TENDER NOTICE AMC OF COMPUTER SYSTEMS AND …€¦ · Plot no. 23, Sector-23, Dwarka, New...

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EMPLOYEES’ PROVIDENT FUND ORGANISATION, REGIONAL OFFICE :- DELHI SOUTH

PLOT NO. 23, SECTOR-23, DWARKA, NEW DELHI-110075

TENDER DOCUMENT

TENDER NO. 05/2015

कम्प्यटूर सिस्टम और पेररफैरल के व्यापक वार्षिक रख-रखाव अनबुन्ध (ए.एम.िी.) हेत ुननर्वदा िचूना

के्षत्रीय भविष्य निधि आयुक्त, के्षत्रीय कायाालय, दिल्ली िक्षक्षण द्िारा कर्ाचारी भविष्य निधि संगठि, के्षत्रीय कायाालय,दिल्ली(िक्षक्षण) द्िारका, िई दिल्ली-75 हेतु Thin Clients, Networking Systems & Peripherals including UPS & Batteries, Lserjet Printers, Inkjet Printers, Scanners आदि सदहत कम्प्यूटर ससस्टर् ि पेररफैरल के व्यापक िावष ाक रख-ऱखाि हेत ु प्रनतष्ष्ठत फर्ों से िो बोली प्रक्रिया र्ें बन्ि कोटेशि आंर्त्रत्रत करिाए जाते हैं।निवििा िस्तािेज उपयु ाक्त सलखखत पते से रु.500/- के भुगताि पर सलया जा सकता है या हर्ारी िेबसाइट www.epfindia.gov.in से निवििा सलकं से डाउिलोड क्रकया रजा सकता है। यदि डाउिलोड क्रकया गया निवििा फार्ा का उपयोग क्रकया जाता है तो बोली िस्तािेजों के साथ के्ष.भ.नि.आ.,दिल्ली(िक्षक्षण) के पक्ष र्ें िेय रु.500/- का डडर्ाण्ड ड्राफ्ट संलग्ि करें। बन्ि कोटेशि के ऊपर “कम्प्यूट ससस्टर् ि पेररफैरल के व्यापक िावष ाक रख-रखाि अिुबन्ि (ए.एर्.सी) हेतु कोटेशि” सलखा होिा चादहए और स.भ.नि.आ.(प्रशा.), कर्ाचारी भविष्य निधि संगठि,्लाट िं.23,सेक्टर- 23, द्िारका, िई दिल्ली-110075 को संबोधित होिा चादहए ि दििंाक 03-09-2015 को 1.00 बजे(अपराहि) तक या उससे पहले प्रा्त हो जािा चादहए। िेय नतधथ के पश्चात प्रा्त होिे िाले कोटेशि पर विचार िहीं क्रकया जाएगा। निवििाएं बोली लगािे िालों की उपष्स्थनत र्ें दििंाक 07-09-2015 को 11.00 बजे (अपराहि) (Technial Bid) और 10-09-2015 को 11.00 बजे (अपराहि) (Financial Bid) खोली जाएगी।

के्षत्रीय भविष्य निधि आयुक्त के्षत्रीय कायाालय,दिल्ली(िक्षक्षण)

http://www.epfindia.gov.in/

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EMPLOYEES’ PROVIDENT FUND ORGANISATION, Regional Office :- Delhi South

Plot no. 23, Sector-23, Dwarka, New Delhi-110075

TENDER DOCUMENT

TENDER NO. 05/2015

TENDER NOTICE FOR COMPREHENSIVE AMC OF COMPUTER SYSTEMS AND PERIPHERALS

Sealed quotations in two bids systems are invited from reputed firms by the Regional Provident Fund Commissioner, Regional Office, Delhi South for Comprehensive Annual Maintenance Contract (AMC) for the Thin Clients, Networking switches, Computer Systems & Peripherals including UPS & Batteries, Laserjet Printers, Inkjet Printers, Scanners etc. in Employees’ Provident Fund Organisation Regional Office, Delhi South, Dwarka, New Delhi -75. Tender Document can be taken from the address given above on a payment of Rs. 500/- or it can be downloaded from our website www.epfindia.gov.in under the Link Tender. In case the downloaded tender form is used, a demand draft of Rs. 500/- in favour of RPFC, Delhi (South) should be enclosed with bid documents.

The Sealed Quotation should be subscribed as “Quotation for Onsite Comprehensive Annual

Maintenance Contract of Computer Systems & Peripherals and addressed to APFC (Adm-II),

Employees’ PF Organisation, Plot no. 23, Sector-23, Dwarka, New Delhi-110075 so as to reach on or

before 01.00 PM on 03-09-2015 Quotations received after the due date will not be considered. The

tenders will be opened at 11.00 am on 07-09-2015 (Technical Bid) and 11.00 am on 10-09-2015

(Financial Bid) in the presence of bidders, who may be present.

Regional Provident Fund Commissioner

Regional office Delhi South

http://www.epfindia.gov.in/http://www.epfindia.gov.in/

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ननर्वदा दस्तावेज TENDER DOCUMENT

बोली (बबड) लेने की अंनतम नतथि :- 03-09-2015, 12.00 बजे अपराहन Last date for obtaining the Bids

बोली (बबड) जमा करने की अंनतम नतथि :- 03-09-2015, 1.00 बजे अपराहन Last date for submission of Bids

तकनीकी बोली खोलने की नतथि :- 07-09-2015, 11.00 बजे अपराहन Date of opening of Technical Bids

र्वत्तीय बोली खोलने की नतथि :- 10-09-2015,11.00 बजे अपराहन Date of opening of Financial Bids

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EMPLOYEES’ PROVIDENT FUND ORGANISATION,

REGIONAL OFFICE :- DELHI SOUTH PLOT NO. 23, SECTOR-23, DWARKA,

NEW DELHI-110075 SECTION-I

INVITATION FOR BIDS 1. This invitation to Tender is for :-

a) Onsite Comprehensive Annual Maintenance Contract for the Computer Systems along

with Peripherals and Operating systems, Printers, UPS and Batteries etc. in the Offices

under jurisdiction of the Regional Provident Fund Commissioner, EPFO, Regional Office,

Delhi South, Plot no. 23, Sector-23, Dwarka, New Delhi-110075 to the Specifications details in Section V of this Tender Document.

b) The tender for AMC is invited for all the items that are included in the configuration for

all computer systems installed in the office.

c) The agency will provide 02 Resident Engineers on the site.

2. Tenderers are advised to study the Tender Document carefully. Tender document is hosted on

the office website www.epfindia.gov.in also. Submission of Tender shall be done after careful study and examination of the Tender Document with full understanding of its implications. 3. Sealed offers prepared in accordance with the procedures enumerated in Clause I of Section II

should be submitted to The Assistant PF Commissioner (Adm.II), Employees’ Provident Fund

Organisation, Regional Office, Delhi South, Plot no. 23, Sector-23, Dwarka, New Delhi-110075 not later than the date and time laid down, at the office address given below in the Schedule for Invitation to Tender.

3(a) The Agency should have fulfill the following conditions :-

(i) Should have at least 03 years experience in AMC (ii) Should have Valid Service Tax Registration (iii) Should have valid PF & ESIC Registration (iv) Should have authorized from an original manufacturer ( HP/DELL/IBM/ACER) (v) Agency should be registered through Registrar of Companies.

4.The EMD of Rs. 10,000/- by DD/Pay Order from Scheduled/Nationalized Bank in the name of Regional Provident Fund Commissioner, Delhi (South) payable at Delhi shall be attached to the

Tender Form. Tender without EMD shall be liable to be rejected during scrutiny of Technical Bid. EMD of Unsuccessful Tenderers will be returned within 30 days from finalization of the Tender

Process.

This tender Document is not transferable.

5. The Successful bidder will submit Performance Security @ 5% of Tender Value in the form

of Account Payee Demand Draft/Fixed Deposit Receipt/ Bank Guarantee in the name of

Regional Provident Fund Commissioner, Delhi (South) payable at Delhi in an acceptable

form safeguarding the supplier interest in all respects.

http://www.epfindia.gov.i/

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a) Performance security should remain valid for a period of sixty days beyond the date of completion of all contractual obligations of the supplier including

warranty obligations.

b) Bid Security should be refunded to the successful bidder on receipt of Performance Security.

6) Schedule for Invitation to Tender a) Name of the Purchaser : Regional Provident Fund Commissioner, Delhi b) Location(s) where Annual Maintenance is to be carried out:-

As per Section V – Schedule of requirements c) Addressee and address at which Tenders are to be submitted :- Shri Deepak, APFC(Adm-II), Employees’ PF Organisation, Plot no. 23, Sector-23, Dwarka, New Delhi-110075

d) Last time and date of receipt of Tender:-

On or before 1.00 PM on 03-09-2015 e) Place, Time and Date of Opening of letter for pre-qualification of Tenderers and Technical- Bid :-Employees PF Organisation, Regional Office, Delhi South, Plot no.23, Sector-23, Dwarka, New Delhi-110075 at 11.00 am on 07-09-2015 f) Date till which the Tender is valid :- 90 days from the date of opening of the Technical Bid g) Date by which contract to be signed by the vendor :-

Within 1 week from the date of placement of the order. h) Name, Designation & address of nodal officer for the tender:- Shri Deepak, APFC(Adm -II), Employees’ PF Organisation, Plot no. 23, Sector-23, Dwarka, New Delhi-110075 i) Documents to be enclosed along with Technical bid:-

a. Complete list of current clients for which the Agency/bidder is handling AMC

including details for the number of Personal Computers, Printer and Other

Peripherals and the operating systems under which they are running.

b. EMD of Rs. 10000/- in shape of Demand Draft.

c. PF and ESIC Registration.

d. Service Tax Registration Copy

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e. Proof of Number of years of experience claimed by the Agency.

f. Audited accounts for last 3 years .

g. Income Tax returns for last 3 years .

h. List of other AMC clients handled during the previous 03 years along with

certificate from the clients regarding successful completion of the AMC work.

i. Details of Technical Manpower along with their technical qualifi cations and

experience.

j. Details of facilities and premises of the Agency with the laboratory and

testing facilities (with addresses of the offices, particularly in places as

listed in Section V)

k. Quality Control Certificate (ISO 9001, etc).

l. Authorisation Certificate from any original Manufacturer for authorized Service

Provider ( HP/DELL/ACER/IBM)

m. Agency should be registered from Registrar of Companies. Valid Certificate should

be submitted.

NOTE :- 1. READ THE INSTRUCTION TO TENDERERS AT SECTION-II THOROUGHLY. 2. THE BIDDERS ARE PERMITTED TO VISIT OFFICE IN THE OFFICES TO

ASSESS THE CONFIGURATION. 3. The EPFO SHALL NOT BE RESPONSIBLE FOR NON-RECEIPT/NON-DELIVERY OF

the BID DOCUMENTS DUE TO ANY REASON WHATSOEVER.

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SECTION II

INSTRUCTIONS TO TENDERERS

TABLE OF CLAUSES

CLAUSE TOPIC

A. Introduction 1. Procedure for submission of bids 2. Cost of Tender Document

B. The Tender Document 3. Contents of Tender Documents 4. Clarification of Tender Document 5. Amendment of Tender Document

C. Preparation of Bids 6. Language of Bids 7. Documents comprising the Bids 8. Bid Prices 9. Firm Price

10. Price Reduction 11. Tenderer Qualification 12. Bid Security 13. Period of validity of Bids 14. Format and signing of Bids 15. Revelation of Prices 16. Income Tax Clearance Certificate 17. Terms and Conditions of Tendering Forms 18. Local Conditions 19. Headings 20. Conditions for Pre-qualification of Tenderers

D. Submission of Bids 21. Sealing and Marking of Bids 22. Last Date of Receipt of Bids 23. Late Bids 24. Modification and Withdrawal of Bids 25. Address for Correspondence 26. Opening of Bids by the Purchaser 27. Clarifications 28. Preliminary Examination 29. Evaluation and Comparison of Bids 30. Bench-Mark and Verification of Reference Installations 31. Contracting the Purchaser

E. Award of Contract 32. Post qualification 33. Award Criteria 34. Purchaser’s Right to vary Quantities at the time of Award 35. Purchaser’s Right to accept any Bid and to reject any or all Bids 36. Notification of Award 37. Signing of Contract 38. Performance Security

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INSTRUCTIONS TO TENDERERS A.Introduction. 1. Procedure for Submission of Bids.

1.1. It is proposed to have a Two Cover System for this Tender 1.1.1. Technical Bid (3 Copies) in one cover. 1.1.2. Commercial Bid (3 Copies) in one cover.

1.2. Each copy of Technical Bid of the Tender Document should be covered in a separate sealed cover superscribing the wordings “Technical Bid”. Each copy should also be marked as “Original”, “First Copy” and “Second Copy”. All the three copies should be put in a single sealed cover superscribing the wordings “Technical Bid”. Please note that the prices should not be indicated in the Technical Bid.

1.3. Each copy of the Commercial Bid of the Tender Document should be covered in a separate sealed cover superscribing the wordings “Commercial Bid”. Each copy should also be marked as “Original”. “First Copy” and “Second Copy”. All the three copies should be put in a single sealed cover superscribing the wordings “Commercial Bid”. Commercial Bid should only indicate the prices (preferably item-wise).

1.4. Both the Technical Bid cover and the Commercial Bid cover, prepared as above, are to be kept in a single sealed cover superscribed with Tender Name, Due date, Item and the wordings “DO NOT OPEN BEFORE …………….” (Date and Time as give at Clause 6(e) of Section-I).

1.5. The cover thus prepared should also indicate clearly the name and address of the Tenderer, to enable the Bid to be returned unopened, in case it is declared “Late”.

1.6. Each copy of the Tender Document should be a complete document and should be bound as volume. Different copies must be bound separately.

1.7. A letter, in separate sealed cover, describing the pre-qualifying technical competence and experience of the Tenderer and also clarifying the period of validity of Bids for 90 days from the date of opening of the Technical Bids in accordance with Clause 20 should also be submitted with the Bid.

2. Cost of the Tender Document. 2.1. The Tenderer shall bear all costs associated with the preparation and submission of

it’s Bid, including the cost of presentation for the purposes of clarification of Bid, if so desired by the Purchaser and the Purchaser, will in no case responsible or liable for those costs regardless of the conduct or outcome of the Tendering Process.

3. Contents of the Tender Document. 3.1. The broad specifications of the Services required, Tender procedures and contract

terms are prescribed in the Tender Document. In addition to Section-I, Introduction, the Tender Document includes:-

3.1.1. Section-II – Instruction to Tenderers. 3.1.2. Section-III – General Conditions of Contract. 3.1.3. Section IV – Technical Bid/Commercial Bid.

3.1.3.1. Technical Bid comprising the following:- Bid Particulars (Annexure 4.1.1). Bid Letter (Annexure 4.1.2). Technical details of the Goods/Services offered (Annexure-4.1.3) Statement of Deviation from Schedule of Requirements (Annexure-4.1.4). Statement of Deviation from Tender terms and conditions (Annexure-4.1.5). Principal’s Authorisation Form (Annexure-4.1.6) Maintenance infrastructure facilities (Annexure-4.1.7).

3.1.3.2. Commercial Bid comprising the following:- Bid Particulars (Annexure-4.2.1). Bid Letter (Annexure-4.2.2). Statement of Commercial Deviations (Annexure-4.2.3). Summary of Cost of Services Offered (Annexure-4.2.4).

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Details of Cost of Services Offered (Annexure-4.2.5). Technical Services Charges (Annexure-4.2.6). Other charges (Annexure-4.2.7). Accessories (Annexure-4.2.8).

3.1.4. Section V – Schedule of Requirements – Specifications of the Services. 3.1.5. Section VI – Miscellaneous comprising the following:-

3.1.5.1. Contract Form. 3.1.5.2. Vendor Profile. 3.1.5.3. List of Stations.

3.2. The Tenderer is expected to examine all instructions, form, terms and specifications in the Tender Document. Failure to furnish all information required by the Tender Document or submission of a Bid not substantially responsive to the Tender Document in every respect will be at the Tenderer’s risk and may result in the rejection of the Bid.

4. Clarification of Tender Document. 4.1. A prospective Tenderer requiring any clarification of the Tender Document may notify the

Purchaser in writing at the Purchaser’s mailing address as indicated in Clause 6 of Section -I. The Purchaser will respond in writing, to any request for clarification of the Tender Document, received not later than 4 clear working days prior to the last date for the receipt of Bids prescribed by the Purchaser. Written copies of the Purchaser’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Tenderers who have received the Tender Documents.

5. Amendment of Tender Document. 5.1. At any time prior to the last date for receipt of Bids, the Purchaser, may, for any

reason, whether at it’s own initiative or in response to a clarification requested by a prospective Tenderer, modify the Tender Document by an amendment.

5.2. The amendment will be notified in writing or by fax/post to all the prospective Tenderers who have received the Tender Document and will be binding on them.

5.3. In order to afford prospective Tenderers, reasonable time in which to take the amendment into account in preparing their Bids, the Purchaser may, at it’s own discretion, extend the last date for the receipt of Bids.

6. Language of Bids. 6.1. The Bids prepared by the Tenderer and all correspondence ad document relating to the

Bids exchanged by the Tenderer and the Purchaser, shall be written in the English Language, provided that any printed literature furnished by the Tenderer may be written in another language so long the same is accompanied by an English translation in which case, for purposes of interpretation of the Bid, the English translation shall govern.

7. Documents comprising the Bids. 7.1. The Bids prepared by the Tenderer shall comprise of the following components:-

7.1.1. A letter in a separate sealed cover describing the:- 7.1.1.1.Pre-qualifying Technical Competence. 7.1.1.2.Maintenance Infrastructure facilities. 7.1.1.3.Vendor Profile (Annexure 6.2). 7.1.1.4.Original Income -Tax and Provident Fund Declaration regarding clearance all dues under the relevant Acts.

. 7.1.1.5.Bid Security – (Refer Clause 20 also) 7.1.2. Technical Bid comprising the following:-

7.1.2.1.Bid Particulars (Annexure 4.1.1). 7.1.2.2.Bid Letter (Annexure 4.1.2). 7.1.2.3.Technical details of the Goods/Services offered (Annexure-4.1.3) 7.1.2.4.Statement of Deviation from Schedule of Requirements (Annexure-4.1.4). 7.1.2.5.Statement of Deviation from Tender terms and conditions (Annexure-4.1.5). 7.1.2.6.Principal’s Authorisation Form (Annexure-4.1.6) 7.1.2.7.Maintenance infrastructure facilities (Annexure-

4.1.7). 7.1.3. Commercial Bid comprising the following:- 7.1.3.1.Bid Particulars (Annexure-4.2.1). 7.1.3.2.Bid Letter (Annexure-4.2.2). 7.1.3.3.Statement of Commercial Deviations (Annexure-4.2.3).

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7.1.3.4.Summary of Cost of Services Offered (Annexure-4.2.4). 7.1.3.5.Details of Cost of Services Offered (Annexure-4.2.5). 7.1.3.6.Technical Services Charges (Annexure-4.2.6). 7.1.3.7.Other charges (Annexure-4.2.7). 7.1.3.8.Accessories (Annexure-4.2.8).

7.2. Tenderers should enclose with their offers, full details of the Services offered, descriptive literature/leaflets supplementing the description and point out any special feature of their system. All documentation is required to be in the English language.

8. Bid Prices. 8.1. The Tenderer shall indicate in the proformas prescribed at Annexure-4.2.4 to

Annexure-4.2.8 of the Commercial Bid, the unit prices and total Bid Prices of the services, it proposes to offer under the Contract.

9. Firm Price. 9.1. Prices quoted must be firm and final and shall remain constant throughout the period of

the contract and shall not be subject to any upward modifications whatsoever. Prices should indicate the price at site and should include all taxes and levies, if any. While quoting the prices, the rate per unit must be quoted. All prices, taxes, duties, levies and discounts etc. must be clearly shown in figures and words.(Annexure 4.2.5).

9.2. Prices should be shown separately for each item of Services and other aspects as detailed in Bid Documents. Tenders not containing item-wise prices are liable to be rejected. The prices quoted should also include all rights (if any) of patent, registered design or trademark and the supplier shall indemnify the Purchaser against all claims in respect of the same.

10. Price Reduction. 10.1. The Tenderer may state in his tender the price reduction that would be allowed in the

event the Purchaser decides to obtain services in respect of all the items listed in the schedule of requirements from one Tenderer. It may be indicated as lump-sum, percentage or item-wise.

11. Tenderer qualification. 11.1. The “Tenderer” as used in the Tender Document shall mean the one who has signed

the Tender Form. The Tenderer may be either the vendor himself who has quoted for the services on the Tender Form or his duly appointed representative in which case the Bid Document should accompany a certificate of authority (Annexure-4.1.6). The representative and the vendor shall, as far as possible, furnish all certificates and documents received hereby.

11.2. It is further clarified that the individual signing the tender or other documents in connection with the tender must certify whether he/she signs as:-

11.2.1. A “Sole Proprietor” of the firm or constituted attorney of such sole proprietor. 11.2.2. A “Partner” of the firm if it be a Partnership, in which case he/she must have

authority to refer to arbitration disputes concerning the business of the Partnership Agreement or a Power of Attorney. In the alternative, all the partners should sign the Tender Document.

11.2.3. Constituted Attorney of the firm, if it is a company. 12. Bid Security

12.1. Pursuant to Clause 7.1.1, the Tenderer shall furnish, as part of it’s bid, a bid-cum-performance security of the amount mentioned in Clause 4 of Section-I.

12.2. The bid-cum-performance security is required to protect the Purchaser against the risk of Tenderer’s conduct, which would warrant the security’s forfeiture, pursuant to Clause 12.8.

12.3. The bid-cum-performance security shall be denominated in Indian Rupees, and shall be in the form of a bank draft issued by a Nationalised Bank or Scheduled Bank.

12.4. Any bid not secured in accordance with Clauses 12.1 and 12.3 will be rejected by the Purchaser as non-responsive.

12.5. Unsuccessful Tenderer’s bid security will be discharged/returned as promptly as possible but not later than 30 days after the expiration of the period of bid validity prescribed by the Purchaser, pursuant to Clause 13.

12.6. The successful Tenderer’s bid-cum-performance security will be discharged at the time of

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the payment of the final installment of contract amount, pursuant to Clause 37. 12.7. No interest will be payable by the Purchaser on the amount of the bid-cum-

performance security. 12.8. The bid-cum-performance security may be forfeited:-

12.8.1. if a Tenderer withdraws it’s bid during the period of bid validity specified by the Tenderer in the bid or

12.8.2. in case of a successful Tenderer, if the Tenderer fails to sign the contract in accordance with Clause 37 or

12.8.3. non-performance under the terms of contract in the Tender. 13. Period of Validity of Bids.

13.1. Bids shall remain valid for 90 days after the date of bid opening prescribed by the Purchaser. A bid valid for a shorter period may be rejected by the Purchaser as non-responsive.

13.2. In exceptional circumstances, the Purchaser may solicit the Tenderer’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (or by fax). The bid security provided under Clause 12 shall also be suitably extended. A Tenderer may refuse the request without forfeiting it’s bid security. A Tenderer granting the request will not be permitted to modify it’s bid.

14. Format and Signing of Bid. 14.1. The Tenderer shall prepare three copies each of Technical Bid and Commercial

Bid, clearly making each “Original”, “First Copy” and “Second Copy” as appropriate in accordance with Clause 1. In the event of any discrepancy between them, the original shall govern.

14.2. The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by the Tenderer or a person or persons duly authorized to bind the Tenderer to the contract in accordance to Clause 11. The letter of authorization shall be indicated by written power-of-attorney accompanying the bid. All pages of the bid, except for un amended printed literature, shall be initialed by the person or persons signing the bid.

14.3. The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the Tenderer, in which case such corrections shall be initialed by the person or persons signing the bid.

15. Revelation of Prices 15.1. Prices in any form or by any reason in Technical Bid or before opening the Price Bid

should not be revealed, failing which the offer shall be liable to be rejected. If price change is envisaged due to technical clarification, revised Commercial Bid in a separate sealed cover shall be accepted with prior written permission of the Purchaser.

16. Income Tax & PF Dues Self Declaration. 16.1. Unless otherwise, exempted, the Tenderer, if assessed under the Indian Income-Tax

Act, shall enclose with the tender, a valid Income Tax Clearance Certificate, issued by the appropriate Income Tax Assessing Authority under his seal, which will be returned when done with. Without this, the Tender is liable to be rejected. In case a new firm or firms which have no taxable income, a sworn affidavit to that effect, duly countersigned by the Income Tax Assessing Authority shall be furnished.

16.2. A Registration copy of PF and ESIC is to be enclosed with the tender document. If the respective Act are not applicable to the firms, an Undertaking should be submitted with the Tender document.

. 17. Terms and Conditions of Tendering Firms.

17.1. Printed Terms and Conditions of the Tenderers will not be considered as forming part of their tenders. In case, Terms and Conditions of the Contract applicable to this invitation of Tender are not acceptable to any Tenderer, he should clearly specify deviation in it’s tender.

18. Local Conditions 18.1. It will be imperative on each Tenderer to fully acquaint himself with the local conditions

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and factors, which would have any effect on the performance of the contract and/or the cost.

19. Headings. 19.1. The headings of conditions hereto shall not effect the construction thereof.

20. Conditions for Pre-Qualification of Tenderers. 20.1. Pursuant to clause 1.7 and Clause 7.1.1, the Tenderer should clearly indicate,

giving explicit documentary evidence in the letter, in respect of the Services offered, the following, in the format given at Annexure 6.2.:-

20.2. Proven experience of Maintenance of similar Systems, Peripherals, Printers and other items, anywhere in India or Abroad.

20.3. The Tenderer must have his own maintenance/support infrastructure facilities in India, so as to serve all over India particularly in the places as listed in Section-5.

20.4. Original Income Tax Clearance and PF Dues Clearance Certificate pursuant to Clause 16. 20.5. Bid Security of the prescribed amount and validity pursuant to Clause 12.

21. Sealing and Marking of Bids. 21.1. The Tenderers shall seal and mark the original and each copy of the Technical Bid

and Commercial Bid strictly in accordance with Clause 1. 21.2. If outer cover of the bid is not sealed and marked as required by Clause 1, the Purchaser

will assume no responsibility for the bid’s misplacement or premature opening. 21.3. The envelopes containing the Tender Document will be submitted to the Purchaser

along with a letter indicating their experience and Technical competence. This letter will be utilized for pre-qualifying the Tenderer with reference to the experience and technical competence specified in clause 20.

22. Last date for receipt of Bids. 22.1. Bids must be received by the Purchaser at the address specified under Clause 6(c) of

Section I not later than the time and date specified in Clause 6(d) of Section I. In the event of the specified date for the receipt of Bids being declared a holiday for the Purchaser, the Bids will be received upto the appointed time on the next working day.

22.2. The Purchaser may, at it’s discretion, extend the last date for the receipt of bids by amending the Tender Document in accordance with Clause 5, in which case all rights and obligations of the Purchaser and Tenderer previously subject to the last date will thereafter be subject to the last date as extended.

23. Late Bids. 23.1. Any bid received by the Purchaser after the last date for receipt of bids as

prescribed by the Purchaser, pursuant to Clause 6 of Section I, will be rejected and/or returned unopened to the Tenderer.

24. Modification and Withdrawal of Bids. 24.1. The Tenderer may modify or withdraw it’s bid after the bid’s submission, provided

that written notice of the modification and withdrawal is received by the Purchaser prior to the last date prescribed for receipt of bids.

24.2. The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked and dispatched in accordance with the provisions of Clause 21. A withdrawal notice may also be sent by fax but followed by a signed confirmation copy, post marked not later than the last date for receipt of bids.

24.3. No bid may be modified subsequent to the last date for receipt of bids. 24.4. No bid may be withdrawn in the interval between the last date for receipt of bids and

the expiry of the bid validity period specified by the Tenderer in the bid. Withdrawal of a bid during this interval may result in the Tenderer’s forfeiture of it’s bid security.

25. Address for Correspondence 25.1. The bidder shall designate the official mailing address, place and fax number to

which all correspondence be sent by the Purchaser. 26. Opening of Bids by Purchaser

26.1. On the basis of information given in the letter, as mentioned in Clause 20, Tenders will be pre-qualified. The bids of Tenderers not qualified will be returned unopened immediately.

26.2. Technical Bids of only pre-qualified Tenderers will be opened. 26.3. The Purchaser will open the Technical Bid of the pre-qualified Tenderers, in the presence

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of the representatives of the Tenderers who choose to attend, at the time, date and location as mentioned in Section I of this Tender document.

26.4. The Tenderer’s names, modifications, bid withdrawals and the presence or absence of the requisite Bid Security and such other details as the Purchaser, at it’s discretion, may consider appropriate will be announced at the bid opening.

26.5. The Purchaser will prepare minutes of the bid opening. 27. Clarifications.

27.1. When deemed necessary, the Purchaser may seek clarifications on any aspect from the Tenderer. However, that would not entitle the Tenderer to change or cause any change in the substance of the Tender submitted or price quoted. The Purchaser may, if so desired, ask the Tenderer to give presentation for the purpose of clarification of the Tender. All expenses for this purpose, as also for the preparation of documents and other meetings, will be borne by the Tenderer.

28. Preliminary Examination. 28.1. The Purchaser will examine the bids to determine whether they are complete, whether any

computational errors have been made, whether required bid security has been furnished, whether the documents have been properly signed and whether bids are generally in order.

28.2. Bids from agents without proper authorization from the Principals as per Annexure 4.1.6 shall be treated as non-responsive.

28.3. 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 bidder does not accept the correction of the errors, it’s bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

28.4. A bid determined as not substantially responsive will be rejected by the Purchaser and may not subsequently be made responsive by the Tenderer by correction of the non-conformity.

28.5. The Purchaser may waive any minor informality or non-conformity 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 Tenderer.

29. Evaluation and comparison of Bids. 29.1. After Technical Bids are opened and evaluated, a list of short listed Tenderers will be

prepared. The short listed vendors will be called, if necessary, for a Technical conference. 29.2. These Tenderers will then be asked to give their supplemental Commercial Bid on the

basis of discussions in the Technical Conference, if found necessary. Reasonable time will be given to the Tenderers to submit the supplemental Commercial Bid.

29.3. The supplemental Commercial Bid and the original Commercial Bid shall be evaluated to select a Tenderer for the award of the Contract.

30. Verification of Reference Installations. 30.1. The Purchaser may conduct Bench-mark/Verification of Reference Installations, if

considered necessary, to satisfy itself on the performance of the Services offered with reference to it’s requirements.

30.2. The Purchaser will satisfy itself on the veracity of the reference installations with reference to performance indicators relevant to the requirements specified.

31. Contacting Purchaser. 31.1. No Tenderer shall contact the Purchaser on any matter relating to it’s Bid, from the

time of the Bid Openings to the time the Contract is awarded. 31.2. Any effort by a Tenderer to influence the Purchaser’s Bid Evaluation, Bid Comparison

or Contract Award Decisions may result in the rejection of the Tenderer’s Bid. 32. Post Qualifications.

32.1. In addition to the pre-qualification, the Purchaser will determine to it’s satisfaction whether the Tenderer selected as having submitted the lowest evaluated responsive bid is qualified to satisfactorily perform the Contract.

32.2. The determination will take into account the Tenderer’s financial, technical and/or laboratory capabilities. It will be based upon an examination of the documentary evidence of the Tenderer’s qualifications submitted by the Tenderer, pursuant to Clause 20 as well

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as such other information as the Purchaser deems necessary and appropriate. 32.3. An affirmative determination will be a pre-requisite for award of Contract to the

Tenderer. A negative determination will result in rejection of the Tenderer’s Bid, in which event, the Purchaser will proceed to the next lowest evaluated Bid to make a similar determination of the Tenderer’s capabilities to perform satisfactorily.

33. Award Criteria. 33.1. Subject to Clause 35, the Purchaser will award the contract to the successful Tenderer

whose bid has been determined to be substantially responsive and has been determined as the lowest evaluated bid, provided further that the Tenderer is determined to be qualified to perform the Contract successfully. The purchaser shall however bind itself to accept the lowest or any Bid and reserves the right to accept any Bid, wholly or in part.

34. Purchaser’s Right to Vary Quantities at the time of Award. 34.1. The Purchaser reserves the right at the time of award of Contract to increase or

decrease the quantity of goods for which services are required and as specified in the Schedule of requirements without any change in price or other terms and conditions.

35. Purchaser’s right to Accept any Bid and to Reject any or all Bids. 35.1. The Purchaser reserves the right to accept any Bid, and to annul the Tender Process

and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Tenderer or Tenderers or any obligation to inform the affected Tenderer or Tenderers of the grounds for the Purchaser’s action.

36. Notification of Award. 36.1. Prior to the expiration of the period of Bid Validity, the Purchaser will notify the

successful Tenderer in writing by registered letter or by fax, to be confirmed in writing by registered letter, that it’s Bid has been accepted.

36.2. The notification of award will constitute the formation of the Contract. 36.3. Upon the successful Tenderer’s furnishing and ratification of the contract form

pursuant to Clause 37, the Purchaser will promptly notify each unsuccessful Tenderer and will discharge it’s Bid Security, pursuant to Clause.12.

37. Signing of Contract. 37.1. At the same time as the Purchaser notifies the successful Tenderer that it’s bid has

been accepted, the Purchaser will advise the Tenderer to complete the Contract Form (Annexure 6.1) provided in the Tender Document, incorporating all agreements between the parties duly signed and dated and forward to the purchaser within 7 days of the notification.

37.2. Within 7 days of receipt of the Contract Form, the successful Tenderer shall sign and date the Contract Form and return it to the Purchaser.

38. Performance Security. 38.1. Failure of the successful Tenderer to comply with the requirement of Clause 37

shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bids Security, in which event the Purchaser may make the award to the next lowest evaluated Tenderer or call for new Bids.

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SECTION III

GENERAL CONDITIONS OF CONTRACT

TABLE OF CLAUSES

CLAUSE TOPIC PAGE

1. Definitions 2. Applications 3. Use of Contract Documents and Information 4. Patent Rights 5. Contract Form 6. Scope of Service 7. Terms 8. Service Assurances 9. Penalty

10. Payment 11. Call Registration and Completion 12. Revision of maintenance charges 13. Change of ownership 14. General provisions 15. Contract Amendments 16. Assignment 17. Sub-contracts 18. Delays in Vendor’s Performance 19. Termination of Default 20. Termination of Insolvency 21. Termination for convenience 22. Force Majeure 23. Arbitration 24. Governing Language 25. Applicable Law 26. Notices 27. “No Claim” Certificate

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GENERAL CONDITIONS OF CONTRACT 1. Definitions.

1.1. In this contract, the following Terms shall be interpreted as indicated:- 1.1.1. “Commissioner” means the Regional Provident Fund Commissioner or any

other representative authorized by him. 1.1.2. “The Purchaser” means the Central Board of Trustees, Employees’ Provident

Fund acting through the Commissioner. 1.1.3. “Purchase Officer” means the officer signing the acceptance of Tender and

includes any officer who has authority to execute the relevant Contract on behalf of the Purchaser.

1.1.4. “The Contract” means the agreement entered into between the Purchaser and the Vendor as recorded in the Contract form signed by the Purchaser and the Vendor, including all attachments and annexes thereto and all documents incorporated by reference therein.

1.1.5. “The Vendor” means the person or the firm or the company with whom the order for the Annual Maintenance Contract is placed and shall be deemed to include the Vendor’s successors, representatives (approved by the Purchaser). heirs, executors, administrators and permitted assigns, as the case may be, unless excluded by the Terms of the Contract.

1.1.6. “The Contract Price” means the price payable to the Vendor under the Contract for full and proper performance of it’s contractual obligations:

1.1.7. “The Goods” mean all of the equipment, machinery, and/or other material which the Vendor is required to maintain for the Purchaser under the Contract:

1.1.8. “Service” means System Maintenance under the Maintenance Contract which is fully comprehensive and shall include replacement of all spares like Hard Disk Drive, all other drives, Mother Board, Logic Cards, Printer Heads etc and other such obligations of the Vendor covered under the Contract:

1.1.9. “Acceptance of Tender” means the letter/fax/telex/telegram or any memorandum communicating to the Tenderer the acceptance of his Tender and includes an advance acceptance of his Tender.

2. Application 2.1. These General Conditions shall apply to the extent that they are not superseded by

provisions in other parts of the Contract. 3. User of Contract Documents and Information

3.1. The Vendor shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by on or behalf of the Purchaser in connection therewith, to any person other than a person employed by the Vendor in the Performance of the Contract, Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

3.2. The Vendor shall not, without the Purchaser’s prior written consent, make use of any document or information enumerated in Clause 3 of Section II except for purposes of performing the Contract.

3.3. Any document, other than the Contract itself, enumerated in Clause 3 of Section II shall remain the property of the Purchaser and shall be returned (in all copies) to the Purchaser

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on completion of the Vendor’s performance under the Contract, if so required by the Purchaser.

4. Patent Rights 4.1. The Vendor shall indemnify the Purchaser against all third-party claims of

infringement of patent, trademark or industrial design rights arising from the services being offered or any part thereof.

5. Contract Form 5.1. Within 15 days of the receipt of notification of award of the Contract from the

Purchaser, the successful Tenderer shall furnish the completed contract form (Annexe 6.1) provided in the Tender Document, incorporating all agreements between the parties duly signed and dated.

6. Scope Of Service 6.1. The Vendor shall provide the following services under the Contract to keep the

Goods in working order:- 6.1.1. Scheduled preventive maintenance at least once in three months. 6.1.2. Unscheduled, on-call, corrective and remedial maintenance service to set right the

malfunctioning of the system. This includes replacement of unserviceable parts. The parts replaced will either be new parts or equivalent in performance to new parts.

6.1.3. Whether a defective item or component is to be replaced or repaired shall be at the sole discretion of the Vendor. In case of replacement of a part, the defective part removed from the System will become the property of the Vendor.

6.1.4. Operating System Support – This Contract is comprehensive and includes the Operating System Support on all the Systems covered under this Contract. Any problem associated with the Operating System or Network Configuration will be attended by the Vendor.

6.1.5. Device Drivers under all Operating System are part of the hardware. The Vendor will attend to any problem related to Device Drivers.

7. Terms 7.1. The Contract is for duration of one year and covers normal use of the Goods under

recommended environmental conditions. The Contract can be renewed on yearly basis at the same rate and Terms and Conditions for a further period of one year.

7.2. Renewal should be proposed by either of the interested parties at least one month in advance. Either party can terminate the Contract at any time by one month’s prior notice in writing.

7.3. System Maintenance under the Maintenance Contract is fully comprehensive and shall include replacement of all spares like Hard Disk Drive, all other drives, Mother Board, Logic Cards, Printer Heads Print Bands, etc free of cost by the Vendor, but shall not include the consumables and supply items such as ribbons, media like magnetic tapes, cartridges, floppy diskettes, and computer stationary.

7.4. For down time calculation, the day on which call is lodged will not be taken as part of downtime.

7.5. In case of intermittent failures and repetitive problems due to improper diagnosis or repair, the System will be treated as continuously down.

7.6. The Commissioner will keep a record of machine failure (including the nature of failure), date and time of lodging the complaint, when the machine was made up and the total downtime.

7.7. The Commissioner will be responsible for operating the Goods. During the period of Contract, use will be restricted to operational activities only and the Commissioner will not repair/maintain any equipment itself.

7.8. Any new hardware will be brought into maintenance through a written intimation.

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7.9. To monitor the maintenance activity and to discuss other related matters, meetings between the Commissioner and the Vendor will be held as and when necessary.

8. Service Assurances 8.1. The Services of maintenance under the contract shall ensure that the systems and

peripherals under the contract shall have an uptime of 98%. 8.2. Maximum acceptable down time will be three days excluding holidays. The

maximum delay in fault rectification averaged over three months for all systems should not exceed two working days.

8.3. Up-time efficiency will be computed as follows:- Up-time x 100

Total time for which the equipment is available

(a) Time lost due to Power or environmental failures (b) Time taken to recover the computer equipment because of

power or environmental failures. 9. Penalty

9.1. Penalty for competing the calls after the time limit as indicated in Service Assurance will be Rs.400/- (Rupees Four Hundred Only) per working day per Computer System. For other peripherals which are not critical to the Computer System the penalty shall be Rs.200/- (Rupees Two Hundred only) per working day.

9.2. Whenever the Computer System/Terminal/Printer/Terminal Server/Ethernet Card etc. cannot be repaired on site within the specified limits, the Vendor will have the option to provide an alternative equipment of matching specification which will be replaced within the period of maximum 60 days with the equipment of same make/model. But, in case of Computer System, the original CPU should be restored. Failing these replacement, penalty clause will apply.

10. Payment 10.1. The amount of Annual Maintenance Contract will be paid quarterly, i.e.,25% of the

total amount of Annual Maintenance Contract, only after expiry of each quarter, after submission of bills in triplicate by the Vendor to the Commissioner.

11. Call Registration and Completion 11.1. All the maintenance calls will be registered with the Vendor, generally over

telephone. The Vendor will acknowledge each call with a unique Call No. which is to be used for reference in future.

11.2. The Appointed representatives of the Commissioner will certify completion of calls. 11.3. The Vendor will prepare the Call Sheet in duplicate. These will be signed by the

Commissioner and the Vendor. One copy will be given to the Commissioner, and the second copy will be retained by the Vendor. No other document will be used to work out down time for penalty calculations.

12. Revision of Maintenance Charges 12.1. Changes or enhancements in Systems features may result in a revision of the

specified maintenance charges and shall be covered by a separate agreement for the additional hardware.

13. Change of Ownership 13.1. The obligation of the Vendor under this Contract shall cease forthwith if the

Purchaser ceases to be the owner of the machine. 14. General Provisions

14.1. The agreement shall supersede any and all previous communications, both oral and written and the provisions herein contained shall not be omitted, added or amended in a manner except in writing and signed by both parties thereof.

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15. Contract Amendments 15.1. Subject to Clause 18, no variation in or modification of the Terms of the Contract

shall be made except by written amendment signed by the parties. 16. Assignment

16.1. The Vendor shall not assign, in whole or in part, it’s obligations to perform under the Contract, except with the Purchaser’s prior written consent. The permission, if any, of the Purchaser has to be taken within 15 days of award of Contract.

17. Subcontracts 17.1. The Vendor shall notify the Purchaser in writing of all subcontracts awarded under the

Contract if not already specified in his bid. Such notification, in his original bid or later, shall not relieve the Vendor from any liability or obligation under the Contract.

18. Delays in the Vendor’s Performance 18.1. An un-excused delay by the Vendor in the performance of it’s delivery obligations

shall render the Vendor liable to any or all of the following sanctions: forfeiture of it’s performance security, imposition of penalty, and/or termination of the Contract for default.

19. Termination for Default 19.1. The Purchaser may, without prejudice to any other remedy for breach of Contract, by

written notice of default sent to the Vendor, terminate the Contract in whole or in part:

(a) If the Vendor fails to deliver services specified in the Contract; OR (b) If the Vendor fails to perform any other obligation(s) under the Contract.

19.2. In the event the Purchaser terminates the Contract in whole or in part, pursuant to Clause 21.1 the Purchaser may obtain services, upon such terms and in such manner as it deems appropriate, similar to those specified, and the Vendor shall be liable to the Purchaser for any excess costs for such similar services. However, the Vendor shall continue performance of the Contract to the extent not terminated.

20. Termination for Insolvency 20.1. The Purchaser may at any time terminate the Contract by giving written notice to the

Vendor, without any compensation to the Vendor, if the Vendor becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Purchaser.

21. Termination for Convenience 21.1. The Purchaser may by one month’s written notice sent to the Vendor, terminate the

Contract, in whole or in part at any time of it’s convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.

22. Force Majeure 22.1. Notwithstanding the provisions of Clauses 19, 20, 21 the Vendor shall not be liable

to forfeiture of it’s Performance Security, penalty or termination for default, if and to the extent that, it’s delay in performance or other failure to perform it’s obligations under the Contract is the result of an event of Force Majeure.

22.2. For purposes of this Clause, “Force Majeure” means an event beyond the control of the Vendor and not involving the Vendor and not involving the Vendor’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the Purchaser either in it’s sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

22.3. If a Force Majeure situation arises, the Vendor shall promptly notify the Purchaser in writing of such conditions and the case thereof. Unless otherwise directed by the

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Purchaser in writing, the Vendor shall continue to perform it’s obligations under the Contract as far as it is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majuro event.

23. Arbitration 23.1. The Purchaser and the Vendor shall make every effort to resolve amicably by

direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

23.2. If after Thirty (30) days from the commencement of such informal negotiations, the Purchaser and the Vendor have been unable to resolve amicably a Contract dispute; either party may require the dispute be referred for resolution to the formal mechanism specified in Clauses 23.3, 23.4 and 23.5.

23.3. Except otherwise specifically provided in the Contract, all disputes concerning question of fact arising under the Contract shall be referred to the sole arbitrator appointed by the Central Provident Fund Commissioner on receipt of written appeal by the Vendor. The decision of the arbitrator appointed by the Central Provident Fund Commissioner’s shall be final and binding on both the parties to the contract.

23.4. The Indian Arbitration Act, 1940, the rules there under and any statutory modification or re-enactments thereof, shall apply to the arbitration proceedings.

23.5. The venue of arbitration shall be the place from where the Contract is issued. 24. Governing Language

24.1. The Contract shall be written in the language of the bid, as specified by the Purchaser in the “Instructions to Bidders”. Subject to Clause 27, that language version of the Contract shall govern it’s interpretation. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall be written in that same language.

25. Applicable Law 25.1. The Contract shall be interpreted in accordance with the Indian Laws.

26. Notices 26.1. Any notice by one party to the other pursuant to the Contract shall be sent in writing

or by telegram or telex/cable/fax and confirmed in writing to the address specified for that purpose in the Contract.

26.2. A notice shall be effective when delivered or on the notice’s effective date, whichever is earlier.

27. “No Claim” Certificate 27.1. The Vendor shall not be entitled to make any claim whatsoever against the

Purchaser under or by virtue of or arising out of this Contract, nor shall the Purchaser entertain or consider any such claim, if made by the Vendor after he shall have signed a “No Claim” Certificate in favour of the Purchaser in such forms as shall be required by the Purchaser after the works are finally accepted.

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SECTION IV

CONTENTS OF BIDS

TABLE OF CONTENTS

S.NO. CONTENTS PAGE

A. TECHNICAL BID

1. Bid Particulars (Annexure 4.1.1) 2. Bid Letter (Annexure 4.1.2) 3. Technical Details of Goods/Services offered (Annexure 4.1.3) 4. Statement of Deviations from Schedule of Requirements (Annexure 4.1.4)

5. Statement of Deviations from Tender Terms and conditions (Annexure 4.1.5) 24 6. Schedule of Delivery (Annexure 4.1.6) 7. Maintenance Infrastructure Facilities (Annexure 4.1.7)

B. COMMERCIAL BID

8. Bid Particulars (Annexure 4.2.1) 9. Bid Letter (Annexure 4.2.2)

10. Statement of Commercial Deviations (Annexure 4.2.3) 11. Summary of Cost of Goods and Services offered (Annexure 4.2.4) 12. Details of Cost of Goods and Services offered (Annexure 4.2.5) 13. Technical Services Charges (Annexure 4.2.6) 14. Other Charges (Annexure 4.2.7) 15. Accessories (Annexure 4.2.8)

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Annexure

4.1.1 (Please See Clause 7 of Instructions to Tenderers)

A. TECHNICAL BID BID PARTICUL ARS FOR TENDER No. ________ ___

1. Name of the Bidder

2. Address of the Bidder

3. Name of the Principal on whose

behalf bid being submitted. 4. Address of the Principal on

whose behalf bid being submitted.

5. Place of Testing/Laboratory facilities for the services offered.

6. Service facilities available.

7. Availability of Spare Parts (for hardware components)

8. Bidder’s Proposal Number and Date.

9. Name and Address of the Officer to whom all references shall be made regarding this tender. a) email id. b) Telephone c) Fax

Witness

Signature Signature Name Name Designation Designation Address Address Date Date

[Company Seal]

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Annexure 4.1.2

(Please see clause 7 of Instructions to Tenderers) Bid Letter

(Technical Bid) To

The Regional Provident Fund Commissioner, Regional Office :- Plot no. 23, Sector-23 Dwarka, New Delhi-110075

Reference: Tender No. Dated

Sir, We declare:- 1. that we are independent service providers/sole authorised agents/ of ______ 2. that we /our principals are equipped with adequate facilities for offering the

services and that our establishment is open for inspection by the representatives of Employees’ Provident Fund Organisation.

2. We hereby offer the Services at the prices and rates mentioned in the Commercial Bid at Annexure 4.2.1 to 4.2.8

3. We do hereby undertake, that, in the event of acceptance of our bid, the services shall be made as stipulated in the bid document and that we shall perform all the incidental services.

4. The prices quoted are inclusive of all charges, inclusive of taxes and levies. 5. We enclose herewith complete technical bid as required by you. This includes:-

i. Bid Particulars (Annexure 4.1.1) ii. Bid letter (Annexure 4.1.2) iii Technical Details of the goods/ Services offered (Annexure 4.1.3) iv. Statement of deviation from schedule of requirements (Annexure 4.1.4) v. Statement of deviation from tender terms and conditions (Annexure 4.1.5) vi. Principal’s Authorisation form (Annexure 4.1.6) vii Maintenance Infrastructure facilities (Annexure 4.1.7)

6. We agree to abide by our offer for period of 90 days from the date fixed for opening of the tenders and that we shall remain bound by a communication of acceptance within that time.

7. We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender and we do hereby undertake to render services as per this terms and conditions. The technical deviations from the above terms and conditions are only those mentioned in Annexure 4.1.5. The technical deviations from the schedule of requirements are only those mentioned in Annexure 4.1.4.

8. Certified that the tender is :- A sole proprietorship firm and the person signing the tender is the sole proprietor/constituted attorney of the sole proprietor, (Or) A partnership firm, and the person signing the tender is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership agreement/ by virtue of general power of attorney, (Or)x A company and the person signing the tender is the constituted attorney. (Delete whichever is not applicable. All corrections deletions should invariably be duly attested by the person authorized to sign the Tender Document)

9. Performance-cum-Bid Security (Earnest Money) for an amount equal to Rs._________ (Rupees ___________________________________only) is enclosed in cover containing the Pre-qualifying Requirements in the Form specified in Clause 12 of Section II.

10. We do hereby undertake, that, until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and placement of Letter of Intent awarding the Contract, shall constitute a binding Contract between us.

Dated this day of [Year] Signature of Tenderer Details of enclosures Full Address Ph. Fax: Telegram Email Id

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Annexure 4.1.3

(Please See Clause 7 of Section II and Section V – Schedule of Requirements)

TECHNICAL DETAILS OF SERVICES OFFERED Item No. Item @ Quantity @ Detailed Remarks

Service Specifications Signature of Witness: Signature of Tenderer:

Dated: Dated:

Place: Place:

@ See Section V – Schedule of Requirements

* If the service specification of any offered item is different from the requirement as given in Section V – Schedule of Requirements, the details of the same may be indicated in this column also.

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Annexure 4.1.4

(Please see Clause 17 of the Instructions to Tenderers)

STATEMENT OF DEVIATIONS FROM SCHEDULE OF REQUIREMENTS Dear Sirs,

Following are the Technical Deviations and Variations from the Schedule of Requirements. These Deviations and Variations are exhaustive. Except these Deviations and Variations, the entire work shall be performed as per your specifications and documents.

S. No. Section No. Clause No. Page Statement of Deviations and

No. Variations Signature of Witness: Signature of Tenderer

Dated: Dated:

Place: Place:

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Annexure 4.1.5


STATEMENT OF DEVIATIONS FROM TENDER TERMS AND CONDITIONS Dear Sirs,

Following are the Technical Deviations and Variations from the Schedule of Requirements. These Deviations and Variations are exhaustive. Except these Deviations and Variations, the entire work shall be performed as per your specifications and documents.



Dated: Dated:

Place: Place:

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Annexure 4.1.6

(Please See Clause 11 of Instructions to Tenderers) PRINCIPAL’S AUTHORISATION FORM To,

The Regional Provident Fund Commissioner, EPFO, Regional Office, Plot no. 23, Sector-23 Dwarka, New Delhi-110075

Reference :- Tender No. --------------------------------------------- dated ------------- Sir,

We ________________________________ who are established and reputable service providers of _________________________________having branches at ________________________do hereby authorize M/s___________________________ (Name and Address of Agents) to Bid, Negotiate and Conclude the Contract with you against Tender No. ---------- ------------------------------------------------ dated --------------------- No company or firm ir individual other than M/s._____________________________ are authorized to

Bid, Negotiate and Conclude the Contract in regard to this business against this speci fic Tender. We hereby extend our full guarantee and warranty as per provisions of the General Conditions of Contract for the Services offered for supply against this Invitation for Bid by the above firm.

Yours faithfully,

[Name] for and on behalf of M/s[Name of Manufacturer]

NOTE:- This letter of authority should be on the letter head of the Principal and should be duly signed by a person competent and having the Power of Attorney to bind the Principal.

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Annexure 4.1.7 (Please See Clause 7 of Instructions to Tenderers)

MAINTENANCE INFRASTRUCTURE FACILITIES

Details of Service Centre(s) Name of city Address Contact Telephone Fax No.(s) Remarks where Person No.(s) located Signature of Witness: Signature of Tenderer:

Dated: Dated:

Place: Place;

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B. COMMERCIAL BID BID PARTICULARS FOR TENDER No. ________ ___

1. Name of the Bidder

2. Address of the Bidder

3. Name of the Principal on whose behalf bid being submitted.

4. Address of the Principal on whose behalf bid being submitted.

5. Place of Testing/Laboratory facilities for the services offered.

6. Service facilities available.

7. Availability of Spare Parts (for hardware components)

8. Bidder’s Proposal Number and

Date.

9. Name and Address of the Officer to whom all references shall be made regarding this tender. a) email id. b) Telephone c) Fax

Witness

Signature Signature Name Name Designation Designation Address Address Date Date

[Company Seal]

30


Bid Letter (Commercial Bid)

To, The Regional Provident Fund Commissioner, EPFO, Regional Office Plot no. 23, Sector-23, Dwarka, New Delhi-110075.

Reference: Tender No. Dated

Sir, We declare:- 1. that we are independent service providers/sole authorised agents/ of ______ 2. that we /our principals are equipped with adequate facilities for offering the

services and that our establishment is open for inspection by the representatives of Employees’ Provident Fund Organisation.

2. We hereby offer the Services at the prices and rates mentioned in the Commercial Bid at Annexure 4.2.1 to 4.2.8

3. We do hereby undertake, that, in the event of acceptance of our bid, the services shall be made as stipulated in the bid document and that we shall perform all the incidental services.

4. The prices quoted are inclusive of all charges, inclusive of taxes and levies. 5. We enclose herewith complete technical bid as required by you. This includes:-

i. Bid Particulars (Annexure 4.2.1) ii. Bid letter (Annexure 4.2.2) iii Statement of Commercial Deviations (Annexure 4.2.3) iv. Summary of Cost of Services Offered (Annexure 4.2.4) v. Details of Cost of Services Offered (Annexure 4.2.5) vi. Technical Services Charges (Annexure 4.2.6) vii Other Charges (Annexure 4.2.7) viii Accessories (Annexure 4.2.8)

6. We agree to abide by our offer for period of 90 days from the date fixed for opening of the tenders and that we shall remain bound by a communication of acceptance within that time.

7. We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender and we do hereby undertake to supply as per this terms and conditions. The Commercial Deviations are only those mentioned at Annexure 4.2.3

8. Certified that the tender is :- A sole proprietorship firm and the person signing the tender is the sole proprietor/constituted attorney of the sole proprietor, (Or) A partnership firm, and the person signing the tender is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership agreement/ by virtue of general power of attorney, (Or) A company and the person signing the tender is the constituted attorney. (Delete whichever is not applicable. All corrections deletions should invariably be duly attested by the person authorized to sign the Tender Document)

9. Performance-cum-Bid Security (Earnest Money) for an amount equal to Rs._________ (Rupees ___________________________________only) is enclosed in cover containing the Pre-qualifying Requirements in the Form specified in Clause 12 of Section II.

10. We do hereby undertake, that, until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and placement of Letter of Intent awarding the Contract, shall constitute a binding Contract between us.

Dated this day of [Year[ Signature of Tenderer Details of enclosures Full Address Ph. Fax: Telegraphic Address. Email id.

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Annexure 4.2.3

(Please See Clause 7 of the Instructions to Tenderers)

STATEMENT OF COMMERCIAL DEVIATIONS Dear Sirs,

Following are the Commercial Deviations and Variations from the Tender Terms and

Conditions. These Deviations and Variations are exhaustive. Except these Deviations and Variations, the entire work shall be performed as per your specifications and documents.



Dated: Dated:

Place: Place:

32

Anexure 4.2.4

(Please See Clause 8 & 9 of the Instructions to Tenderers)

SUMMARY OF THE COST OF SERVICES OFERED S.No. Item Description Price (in Rupees)

Total Cost of the Services Cost of Accessories, if any Technical Services Charges Other Charges, if any Total Cost Note:- The cost break-up of the various items is as shown in the enclosures.

TOTAL AMOUNT IN INDIAN RUPEES (IN FIGURES)_________________________ (IN WORDS)______________________________________________

Signature of Witness: Signature of the Tenderer:

Dated: Dated:

Place: Place :

NOTE: 1. The Regional Provident Fund Commissioner shall examine the unit and extended

prices in case of any difference in multiplication of extended prices, the unit price shall be considered as the basis for the order price. Discounts for extended quantities, if any, should be specifically mentioned.

2. If unable to quote, please return this form marked “NO BID” 3. If the above space is not enough for your proposal, please use additional sheets as

part of the Bid.

33

Annexure 4.2.5 (Please See Clause 8 & 9 of the Instructions to Tenderers)

DETAILS OF THE COST OF GOODS/SERICES OFFERED

Item Description Quantity/ Basic Duties & Discount Total Total No. of the Item Capacity Price Levies if any Unit Price

Cost (1) (2) (3) (4) (5) (6) (7) (8)

TOTAL AMOUNT IN INDIAN RUPEES (IN FIGURES)_ ___ ___ ___ __ ___ ___ ___ ___ _ (IN WORDS)______________________________________________


Dated: Dated:

Place: Place : NOTE:- 1. Percentage of duties and levies should be clearly mentioned. 2. If any discrepancies in unit prices between the prices in figures and words, the prices

quoted in words would be taken as authentic.

34

Annexure 4.2.6


TECHNICAL SERVICE CHARGES

S.No.

Description of Services Amount

(in figures) (in words)

(1) (2) (3) (4)



Dated: Dated:

Place: Place :

Annexure 4.2.7 (Please see Clause 8 & 9 of the Instructions to Tenderers)

OTHER CHARGES

S.No.

Description of Services Amount

(in figures) (in words) (1) (2) (3) (4)



Dated: Dated:

Place: Place :

35

Annexu

re 4.2.8 (Please see Clause 9 of the Instructions

to Tenderers)

ACCESSORIES (Items not covered by Tender Terms & Conditions)

S. No. Catalog No./ Description Unit Unit Rate Part (in figures) (in words)

(1) (2) (3) (4) (5) (6) TOTAL AMOUNT IN INDIAN RUPEES (IN FIGURES)_________________________ (IN WORDS)______________________________________________


Dated: Dated:

Place: Place :

36

LIST OF ALL ITEMS

S.NO. DETAILS OF THE ITEMS NOS. OF ITEMS

1 THIN CLIENTS+MONITORS 464 2 PERSONAL COMPUTERS 70 3 HP ALL IN ONE PRINTER 7 4 HP LASER PRINTER 47 5 CANON PRINTER WITH FAX ( ALL IN ONE) 01 6 DOT MATRIX PRINTER 10 7 ONLINE UPS 05 8 SAMSUNG 1053 LASER PRINTER 10 9 KIOSK MACHINE 02 10 UPS WITH BATTERIES ( 7AH/12V)

INCL. REPAIR AND INSTALLATION 464

37

भाग – II ननर्वदा करने वालों को ननदेश शतों की तासलका

शति र्वषय पषृ्ठ (क) भूसर्का

1. बोली प्रस्तुत करिे की प्रक्रिया 2. निवििा िस्तािेजों का रू्ल्य

(ख) निवििा िस्तािेज 3. निवििा िस्तािेजों के तथ्य 4. निवििा िस्तािेजों का स्पष्टीकरण 5. निवििा िस्तािेजों के संशोिि (ग) बोसलयों को तैयार करिा 6. बोली की भाषा 7. बोली र्ें िस्तािेज सर्ादहत हों 8. बोली रू्ल्य 9. ष्स्थर रू्ल्य 10. रू्ल्य घटािा 11. निवििा करिे िाले की योग्यता 12. बोली ससक्यूररटी 13. बोली की िैिता की अिधि 14. फार्ेट तथा बोसलयों को हस्ताक्षररत करिा 15. रू्ल्यों का प्रकटि 16. आयकर भुगताि प्रर्ाण-पत्र 17. निवििा फार्ों के नियर् एिं शतें 18. स्थािीय शतें 19. शीषा 20. निवििा करिे िाले की पूिा-योग्यता की शतें (घ) बोसलयां प्रस्तुत करिा 21. बोसलयों को सील तथा र्ाका करिा 22. बोसलयां प्रा्त करिे की अनंतर् नतधथ 23. िेरी से प्रा्त बोसलयां 24. बोसलयों का संशोिि तथा िापस लेिा 25. पत्राचार का पता 26. िेता द्िारा बोसलयों को खोलिा

38

27. स्पष्टीकरण 28. प्रारंसभक परीक्षा 29. बोसलयों का आकलि तथा तुलिा 30. बेंचर्ाका और संिभा इन्सटालेशि का सत्यापि 31. िेता के साथ अिुबंि करिा (च) अिुबंि प्रिाि करिा 32. बाि की योग्यताएं 33. प्रिाि करिे का र्ाििण्ड 34. प्रिाि करते सर्य िेता को र्ात्रा कर् या ज्यािा करिे का अधिकार 35. िेता को क्रकसी भी बोली को स्िीकार करिे तथा अस्िीकार करिे अथिा सभी बोसलयों को निरस्त करिे का अधिकार 36. अिाडा प्रिाि करिे की अधिसूचिा 37. अिुबंि का हस्ताक्षरीकरण 38. निष्पािि प्रनतभूनत

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ननर्वदा करने वालों को ननदेश

(ए) भूसर्का

1. बोली प्रस्ततु करिे की प्रक्रिया 1.1 यह प्रस्तावित क्रकया जाता है क्रक इस निवििा के सलए िो सलफाफा पद्धनत हो

1.1.1 तकिीकी बोली (3 प्रनत) एक किर र्ें 1.1.2 व्यिसानयक बोली (3 प्रनत) एक किर र्ें

1.2 निवििा िस्तािेजों की तकिीकी बोली की हर प्रनत अलग सील सलफाफे र्ें रखी जाए तथा हर प्रनत के सलफाफे पर र्ोटे अक्षरों र्ें “ तकिीकी बोली ” सलखते हुए हर प्रनत पर िास्तविक प्रनत, प्रथर् प्रनतसलवप, तथा द्वितीय प्रनतसलवप अंक्रकत क्रकया हो तिउुपरांत तीिों प्रनतयों को एक सील सलफाफे र्ें रखा गया हो ष्जस पर ‘तकिीकी बोली’ सलखा हो। कृपया नोट करें कक तकनीकी बोली में दामों का उल्लेख नहीं होना चाहहए।

1.3 निवििा िस्तािेजों की व्यिसानयक बोली की हर प्रनत अलग सील सलफाफे र्ें रखी जाए तथा हर प्रनत के सलफाफे पर र्ोटे अक्षरों र्ें ‘व्य़िसानयक बोली ’सलखते हुए हर प्रनत पर िास्तविक प्रनत, प्रथर् प्रनतसलवप तथा द्वितीय प्रनतसलवप अंक्रकत क्रकया हो तिउपरांत तीिों प्रनतयों को एक सील बन्ि सलफाफे र्ें रखा गया हो ष्जस पर र्ोटे अक्षरों र्ें “ व्यिसानयक बोली ”सलखा हो। व्यविानयक बोली में ही दामों का उल्लेख होना चाहहए (र्वशेष रुप िे मदवार)।

1.4 िोिों सलफाफे ‘तकिीकी बोली’ का सलफाफा तथा व्यािसानयक बोली का सलफाफा उपरोक्तािसुार तयैार क्रकए हुए एक ही सलफाफे र्ें रखे जाएं तथा र्ोटे अक्षरों र्ें निवििा का िार् , अंनतर्-नतधथ , िस्तएुं तथा यह सलखा हो क्रक “ भाग -1 की शति 6 (ई) में..........................( वर्णित नतथि व िमय )िे पहले न खोला जाए “ ।

1.5 इस प्रकार तयैार क्रकए गए सलफाफे पर स्पष्ट रूप से निवििाकरिे िाले का िार् तथा पता भी सलखा होिा चादहए ताक्रक िेरी से प्रा्त निवििा खोले त्रबिा लौटाई जा सके ।

1.6 निवििा िस्तािेज का हर िस्तािेज पूणा िस्तािेज हो तथा संख्या के आिार पर सही रूप से बंिा हो । अलग-अलग प्रनतयां अलग से बांिी गई हों ।

1.7 एक पत्र, अलग िील बंद सलफाफे में ननर्वदा करने वाले के पूवि-योग्यता की तकनीकी िक्षमता तिा अनभुव को वणिन करते हुए हो तथा यह भी स्पष्ट करता हो क्रक बोली की ििैता की अिधि निवििा खुलिे की नतधथ से 90 दििस की हो, शता 20 के अिसुार बोली के साथ जर्ा की जाए ।

40

2. निवििा िस्तािेजों का र्ूल्य -

2.1 निवििा करिे िाला निवििा को तयैार करिे तथा जर्ा करिे से जुडे सभी खचों का स्ियं िहि करेगा ष्जसर्ें िेता द्िारा िांनित क्रकसी स्पष्टीकरणके प्रस्तनुतकरण के उद्देश्य पर आया खचा भी सष्म्पर्सलत होगा । िेता क्रकसी भी र्ार्ले र्ें इि खचों का ष्जम्पर्ेिार िहीं होगा चाहे निवििा प्रक्रिया का पररणार् जो भी हो ।

3. निवििा िस्तािेजों के तथ्य

3.1 िांनित सेिा की पूणा जािकारी, निवििा प्रक्रिया और निवििा शतें, निवििा िस्तािेजों र्ें नििााररत की गई हैं। भाग-I भूसर्का के साथ निवििा िस्तािेजों र्ें निम्पि भी संलग्ि है --

3.1.1 भाग-II – निवििा करिे िालों के सलए नििेश 3.1.2 भाग-III- अिबुंि की सार्ान्य शतें 3.1.3 भाग-IV- तकिीक बोली / व्यिसानयक बोली 3.1.3.1 – तकनीकी बोली र्ें सष्म्पर्सलत होगें – बोली के वििरण (अिलुग्िक –4.1.1) बोली पत्र (अिलुग्िक – 4.1.2) प्रस्तावित सेिा/सार्ाि का तकिीकी ब्यौरा – (अिलुग्िक 4.1.3) िांनित अिसुूची से अंतर की वििरणी – (अिलुग्िक 4.1.4) निवििा की सेिा तथा शतों स ेअंतर का वििरण –(अिलुग्िक4.1.5) वप्रसंसपल प्राधिकरण पत्र (अिलुग्िक 4.1.6) ढांचागत सवुििा रख-रखाि (अिलुग्िक 4.1.7) 3.1.3.2 – व्यविानयक बोली र्ें सष्म्पर्सलत होगें – बोली के तथ्य (अिलुग्िक 4.2.1) बोली पत्र (अिलुग्िक 4.2.2) व्यिसानयक अंतर का वििरण (अिलुग्िक 4.2.3) प्रस्तावित सेिा के र्ूल्य का सांराश (अिलुग्िक 4.2.4) प्रस्तावित सेिा के र्ूल्य का वििरण (अिलुग्िक 4.2.5) तकिीकी सेिा का प्रभार (अिलुग्िक 4.2.6) अन्य

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