Government of India Ministry of Communications and IT Department of Telecommunications O/o Controller of Communication Accounts Room No. : A-403, 3 rd Floor, ARTTC Building, Near Jumar River Bridge, NH-33, Ranchi-835217 (LAST DATE OF SUBMISSION: 26-12-2014 ) QUOTATION FOR ANNUAL MAINTENANCE CONTRACT OF SERVERS, COMPUTERS, PRINTERS, NETWORKING AND LAN 1
GENERAL TERM TERMS AND CONDITIONS FOR ANNUAL MAINTENANCE CONTRACT OF COMPUTERS, SERVERS, PRINTERS, NETWORKING & LAN Annexure - I The location where equipments/maintenance are to be maintained is 3 rd Floor, ARTTC Building, Near Jumar River, H.B. Road, Ranchi 835217. The firm submitting quotation, herein is addressed as the party. Only those parties who have the experience of Annual Maintenance contract may submit the following documents along with quotation :- Firm s Registration Certificate from Municipal Corporation, Ranchi or Jharkhand Government (The party should have registered office at Ranchi). Copy of registration certificate should be enclosed in support thereof.. Experience certificate of maintenance of Annual Maintenance Contracts with LAN of reputed organizations or offices for the last 2 years. TERMS OF AGREEMENT The Firm must have atleast 2 years experience to maintain IT equipments listed below :- a. Computers b. Servers. c. Printers (Laser, All-in-one, Deskjet & Inkjet) d. Networking & LAN. e. Laptops. Quotations received after the due date and time will not be entertained. Quotation document form is not transferable. The Quotation document can be downloaded from the www.ccajharkhand.nic.in or www.eprocure.gov.in. official website 2
FILLING OF FORMS The quotation should be sent by the party in the prescribed proforma as per Annexure-II. Quotation should be prominently marked with complete official rubber stamp and address along with terms and conditions of maintenance and payment. No correction or overwriting is allowed. Quotation may be submitted as per Annexure-III. The complete details of configuration/specifications of each item is in the proforma given in Appendix- A. Procedure for considering quotation:- The party should submit one envelope wherein details of company profile, work experience as per proforma given in Annexure-II and rate in prescribed proforma given in Annexure-IV must be mentioned. CCA Jharkhand Circle is is not bound to accept the lowest bid. It will be the sole discretion of the CCA Jharkhand Circle, Ranchi. Maintenance of Equipments :- (a) (b) (c) (d) The contractor shall be responsible for maintenance of the equipments (hereinafter refer to as the equipment mentioned in Appendix- A of this Agreement). The maintenance of the equipments & services covers on site which includes repairing & replacement of all parts except consumable items of Printers (Laser, All-in-one, Deskjet & Inkjet), Networking & LAN etc. The Contractor shall supply and replace genuine quality spare parts. The replaced spare parts should last for one year at least after replacement except ink & tonner. The spare part removed and replaced shall be duly entered into the prescribed register and signed both by the client and contractor s agent. This agreement includes all the components of the Servers, Printers (Laser, All-inone, Deskjet & Inkjet), Networking & LAN etc. During the course of attending On Call Service or during the regular maintenance service, the contractor noticing requirement of any spare parts shall replace such parts and clear the faults of the equipment at the site. Necessary and sufficient spares have to be kept ready with them for immediate replacement. On no account equipment or its accessories shall be allowed to be taken out of its installed location and any replacement of sub assemblies of the whole like by like basis will be permissible and the replaced parts will then become the property of the contractor except for cases wherein the cost of the sub assembled component is borne by client. Break down calls should be attended within 24 working hours, any number of items whenever called for. In case of systems is not brought into order within stipulated time of 24 working hours, standby System/Printer etc is to be provided in order to ensure smooth functioning of the units/sections. If not attended, penalty of Rs.1000/- per call will be deducted from the bill. Any spare replaced should be with same make, model and specification. 3
(e) Preventive Maintenance should be carried out during the contract period on a monthly basis even without call. During each visit all the AMC equipment/services should be thoroughly checked and cleaned. IMPOSITION OF PENALTY In case the equipment is sent for repairs to the party, it should be brought back to the O/o CCA Jharkhand Circle, Ranchi within 2 days from the date of receipt of equipment, failing which Rs.500/- per day as penalty will be imposed. If the party is not adhering the terms and conditions of AMC, the O/o CCA Jharkhand Circle, Ranchi may impose the penalty as deem fit. (The penalty may be condoned at the discretion of the CCA Jharkhand Circle, Ranchi in exceptional and genuine cases.) SUBMISSION OF QUOTATION Sealed envelopes for the quotation must be superscribed as QUOTATION FOR ANNUAL MAINTENANCE CONTRACT OF COMPUTERS, SERVERS, PRINTERS, NETWORKING & LAN and should be addressed to alongwith other desired documents: The AO (Admn.), O/O CCA JHARKHAND CIRCLE, RANCHI Room No. A-403, 3 rd Floor, ARTTC Building, H.B. Road, Ranchi 835217. PLACING THE ANNUAL MAINTENANCE CONTRACT The selected party will have to execute the contract bond in the Form, which will be approved by the competent authority of O/o CCA Jharkhand Circle, Ranchi. The O/o CCA Jharkhand Circle, Ranchi does not pledge to accept the lowest quotation. It also reserves the right to reject all or any of the quotations, without assigning any reason for the same and to spilt up the quotation as it may deem fit. The offer will be given initially for one year, and can be extended on existing terms for another one year on satisfactory performance basis. Rate may be on depreciating value of equipments. If service not found satisfactory or violation of terms & condition of contract, services will be terminated by a written letter. ANY DISPUTE ARISING WITH REGARD TO THE CONTRACT/SERVICES/PAYMENT FOR THE MAINTENANCE SHALL BE SUBJECT TO THE JURISDICTION OF COURT AT RANCHI ONLY. TERMS FOR PAYMENT No advance payment with the order will be made. The terms of payment are neither negotiable nor conditional. Payment shall be made quarterly upon compliance of the terms and conditions of the contract and satisfactory services. Bills are, therefore, to be submitted quarterly for payment subject to deduction of Income tax. The party will have to put on record the following certificates with the bill(s) for claiming maintenance charges: a) Service Report from the user. b) Monthly Job Card for each device. 4
ANNEXURE - II COMPANY PROFILE FORM FOR QUOTATION 1. NAME OF THE FIRM/COMPANY : 2. ADDRESS OF THE COMPANY : PHONE NO. FAX NO. E- MAIL MOBILE No. 3. NAME OF THE CEO/MD : PHONE FAX MOBILE No. Email 4. NAME AND ADDRESS (RANCHI BRANCH OFFICE) : 5. YEAR OF REGISTRATION : 6. JHARKHAND CST NO. : 7. SALE TAX NO. (TIN No.) : 8. NAMES OF TECHNICAL STAFF WITH QUALIFICATIONS : 9. NAME OF THE ENGINEERS ( WITH QUALIFICATION) : 10. NO. OF YEARS ENGAGED IN AMC OF IT : EQUIPMENT MAINTENANCE, PLEASE ATTACH PROOF 11. Experience of maintenance of AMC in : Organisation/Office in years. 12. ISO Certificate firm : YES/NO Place : Date: (Authorized Signatory) with rubber seal 5
ANNEXURE III DESCRIPTION OF THE IT AND ELECTRONIC EQUIPMENT/LAN CODE ITEM PRODUCT DESCRIPTION QUANTITY 1. HCL Computers with TFT/Monitor 26 2. HP Computers with TFT/Monitor 04 3. HCL Server Computer HN 2700 (Xeon Processor) 02 4. Laser Printers (B& W) 06 5. Samsung Laser Printers (B& W) All-in-one 02 6. HP Deskjet Printer (Colour) Scanner 02 7. Laser Printer (Colour) 02 8. Dot Matrix (TVS MSO 450) 01 9. HCL Laptops 03 Networking & LAN. 1 Networking with LAN System. 6
(THE FIRM SHOULD QUOTE ITS CHARGES IN THE GIVEN FORMAT ONLY) NAME OF THE COMPANY : COMPLETE OFFICIAL ADDRESS : CONTACT PERSON(S) : PHONE NUMBER (OFFICE) : MOBILE NUMBER : Email : ANNEXURE-IV ITEM NO. PRODUCT DESCRIPTION Approx Qty. MAINTENANCE/SERVI CE CHARGES per UNIT per YEAR inclusive of all the taxes 1. HCL Computer Core 2 Duo 26 2. HP Computer Core 2 Duo 04 3. Server HCL HN 2700 (Xeon 02 Processor) 4. Laser Printers (B& W) 06 5. Laser Printer (Colour) 02 6. Samsung Laser Printer (B& W) 02 All-in-one 7. Deskjet Printer Scanner (Colour) 02 8. DOT Matrix (TVS MSO 450) 01 9. HCL Laptops 03 Total Networking & LAN. 1 Networking with LAN System. TOTAL AMOUNT REMARKS (IF ANY) I agree and abide by the terms and conditions stipulated in the quotation document for annual maintenance of computers, printers, accessories and LAN. The information furnished above is true and correct to the best of my knowledge and belief. Place : Date: (Authorized Signatory) with rubber seal 7
S. No. Brand Name /Serial No. DATE OF Purchase Appendix'A' REMAKS AMC required Y/N 1 HP INA138V93P (Core 2 Duo) 2011 Y 2 HP INA138V925 (Core 2 Duo) 2011 Y 3 HP INA138V91L (Core 2 Duo) 2011 Y 4 HP INA138V8X (Core 2 Duo) 10.10.11 Y 5 HCL C101AA519985 (Core 2 Duo) 2011 y 6 HCL 3083A1359712 (Core 2 Duo) 2007 y 7 HP INA138V8VX (Core 2 Duo) 10.10.2011 Y 8 HCL C101AA519986 (Core 2 Duo) 2011 y 9 HCL 7086A4001085 (Core 2 Duo) 2008 y 10 HCL B093A1168627 (Core 2 Duo) 2008 y 11 HCL C101AA519992 (Core 2 Duo) 2011 y 12 HCL 3083A1359713 (Core 2 Duo) 2007 y 13 HCL 7086A4001087 (Core 2 Duo) 2008 y 14 HCL 5096A4162828 (Core 2 Duo) 2009 y 15 HCL C101AA519984 (Core 2 Duo) 2011 y 16 HCL 7086A4001088 (Core 2 Duo) 2008 y 17 HCL C101AA519989 (Core 2 Duo) 2011 y 18 HCL B093A1168629 (Core 2 Duo) 2009 y 19 HCL 5096A4162827 (Core 2 Duo) 2009 y 20 HCL 7086A4001086 (Core 2 Duo) 2009 y 21 HCL C10AA519987 (Core 2 Duo) 2011 y 22 HCL 8093A1168631 (Core 2 Duo) 2009 y 23 HP INA138V8WL (Core 2 Duo) 10.10.11 Y 24 HCL C101AA519983 (Core 2 Duo) 2011 y 25 HCL B093A1168632 (Core 2 Duo) 2009 y 26 HCL B093A1168633 (Core 2 Duo) 2009 y 27 HCL C101AA519990 (Core 2 Duo) 2011 y 28 HCL C101AA519988 (Core 2 Duo) 2011 y 29 HCL B693A1168628 (Core 2 Duo) 2009 y 30 HCL B093A1168630 (Core 2 Duo) 2011 y SERVER 1 HCL 5034A1067275 2004 y 2 HCL 5034A1067276 2004 y 8
LAPTOP 1 HCL 1093A1241436 2009 y 2 HCL B093A1175127 2009 y 3 HCL B093A1175126 2009 y Details of Printers S. No. Brand Name /Serial No. DATE OF Purchase of Printer REMAKS AMC required Y/N 1 Samsung SCX 4521 F/Z8SUB8KCBD00N9X 2012 y 2 HP PRN CLJ CP 6510/CNIAR200483 2012 y 3 HP Laser Jet 2055dn/ VNC3T07775 Oct-11 y 4 HP Laser Jet P1606/ VNC3D09168 2011 y 5 DOT MATRIX TVS MSO 450/KAK2SD01382 Aug-11 y 6 HP PRN CLJ CP 1025/CNCH200483 2011 y 7 HP Laser jet P1007/VNFNI36638 2011 y 8 HP Laserjet 2055dn/VNC3T06175 2010 y 9 HP Laser jet 3050/CNCK346595 2006 y 10 HP Deskjet 1050/CN08R2B326 2010 Y 11 HP Laserjet Printer CLJ Pro 100 M175A 7.1.2014 Y Samsung Fax Machine SCX 4521 12 FS/Z8SUB8KCBD00N9X 7.1.2014 Y 13 HP Laserjet M1136 MFP/CNJ8F1M4Y4 18.3.2013 Y 9