2.2Upgradation of Pentium I, II and III computers
NISCAIR is planning to upgrade existing P-I, P-II and P-III Computer Systems at PUSA Campus. The total number of P-I, P-II computers are around 20 and PIII Computer systems are approximately 40 (number may vary). Following method will be adopted for up gradation of computers:
Upgradation of Pentium III computers
RAM: The procedure for replacement of RAM will be taking out 64 MB RAM module from one system and putting it in another system so that 64 MB RAM modules does not get wasted. Half of the remaining systems will then be fitted with 128 MB single module RAM.
HDD: Similarly 8GB HDD in these computer systems will be replaced by 40GB HDD.
Transfer of files from old Hard Disk to New Hard Disk
Up gradation of Pentium I and Pentium II computers
HDD: 8GB HDD taken out from Pentium III computer systems is to be fitted in Pentium I & Pentium II computer systems.
RAM: 32 MB or 64 MB RAM as per the requirement.
NISCAIR will test the functioning of one of upgraded system for 5 days and after its successful and satisfactory functioning only, up gradation of the rest systems will take place.
SECTION - III
INSTRUCTIONS TO BIDDERS
3.1Eligible Bidders
This invitation for bids is open to all bidders from India only.
3.2Cost of Bidding
The bidder shall bear all costs associated with the preparation and submission of its bid. NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.
3.3The Bidding Documents
3.3.1The goods and services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include:
(i)Instructions to bidders
(ii)Schedule of requirements
(iii)Technical specifications
(iv)General conditions of contract
(v)Bid form and price schedule
(vi)Contract form, etc.
3.3.2The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.
3.4Preparation of Bids
3.4.1Technical and Financial Bids
The bids are to be submitted in the following two parts in separate sealed envelopes:
(i) Technical Bid
(ii) Financial Bid
3.4.2Technical Bid
The Technical bid prepared by the bidder shall be provided in the following Technical Model Response Outline:
PRE-QUALIFICATION CRITERION
(a) Standing of each Bidder — Company should have successfully performed AMC of similar work with 3 company of repute for 3 year continuously as proof of good work (document proof to be attached.)
(b)The firm should have annual turnover for AMC or similar job of at least 25 lakhs per annum
(c) List of other Govt. Departments/ Public Sector Units/Private company of repute for which the bidder is having the similar type of contracts and a certificate regarding satisfactory performance of the contract. (Minimum 2 job orders)
(d) Details regarding the list of (i) Test Equipment, and (ii) the Profile of Engineers associated with the bidder’s organization(s).
(e) AMC capability provisions: (a) Number of Local Service Stations; (ii) Number of Qualified Engineers along with their past experience available with the vendor.
(f) Availability of all spare parts necessary for the proper and continued functioning of the systems.
(g) Copy of the audited balance sheet of the vendor for the years 2001-2002, 2002-2003 and 2003-2004 (un-audited) indicating the Turnover under AMC(s) and the overall turnover of atleast Rs. 25 lakhs.
(h) Bidder will provide documentation establishing bidders capabilities and qualifications to satisfy NISCAIR that the bidder will assume the total responsibility for the satisfactory operation of the Systems proposed to be brought under AMC.
(i) The firm should have equivalent number of systems under AMC or more than 150 systems per location at minimum 3 Locations. (Copy must be enclosed).
(j) Ability of the firm to supply during the interim period equivalent specification functional equipment
(k) Details on brand/specification of spares, which may have to be replaced during the AMC period.
(l) Details of preventive services, which the firm shall be providing along with the frequency.
(m) Capabilities of the firm in the areas of (i) data recovery, (ii) diagnostics, etc.
(n) The company should have a service line up with H.Packard Company and should have an inhouse service facility ( documentary proof should be attached)
(o) Should have done 3 works of 60% of the present order, which comes to 120 computers.
3.4.3 Financial Bid
i The financial bid shall indicate the Unit prices (wherever applicable) and the total bid prices for the systems.
iiPrices quoted by the bidder shall be fixed during the bidders 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 will be rejected.
iii All prices and other information like discount, etc. having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price/information quoted in words and figures, the price/information quoted in words will be treated as final.
3.4.4 Earnest Money Deposit (EMD)
(a) The bidders shall have to deposit an amount of Rs 10,000/= (Rupees Ten Thousand) as EMD.
(b) Any bid without EMD in accordance with Clause 3.4.4 (a) above will be rejected by NISCAIR as non-responsive.
(c) Unsuccessful Bidder’s EMD will be returned as promptly as possible but not later than 30 days after the expiry of the period of bid validity prescribed by the purchaser.
(d) The Successful Bidder’s EMD will be returned when the bidder furnishes the Performance Security, pursuant to Clause 3.7.5.
1)The EMD may be forfeited:
(i) If bidder withdraws its bid during the period of bid validity specified by
NISCAIR on the bid form; or
(ii) In case of a Successful Bidder, if the Bidder fails: (1) to sign the contract
in accordance with clause 3.7.4 (ii) to furnish the performance security in
accordance with clause 3.7.5
3.5Submission of Bids
3.5.1Sealing and Marking of Bids
(i)The bids shall be submitted in two separate sealed covers, which shall be marked as “Technical Bid” and “Financial Bid”.
(ii) The outer envelope containing EMD, Technical Bid and Financial Bid shall be addressed to The Director, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg, New Delhi 110 012.
(iii) The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.
(iv) Telex, cable or facsimile bids will be rejected.
3.5.2Deadline for Submission of Bids
(i) Bids must be received by NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the specified time on the next working day.
(ii) The Director, NISCAIR, may, at his discretion, extend this deadline for solution of bids by amending the bid documents, in which case all rights and obligations of NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
3.5.3Late Bids
Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and returned unopened to the bidder.
3.6Bid Opening and Evaluation
3.6.1 Opening of Technical Bids
NISCAIR will open all technical bids in the first instance in the presence of bidders’ representatives, who choose to attend, at the time on the date and at the place specified in Section-I. The bidders’ representatives present there shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for NISCAIR, the bids shall be opened at the specified time and location on the next working day.
3.6.2Clarification of Bids
(i) During evaluation of the bids, NISCAIR may, at its discretion, ask the Bidder for clarification of its bid. 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.
(ii)NISCAIR at its discretion may call the bidders for Presentation/Demonstration and may decide to visit the bidders’ premises for onsite assessment of facilities and capabilities.
(iii) No Bidder shall contact NISCAIR on any matter relating to its bid from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of NISCAIR, it should be done in writing.
(iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid comparison or contract award decisions may result in rejection of the Bidder’s bid.
3.6.3Evaluation of Technical Bid
(i) Prior to the detailed technical evaluation pursuant to Clause 3.4.2, NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one which conforms to all the terms and conditions of the Bidding Document without material deviations.
(ii)A bid determined as not substantially responsive will be rejected by NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity.
(iii) The Technical Bid evaluation will be done on the basis of bidder’s response to “Technical Model Response Outline” furnished in Section 3.4.2.
3.6.4The bidders short listed by NISCAIR based on evaluation of their technical bids may be called, if needed, for detailed discussion with a team selected by NISCAIR for the purpose, at a specified date, time and venue.
3.6.5Opening of Financial Bids
(i) NISCAIR will open the Financial Bids of only those bidders who have been found to be technically qualified to undertake the job, pursuant to Clause 3.6.3.
(ii)The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on specified date, time and venue.
3.6.6Evaluation and Comparison of Bids
(i)Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Vendor does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.
(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause 4.6. Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR.
3.7Award of Contract
3.7.1Award Criteria
Subject to Clause 3.7.4, NISCAIR will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily.
3.7.2NISCAIR’s Right to Accept any Bid and to Reject any or all Bids
Director, NISCAIR reserves the right to accept or reject any bid, and to annul 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 NISCAIR’s action.