REQUEST FOR QUOTATION. GAIL/ND/C&P/BIS/ November 03, 2008

Transcription

1 REQUEST FOR QUOTATION GAIL (India) Limited GAIL/ND/C&P/BIS/ November 03, 2008 To, M/s.. Tel: Fax: Dear Sirs, SUB: Supply of PC. TENDER NO. : GAIL/ND/C&P/BIS/ GAIL (India) Limited, New Delhi, invites sealed bids for Supply of PCs/Laptop, under Single Stage Single Envelope system as per the specifications detailed in RFQ/Bid Document attached. Earnest Money Deposit/Bid Security : NA Last date and time for submission of bids : , 1400 hrs. IST Due date and time for opening of un-priced bid : , 1500 hrs. IST Place of receipt of tender : Office of the General Manager (C&P) GAIL (INDIA ) LTD., 2 nd Floor, GAIL Bhawan, 16, Bhikaiji Cama Place, R.K. Puram, NEW DELHI If any of the days specified above happens to be a holiday in GAIL, the next working day shall be implied. The complete Bidding Document is also available on the website of GAIL ( GAIL will appreciate submission of offer based on the terms and conditions in the enclosed Conditions of the Contract to avoid wastage of time and money in seeking clarifications on commercial aspects of the offer. Bids complete in all respects should reach the office of GM(C&P), GAIL (India) Limited, 2 nd Floor, GAIL Building, 16 Bhikaiji Cama Place, New Delhi , INDIA on or before the due date & time. Bids received after the due date and time are liable to be rejected. Contd.. 16, Bhikaiji Cama Place, R.K. Puram, New Delhi Phone; Fax:

2 :2: The envelope containing the bid/offer should be super-scribed with tender no., due date and item prominently along with address of this office and sender s name and address. Bids should be valid for 3 months from the bid due date. Bids received through Fax/ will not be acceptable. Bidder(s) are advised to quote strictly as per terms and conditions of the tender documents and not to stipulate any deviations/exceptions. Once quoted, the Bidder shall not make any subsequent price change, even if any deviation or exception may be specifically stated in the bid. Such price changes shall render the offer liable for rejection. Bidder(s) desirous of attending the tender opening, may depute their authorized representative on the scheduled date and time of bid opening. GAIL reserves the right to accept or reject any or all tenders received at its absolute discretion without assigning any reason whatsoever. BIDS SHALL BE EVALUATED AS RECEIVED WITHOUT ANY REFERENCE TO BIDDER, THUS NO TECHNICAL / COMMERCIAL QUERY SHALL BE ISSUED BY GAIL. THEREFORE, BIDDERS ARE ADVISED TO COMPLY WITH TENDER CONDITIONS IN ITS ENTIRETY. for GAIL (India) Ltd. Enclosures: (P.M. Shaj Kumar) Manager (C&P) 1. Schedule of Rates - Annexure I To be filled-in/ 2. Technical Specification/Scope of signed/sealed & Supply & Special Terms and Conditions - Annexure II submitted along 3. General Purchase Conditions - Annexure - III with offer 2

3 ANNEXURE - I SCHEDULE OF RATES / PRICE SCHEDULE Tender No.: GAIL/ND/C&P/BIS/ Sl. Mat.Code Description Qty. Unit Rate(Rs.) No. (Nos.) A B C D E In Figures In words Desktop HP make (Detailed Technical Specifications in attachment) 1 (Prices should be inclusive of all Taxes and duties etc., applicable if any) Note: Bidders shall strictly follow this SOR format for submission of quote. BIDDER: M/s Place : Signature of Authorized Signatory : Date : Name : Designation : Seal : 3

4 ANNEXURE II TECHNICAL SPECIFICATION/SCOPE OF SUPPLY & SPECIAL TERMS & CONDITIONS GENERAL: The Special Conditions of Contract shall be read in conjunction with the General Conditions of Contract, Schedule of rates, specifications, drawings and any other documents forming part of contract, wherever the context so requires. Notwithstanding the sub-division of the documents into these separate sections and volumes, every part of each shall be deemed to be supplementary to and complementary of every other part and shall be read with and into the CONTRACT so far as it may be practicable to do so. Where any portion of the General Condition of Contract is repugnant to or at variance with any provisions of the Special Conditions of Contract, unless a different intention appears, the provisions of the Special Conditions of Contract shall be deemed to over-ride the provisions of the General Conditions of Contract and shall to the extent of such repugnancy, or variations, prevail. 1.0 INTRODUCTION GAIL (India) Limited is one of the outstanding Public Sector Enterprises (PSEs) in the country today. It is one of the Navratna enterprises. During , the company registered a turnover, which is sales including internal consumption, at Rs. 12, 449 crores as against Rs. 11,775 crores in the previous year. For the year , net profit was Rs. 1,878 crores. GAIL has emerged and maintained its position No. 1 Gas Company of India. It has also received several safety awards from the Oil Industry Safety Council. Its processing plant received highest 5 star rating and the prestigious Sword of Honour from the British Safety Council. 2.0 SCOPE OF WORK GAIL intends to procure the IT assets on outright purchase basis. The technical details of the items are mentioned in the Annexure Technical Specifications The scope shall cover Supply, Installation, Testing and Commissioning of one PC identified in this document. The Bidder s responsibility shall specifically include but not limited to the following: Installation of operating system and configuration of Office automation applications (office applications shall be supplied by GAIL). Broadly the installation job for all the products involves the following: a. At the time of installation of the desktop PC, installation of OS (all Service Packs related to the installed OS released by OEM till date) on the Desktop PC supplied in this order. 4

5 3.0 DELIVERY Bidder shall supply the systems within 20 days from date of Fax of Intent. Zero date for the Warranty will start only after successful installation and signing of Acceptance Protocol by bidder s representative and IT Incharge. 4.0 INSTALLATION RESPONSIBILITES Prime responsibility of the Bidder will remain for items and associated software s placed by the Bidder, Operating systems and any required OS Patch and utility during the first time installation. On successful completion of the Installation and proper tuning (virtual memory etc.) of the SYSTEM(S), these shall be handed over to GAIL. SUPPLER shall submit the installation report along with SYSTEM(S) configuration report; results of diagnostic tests run etc. to GAIL. 5.0 GUARANTEES, WARRANTEES & MAINTENANCE All the items supplied to GAIL shall be covered under Comprehensive Onsite Warranty for a period of one year. Comprehensive Warranty shall cover hardware (Including OS) of PCs and laptops necessary to keep the items in good working order on use during the warranty period. 6.0 PAYMENT TERMS The payment shall be released centrally from Delhi as below: - 75% (Seventy five percent) on receipt of materials at GAIL Corporate office, and authorization by Engineer-In-charge. - Remaining 25% (Twenty five percent) on Installation, Testing, Commissioning of all the supplied equipment and signing of the Acceptance Protocol, showing the Warranty starting date for the supplied systems. GAIL (India) Limited has initiated payments to suppliers electronically and to facilitate the payments electronically, the Bidder should have an account with State Bank of India or HDFC Bank or ICICI Bank with e-banking platform, so that the payment through e-banking be made to the Bidder, in case order is placed. Further, the Bidder should give the details of his bank account in any one of the above banks to facilitate payment through e-banking in case of placement of order on him. Payment shall be based on the certifications received from the IT-In-Charge and the payment will be made as per the above said pattern. 5

6 7.0 ACCEPTANCE PROTOCOL FOR SYSTEM(S) (H/W & S/W) (To be signed by GAIL & Bidder after completion of 3 days of completion of the installation) P.O. No. P.O. date / / P.O. Value Rs. Bidder Purchase Order Description Coordinator (From GAIL) acceptance / / Date of total system Total No. of Systems Supplied: Accepted: Out of : Balance: S.No. CONFIGURATION ACCEPTED QUANTITY 1 Desktop PC YES / NO The System(s) is / are complete in all respects and accepted by GAIL and the Zero date of the contract starts w.e.f. from / / and shall be up to / / as per the terms of the W.O. GAIL Signature.. Name. Emp No... Tel No Date.. Bidder Signature Name.. Date. Company Seal 8.0 INSTRUCTIONS TO THE SUPPLIERS Supplier shall submit OEM Specification/Literature for quoted items. Vendors must quote strictly as per the Schedule of Rates (SOR) only. Any modification to this SOR shall be liable for the cancellation of the bid. 9.0 CONSIGNEE ADDRESSES S.No GAIL office Location 1 Delhi, Corporate office GAIL office Address GAIL Corporate office, 16 Bhikaiji Cama Place, R K Puram, New Delhi Consignee CM(C&P) *** 6

7 TECHNICAL SPECIFICATIONS S No. 1 Desktop PC Item Description Qty Whether meets GAIL s requireme nts (Y/N) 1 Deviations, if any Processor Intel(R) Core(TM) 2 Quad processor Q6600 (2.4GHz) RAM - 4GB DDR2-800MHz dual channel SDRAM (4x1024) Graphics Card - 512MB NVIDIA GeForce 9500GS, DVI-I, VGA, HDMI HDD 500GB 7200 rpm SATA 3Gb/s hard drive Removable Storage GB 5400rpm HP Pocket Media Drive Internal CD-ROM drive Blu-ray DVD writer/player & Lightscribe SuperMulti DVD burner Monitor 19 TFT Active Matrix Display (1024 x 768 XGA Resolution) Key board Wireless keyboard with 104 Keys or higher Mouse Wireless Optical Mouse with Scroll facility With Mouse Pad I/O Ports 15 in 1 reader Up to 7 USB 2.0 ports (3 front, 4 back) 2 IEEE-1394 ports (1 front, 1 back) Audio (headphone, mic ports) Video ports (front and back) Integrated 10/100/1000Mbps (Ethernet) network interface 7

8 Power cable Required power cable for connecting PC and monitor to the existing UPS. LAN 10 / 100 / 1000 Mbps Ethernet LAN port on system board / b/g wireless LAN Card Pls Specify Manageability features PC Asset Mgmt., Tool less serviceability, Diagnostics tools OPERATING SYSTEM WINDOWS XP Professional With documentation & CD Media / Recovery arrangements, Pls. specify Recovery CD 8

9 ANNEXURE - III GENERAL PURCHASE CONDITIONS 1. The offer should be submitted with details like complete address, telephone no., fax no., , contact person etc. of the bidder. The offer in duplicate must be submitted in a sealed cover superscribing sender s name, enquiry no., item, due date of submission and opening to reach the General Manager (C&P), GAIL (India) Limited, 2 nd Floor, 16, Bhikaiji Cama Place, R.K. Puram, New Delhi (hereinafter referred as GAIL ) on or before the due date and time of opening along with Technical Literature/leaflets/catalogue/ samples, if required, failing which the offer will not be considered. Offer received late by post or other means are liable to be rejected. Offer received through fax/mail/telegram etc. shall not be acceptable. GAIL reserves the right to accept or reject any offer received, at its sole discretion, without assigning any reason whatsoever. 2. Wherever mentioned in the enquiry, the offer must be accompanied by Earnest Money Deposit (EMD) in the form of Demand Draft for the requisite amount favouring GAIL (India) Limited payable at New Delhi. Without EMD, the offer will not be considered for evaluation. Indian Government Departments/ Public Sector Undertakings and firms registered with NSIC are exempted from furnishing bid security provided they are registered for the quoted items upto the monetary limit they intend to quote and subject to their enclosing with their bid a copy of the latest and current Registration Certificate. 3. The validity period of offer should be mentioned and it should not be less than 90 days from the opening date. Offer with less validity is likely to be ignored. 4. The bidder should confirm delivery period as stipulated in the enquiry. Date of LR/GR shall be considered as the delivery date. 5. (a) The offer should clearly specify the applicable rate of State Sales Tax or Central Sales Tax. Otherwise, the quoted rates will be considered as inclusive of all taxes. Bidders are required to indicate their State Sales Tax and Central Sales Tax registration no. in the quotation. (b) The quoted rates should clearly specify the rate of excise duty, if applicable, and other taxes and duties. Otherwise, the quoted rate will be considered as inclusive of excise duty. (c) Statutory variation of taxes and duties within the contractual delivery period (except variation on account of turnover of the bidder) shall be allowed against documentary evidence. Further, the amount to be paid on this account will be worked out on the basis of difference between the rates of taxes/duties as clearly spelt out in the offer and the rates as applicable at the time of supply and such payments will be made only on production of documentary evidence suggesting such a variation in duties/taxes during the delivery period. (d) Packing charges, if any, should be specified clearly. Otherwise, quoted rate will be considered as inclusive of packing charges. (e) The bidder should indicate freight charges (including forwarding charges, if any) clearly for individual item(s) as well as for all the items of the tender considered together(i.e.overall basis) for evaluation of bids & finalization / execution of orders. 9

10 6. Price(s) should be quoted according to unit specified in the enquiry and no other alternative unit will be considered. 7. The quantities mentioned in the enquiry are indicative and are liable to change. 8. Offers subject to prior sales will not be considered. 9. Price Reduction Schedule (PRS) for delay in delivery: In case of delay in delivery beyond delivery date specified in Purchase Order, Price reduction schedule shall be ½% of the total order value per week or part thereof for delay in delivery subject to a maximum (ceiling) of 5% of total order value. The Seller shall submit invoice considering reduction on account of price reduction schedule. 10. Payment Terms: 100% payment shall be released within 15 days of receipt and acceptance of materials. 11. Guarantee/ Warranty: In the event of placement of order, the Seller shall warrant that the supplies shall be free from all defects and faults in materials, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards of the materials of the type ordered and in full conformity with the specifications, drawings or samples, if any, and shall be operable properly. This warranty shall survive inspection of the payment for and acceptance of the goods but shall expire after 12 months from the date of installation. 12. Security Deposit/ Performance Bank Guarantee - DELETED. 13. Bank Guarantee DELETED. 14. If the delivery period/ schedule as per order is not adhered to or the progress of manufacture or supply of the goods is not satisfactory or not in accordance with the progress schedule, the GAIL has right to : a) Cancel the Purchase order in whole or in part without liability for cancellation charges. In such event, GAIL may procure goods from elsewhere at the risk & cost of the Seller. b) In the event of non-conformance of goods, Seller shall be allowed, without any extension of delivery time, to rectify the non-conformities. Should, however, Seller fail to do so within the stipulated time, the GAIL may cancel the order as to the nonconforming goods and retain the rights with respect to substitution and in addition recover actual expenses incurred by the GAIL in installing and removing the nonconforming goods. Alternatively, GAIL may at his option have or cause the nonconforming to be rectified at Seller s risk & cost. The GAIL also deserves the right to claim damages for use of defective or substandard goods supplied by the Seller irrespective of the fact whether goods were inspected prior to receipt at site by the GAIL or not. 15. Inspection/Tests : In case of Inspection by GAIL or it s nominated inspection agency, the necessary testing facility shall be provided free of charge by the Seller at their premises. Material test certificates/ Inspection certificates, wherever applicable, will be provided by the Seller. 16. Repeat Order: DELETED. 17. Part Order : GAIL, at its discretion, may finalise order on bidder(s) for any or all items of the enquiry. 18. Unless otherwise sought by GAIL, any modification(s) of offer including submission of price implication after the bid opening date will not be considered and will render the offer liable for rejection. In normal case, no price negotiation will be held with bidder(s). 10

11 19. When stores are rejected by GAIL, the same shall be intimated to the Seller with the details of such rejected stores as well as the reason for their rejections and that the stores will be lying at the consignee s premises at the risk and cost of the Seller. Further, the Seller will be asked either to remove the stores or to give instructions as to their disposal within 14 days and in the case of dangerous / infected and perishable stores within 18 hrs., failing which the consignee will either return the stores to the Seller on freight to pay basis or otherwise dispose them off at the Seller s risk and cost. The consignee will also intimate Finance department regarding quantity or the stores so rejected to enable Finance to recover the freight due, at the full public tariff rates from the Seller. The GAIL shall also be entitled to recover handling and stores charges for the period during which the rejected stores are not of the stores for each month or part of a month till the rejected stores are finally disposed off. 20 The price charged for the materials supplied under the order by the supplier shall in no event exceed the lowest price at which the supplier or his agent/principal/dealer, as the case may be, sells the materials of identical description to any persons/organizations including the Purchaser or any department of the Central Govt. or any Deptt. Of a State Govt. or any Statutory Undertaking of the Central or State Govt. as the case may be, during the currency of the order. If at any time during the said period, the supplier or his agent/principal/dealer, as the case may be, reduces the sale price, sells or offers to sell such materials to any persons/organizations including the Purchaser or any Deptt. Of Central Govt. or State Govt. as the case may be, at a price lower than the price chargeable under the order, he shall forthwith notify such reduction or sale or offer of sale to the Purchase Authority who has issued this order and the price payable under the order for the materials supplied after the date of coming into force of such reduction or sale or offer of sale shall stand correspondingly reduced. The above stipulation will, however, not apply to: a) Exports by the Contractor/Supplier or b) Sale of goods as original equipment at prices lower than the prices charged for normal replacement c) sale of goods such as drugs which have expiry dates. 21. Consignee: Chief Manager (C&P), GAIL (India) Ltd., Bhikaiji Cama Place, R.K. Puram, New Delhi 22. Force Majeure - Shall mean and be limited to War/Hostilities, Riot or Civil Commotion, Earthquake, flood, tempest, lightning or other natural physical disaster, Restrictions imposed by the Government or other Statutory bodies which prevents or delays the execution of the order by the Seller. The Seller shall advise GAIL by a registered letter duly certified by the local Chambers of Commerce or Statutory Authorities, the beginning and end of the above causes of delay within seven (7) days of the occurrence and cessation of such Force Majeure Conditions. In the event of delay lasting over one month, if arising out of causes of Force Majeure, GAIL reserves the right to cancel the order and provisions governing termination shall apply. For delays arising out of Force Majeure, the Seller shall not claim extension in completion date for a period exceeding the period of delay attributable to the causes of Force Majeure and neither GAIL nor Seller shall be liable to pay extra costs provided it is mutually established that Force Majeure conditions did actually exist. 23.Jurisdiction :The purchase order shall be governed by Indian Laws and shall be subject to Jurisdiction of Court of Law situated within Union Territory of New Delhi for the purpose of disputes, actions and proceedings arising out of the contract. 24. Arbitration : All disputes or differences arising in connection with the order which cannot be settled by mutual negotiations, shall be finally settled (after written notice by either party to the Contract be referred for adjudication) before a sole Arbitrator to be 11

12 appointed by GAIL and the award of the Arbitrator shall be final and binding on both the parties. The provisions of the Indian Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof and the rules made there under, and for the time being in force, shall apply to the arbitration proceeding. The venue of arbitration proceeding shall be New Delhi, India. 25. Evaluation of Bids : The evaluation of bids shall be made as under : (a) The prices of the responsive bids will be evaluated based on landing cost basis {including packing, Taxes and Duties, Freight, Installation & Commissioning charges, commercial loading (if any) etc.}. (b) Rejection Criteria : (i) Non-submission of EMD through DD / BG (wherever sought in the enquiry). (ii) Offers with advance payment terms. (iii) Non- acceptance of Price Reduction Schedule (PRS) clause (iv) Non-acceptance of Security Deposit/Performance Bank Guarantee clause (wherever sought in the enquiry) (v) Submission of prices in any format other than the price schedule provided in the enquiry 26. Payments will be made through electronic mode (E Banking) only. The payments will be made to your Bank Account with SBI/ HDFC/ ICICI having E banking facility. 27. GAIL reserves the right to accept/reject any or all the offers without assigning any reasons whatsoever. ************************* 12

13 Bidder s Name M/s... Bid Document No... Offer Ref... BRIEF SUMMARY OF AGREED TERMS AND CONDITIONS This Questionnaire duly filled in should be returned alongwith the Unpriced Bid. Clauses confirmed hereunder should not be repeated in the Bid. ALL THE COMMERCIAL TERMS & CONDITIONS SHOULD BE INDICATED IN THIS FORMAT ONLY S.No. Description Bidder's Confirmation It is noted that deviations to Terms & Conditions shall lead to loading of prices or rejection of offer, as specified in the Bid Document. 2. Ensure and confirm that prices quoted in Price Schedule, are for complete scope of Supply as defined in the Bid document. 3. Ensure & confirm that quoted prices are inclusive of all taxes, duties, levies etc. as applicable under this contract including installation, testing, etc. 4. Confirm that the offer shall remain valid for acceptance upto 3 months from Final Bid Due Date/Date of Opening of Bids. 5. Bidder s name and address 6. Confirm that quoted prices shall remain firm. 7. Please confirm the quoted prices are in Indian Rupees only 8. Confirm acceptance of Delivery/Contract Period as per requirement Specified in Bid Document to be reckoned from date of Fax of Intent (FOI). 9. Confirm complete technical literatures/ catalogues and Users reference list submitted alongwith offer. 13

14 S.No. Description Bidder's Confirmation Confirm acceptance of relevant Terms of Payment as specified in the Bid Document. [Payment terms indicated in Bid Document do not provide for any advance payment to be made to the bidder(s)]. 11. Confirm acceptance in toto of the Terms & Conditions contained in the enquiry document: a) In case of reservations, confirm that clause wise comments have been specified as annexure to this format. b) All the terms & conditions have been indicated in this format (including annexure, if any) and have not been repeated in the bid elsewhere. It is noted that Terms & Conditions indicated elsewhere including any printed Terms & Conditions, shall not be considered by Owner. 12. All correspondence must be in English Language only. 13. Indicate Name & Contact No. (Telephone/Fax No.) of person(s) to whom queries, if any, are to be addressed against your bid. 14. Owner reserves the right to make any change in the terms & conditions of the Bid Document and to reject any or all bids including those received late or incomplete. BIDDER CONFIRMS THAT IN CASE OF CONFLICTING VERSION OF VARIOUS TERMS & CONDITIONS AT DIFFERENT PLACES, THE CONFIRMATION FURNISHED AS ABOVE SHALL BE CONSIDERED OVER-RIDING AND FINAL AND ANY OTHER DEVIATION INDICATED ELSEWHERE SHALL BE TREATED AS REDUNDANT. Bid Document No Bidder s Offer No Signature Name Designation Office Stamp Date: 14