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RFP for Selection of Service Provider for Video Conference Project, GoAP Page 1 of 63

Selection of Service Provider

for State Video Conference (VC) Project

of IT,E&C Department, Govt. of Andhra Pradesh

Request for Proposal

Information Technology, Electronics & Communications Department

(IT, E&C Department)

Proprietary & Confidential

April 2020

Andhra Pradesh Technology Services Limited, R&B Building,

3rd floor, Labbipet, Opp-IG Municipal Stadium,

M.G.Road, Vijayawada - 520010, India.

Telephones: 91 (866) 2468108


Table of Contents

1. Advertisement ......................................................................................................................................... 4

2. Tender call notice .................................................................................................................................... 5

2.1. The Scope, solution, service or material required .......................................................................... 5

2.2. Introduction - Background of Video Conference: ........................................................................... 5

2.3. Status of Video Conference (VC) Project as on date ...................................................................... 6

2.4. Existing Video Conference Solution & Infrastructure: ................................................................... 6

3. The Project Sites ...................................................................................................................................... 8

3.1. Location-I: ........................................................................................................................................ 8

3.2. Location-II: ....................................................................................................................................... 8

4. Bill of material.......................................................................................................................................... 9

4.1. Existing Video conference equipment available in 13 Districts of AP ........................................... 9

4.2. District wise Offices where VC equipment is provided. ............................................................... 10

5. Scope of work ........................................................................................................................................ 11

5.1. Scope: ............................................................................................................................................. 11

5.2. Maintenance Services (MS): .......................................................................................................... 11

5.2.1. VC Management Services .......................................................................................................... 11

5.2.2. Remote Management of Equipment related to VC and Monitoring ....................................... 12

5.2.3. Operational Support .................................................................................................................. 12

5.2.4. Upgrade of Technology.............................................................................................................. 13

5.3. Facility Management Services (FMS): ........................................................................................... 14

5.3.1. Maintenance team by Bidder: ................................................................................................... 14

5.3.2. Minimum Qualifications & Experience Required ..................................................................... 14

5.3.3. Minimum Resource Capability and Requirement .................................................................... 15

5.3.4. Manpower Deployment plan: ................................................................................................... 16

5.3.5. Shifts and Shift Timings: ............................................................................................................ 16

6. Contract Execution ................................................................................................................................ 17

6.1. Facility Management Services team: ............................................................................................ 17

6.2. Taking over of additional equipment for maintenance : ............................................................. 17

6.3. Maintenance Call Record: ............................................................................................................. 17

6.4. The equipment handed over on completion of contract ............................................................. 17

6.5. Review ............................................................................................................................................ 17

6.6. SLA / Penalties ............................................................................................................................... 17

7. Pre-Qualification Criteria ....................................................................................................................... 21

8. Statement of important limits/values related to bid ........................................................................... 22


9. Handing Over of Equipment .................................................................................................................. 24

10. Bidding Procedure ............................................................................................................................. 25

11. Bid evaluation procedure .................................................................................................................. 26

12. General Instructions to Bidders ........................................................................................................ 27

13. Standard procedure for opening and evaluation of bids ................................................................. 31

14. General conditions of proposed contract (GCC) ............................................................................... 36

15. Special conditions of proposed contract (SCC) ................................................................................. 41

16. Bid forms ............................................................................................................................................ 42

16.1. Bid letter ........................................................................................................................................ 43

16.2. Model Contract form ..................................................................................................................... 44

16.3. Bid security (EMD) form ................................................................................................................ 45

16.4. Performance security form............................................................................................................ 46

17. PQ Bid forms ...................................................................................................................................... 47

17.1. Form P1 - Bidder Information ....................................................................................................... 48

17.2. Form P2 - Turn over details of Company in FMS and Maintenance. ........................................... 49

17.3. Form P3 (List of Major Customers) ............................................................................................... 50

17.4. Form P4 - Declaration Regarding Clean Track Record .................................................................. 51

17.5. Form P5 - Authorization format (MAF) ......................................................................................... 52

18. Technical bid forms ............................................................................................................................ 53

18.1. Form T1 (Compliance Statement) ................................................................................................. 54

18.2. Form T2 (Manpower Proposed) .................................................................................................... 55

18.3. Form T3 Unpriced Bill of Material ................................................................................................. 56

19. Commercial bid forms ....................................................................................................................... 57

19.1. Form C1 Consolidated commercial Sheet ..................................................................................... 58

19.2. Form C2 MS/AMC Charges for VC Equipment .............................................................................. 59

19.3. Form C3 (Manpower charges) (Incl. all taxes) ............................................................................. 60

19.4. Form C4 Shifting Charges (Incl. all taxes) ...................................................................................... 61

20. Annexure-1: Model Call reports ........................................................................................................ 62


1. Advertisement

Tender call for “Facility Management and Maintenance Services (FM&MS)”

for maintenance of Video Conference Project across AP for Information Technology

Electronics & Communication Department (IT,E&C), GoAP

APTS on behalf of IT,E&C Dept. is inviting bids from service providers for FM& MS for Video Conference project (Equipment like MCUs, Gateways, Portals, HD100/HD2 systems with Cameras and accessories, TVs and UPS systems) available across 13 Districts of Andhra Pradesh. The time schedules of various tender related events are as follows:

Bid calling date 04-04-2020

Last date/time for clarification by mail 10-04-2020 5 PM

Issue of clarification on RFP 15-04-2020

Last date/time for sale of Bid document 24-04-2020 2:00 PM

Bid Submission closing date/time 24-04-2020 3:00 PM

Bid opening date/time 24-04-2020 3:30 PM

Bid Document Fee Rs.25,000/-

APTS Contact person

Mr K Dhavuryan Naik,

Manager (HWP) – 9963029418

Mail ID : [email protected]

Reference No.

ITC51-18021/1/2020-IIP-APTS (Computer

No: 1077512)

If your firm is interested in participation, please ask the contact person for details or visit our web site at http://www.apts.gov.in or tender.apeprocurement.gov.in. The document is to be purchased by firms for participation.

A complete set of bidding document may be obtained by interested bidders on the submission of a written application addressed to “The Managing Director, AP Technology Services Ltd., Vijayawada” by paying a non-refundable amount indicated above. The payment can be made in the form of Demand Draft/ Banker’s cheque drawn in favour of “The Managing Director, AP Technology Services Ltd.,” payable at Vijayawada.

Andhra Pradesh Technology Services Limited, R&B Building,

3rd

floor, Labbipet, Opp-IG Municipal Stadium,


Telephones: 91 (866) 2468108


2. Tender call notice

Andhra Pradesh Technology Services Limited (APTS), R&B Building,

3rd

floor, Labbipet, Opp-IG Municipal Stadium,


Telephones: 91 (866) 2468108

---------------------------------------------------------------------------------------------------------

Tender call for “Facility Management and Maintenance Services (FM&MS)”

For maintenance of Video Conference Project across AP for Information Technology

Electronics & Communication Department (ITE&C), GOAP

Bid calling date 04-04-2020

Last date/time for clarification by mail 10-04-2020 5 PM

Issue of clarification on RFP 15-04-2020

Last date/time for sale of Bid document 24-04-2020 2:00 PM

Bid Submission closing date/time 24-04-2020 3:00 PM

Bid opening date/time 24-04-2020 3:30 PM

Bid Document Fee Rs.25,000/-

APTS Contact person

Mr K Dhavuryan Naik,

Manager (HWP) – 9963029418

Mail ID : [email protected]

Reference No.

ITC51-18021/1/2020-IIP-APTS (Computer

No: 1077512)

2.1. The Scope, solution, service or material required

On behalf of the Secretary to Govt., Information Technology, Electronics and Communications

Department (ITE&C), AP Secretariat, Amaravati, APTS invites bids “Identification of Service

provider for provision of Facility Management and Maintenance Services (FM&MS) for

maintenance of Video Conference Project” available in 13 Districts. The Details of equipment

for which AMC to be provided are detailed at Section 4 of this document.

2.2. Introduction - Background of Video Conference:

a. APSWAN - The Government of Andhra Pradesh has established APSWAN (AP State

Wide Area Network) in 2009-2010 through the service provider, M/s Tata Consultancy

Services (TCS) BOOT operator as backbone network for data, voice and video

communications throughout the State. APSWAN would act as the vehicle for effective

implementation of Electronic Governance (e-Governance) across the state. BSNL / Sify

Technologies / Reliance Communications are bandwidth service providers for

backbone to Video conference services.

b. The APSWAN network has been successfully commissioned and the n etwork is

presently being centrally operated, managed and maintained presently covering /

linking all the Government Departments to provide Voice, Data and Video connectivity

for provision of the delivery of G2C and C2Gservices to the public and for improving

the response-time and transparency


S. No Hierarchal location Number of

PoPs

1 State Head Quarter (SHQ) –Vertical 1

2 District Head Quarter (DHQ) – Vertical 13

3 Mandal Head Quarter (MHQ) – Vertical 654

4 SHQ-DHQ-MHQ to Horizontal links across AP 2164

c. In the implementation of “Two Way Video Conference Facility to all Mandal Head

Quarters with Optical Fiber Cable (OFC) Technology” in the State, the Government is

committed to take its benefit to all its nooks and corners. The Video conference system

will use the existing infrastructure of APSWAN implemented in the State, connecting

SHQ to DHQs with 34 Mbps connectivity and DHQs to MHQs with 8 Mbps

connectivity. It is in line with State’s plans of interconnecting all points up to

District/Sub District/Mandal level with 2 Mbps bandwidth through Optical Fiber Cable

(OFC) network

d. The Information Technology, Electronics & Communications Department through M/s

A.P. Technology Services (APTS) Limited has implemented IP based High Definition

Video Conference (VC) system up to Mandal Level in the year 2012-13 (i.e. in United

AP before re-organisation) across AP in 1007 locations.

2.3. Status of Video Conference (VC) Project as on date

a. VC Project - Presently, IP Based High Definition Video Conferencing solution is

operational in 736 locations in 13 Districts of Andhra Pradesh after AP Re-

organisation. The equipment was procured in 2012-13. Out of this 10 Districts (i.e.

Anantapur, Chittoor, Kadapa, Kurnool, Nellore, Prakasam, Guntur, Krishna, West

Godavari and East Godavari) equipment was procured from M/s. UTL in the year

2012-13 and in 3 districts (i.e. Visakhapatnam, Vizianagaram and Srikakulam)

equipment was procured from M/s Akshara Enterprises in (year 2014-15). Presently

Video Conferences (VC) are conducted from SHQ to DHQ, SHQ to MHQs and DHQ

to MHQs. Existing Hardware details available at 13 Districts and SHQ (IGC-

Velagapudi) are given in Section 4 of this document.

b. There are Other Departments which are using the VC equipment (i.e. Prisons

Departmet, Jails and Courts, School Education Department, Police Department etc.)

(around 100 locations). The AMC services may have to be extended by the successful

bidder as per directions of GoAP or as and when requests received from Department as

per the rates finalized in this tender.

2.4. Existing Video Conference Solution & Infrastructure:

a. At SHQ, Velagapudi there are two (2) Vidyo Multipoint Control Units (MCUs)

supporting for up to 200 end points or more full HD @30fps H.264 AVC. The MCUs

at SHQ serves local, internet, intra and inter-district video conference. Vidyo Gateway

and Vidyo portal are configured at SHQ.

b. There are thirteen (13) Vidyo MCUs (each full HD @30fps H.264 AVC) have been

installed at DHQs. Each DHQ MCU is having a capability of connecting minimum 100

end points or above @ 1080p participants as part of the single conference as well as

support multiple conferences. Additionally, advanced features such as Continuous


Presence of all participants is available. Connecting Vidyo& Other than Vidyo VC End

points, Vidyo Gateways/Bridge are configured at DHQs/SHQs (23 Nos)

c. Vidyo end points (VidyoRoom HD100/HD2) -744 Nos and display units (LG –

42LK457C/Panasonic) -736 Nos are installed up to Mandal Level.

d. Centralized infrastructure is setup at SHQ for centralized repository of VC licenses,

authentication of users, hosting VC soft client etc.


3. The Project Sites

ITE&C Department is the apex administrative unit of AP Government and providing Video

conference services across 13 Districts of AP by joining in Video conference, interact each

other and reviewing the State developmental activities and giving directions to district officials.

Being the apex site of administration, very high level of quality of service is the minimum

requirement. The following are the locations falling under Video Conference project.

3.1. Location-I:

a. Video conference Network Operation Centre (NOC) at Interim Government

Complex (IGC), Velagapudi, will connect to Mandal Level.

b. Other location offices if any will connect as decided by ITE&C department from

time to time

3.2. Location-II:

a. Systems at the premises District Head quarter (DHQs) and Mandal Headquarters

(MHQs)


4. Bill of material

4.1. Existing Video conference equipment available in 13 Districts of AP

S.No

Item description Make and

Model of

equipment

AMC in

13 dist.

Available

in

Location

A B C D

1 SHQ-MCU - Multi Conferencing

Unit at SHQ with support for up to

minimum of 200 end points or above

Vidyo 2 SHQ

2 SHQ-Portal - for Global

Management of devices and users at

SHQ to control all DHQ/MHQs

Vidyo 2 SHQ

3 SHQ-Gateway connecting Vidyo &

Other than Vidyo VC End points

Vidyo

Gateway/Bridge

10 SHQ

4 DHQ-MCUs- Multi Conferencing

Unit/Router at DHQ level with

support up to minimum 100 end

points or above.

Vidyo Router 13 DHQs

5 DHQ-Gateways -Connecting Vidyo

& Other than Vidyo VC End points

Vidyo

Gateway/Bridge

13 DHQs

6 HD End Points (Camera, Mic,

Remote etc) at DHQ/ MHQs/SHQ

Vidyo room

HD100/HD2

744 DHQ/

MHQ/

SHQ

7 Display systems - 42 inch

LCD/LEDTVs at DHQ/ MHQs

LG –

42LK457C /

Panasonic

736 DHQ/MH

Q

8 UPS-1KVA Online – at DHQ/

MHQs

Numeric-Digital

HP Max-1000 /

Techser-TPS-

1000

736 DHQ/MH

Q

9 PC / Mobile / Laptop Based VC

software Licenses (NOC)

Vidyo 200 SHQ


4.2. District wise Offices where VC equipment is provided.

S.No District

Mand

als

incl.

Co-

locatio

ns

ITDA RDO/SCO CPO

Collec

torate

s

Total equipment

in 13 Districts

(Mandals/

ITDA/RDO/CP

O/Collectorates)

(nos)

A b c d e f g h=c+d+e+f+g

1 Anantapur 63 0 3 1 1 68

2 Chittoor 66 0 3 1 1 71

3 Kadapa 51 0 3 1 1 56

4 East Godavari 60 0 5 1 1 67

5 Guntur 57 0 3 1 1 62

6 Krishna 50 0 4 1 2 57

7 Kurnool 54 0 3 1 1 59

8 Nellore 46 0 3 1 1 51

9 Prakasam 56 0 3 1 1 61

10 Srikakulam 38 1 3 1 1 44

11 Visakhapatnam 43 1 3 1 1 49

12 Vizianagaram 34 1 2 1 1 39

13 West Godavari 46 4 1 1 52

14 IGC-

Velagapudi

1 8

Sub-Total - A 665 3 42 13 14 744


5. Scope of work 5.1. Scope:

The scope of the work is divided into two parts

a. Maintenance Services (MS) – Maintenance of the Equipment

b. Facility Management (FM) Services – Deployment of Manpower

5.2. Maintenance Services (MS):

a. Management of Video Conference services

b. The overall management & maintenance support (AMC) including administration of

Video Conference Equipment, MCUs, Gateways, Portals , UPS etc., and the services

running on them.

c. All the VC equipment (VC Endpoints, Display systems and UPS systems / Software

Licenses etc) will be given in working condition..

d. The Operator/service provider shall provide the following services for Management of

the VC. The Operator/service provider shall ensure that appropriate System and

Processes are in place for delivering them.

i. Configuration Management

ii. Problem Management

iii. Performance Management

iv. Change Management

v. Help Desk Management

vi. Service Level Management

vii. Quarterly Audits

5.2.1. VC Management Services

a. VC management services are to be provided which includes managing all the VC

elements like VC end points, routers, MCUs, Gateways, Portals etc for required

uptime, security, protocols, configuration of the equipment.

b. The Operator/service provider is responsible for maintenance of all the VC hardware,

networking components & software of VC. This maintenance shall be comprehensive

onsite maintenance.

c. The Operator/service provider is required to establish Contact Centre (Helpdesk) at the

State level (with a toll free number).

d. The Helpdesk shall act as a SPOC (Single Point of Contact) for all the VC related

issues reported by the government / departments or any other related stakeholders of

the SWAN.

e. Each issue need to be recorded as a Service Request (with allocation of service request

number) and the resolution timelines for such Service Requests shall be monitored by

the State.

f. The operator shall provide the support for integration of other VC solutions owned by

GoAP based on the feasibility or through Vidyo Gateways. Also, they shall operate the

integrated central equipment along with the existing equipment with the same man

power.


5.2.2. Remote Management of Equipment related to VC and Monitoring

a. The Operator/service provider will implement a centralized helpdesk available on a toll

free number for problem management, which will act as the 1st level helpdesk for all

users of the VC. The scope of this helpdesk will be to Accept all user calls, Respond to

all calls related to the management and maintenance of VC and its related assets, Issue

a trouble ticket number to each call, resolve the issue or escalate calls to OEM’s or

Bandwidth Service Providers as per requirement. It is Operator/service provider’s

responsibility to ensure issue resolution within the timelines specified in the

agreement. It is Operator/service provider’s responsibility to ensure issue resolution as

per SLA within the timelines specified in the agreement.

b. The Operator/service provider shall undertake the various responsibilities of the

problem management functions of the helpdesk viz. to propose and adhere to an

appropriate escalation matrix, to assign severity level to each call, to track each call to

resolution, and make sure that the resolution time requirements, as per the definitions,

is met with, to escalate calls as required, if necessary and to analyze the call statistics.

c. The Operator/service provider should generate call reports using an automated tool/ any

other mechanism adopted by GOAP. The reports should be generated and submitted at

a monthly and quarterly basis. The Operator shall provide the online log / from the

above mechanism details to ITE&C Dept/TPA (if any appointed) for arriving at the

SLA during the contract period. The SLA report shall be enclosed for every quarter by

TPA/ department. The payment will be processed based on these SLA monitoring

reports only.

d. The Operator/service provider shall modify the existing web portal solution for

publishing the VC performance, attendance of manpower and availability matrix of

VC for GoAP.

e. The Operator/service provider will implement a mechanism to ensure that all issues

noted, complaints made and problems faced are identified by a unique Trouble ticket

number within the timeline stipulated in the tender. All trouble tickets will be centrally

noted, monitored and logged in the Operator/service provider’s NOC/Helpdesk

facility. The Operator/service provider will mark all trouble tickets as “closed” upon

resolution of the issue noted. Monthly coordination meeting to be held to review the

status of call closure and issues etc.

f. The Operator/service provider has to manage the whole network system and provide

Help Desk to remotely monitor the network availability, reliability, maintenance and

quality of service for a period of specified.

g. The Operator/service provider has to have skilled and certified manpower as specified

in the scope.

5.2.3. Operational Support

a. Overall management of Video conference and any other components comes under

Video Conference project available across 13 Districts and 654 MHQs in GoAP

b. Co-ordination with the respective suppliers/ OEMs for the equipment under warranty /

AMC and timely intimating APTS and ITE&C on the equipment’s whose warranty is

getting expired, start the AMC as a part of this contract.

c. Checking & managing network status and taking remedial action in case of problems

and implement preventive maintenance measures frequently and submit compliance

report.

d. Operational Support for all the applications running and also which are added from

time to time.

e. Other important activities shall be:

i. Daily maintenance of system configuration

ii. Implementation of system security features


iii. Escalation of problems to other vendors wherever required

iv. Coordinate with APSWAN Team / Bandwidth Operator/VC OEM/Service

providers in case of any failure of link and BSNL /Sify/Reliance/Others Call

logs certify from Service providers

v. Proper upkeep of storage media for taking backups

vi. The man power shall give biometric attendance at SHQ/DHQ and the access to

this system shall be given to ITE&C Dept/TPA for verification of the

attendance report of VC team.

vii. Maintain monthly data backup of reports generated through online.

viii. Intimation of manpower change at SHQ / DHQ / MHQ levels before one month

of replacement of existing manpower resources.

ix. Installation or replacement of VC equipment at SHQ/DHQ / MHQ room with

proper approvals from stakeholders.

x. Maintain the up to date inventory register at SHQ/DHQs (Installation /

Replacement of VC network equipment)

5.2.4. Upgrade of Technology

The Operator should constantly keep inform the Dept., / APTS about the technological updates

for improving the service performance.

a. Replacement of UPS Batteries

i. At the time of handing / taking over of the UPS/Power backup equipment to be

verified on functionality status, health of the battery and to be certified by the

Existing and new FM & MS service provider. If any UPS batteries are found as

faulty the same may be replaced by service provider selected for providing

“Facility Management and Maintenance Services” for VC Project.

ii. APTS/Government will bear the cost of procuring the required number of

batteries through Rate contract basis. As and when the request received from

service provider for replacement of the batteries, APTS will place the RC order

to vendor for supply the batteries and the FM & MS provider to coordinate with

vendor for supply and installation of batteries and provide installation certificate

in consultation with the nodal officer of the concerned.

iii. It is further agreed that, the FM & MS service provider to inform APTS/ITE&C

dept. at least one month in advance for replacement of such identified batteries

b. Obsolescence

If the systems/spares are not serviceable due to obsolescence of equipment, the same

would be upgraded to state-of-the-art systems/spares at mutually agreed cost to the

customer's account, as per prevailing market rate, after taking approval from Dept., /

APTS. The Operator will furnish the list of such items after an inventory of the

equipment is taken.

c. Coordination

Operator shall co-ordinate with OEM / other vendor(s) for replacement of any defective

item for the equipment which are under parts warranty. Operator shall co-ordinate with

the suppliers of equipment which are under warranty. However, it is the duty of

Operator to ensure required uptime

d. Access to the Equipment and Information


i. The Department shall give Operator required access to the equipment to enable

maintenance services.

ii. The Operator shall submit the list of authorized personnel being deployed and

issue them individual Photo Identity cards approved by the Department.

iii. The Department shall ensure compliance of the technical instructions and

guidelines suggested by the Operator for the proper running of the systems by

the operational staff of department subject to the condition that it does not

hamper work in any way.

e. Confidentiality of information: The Operator and its staff shall maintain strict

confidentiality of information. No part of information can be disclosed to any party in

any form during the contract period or thereafter. The incidental disclosure of

information to Operator and its staff is just for carrying out the job assigned and no

more. Any violation or attempt of violation may lead to legal action under appropriate

law.

5.3. Facility Management Services (FMS):

The Facility Management Personnel: The staff should have experience in Operation and

Maintenance of Video Conference equipment and Networking equipment. The bidder should

submit a statement of the personnel whom he would be deploying for FMS clearly mentioning

their qualification, designation and previous experience in similar fields.

5.3.1. Maintenance team by Bidder:

a. At SHQ and DHQ the employees should be on the roles of Bidder organization. The

bidder is responsible for the leave management/ training etc.

b. The bidder has to indicate the proposed person’s name and designation in the bidders’

organization. Bidders submitting their bid which does not comply with these terms

would be treated as non-responsive at technical stage.

5.3.2. Minimum Qualifications & Experience Required

S.N

o

Locati

on Position

Educational

Qualification

Certifica

tion

Role &

Responsibility

Over

all IT

exper

ience

in

years

Releva

nt

experie

nce in

years

1 SHQ

(State

Head

Quarter

s)

Project

Manager

Bachelor of

Engineering

/Technology,

ITIL /

PMP or

equivalent

Experience in

Project

management.

Video

Conference,

networking etc

8+ 5

2 Video

Conferenc

e Expert

Bachelor of

Engineering

/Technology.

Experience in

networking,

Video

Conference

CCNA /

Video

Conferenc

e (any

OEM)

Maintenance of

Video Conference

Equipment such

as MCU, HD End

Points, USB

Camera, USB

Mic,PC / Mobile /

Laptop Based VC

5+ 3


S.N

o

Locati

on Position

Educational

Qualification

Certifica

tion

Role &

Responsibility

Over

all IT

exper

ience

in

years

Releva

nt

experie

nce in

years

software Licenses

3 VC

Administr

ators

Bachelor of

Engineering/Tec

hnology.

Certified CCNA

or CCNP or

equivalent

CCNA /

Video

Conferenc

e (any

OEM)

Installation,

configuration, and

maintenance of

Video conference

equipment

3+ 2

4 VC

Support

engineers

Any Graduation

or Diploma in

Engineering

Installation,

configuration,

maintenance &

Operations of

video conference

equipment

2+ 1

5 DHQ

(District

Head

Quarter

s)

Main

Engineer

BE/B.Tech/M.S

c (IT)/Diploma

in Engineering

Video

Conferenc

e (any

OEM)

Coordination with

District officers,

Installation,

configuration,

maintenance &

Operations of

video conference

equipment

3+ 2

6 Support

engineers

Any Graduation

or Diploma in

Engineering

Installation,

configuration,

maintenance &

Operations of

video conference

equipment

2+ 1

For the following positions CVs will be evaluated for Scoring: Separate resources shall be

proposed for each of the proposed positions and only one profile shall be evaluated for each

position. Each resource will be evaluated 50% for Educational Qualification and certifications)

and 50% for Experience. A resource profile meeting the required minimum Education

Qualification and certifications shall be considered for the further evaluation for experience

compliance.

1 At SHQ Level- Project Manager

2 At SHQ Level - Video Conference Manger

3 At SHQ Level- VC Administrator

4 At DHQ Level- Main Engineers

5.3.3. Minimum Resource Capability and Requirement

S.No Description Designation No. of resources

required 1. At SHQ Level Project Manager 1 2. At SHQ Level Video Conference Expert 1 3. At SHQ Level VC Administrators 1 4. At SHQ Level Support Engineers 2 5. At DHQ Level Main Engineers 13 6. At DHQ Level Support Engineers 13

Total 31


The selected bidder should operate in two shifts (9AM to 9PM) and the bidder should provision shift

adjustment. This is the minimum requirement of manpower for VC projects given below. However, FM

& MS service provider shall be required to depute any additional manpower over & above the

requirement specified to meet the project requirements such as shift, leave and emergencies. The FM

& MS shall also ensure that the minimum required manpower is available at all locations on a daily

basis. The FM &MS has to keep additional manpower in buffer so that in case any employee is on

leave then the buffer staff can be deputed during the leave period, with approval from APTS/ITE&C

dept.

5.3.4. Manpower Deployment plan:

#

Resource

No. of

resources

required

Location

WORKING DAY Holiday

Morning

Shift

(9AM-

5PM)

General

Shift

(10AM-

6PM)

Evening

Shift (1PM-

9PM)

General

Shift

(10AM-

6PM)

1. Project Manager 1 SHQ 1

2. Video Conference Expert 1 SHQ 1

3. VC Administrators 1 SHQ 1

4. Support Engineers 2 SHQ 1 1 1

5. Main Engineers 13 DHQ 13

6. Support Engineers* 13 DHQ 13 13

Total 31 27 3 27 28

* At DHQ, based on user requirement Main engineer may direct support engineer to attend

required shift.

Note:

a. Working days are 6 days week. Sunday is holiday.

b. The selected bidder shall deploy the manpower as mentioned in the RFP with relevant

experience and certifications without any deviation.

c. In the event of non-availability of the committed manpower on account of attrition or

other cause, the bidder must inform the same in writing to APTS with all the details of

the leaving person at least 1 Month in advance for a suitable replacement person with

equivalent qualification and experience.

5.3.5. Shifts and Shift Timings:

The Operator shall provide facility management services in two shifts (8 hours each) with one additional General shift of 8 hours on all working days. On Sundays and holidays only General shift need to be followed

a. Morning Shift From 9.00 AM to 5.00 PM

b. Evening Shift From 1.00 PM to 9.00 PM

c. General shift From 10.00 AM to 6.00 PM

The service provider shall manage the leave/rotation spare resources as required. No additional charges will be paid.


6. Contract Execution

6.1. Facility Management Services team:

The Operator should deploy manpower as per manpower deployment plan as defined in the

tender document.

6.2. Taking over of additional equipment for maintenance :

Any equipment added under VC project for maintenance shall be taken up for maintenance

with immediate effect, but for the purpose of payments it will be deemed to have been added

from the 1stday of next month on Pro-rata basis. Similarly, any deletion of equipment from

VC project will be deemed to have been deleted from 1stday of next month on Pro-rata basis.

6.3. Maintenance Call Record:

At Network Operations Centre (NOC), record will be kept about equipment failure including

the nature of failure, date and time of booking of the complaint. When the equipment comes

up, it would be recorded and signed by the service engineer of Operator and Department

representative. Format for keeping this record will be as per the Annexure-1. The Operator has

to install application software, for call registration, monitoring and calculation of downtime of

each call/system and for generation of necessary periodic up time/down time reports.

6.4. The equipment handed over on completion of contract

The equipment shall be handed over back to the Department by Operator after the contract

period, in good working condition.

6.5. Review

Periodical reviews will be taken by APTS/ ITE&C Department from time to time

6.6. SLA / Penalties

a. Run Time:

i. SHQ Core Video Conference Infrastructure:

The run time for SHQ core video Conference infrastructure is 24x7x365 days (eg: SHQ

MCU, Portal and Gateway)

ii. DHQ Video Conference Infrastructure:

The run time for the DHQ Video Conference Infrastructure is from 9.00 AM to 9.00 PM.

However, in some days these run time will be extended based on the requirements of the

Government Departments/Collectorate

iii. MHQ and other Video Conference Infrastructure:

The run time for the DHQ Video Conference Infrastructure is from 9.00 AM to 9.00 PM.

However, in some days these run time will be extended based on the requirements of the


Government Departments/Collectorate/MROs

b. Down time and Service Level Agreement (SLA):

Service Levels play an important role in defining the Quality of Services (QoS). The prime

objective of service levels is to ensure quality video conference services available, in a efficient

manner to the identified users. The service levels shall be tracked on a periodic basis and have

penalty clauses on non-adherence to any of them. The bidder shall submit reports (Uptime,

downtime, service resolution etc.) on all the service levels (VC service, server and/or solution

availability at SHQ, DHQ and MHQ) in accordance with the specified formats and reporting

periods and provide clarification, if required.

Down Time is defined as the time for which the systems and or services running on it are said

to be not available or are deemed to be not available to the users in part or full due to any non –

functioning, repairs / problems etc. The penalty will be counted from the time problem is

reported to operator electronically or by other means till problem is solved / rectified to the

satisfaction of user. Penalty shall be applicable once the admissible down time is crossed. The

operator should maintain the following format and shall submit to APTS / ITE&C Department

regularly weekly reports and also as and when requested by ITE&C or APTS. Penalty shall be

applicable once the admissible down time is crossed. The service levels defined below provide

for target level of services required, measurements thereof and associated penalties.

# Service

Description

Measurem

ent

Parameter

Reportin

g Period

Target

Service

Level

Penalty Remarks

1. Video

Conference

Service

Availability

related to MCU,

Portal and

Gateway at

SHQ )

Time taken

resolve the

service

outage (in

Hours)

Quarterly Within 1

hour of

lodging of

complaint or

failure

0.5% of QMC

cost per 1 Hour

or part thereof

per equipment

after 1 hour.

Maximum

penalty shall

not be more

than the 10%

of total QMC.

2. Repair/Replace

time of IT

infrastructure

(VC Equipment

at DHQ like

MCU and

Gateway)

Time taken

to

repair/repla

ce the

faulty

equipment

(in Hours)

Quarterly Within 12

hours of

lodging of

complaint or

failure

0.5% of the

equipment cost

per 12 Hours or

part thereof per

equipment after

12 hours

Maximum

penalty shall

not be more

than the 10%

QMC of the

equipment

which is down.

3. Repair/Replace

time of IT

infrastructure

(VC endpoints

at SHQ, DHQs,

MHQs)

Time taken

to

repair/repla

ce the

faulty

equipment

(in Hours)

Quarterly Within 24

hours of

lodging of

complaint or

failure

0.5% of the

equipment cost

per 24 Hours or

part thereof per

equipment after

24 hours

Maximum

penalty shall

not be more

than the10%

QMC of the

equipment

which is down.

4. Repair/Replace

time of IT

infrastructure

Display

Systems/UPS

Time taken

to

repair/repla

ce the

faulty

equipment

(in Hours)

Quarterly Within 48

hours of

lodging of

complaint or

failure

0.5% of the

equipment cost

per 48 Hours or

part thereof per

equipment after

48 hours

Maximum

penalty shall

not be more

than the 10%

QMC of the

equipment

which is down.

5. Availability of

resources

Resource

availability

Quarterly 100% Proportionate

daily amount

As per

Manpower


# Service

Description

Measurem

ent

Parameter

Reportin

g Period

Target

Service

Level

Penalty Remarks

deployed under

the project

would be

calculated

as per

actuals

shifts

attended

shall be

deducted for

each day

absence of

facility

management

services staff.

Deployment

plan and Shift

Roaster

Note:

i. Maximum down time in a day will be equal to run time even if any equipment is down

for 24 hrs. i.e. if endpoint/Camera/Display down from 9 am to 9 am (next day) the total

down time will be 12 hrs. (9 AM to 9 PM) and not 24 hrs.

ii. In case of intermittent failures and repetitive problems due to improper diagnosis or

repair, the system, will be treated as continuously down from the time of first fault

reporting.

iii. Not more than 20% of total manpower of FMS team is allowed to change on quarterly

basis.

iv. If more than 20% of total manpower is changed within a Quarter then for every

additional 10% change of manpower, 1% of total Quarterly man power charges will be

deducted.

v. If any resource is non-compliance the proportionate amount will be deducted from the

Quarterly man power charges and non-compliant resource attendance shall not be

considered while calculating the manpower SLA.

i. The delay in attending the VC services/IT products due to reasons not attributable to

the operator (e.g. Network down, premises locked etc) shall be excluded from the

downtime.

ii. In case penalty reaches maximum in three quarter, the purchaser shall invoke

termination clause as per RFP.

c. Maintenance Call Records:

i. The complaints booked on call centre / web portal and the team at NOC should attend

and maintain records about equipment failure including the nature of failure, date and

time of booking of the complaint and rectification as per SLA and compute the

penalties and inform daily report to ITE&C/APTS.

ii. The operator has to install/ replace of equipment / service, for call registration,

monitoring and calculation of downtime of each call/system and for generation of

necessary periodic up time/down time reports. These reports to be submitted

daily/weekly/fortnightly

Video Conference Equipment Placed Across the Districts Daily status report Date_________

S No District

Name

Office

Locati

on

Details

Problem

Reported Call attended Call Closed

Reason/

Remark

s if Call

not

closed

Departm

ent

Contact

Person

Name

Conta

ct Nos

e-

Mail-

ids Date Time

(AM/

PM)

Date Time

(AM/

PM)

Dat

e

Time

(AM/

PM)

1

2

3

4

5


d. The operator shall provide maintenance service against all risks, except those risks covered

by Force Majeure conditions, for both categories as follows

i. Preventive maintenance and carrying out the necessary repairs and fittings of

replacement parts wherever applicable. Replaced parts become the property of

Operator. Preventive maintenance shall not be attended during VC operation and

shall be done during normal office working hours. However preventive

maintenance which does not affect normal operation can be attended. Preventive

maintenance shall be carried out at least once in a quarter. The report should be

submitted quarterly.

ii. The bidder is required to maintain adequate stocks of spares to meet the

requirements and provide the list and locations to APTS / ITE&C Dept.

APTS/ITE&C reserve the right to verify the stocks at any point of time.

iii. Wherever a component has to be replaced, it shall be replaced with a component of

the same make and configuration. In case the component of same make and

configuration is not available, the replacement shall conform to open standards and

compatible with the existing system and shall be of a higher configuration

specifically approved by the Dept., or APTS.

iv. The essence of the maintenance contract is to ensure that all the components of VC

system work perfectly in unison and deliver rated performance during the period

covered by the agreement between the Operator and the Department and that the

systems uptime is as per SLA.


7. Pre-Qualification Criteria The bidder shall possess the following minimum qualifications:

# Pre-Qualification Criteria Supporting Documents

1. The Bidder should be a Company registered under the Indian

Companies Act and shall be primarily in the business of System

Integration, AMC and FM Services. The Company should have

been in business for at least the last three financial years as on 31st

March 2019.

Necessary proof documents

to be submitted / uploaded

2. The bidder should have at least Three years of experience as on

bid calling date in Supply & Maintenance of Video Conference

(Room based) equipment



3. The bidder shall have annual turnover of at least Rs.06.00 crores

in IT & ITES business in each of the last Three (3) financial years

in 2016-17, 2017-18 and 2018-19

Charted accountant certificate


4. The Bidder should have positive net worth for the last three

financial years.

Charted accountant certificate


5. The bidder shall have executed a project(s) with Supply and

Maintenance of Video conference equipment in any of the last

Three (3) financial years in 2016-17, 2017-18 and 2018-19

i. Rs.5.4 Crores with Single project

ii. Rs.3.0 Crores with Two projects

iii. Rs. 2.0 Crores with Three projects



6. Bidder should have at least 100 engineers on their roles as on bid

calling date, proof for the same shall be enclosed in PQ bid.



7. The bidder should submit the Manufacturer’s Authorization Form

(MAF) for Video Conference equipment (Vidyo), as per Form-P5

, specific to this tender issued by OEM authorizing the bidder to

submit the bid for tendering which is deemed as an agreement in

between the bidder and OEM for the support and spares till the

AMC period.



8. An undertaking from respective OEM (Vidyo) specific to this

tender towards back-to-back agreement to be submitted for

support and maintenance of Video Conference equipment during

the contract period. Including perpetual software licenses for VC

support. An undertaking to be provided along with Pre-

qualification bid.



9. Local Presence: The bidder should have registered H.O/Branch

office in A.P. and running for the last one year as on bid calling

date. In case the bidder has not office in AP, the bidder has to

submit an undertaking to open service/branch office in AP within

one month of issue of contract/award and billing shall be done

from AP



10. The bidder should have Service Tax registration in the jurisdiction

of 13 districts of AP and billing should be done from AP only.



11. Bidder should give a Declaration that the Bidder has not been

debarred/ blacklisted as on bid calling date by any Central or State

Govt. / Quasi –Govt. Departments or organizations for non-

satisfactory past performance, corrupt, fraudulent or any other

unethical business practices. The bidder does not have any legal

disputes with ITE&C or associated depts. including APTS as on

Bid calling date.



Note: Relevant proof documents in support of above should be furnished / uploaded in online

along with Pre-qualification bid


8. Statement of important limits/values related to

bid

No. Item Description

1 EMD

(DD/BC/BG)

Rs. 10 lakhs in favour of MD,APTS

2 EMD validity

Period

a) EMD (DD/BC/BG) should be valid for a period of three months from

the date of issue of latest corrigendum / addendum whichever is latest. BG

Should be valid for 45 days beyond bid validity period.

Note-a) EMD Particulars to be furnished in the Annexure-EMD and

DD/BC/BG from Nationalized / Scheduled / RBI approved private

scheduled banks, taken from Vijayawada branch only.

b) DD/BC/BG from Cooperative banks are not acceptable

3 Bid validity

period

90 days from the date of opening of bids

4 Period for signing

contract

Within 10 days from date of receipt of notification of award

5 Contract Period: 2 years from the date of agreement. The department may extend the

contract period by another 3 /6 months if required at the end of the

contract as per mutual agreement

6 Variation in

quantities

a) For AMC Variation in quantities - +/- 25%

b) For FMS: IT&C department/APTS may take additional

manpower as per the quoted cost of the Operators for these

projects or other projects in AP during the contract period.

7 Period for

furnishing

performance

security

Within 7 days from data of receipt of notification of award

8 Performance

security value

10 % of project cost for entire contract period

9 Performance

security validity

period

60 days beyond contract period.

10 Payment terms Quarterly at the end of each quarter

11 Penalty As per RFP - Section 6.6.b. Down time and Service Level

Agreement (SLA)

12 Conditional bids Not accepted, liable for rejection of bid

17 Eligibility

Criteria

As per pre-qualification criteria specified in the RFP

18 Transaction Fee Transaction fee: All the participating bidders who submit the bids have to

pay an amount @ 0.03% of their final bid value online with a cap of Rs.

10,000/- for quoted value of purchase up to Rs.50 crores and Rs.25000/- if

the purchase value is above Rs.50 crores & service tax applicable as

levied by Govt. of India on transaction fee through online in favour of

MD, APTS. The amount payable to APTS is non-refundable.

Non-refundable Corpus Fund: Successful bidder has to pay an amount of

0.04% on quoted value through demand draft in favour of Managing

Director, APTS towards corpus fund at the time of concluding agreement.

19 Transaction Fee

Payable to

The Managing Director, A.P. Technology Services Ltd., Vijayawada


No. Item Description

20 Bid submission Online. Bidders are requested to submit the bids after issue of clarification

addendum duly considering the changes made if any. Bidders are totally

responsible for incorporating/complying the changes/amendments issued

if any during pre- bid meeting in their bid.

21 Procedure for Bid

Submission

Bids shall be submitted online on https://tender.apeprocurement.gov.in

platform

1. The participating bidders in the tender should register themselves free

of cost on e-procurement platform in the website

https://tender.apeprocurement.gov.in.

2. Bidders can log-in to e-procurement platform in Secure mode only by

signing with the Digital certificates.

3. The bidders who are desirous of participating in e-procurement shall

submit their technical bids, price bids as per the standard formats available

at the e-market place.

4. The bidders should scan and upload the respective documents in Pre-

Qualification and Technical bid documentation as detailed at Section E &

G of the RFP including EMD. The bidders shall sign on all the statements,

documents certificates uploaded by them, owning responsibility for their

correctness/authenticity.

5. The rates should be quoted in online only

22

Other conditions 1.After uploading the documents, the copies of the uploaded statements,

certificates, documents, original Demand Drafts in respect of Bid Security

(except the Price bid/offer/break-up of taxes) are to be submitted by the

bidder to the O/o The Managing Director, APTS, R&B Building,

Vijayawada before opening financial bids/as and when required.

Failure to furnish any of the uploaded documents, certificates, will entitled

in rejection of the bid. The APTS shall not hold any risk on account of

postal delay. Similarly, if any of the certificates, documents, etc.,

furnished by the Bidder are found to be false / fabricated / bogus, the

bidder will be disqualified, blacklisted, action will be initiated as deemed

fit and the Bid Security will be forfeited.

2. APTS will not hold any risk and responsibility regulating non-visibility

of the scanned and uploaded documents.

3. The Documents that are uploaded online on e-market place will only be

considered for Bid Evaluation.

4. Important Notice to Contractors, Suppliers and Department users

(i) In the endeavour to bring total automation of processes in e-

Procurement, the Govt. has issued orders vide G.O.Ms.No. 13 dated.

5.7.2006 permitting integration of electronic Payment Gateway of

ICICI/HDFC/Axis Banks with e-Procurement platform, which provides a

facility to participating suppliers / contractors to electronically pay the

transaction fee online using their credit cards.


9. Handing Over of Equipment

1. On the date of signing, the agreement, the bidder should keep ready the approved inventory

with the purchase value indicated there on, which will be the basis for calculation of MS

charges.

2. From the date of signing the agreement, the Operator should take over the MS of all the

systems and extend the FMS.

3. The Department will provide access to the inventory of all locations from the date of

agreement.

4. The Operator should position the Engineers with requisite qualification as agreed for MS

and for Facility Management Services separately from the date of signing the agreement.

5. The Operator should maintain the following physical Registers at NOC.

a. Attendance Register for FMS staff

b. Call Maintenance Register

c. Spare Parts Register

d. Asset Register

6. Any other Register as prescribed by the Department or its representatives.

7. The Service provider has to supply & install a fingerprint Biometric device for monitoring

the attendance of the FM personnel using the attendance monitoring software installed on

the desktop provided by the ITE&C Dept.

8. The work being done by the Operator will be inspected by the representative of

department/ TPA APTS.

9. The Operator should generate necessary MIS reports on maintenance & FMS from time to

time as required by the Department.


10. Bidding Procedure 1. Entire Scope as a single Schedule:

2. Offers should be made in three parts namely, “Pre-qualification bid”, “Technical bid” and

“Financial bid” and in the format given in bid document, on e-Procurement website.

3. EMD copy should be uploaded on e-procurement website.

i. Tenders will be accepted only from those who have purchased the Bid Document.

ii. All correspondence should be with APTS contact person.

iii. A complete set of bidding documents may be purchased by interested bidders from

the APTS contact person upon payment of the bid document price which is non-

refundable. Payment of bid document price should be by demand draft / cashier’s

cheque or certified cheque drawn in favour of “The Managing Director, Andhra

Pradesh Technology Services Ltd.” and payable at Vijayawada (India) not later than

1 hour before bid closing date & time.

4. Pre-qualification bid:

It shall include the following information about the firm and/or its proposal.

i. Bid letter form

ii. Form P1- General information of the bidder’s

iii. Form P2- Turn over details and Positive Net Worth

iv. Form P3- Prior Experience details.

v. Form P4- Black Listing

vi. Form P5- Aauthorization from OEM

vii. Form P6- VC OEM back to back support (OEM’s format)

5. Technical Bid:

i. Form T1 - Compliance Statement

ii. Form T2 - Manpower Proposed

iii. Form T3 - Unpriced Bill of Material for MS items & Manpower

6. Financial bid:

The financial bid should provide cost calculations corresponding to unit price of each item of

the schedule in Form C1,C2,C3, C4 etc (through online www.apeprocurement.gov.in or

tender.apeprocurement.gov.in) .

i. Form C1 - Consolidated Commercial Sheet

ii. Form C2 - MS/AMC Charges for VC Equipment

iii. Form C3 - Manpower charges

iv. Form C4 – Shifting charges

7. Pre-bid Meeting: there is no –pre-bid due to Lockdown

All those bidders who had purchased / downloaded bid document can seek clarifications on the

bid, if any.


11. Bid evaluation procedure

1. Bids would be evaluated for entire schedules. Bidders should offer prices for all the items

of Schedule and for the full quantity of an item of Schedule failing which such bid will not

be considered. Technical bid documentation should be in the prescribed format. If a vendor

has any comment to offer about the procedural aspects of this tender, it should be intimated

to APTS during the clarifications as mail . In case the schedule or procedure of tender

processing is revised, the same shall be communicated by telephone, fax, courier or e-mail

as the case may be to all the vendors who have paid the tender document fee.

2. Opening of bids Immediately after the closing time, the APTS contact person shall open the pre-

qualification bid’, and list them for further evaluation. The Technical bids of only those

bidders who qualify in the pre-qualification bid will be opened at the date that will be

informed by APTS. After evaluation of technical bids, the financial bids of only those

bidders who qualify in technical evaluation will be opened.

3. EMD Validity The EMD will be scrutinized first for the amount and validity period. The bids submitted

with required EMD amount and validity only be considered for the evaluation. The bids

submitted with insufficient EMD amount/validity will be treated as disqualified bids and

those bids will not be considered for further evaluation.

4. Pre-qualification bid documentation: The Pre-qualification bid documentation shall be evaluated in two sub-steps. Firstly, the

documentation furnished by the vendor shall be examined prima facie to see if the technical

skill base and financial capacity and other vendor attributes claimed therein are consistent

with the needs of this project. In the second step, APTS may ask vendor(s) for additional

information, visit to vendors site and/or arrange discussions with their professional,

technical faculties to verify claims made in Pre-qualification bid documentation.

5. Technical bid documentation: Technical bid documentation shall be evaluated in two sub-steps. Firstly, the

documentation furnished by the vendor shall be examined prima facie to see if the product

/services offered, technical skill base and financial capacity and other vendor attributes

claimed therein are consistent with the needs of this project. In the second step, APTS may

ask vendor(s) for additional information, visit to vendors site and/or arrange discussions

with their professional, technical faculties to verify claims made in technical bid

documentation.

6. Award Criterion: Final choice of firm to execute the project shall be made on the basis of conformity to

technical specifications, appropriateness of the product offered, capability of bidder to

execute and service the project and appropriateness of financial offer from the point of

view of cost-effectiveness over the entire maintenance period for the product/services.

Managing Director, APTS


12. General Instructions to Bidders 1. Definitions:

i. Tender call or invitation for bids means the detailed notification seeking a set of

solution(s), service(s), materials or any combination of them.

ii. Specification means the functional and technical specifications or statement of work, as

the case may be.

iii. Firm means a company, authority, co-operative or any other organization incorporated

under appropriate statute as is applicable in the country of incorporation.

iv. Bidder means any firm offering the solution(s), service(s) and/or materials required in

the tender call. The word vendor when used in the pre award period shall be

synonymous with bidder and when used after award of the contract shall mean the

successful bidder with whom APTS signs the contract for rendering of goods and

services.

v. Pre- qualification and Technical bid means that part of the offer that provides

information to facilitate assessment by APTS, professional, technical and financial

standing of the bidder, conformity to specifications etc.

vi. Financial Bid means that part of the offer, that provides price schedule, total project

costs etc.

vii. Three part Bid means the pre-qualification bid, technical and financial bids submitted in

Physical to APTS.

viii. Two part Bid means the Technical bid and financial bids submitted in physical to APTS

and their evaluation is sequential.

ix. Composite bid means a bid in which the technical and financial parts are combined into

one but their evaluation is sequential.

x. Goods and services mean the solution(s), service(s), materials or a combination of them

in the context of the tender call and specifications.

xi. The word goods when used singly shall mean the hardware, firmware component of the

goods and services.

xii. Maintenance period means period mentioned in bid document for maintaining the

systems beyond warranty period.

2. General Eligibility

i. This invitation for bids is open to all firms both from within and outside India, who are

eligible to do business in India under relevant Indian laws as is in force at the time of

bidding subject to meeting the pre-qualification criterion.

ii. Bidders marked/considered by APTS to be ineligible to participate for non-satisfactory

past performance, corrupt, fraudulent or any other unethical business practices shall not

be eligible.

iii. Bidder/Consortium Member debarred/ blacklisted by any Central or State Govt. / Quasi

–Govt. Departments or organizations as on bid calling date for non-satisfactory past

performance, corrupt, fraudulent or any other unethical business practices shall not be

eligible.

iv. Breach of general or specific instructions for bidding, general and special conditions of

contract with APTS or any of its user organizations may make a firm ineligible to

participate in bidding process.


Bid forms

i. Wherever a specific form is prescribed in the bid document, the bidder shall use the

form to provide relevant information. If the form does not provide space for any

required information, space at the end of the form or additional sheets shall be used to

convey the said information.

ii. For all other cases the bidder shall design a form to hold the required information.

3. Cost of bidding

i. The bidder shall bear all costs associated with the preparation and submission of its bid,

and APTS will in no case be responsible for those costs, regardless of the conduct or

outcome of the bidding process.

ii. Bidder is expected to examine all instructions, forms, terms, and specifications in the

bidding documents. Failure to furnish all information required by the bidding

documents or to submit a bid not substantially responsive to the bidding documents in

every respect will be at the bidder’s risk and may result in the rejection of its bid.

4. Clarification of bidding documents

i. A prospective vendor requiring any clarification of the bidding documents may notify

APTS contact person. Written copies / e-mail of the APTS response (including an

explanation of the query but without identifying the source of inquiry) will be sent to all

prospective bidders that have received the bidding documents.

ii. The concerned person will respond to any request for clarification of bidding

documents which it receives no later than bid clarification date mentioned in the notice

prior to deadline for submission of bids prescribed in the tender notice. No clarification

from any bidder shall be entertained after the close of date and time for seeking

clarification mentioned in tender call notice. It is further clarified that APTS shall not

entertain any correspondence regarding delay or non-receipt of clarification from

APTS.

5. Amendment of bidding documents

i. At any time prior to the deadline for submission of bids, APTS, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective bidder,

may modify the bidding documents by amendment.

ii. All prospective bidders those have received the bidding documents will be notified of

the amendment and such modification will be binding on all bidders.

iii. In order to allow prospective bidders reasonable time in which to take the amendment

into account in preparing their bids, the APTS, at its discretion, may extend the

deadline for the submission of bids.

6. Period of validity of bids

i. Bids shall remain valid for the days or duration specified in the bid document, after the

date of bid opening prescribed by APTS. A bid valid for a shorter period shall be

rejected as non-responsive.

ii. In exceptional circumstances, the APTS may solicit the bidders’ consent to an

extension of the period of validity. The request and the responses thereto shall be made

in writing. The bid security shall also be suitably extended. A bidder granting the

request will not be permitted to modify its bid.


7. Submission of bids

The bidders shall submit all the bids i.e., Pre-Qualification, Technical and Financial Bids on e-

Procurement website (www.apeprocurement.gov.in or tender.apeprocurement.gov.in) only.

8. Deadline for submission of bids

i. Bids must be submitted on e-procurement website not later than the bid submission date

and time specified in the tender call notice.

ii. The APTS may, at its discretion, extend this deadline for the submission of bids by

amending the tender call, in which case all rights and obligations of the APTS and

bidders previously subject to the deadline will thereafter be subject to the deadline as

extended.

9. Late bids

Any bid not received by the APTS contact person by the deadline for submission of bids will

be rejected and returned unopened to the bidder.

10. Modification and withdrawal of bids

i. No bid can be modified subsequent to the deadline for submission of bids.

ii. No bid can be withdrawn in the interval between the deadline for submission of bids

and the expiration of the period of bid validity. Withdrawal of a bid during this interval

will result in the forfeiture of its bid security (EMD).

11. General Business information:

The bidder shall furnish general business information to facilitate assessment of its

professional, technical and commercial capacity and reputation.

12. Bid security i.e. earnest money deposit (EMD)

i. The bidder shall furnish, as part of its bid, a bid security for the amount specified in the

tender call notice.

ii. The bid security is required by APTS to:

a. Assure bidder’s continued interest till award of contract and

b. Conduct in accordance with bid conditions during the bid evaluation process.

iii. The bid security shall be in Indian rupees and shall be a Demand Draft/ Banker

Cheque/Bank Guarantee. The validity period should be 3 months from the date of issue.

The DD/Banker Cheque issue date shall be later than bid calling date. In case of BG the

valid it should be as per tender terms. Unsuccessful bidder’s bid security will be

discharged or returned as promptly as possible but not later than thirty (30) days after

the expiration of the period of bid validity prescribed by APTS.

iv. Unsuccessful bidder’s bid security will be discharged or returned as promptly as

possible but not later than thirty (30) days after the expiration of the period of bid

validity prescribed by APTS.

v. The successful bidder’s bid security will be discharged upon the bidder signing the

contract, and furnishing the performance security,

vi. The bid security may be forfeited:

1. If a bidder withdraws its bid during the period of bid validity or quoted

conditional bids deviating from the tender terms and conditions.

2. In the case of a successful bidder, if the bidder fails:

i. To sign the contract in time; or

ii. To furnish performance security.


13. Preparation of Pre-qualification bid

It shall contain of the following parts:

a. General business information

b. Turnover details

c. Major clients’ details

d. Service centre details

e. Bid security (EMD)

f. Any other relevant information

14. Preparation of technical bid

It shall consist of the following parts.

a) Technical documentation – confirmation to technical specifications etc.

b) Plan for in lab proof of concept, if required in tender call.

c) Plan for field demonstration if required in tender call

d) Detailed technical documentation, reference to various industry standards to which

the goods and services included in vendor’s offer conform, and other literature

concerning the proposed solution. In particular, the vendors should identify areas in

which their solution conforms to open standards and areas that are proprietary in

nature. Justification about proprietary components in terms of functionality and

performance should be given.

e) A statement about appropriateness of the product design and solution plan for

operating conditions in India, including physical, infrastructure and human factors.

f) In the case of a bidder offering to supply goods under the contract which the bidder

did not manufacture or otherwise produce, the bidder has been duly authorized by

the good’s manufacturer or producer to supply the goods in India.

g) A statement of the serviceable life of goods and services offered by the firm.

Available sources of maintenance and technical support during the serviceable life.

Available sources of spare parts, special tools, etc. Necessary for the proper and

continuing functioning of the goods and services, for the serviceable life.

15. Preparation of financial bid

a. Overview of financial bid

b. The financial bid should provide cost calculations corresponding to each component

of the project.

c. Bid prices

i. The bidder shall indicate the unit prices (where applicable) and the total bid

price of the goods/services it proposes to supply under the contract.

ii. The bidder shall indicate Basic Prices and taxes, duties etc. (if required) in

the form prescribed.

iii. Bidder’s separation of price components will be solely for the purpose of

facilitating the comparison of bids by APTS and will not in any way limit

the purchaser’s right to contract on any of the terms offered.

iv. Prices quoted by the bidder shall be fixed during the bidder’s performance

of the contract and not subject to variation on any account unless otherwise

specified in the tender call. A bid submitted with an adjustable price

quotation will be treated as non-responsive and will be rejected.

16. Bid currency: -

Prices shall be quoted in Indian rupees.


13. Standard procedure for opening and

evaluation of bids 1. Outline of bid Opening procedure

a. The bid opening and evaluation process will be sequential in nature. Means that bidder

must qualify a particular stage to be eligible for next stage. Immediately after the

closing time, the APTS contact person shall open the Technical and financial bid covers

shall be listed and put into a bag to be sealed according to APTS procedure. The sealed

bag of financial bids shall be in custody of a designated officer. Finally, financial bids

of those bidders will be opened who are short listed in technical evaluation.

b. Any participating vendor may depute a representative to witness these processes.

c. The standard procedure, described here will stand appropriately modified, in view of

special procedures of bid evaluation as mentioned in tender call or elsewhere in this bid

document or decided by APTS during the course of evaluation to meet any specific

situation or need arising from time to time.

2. General guidelines for bid opening and evaluation:

Bids will be in two parts (Technical and financial) as indicated in the tender call. In two-

part bid there will be two bid opening events and in case of composite bids there will be

only one bid opening event. Following guidelines will generally be followed by APTS

officers at each such event. However, APTS may deviate from these in specific

circumstances if it feels that such deviation is unavoidable, or will improve speed of

processing and consequent project execution.

3. Opening of bids

a. Bids will be opened in Online

b. Bids that are not opened online and read out at bid opening shall not be considered

further for evaluation, irrespective of the circumstances.

4. Preliminary examination of Bids

a. Preliminary scrutiny will be made 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.

b. 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 the errors, its bid will be rejected, and its bid

security may be forfeited. If there is a discrepancy between words and figures, the

amount in words will prevail.

c. APTS may waive any minor informality, nonconformity or irregularity in a bid which

does not constitute a material deviation, provided such waiver does not prejudice or

affect the relative ranking of any bidder.

d. Prior to the detailed evaluation, APTS will determine the substantial responsiveness of

each bid to the bidding documents. For purposes of these clauses, a substantially

responsive bid is one which conforms to all the terms and conditions of the bidding

documents without material deviations.

e. If a bid is not substantially responsive, it will be rejected by the APTS and may not


subsequently be made responsive by the bidder by correction of the nonconformity.

5. Clarification of bids

During evaluation of the bids, APTS may, at its discretion, ask the bidder for clarification of its

bid.

6. Evaluation of technical bids

Technical bid documentation shall be evaluated in two sub-steps.

a. Firstly, the documentation furnished by the vendor will be examined prima facie to see

if the offer made, technical skill base and financial capacity and other vendor attributes

claimed therein are consistent with the needs of this project.

b. In the second step, APTS may ask vendor(s) for additional information, visit to vendors

site and/or arrange discussions with their professional, technical faculties to verify

claims made in technical bid documentation.

c. The Financial bids of only those bidders who qualify in the Technical stage.

d. The technical presentation shall cover the spares management, coordination with

OEMs, project plan, migration plan, power management, exit plan etc., The bidders

have to be judged by certain technical parameters, as per the process defined for the

following activities:

# Details Max.

Marks

1. The bidder should have minimum 1 MCU based VC O&M project

(Satisfactorily implemented during last 10 Financial years, contracts will

be considered for points award)

• For 2 or more in Govt. Sector/PSU/Banks/FIs in India (10 Marks)

• For less than 2 Govt. Sector/PSU/Banks/FIs in India (5 Marks)

10

2. Track of being in the VC Business for at least 3 Financial years:

• Being in the Business for more than last 5Financial years(10 Marks)

• Being in the Business for the last 3 to 5Financial years(5 Marks)

10

3. Team proposed: Bachelor Of Engineering or its equivalent with

minimum of 3 years work experience involved in VC projects – List to

be provided with their qualification (PF/ESI documentary evidence to be

submitted)

• ≥ 11 & above Qualified & Experienced Engineers (10 Marks)

• ≥ 6 &< 10 Qualified & Experienced Engineers (7 Marks)

• ≥ 1 &< 5 Qualified & Experienced Engineers (5 Marks)

10

4. No of locations under O&M in one VC project (MCU based), (During

any in year in last 5Financial years contracts will be considered for

points award):

• At > 101 or more locations (10 Marks)

• At > 51 and ≤ 101 locations (7Marks)

• At ≥ 1 and ≤ 50 locations (5 Marks)

10

5. Any VC OEM certified engineers (List to be provided along with

relevant certificate)

• 2 & above OEM qualified person (10 Marks)

• ≥1 &<2 OEM qualified person (5 Marks)

10

6. Average Turnover (Rs In Crore) for Last 3 financial years in IT&ITES

business 10


# Details Max.

Marks

• > 101(10 Marks)

• > 51 and ≤ 100(7 Marks)

• ≥ 1 and ≤ 50(5 Marks)

7. Quality certifications (ISO) for the Bidding organization

• Yes (10 Marks)

• No (0 Marks)

10

8. Presentation on Project Management, bidder’s capability in terms of

backend technical resources to support on-site resources and bidder’s

Coordination/Communication with Stakeholders, Methodology &

maintenance of VC Infra, Operations & Escalation Management,

Migration strategy from existing service provider and Exit

management.(Maximum: 30 Marks)

30

A bidder has to score 70% marks to qualify in the Technical Stage. Necessary documents to be

submitted under Form-T4 (Bidder Format) along with Technical Bids

7. Evaluation of financial bids

The Price Bid evaluation shall include all central duties such as customs duty and central

excise duty and sales tax as a part of the price as detailed below.

a. In evaluation of the price of an imported item, the price shall be determined inclusive

of the taxes.

b. The financial bid will be evaluated on L1 basis(Lowest bid i.e. AMC charges +

Manpower charges).

8. Reverse auction:

APTS will schedule the reverse auction as per the date and time published on the website of e-

Procurement. Online Reverse Auction process is:

a. Only the technically qualified bidder’s financial bids will be opened. Whose financial

bids were opened, only be permitted to participate in the reverse auction. The date and

time of reverse auction will be communicated to eligible bidders.

b. The amount quoted by each Bidder for Annual Maintenance (AMC) of equipment,

Facility Management (FM) Services and shifting charges component will be included

for overall evaluation to arrive ‘L1’ bidder. The AMC and FM ratio will be arrived

from the online bid. This computed (arrived) ratio will be used to calculate breakup of

base cost of the Equipment AMC and FM breakup value after completion of the reverse

auction, for the purpose of awarding the contract.

c. Online Reverse auction will be conducted on the base price of the contract value.

d. The contract base price will be arrived from the online bid price. L1 bidder’s total bid

price is the tender inviting authorities’ base price.

e. In the online Reverse auction, bidder’s screen will have provision for decrement of

price on total bid value. In bidder’s screen the total price of his bid and the total lead

price at that instance will also be displayed.

f. For the purpose of Reverse Auction, the minimum bid decrement will be Rs. 50,000/-

g. Bidders can modify the prices based on the minimum bid decrement or the multiples

thereof, to displace a standing lowest bid and become “L1”, and this will continue as an

iterative process.


h. The reverse auction shall be conducted for minimum 3 Hours. Subsequently auto

increment of 15 minutes with every decrement that occurs within last 15 minutes. All

bidders are required to submit their online revised financials during this period.

i. After the completion of the online reverse auction, the Closing Price (Final L1 Price)

and the successful bidder shall be declared. The successful bidder has to upload the

unit base price close to the original Bid ratio.

j. The ‘successful bidder is the Lowest Bid (L1)’ value obtained after completion of the

reverse auction. Contract will be awarded to the successful bidder.

9. General Evaluation of bids

a. Evaluation of financial bids will exclude and not take into account any offer not asked

for or not relevant to the present requirements of user.

b. Evaluation of financial bid will take into account, in addition to the basic bid price, one

or more of the following factors

c. Past track record of bidder in supply/ services and

d. Any other specific criteria indicated in the tender call and/or in the specifications.

10. Performance and productivity of the equipment

a. Bidders shall state the guaranteed performance or efficiency in response to the

specifications.

11. Contacting APTS

Bidder shall not approach APTS officers outside of office hours and / or outside APTS office

premises, from the time of the tender call notice to the time the contract is awarded.

Any effort by a bidder to influence APTS officers in the decisions on bid evaluation, bid

comparison or contract award may result in rejection of the bidder’s offer and bidder may also

be marked as ineligible for future bids. If the bidder wishes to bring additional information to

the notice of the APTS, it should do so in writing.

12. APTS’ right to vary Location quantities at time of award

APTS reserves the right at the time of award to increase or decrease the quantity, as indicated

in tender call, from the quantity of goods and services originally specified in the specification

without any change in unit price or other terms and conditions.

13. APTS right to accept any bid and to reject any or all bids

APTS reserves the right to accept or reject any bid, 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(s) or any obligation to inform the affected bidder(s) of the grounds for such

decision.

14. Notification of award

a. Prior to expiration of the period of bid validity, APTS will notify the successful bidder

in writing, that its bid has been accepted.

b. Upon the successful bidder’s furnishing of performance security, APTS will promptly

notify each unsuccessful bidder and will discharge its bid security.


15. Signing of contract

a. At the same time as the APTS notifies the successful bidder that its bid has been

accepted, on behalf of ITE&C Department, APTS will send the bidder the Contract

Form provided in the bidding documents, incorporating all agreements between the

parties.

b. On receipt of the Contract Form, the successful bidder shall sign and date the contract

and return it to the APTS.

16. Performance security

On receipt of notification of award from the APTS, the successful bidder shall furnish the

performance security in accordance with the conditions of contract, in the performance security

form provided in the bidding documents or in another form acceptable to the APTS.

Failure of the successful bidder to sign the contract, proposed in this document and as may be

modified, elaborated or amended through the award letter, shall constitute sufficient grounds

for the annulment of the award and forfeiture of the bid security, in which event the APTS may

make the award to another bidder or call for new bids.

17. Corrupt, fraudulent and unethical practices

“Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the process of contract execution and “fraudulent

practice” means a misrepresentation of facts in order to influence a procurement process or the

execution of a contract to detriment of the purchaser, and includes collusive practice among

Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-

competitive levels and to deprive the Purchaser of the benefits of free and open competition:

“Unethical practice” means any activity on the part of bidder which tries to circumvent tender

process in any way. Unsolicited offering of discounts, reduction in financial bid amount,

upward revision of quality of goods etc after opening of first bid will be treated as unethical

practice. APTS will reject a proposal for award and also may debar the bidder for future

tenders in APTS, if it determines that the bidder has engaged in corrupt, fraudulent or unethical

practices in competing for, or in executing a contract.


14. General conditions of proposed contract

(GCC) 1. Application

These general conditions shall apply to the extent that they are not superseded by provisions of

other parts of the contract.

2. Payments

a. The payment shall be made at the end of each quarter on quarterly basis after receipt of

invoice and on satisfactory completion of maintenance for each quarter, subject to

production of necessary certificate from the Officer authorized by the Information

Technology Electronics & Communications Dept., and after deducting the down time

penalty if any and other recoveries if any.

b. The Operator shall submit the proof of back to back support with OEM for Video

conference equipment along with SLA reports and Man power attendance along with

Invoices.

c. The payment authority is MD., APTS.

3. Call Registration and Completion

a. Operator will acknowledge each call with a unique call no. which is to be used for

reference in future.

b. Completion of calls will be certified by the user.

c. Operator will prepare the call service slip in triplicate. This will be signed by the user.

One copy will be given to the user, one copy will be furnished to the ITE& C

Department and the third copy will be retained by Operator. Call monitoring software

report supported by these documents will be used to work out downtime for penalty

calculations.

4. Other terms and conditions

a. The Operator shall comply with such directions as the user may issue from time to time

for the smooth working and in the furtherance of the overall objective.

b. The Operator shall be solely responsible for all acts of omission and commission

occasioned by his personnel in carrying out the terms of the agreement.

c. The Operator or his personnel shall not use or cause to be used, the data or information

provided to him or acquired by him during the process of providing services for any

purpose, whatsoever, except for, which is required to perform the job as required in the

agreement. Such data or information shall be surrendered to the Department at the

expiry of the agreement.

d. In case the Operator is not able to rectify any of the problems, it shall be competent for

the Department or APTS to get the same rectified by the manufacturer or any other

suitable agency and recover 125% of the amount incurred by the Department in the

process, from the Operator by way of deduction from the quarterly charges payable to

the Operator or from Performance Security or both.


5. Delays in the service provider’s performance

a. Delivery of the services shall be made by the Vendor in accordance with the service

quality specified by APTS in the bid document.

b. Any delay by the vendor in the performance of its obligations under the contract, shall

render the vendor liable to the imposition of liquidated damages at a rate as indicated in

bid document.

c. If at any time during performance of the Contract, the Vendor should encounter

conditions impending timely performance of services, the Vendor shall promptly notify

the APTS in writing of the fact of the delay, its likely duration and its cause(s). As soon

as practicable after receipt of the vendor's notice, APTS shall evaluate the situation and

may at its discretion extend the Vendor's time for performance, with or without

liquidated damages.

6. Liquidated damages

If the Vendor fails to perform any one or all the services within the time period(s) specified in

the Contract, the APTS shall, without prejudice to its other remedies under the Contract, deduct

from the amount payable to vendor or from performance/implementation guarantee or from

both as liquidated damages, a sum equivalent to, as per the terms indicated in the bid

document, until actual delivery or performance, subject to maximum limit. Once the maximum

is reached, the APTS may consider termination of the contract.

7. Implementation Guarantee / Performance Security

a. Within the number of days indicated in the bid document, from the date of issue of

letter of intent from APTS /user, Operator should submit Security deposit for an

amount indicated in the bid document (Statement of important limits/values)

b. The proceed of the performance security shall be payable to the APTS as compensation

for any loss resulting from the Operator's failure to complete its obligations under the

contract.

c. The performance security shall be denominated in Indian rupees or in a freely

convertible currency acceptable to APTS and shall be in one of the following forms:

d. A bank guarantee or an irrevocable letter of credit, issued by a reputed bank located in

India with at least one branch office in Vijayawada, in the form provided in the bidding

document or another form acceptable to the APTS; or

e. A cashier's cheque or banker's certified cheque or crossed demand draft or pay order

drawn in favor of the APTS.

f. The performance security will be discharged by the APTS and returned to the Vendor

not later than thirty (30) days following the date of completion of all formalities under

the contract.

g. In the event of any contract amendment, the vendor shall, within 15 days of receipt of

such amendment, furnish the amendment to the performance security, rendering the

same valid for the balance duration of the Contract.

8. Termination for Default

a. APTS, without prejudice to any other remedy available for breach of Contract, may

terminate the Agreement in whole or in part, by a 30 days’ notice in writing to the

Operator, for any one or all of the following. On such termination, in addition to any

other remedy available under the contract, the EMD, Implementation/ performance

Security will be liable for forfeiture.


i. If the Operator fails to maintain the systems to the minimum assurance quality

as per the scope of the work or

ii. If the Operator fails to provide all or any of the Contracted services as per

service standards specified in the Agreement, or

iii. If the Operator fails to perform any other obligation(s) under the Agreement, or

iv. If the Operator, in the judgment of the Dept., or APTS has engaged in corrupt,

fraudulent or unethical practices in competing for or in executing the Contract.

b. The APTS shall issue a notice explaining the nature of violations committed by the

Operator and afford an opportunity to the Operator to represent his case, before

termination of the agreement.

c. In the event APTS terminates the Agreement in whole or in part, APTS may procure,

upon such terms and in such manner as it deems appropriate, services similar to those

undelivered, and the Operator shall be liable to pay to APTS for any excess costs

incurred for procuring such similar services. However, the Operator shall continue

performance of the Agreement to the extent not terminated.

9. Termination for Insolvency

If the Operator becomes bankrupt or otherwise insolvent, APTS., may at any time terminate the

Contract by giving written notice of 30 days to the Operator. In this event, termination will be

without compensation to the Operator, provided that such termination shall not prejudice or

affect any right of action or remedy which has accrued or will accrue thereafter to the APTS.

10. Termination for Convenience

The performance of the work or services under a contract as a result of this solicitation may be

terminated in whole or in part, whenever the APTS/ ITE&C Department shall deem that

termination is in the best interest of the Project. Such determination shall be at the sole

discretion of the APTS/ ITE&C Department or their designee. In such event, APTS/ ITE&C

Department shall be liable only for payment in accordance with the payment provisions of the

contract for work or services performed or furnished prior to the effective date of termination.

The Contractor shall not be reimbursed for anticipatory profits. Termination hereunder shall

become effective by delivery to contractor of written notice of termination upon which date the

termination shall become effective.

11. Force Majeure

a. The Operator shall not be liable for forfeiture or levy of Liquidated Damages, or

termination for default if and to the extent that its delay in performance or other failure

to perform its obligations under the Agreement in the result of Force Majeure.

b. For purposes of this Clause, “Force Majeure” means an unforeseeable event beyond the

control of the Operator and not involving the Operator’s fault or negligence. Such

events shall include, but are not restricted to, acts of the APTS., in its sovereign

capacity, war or revolutions, fires, floods, epidemics, quarantine restrictions and freight

embargoes.

c. If a Force Majeure situation arises, the Operator shall promptly notify the APTS., in

writing of such condition and the cause thereof. Unless otherwise directed by the

APTS., in writing, the Operator shall continue to perform its obligations under the

Contract as far as is reasonably practical and shall seek all reasonable alternative means

for performances.

Note: Damage to any system due to Electrical fluctuations will not be covered

12. Assignment & Sub Contracts


The Operator shall not assign, in whole origin part, its rights and obligations to perform

under this Contract to any third party.

13. Amendment to the Agreement

Amendments to the Agreement may be made by mutual agreement by both the parties. No

variation in or modification in the terms of Contract shall be made except by written

amendment signed by both the parties.

14. Applicable Law

The Agreement shall be interpreted in accordance with appropriate Indian laws.

15. Resolution of Disputes

a. APTS and the Operator shall make every effort to resolve amicably by direct informal

negotiations any disagreement or dispute arising between them under or in connection

with the Agreement

b. If, with in thirty (30) days from the commencement of such informal negotiations,

parties are unable to resolve dispute amicably, either party may approach for resolution

to the formal mechanisms, which may include, but are not restricted to, conciliation

mediated by a third party, or in accordance with the Arbitration and Conciliation Act,

1996

c. All Arbitration proceedings shall be held within the Jurisdiction of Vijayawada (AP)

and the language of the arbitration proceedings and that of all documents and

communications between the parties shall be in English language.

16. Use of Contract Documents and Information

a. The Operator or its employee shall not without prior written consent from APTS.,

disclose the Agreement or any provision thereof or any specification, plans, drawings,

pattern, samples or information furnished by or on behalf of APTS., to any party during

the contract and thereafter. Disclosure of such information to its employee shall be

made in confidence and shall extend only so far, as may be necessary for such

performance.

b. The Operator shall not without prior written consent of APTS., make use of any

document or information made available for the project except for purposes of

performing the contract and no more.

c. All project related documents issued by APTS., other than the Agreement itself shall

remain the property of APTS., and shall be returned (all copies) to APTS., on

completion of the Operator’s performance under the Agreement, if so required by the

APTS

17. Governing Language

All correspondence and documents pertaining to the Agreement that are exchanged by the

parties shall be written in English or Telugu language.


Notices:

a. Any notice given by one party to the other pursuant to this Agreement shall be sent to

the other party in writing or by E-mail, Telegram or facsimile and confirmed in writing

to the other party’s address.

b. A notice shall be effective from the date, when it is delivered or tendered or affixed at a

conspicuous place of normal working, whichever is earlier.

18. Indemnification

APTS or GoAP will not indemnify for any loss or damages caused to the vendor or its staff in

any form during their performance on the project.

19. Taxes and duties

The vendor shall be entirely responsible for all taxes including service taxes etc. Duties, license

fee, Octroi, road permits etc. incurred until delivery of the contracted Goods/services at the site

of the user or as per the terms of tender document if specifically mentioned. During the contract

period If any changes in the existing tax structure (Service tax or GST) it shall be applicable to

both (GoAP / Service provider) as per rule.


15. Special conditions of proposed contract (SCC)

1. The Service provider is responsible for the compliance to the minimum wages Act and

directives of the Government from time to time.

2. The Service provider has to provide statutory benefits such as PF/ESI all manpower

deployed in the Project. The Service provider shall submit documentary evidence to ESI/PF

along with the Invoice for the previous quarter.


16. Bid forms


16.1. Bid letter

Tender ref.no.

From:

(Registered name and address of the bidder.)

To:

Andhra Pradesh Technology Services Ltd,

R&B Building, 3rd

Floor,

MG Road, Labbipet, Opp-Indira Gandhi Municipal Stadium,

Vijayawada-520010, Andhra Pradesh, India.

Sir,

Having examined the bidding documents, we the undersigned, offer to provide services/execute the works for the following project in response to your tender call dated .......................

Project title:

We undertake to provide services/execute the above project or its part assigned to us in conformity with the said bidding documents for an estimated sum of Rs

................... (Total bid amount in words and figures) which may vary in accordance with the schedule of prices attached herewith and coverage options made by APTS. or its user organization.

If our bid is accepted, we undertake to;

1. provide services/execute the work according to the time schedule specified in the bid document,

2. obtain the implementation/performance guarantee of a bank in accordance with bid requirements for the due performance of the contract, and

3. Agree to abide by the bid conditions, including clarifications / addendum / minutes if any, which remain binding upon us during the entire bid validity period and bid may be accepted any time before the expiration of that period.

Place: Bidder’s signature

Date: and seal


16.2. Model Contract form

THIS AGREEMENT made the ....... day of ................. (Year) (hereinafter "the USER") of one

part and ............... (Name of Vendor) of ............... (City and Country of Vendor) (hereinafter

"the Vendor") of the other part:

WHEREAS the USER is desirous that certain solution, service and materials, as described in the bid document and briefly outlined below, should be provided by the Vendor.

Date of tender call:

Title of the project:

Brief outline of the work:

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

In this agreement words and expression shall have the same meanings as are respectively assigned to them in the bid document referred to.

The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.

a. Notification of award.

b. clarification on bid document issued if any,

c. Bid submitted by successful bidder

d. pre - bid conference minutes if any,

e. bid documents

In consideration of the payments to be made by the USER to the Vendor as hereinafter mentioned, the Vendor hereby covenants with the USER to provide the goods and services (solution, service and materials) and to remedy defects therein in conformity, in all respects, with the provisions of the contract.

The USER hereby covenants to pay the Vendor in consideration of the provision of the goods and services and the remedying of defects therein, the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract.

Brief particulars of the goods and services which shall be supplied / provided by the Vendor are given in Annexure.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year above written.

Signed, and delivered by Signed, and delivered by

for the Vendor.

Vendor’s common seal: For

Place Place:

Date: Date:

In the presence of:..........................


16.3. Bid security (EMD) form

APTS. Ref. No.....

(To be issued by a bank scheduled in India as having at least one branch in

(To be issued by a bank scheduled in India as having at least one branch in Vijayawada)

Whereas...................................... (herein after called "the Bidder") has submitted its bid

dated ......(Date). For the execution of ........................ KNOW ALL MEN by these

presents that WE ................... of ........................ having our registered office

at........................ (hereinafter called the "Bank") are bound unto the Andhra Pradesh

Technology Service Ltd. (hereinafter called "The APTS") in the sum of ................ for

which payment well and truly to be made to the said APTS itself, its successors and

assignees by these presents.

The conditions of this obligation are:

1. If the bidder withdraws its bid during the period of bid validity or

2. If the bidder, having been notified of the acceptance of its bid by

3. The APTS during the period of bid validity:

i. fails or refuses to execute the contract form if required; or ii. fails or refuses to furnish the performance security, in accordance with the

bid requirement.

We undertake to pay the APTS up to the above amount upon receipt of its first written

demand, without the APTS having to substantiate its demand, provided that in its demand

the APTS will note that the amount claimed by it is due to it, owing to the occurrence of

one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including 45 days after the period of the bid

validity, and any demand in respect thereof should reach the Bank not later than the

above date.

Place: Signature of the Bank and

seal.

Date:


16.4. Performance security form

APTS Ref. No......

(To be issued by a bank scheduled in India and having at least one branch in

Vijayawada) To: ............................ (Name of USER) WHEREAS ............................

(Name of Vendor) hereinafter called "the Vendor" has undertaken, in pursuance of

Contract No......... dated, ........ (Date), to supply .................. called "the Contract". AND

WHEREAS it has been stipulated by you in the said Contract that the Vendor shall

furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as

security for compliance with the Supplier's performance obligations in accordance with

the Contract.

WHERE AS we have agreed to give the Vendor a Guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Vendor, up to a total of Rs. .....................and we undertake to pay you, upon your first written demand declaring the Vendor to be in default under the Contract and without cavil or argument, any sum or sums within the limit of Rs............... (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the ......... day of ........ (Date)

Place: Signature of guarantors and seal. Date:


17. PQ Bid forms


17.1. Form P1 - Bidder Information

Description Details to be filled by

Bidder

Name of the Organization

Nature of the Organization

Government / Public / Private / Partnership / Proprietorship

Year of Establishment (Enclose any of the following for proof

of establishment)

• Certificate of Incorporation

• Audited balance sheets

• Registered Partnership deed if any

Regd. Office Postal Address with

Phone & Fax Number

Office Postal Address with

Phone & Fax Number in Andhra Pradesh

Contact person with Phone, Mobile

Number & e-mail address

TIN No /CST Regn No/ Service Tax/GST

Regn No.

Append applicable credentials as per RFP

(Signature of the Bidder)

Printed Name

Designation

Seal

Date:

Business Address:


17.2. Form P2 - Turn over details of

Company in FMS and Maintenance.

Financial Information

Item/ Year

FY 2016-17 FY 2017-18 FY 2018-19

Revenue (in INR Crores)

Profit Before Tax (in INR Crores)

Profit after Tax (in INR Crores)

Net worth

Other Relevant Information


Printed Name

Designation

Seal

Date:

Business Address:


17.3. Form P3 (List of Major Customers) Tender ref.no.

List of Major Customers under FM and Maintenance Services for 2016-17 to 2018-19

S.No Full

Address Year

Description of

Service

Value of service

(Rs. In Lakhs)


Printed Name

Designation

Seal

Date:

Business Address:


17.4. Form P4 - Declaration Regarding Clean

Track Record

(to be submitted along with Pre-qualification bid)

Tender ref.no.

To,

The Managing Director

Andhra Pradesh Technology Services Limited

R&B Building, 3rd

Floor,

MG Road, Labbipet, Opp-Indira Gandhi Municipal Stadium,

Vijayawada-520010, Andhra Pradesh, India

Sir,

I have carefully gone through the Terms & Conditions contained in the tender document

[No._________________]. I hereby declare that my company / Consortium Partners has not

been debarred/ black listed as on Bid calling date by any Central or State Government /

Quasi Government Departments or Organizations in India for non-satisfactory past

performance, corrupt, fraudulent or any other unethical business practices. My company /

consortium partner does not have any legal disputes with ITE&C or associated departments

including APTS as on bid calling date. I further certify that I am competent officer in my

company to make this declaration.

Yours faithfully,


Printed Name

Designation

Seal

Date:

Business Address:


17.5. Form P5 - Authorization format (MAF)

Tender ref.no.

The authorization should be tender specific may be in the nature of a letter,

memorandum or certificate regularly granted by the manufacturer to its channel

partners, authorized solution providers, system integrators, distributors, etc. or a specific

letter issued for purposes of this bid. Such communication should include statements /

undertakings from the said manufacturer to the following effect.

1. Warranty / support coverage in respect of the goods and services manufactured /

supplied by the said manufacturer shall be honored by that manufacturer, their

channel partners, distributors, authorized service centers as the case may be.

2. The manufacturer updates the bidder and their technical personnel with relevant

technical literature, training and skill transfer workshops etc. on a regular basis.

3. The manufacturer provides back to back technical support to the said bidder on a

continuing basis.

4. The manufacturer is willing to provide necessary spares for a period of

APSWAN contract.

5. The said bidder is authorized to provide service and solutions using hardware

firmware and / or software as the case may be.

Note:

1. The letter of authority should be signed by a person competent and having the

power of attorney to bind the manufacturer.

2. Ink signed copy of the MAF should be submitted in original along with the bid.

Place: Bidder’s Signature

Date: with Seal.


18. Technical bid forms


18.1. Form T1 (Compliance Statement) Tender ref.no.

Compliance/agreed/enclosed/ deviation statement.

The following are the particulars of compliance/deviations from the requirements of the tender specifications. (For every item appropriate remarks should be made like Complied, No deviation, Agreed, Enclosed)

S.No Bid document reference Remarks

1. Bid Letter

2. Form P1

3. Form P2

4. Form P3

5. Form P4

6. Form P5

7. Form P6

8. Form T1

9. Form T2

10. Form T3 (Unpriced BoM)

11. Form T4 (Technical details, bidders format)

12. Form C1

13. Form C2

14. Form C3

15. Form C4

16. Pre-qualification criterion

17. Technical specifications

18. Financial bid format

19. General instruction to bidders

20. Standard procedure for bid evaluation

21. General condition of proposed contract (GCC)

22. Special Condition of proposed Contract (SCC)

The specifications and conditions furnished in the bidding document shall prevail over

those of any other document forming a part of our bid, except only to the extent of

deviations furnished in this statement.

Place: Bidder’s signature

Date: Bidder’s seal


18.2. Form T2 (Manpower Proposed) Tender ref.no.

Particulars of personnel proposed for FMS

S.No Employee

Name

Whether

person is

internal

Qualifi

cation Designation

Total

Experience

Relevant

Experie

nce

Certific

ates if

any

Note: Enclose C.V. in support of above claim. Whenever there is a change of manpower,

Operator has to inform in writing with all the details of the leaving person at least 15 days in

advance. The change / replacement are allowed with the person of equivalent or higher qualification

and experience mentioned in RFP with the concurrence of ITE&C department.

Signature of the Bidder with seal


18.3. Form T3 Unpriced Bill of Material Tender ref.no.

S.No Item Qty

Quoted

(Yes/No)

(Do not

mention

prices)

Remarks

AMC Charges

1. SHQ-MCUs 2

2. SHQ-Portals 2

3. SHQ-Gateway 10

4. MCU at DHQ 13

5. Gateway to Connect existing Other VC Equip. at DHQ 13

6. HD End Point with Camera at MHQ/DHQ 744

7. 42’’ LCD/LED Display system at MHQ/DHQ 736

8. I KVA Online UPS at MHQ/DHQ 736

9. PC Based Software Lic. 200

Man Power

1. At SHQ Level- Project Manager 1

2. At SHQ Level - Video Conference Manger 1

3. At SHQ Level- VC Administrator 1

4. AT SHQ Level – Support engineers 2

5. At DHQ Level- Main Engineers 13

6. At DHQ Level- Support Engineers 13

Shifting Charges

1. Within the Premise 5

2. within the Mandal 5

3. Within the District area 5

4. Within the state 5



19. Commercial bid forms


19.1. Form C1 Consolidated commercial Sheet

S.No Description Total price

(INR)

1 AMC for VC equipment (VC End Points, Display systems and

UPS) (Form C2) per Annum

2 Man Power Cost (Form C3) per Annum

3 Shifting Charges (Form C4) per Annum

Total Cost per Annum (A)

Total cost per Two years (B)= (A)*2

(In words: Rs. ________________________________________)



19.2. Form C2 MS/AMC Charges for VC Equipment

S.

No Item

Qty

QMC

Value

(Rs.)

Total QMC

(Rs.)

Tax

(Rs.)

Total QMC

with Tax (Rs.)

Total AMC with Tax for 1

year (Rs.)

(A) (B) (C=B*A) (D) (E=C+D) (F=E*4)

1. SHQ-MCUs 2

2. SHQ-Portals 2

3. SHQ-Gateway 10

4. MCU at DHQ 13

5. Gateway to Connect

existing Other VC Equip.

at DHQ

13

6. HD End Point with

Camera at MHQ/DHQ

744

7. 42’’ LCD/LED Display

system at MHQ/DHQ

736

8. I KVA Online UPS at

MHQ/DHQ

736

9. PC Based Software Lic. 200

Total AMC for 1 year (in Rs.)

(In words: Rs. ________________________________________)



19.3. Form C3 (Manpower charges) (Incl. all

taxes)

S.

No Designation

Number

of

resources

(a)

Man

Month

Cost

(Rs.) (b)

Taxes

(Rs.)

(c)

Total

Man

month

cost (Rs.)

(d)=(b+c)

Number

of

Months

(e)

Total Cost

(inclusive

taxes)

(f)= (a*d*e)

1 At SHQ Level- Project Manager

1 12

2 At SHQ Level - Video Conference Manger

1 12

3 At SHQ Level- VC Administrator

1 12

4 AT SHQ Level – Support engineers

2 12

5 At DHQ Level- Main Engineers

13 12

6 At DHQ Level- Support Engineers

13 12

7 Total per Annum

(In words: Rs. ________________________________________)



19.4. Form C4 Shifting Charges (Incl. all taxes)

S.No Description Unit Unit Rate

Total cost (Rs.) per

each shifting during 1

year

1 Within the Premise 5

2 Within the Mandal 5

3 Within the District Head Quarter

area

5

4 Within the State Head Quarter area 5

Total Charges Rs.

(In words: Rs. ________________________________________)



20. Annexure-1: Model Call reports

Sl.

No. Description Remarks

1 Problem reported by

2 Call reporting date and time

3 Problem Description

4 Call attended date and time

5 Call status

6 Call closing date and time

7 Remarks of engineer

8 Remarks of Department officials

9 Call status



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