Tender for Supply and installation of Desktop Computers SECTION I

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1 ANNEXURE A NOTIFICATION PROFORMA HRO: IT: ON: 555: Dated: 24/12/2017 Tender for Supply and installation of Desktop Computers SECTION I 1.0 INSTRUCTIONS / GUIDELINES TO BIDDERS Tender Bidding Methodology: Sealed Two Bid System - Two Envelopes -Technical Bid & Financial Bid. The Bidder is requested to submit the following documents in a Sealed Envelope mentioning Offer for Supply and Installation of Desktop Computers by on or before P.M. 1. Earnest Money Deposit (EMD) by way of crossed DD/Pay Order. 2. Copy of this tender document duly signed by the vendor on all pages with seal. 3. Undertaking by the bidder for one year comprehensive warranty from OEM. 4. Technical Bid in a sealed cover (Annexure I). 5. Financial Bid in a sealed cover (Annexure II). The completed bids may be deposited in person or sent by post or courier so as to be received by The Deputy General Manager, United India Insurance Co. Ltd., Regional Office, United India Towers, & 818, Basheerbagh, Hyderabad on or before 3.00 P.M. on Bids received late will not be entertained. Bids which are incomplete, or not in the prescribed format, are liable to be rejected. The Company shall not be responsible for delay or non-receipt of bids sent by post/courier. If the last date for submission of the tender happens to be a holiday due to some unforeseen circumstances, then the last date shall be extended to the next working day at 1500 Hrs. The sealed technical bids of the bidders shall be opened on at P.M. on the extended date by the Committee constituted by the Company in the presence of tenderers who wish to be present at the address given above. Financial Bids of only technically qualified bidders shall be opened and the date and time shall be notified separately. Bidders are advised to visit the website regularly to be informed about modifications to this tender if any. 2.0 EARNEST MONEY DEPOSIT (E.M.D) / BID SECURITY 2.1 The intending tenderers should pay an Earnest Money Deposit of Rs.20000/- (Rupees Twenty Thousand only) by way of crossed DD/Pay Order from any Scheduled Bank, favoring United India Insurance Company Limited payable at Hyderabad, along with Technical Bid Documents. Tenders submitted without EMD will be rejected.. 1 P a g e

2 2.3 The EMD will not carry any interest. 3.0 FORFEITURE OF E.M.D. The EMD made by the bidder shall be forfeited if - a) he withdraws his tender after acceptance; b) he withdraws his tender before the expiry of the validity period of the tender. c) he violates any of the provisions of the terms and conditions of this tender specification. d) he does not sign articles of agreement within 21 days of receipt of LOA (Letter of Acceptance). 4.0 REFUND OF E.M.D EMD will be refunded/discharged to the successful tenderer, only after signing of the contract, furnishing of Performance Security by way of Bank Guarantee and release of Purchase Order. 4.2 EMD furnished by all unsuccessful tenderers shall be returned/discharged at the earliest after expiry of the final tender validity period or awarding of contract to the successful bidder. 5.0 UIIC reserves the right to : 5.1 Accept / Reject any of the Tender/s. 5.2 Revise the quantities at the time of placing the order. 5.3 Add, Modify, Relax or waive any of the conditions stipulated in the tender specification wherever deemed necessary. 5.4 Reject any or all the tenders without assigning any reason thereof. 6.0 REJECTION OF TENDERS 6.1 The tender is liable to be rejected interalia : i) if it is not in conformity with the instructions mentioned herein. ii) if it is not accompanied by the requisite EMD. iii) if it is not properly signed by the tenderer. iv) if it is not received in a sealed cover. v) if it is received after the expiry of the due date and time. vi) if it is incomplete including non-furnishing of the required documents and/or evasive. 7.0 VALIDITY OF TENDERS Tenders should be valid for acceptance for a period of 90 (Ninety) days from the date of opening of the tender. Offers with lesser validity period would be rejected

3 8.0 PERFORMANCE SECURITY The successful tenderer will have to furnish a performance security to the tune of 15% of the order value for proper fulfillment of the contract in the form of a Bank Guarantee valid for a period of one year obtained from any scheduled bank. This Bank Guarantee shall be released after the expiry of the period of Warranty. 9.0 PURCHASE ORDER Purchase Order shall be issued only after submission of Performance Security (Bank Guarantee) and Signing of Agreement. SECTION II PART A TECHNICAL BID SPECIFICATION / APPROXIMATE QUANTITY / DETAILS OF WORK INVOLVED 1.0 Technical Specifications for Desktop Computers As per ANNEXURE-I (Technical Bid) 2.0 QUANTITY: Items Desktop Computers 25 Quantity Note: The company reserves the right to increase/decrease the quantity of goods specified in this tender document and also to issue multiple purchase orders to the L1 Bidder without any change in unit price offered by the L1 Bidder during the tender validity period. 3.0 DETAILS OF WORK INVOLVED (SCOPE OF WORK): 3.1 Definition of one Desktop Computer shall include the minimum of : o CPU o Monitor o Keyboard o Mouse with Mouse Pad o Power and connecting Cables 3.2 The PCs should be installed with Operating System- Windows 10 Pro. 3.3 Bidder shall install free of cost any applications/packages provided by the Company at the time of installation. 3.4 The driver, antivirus and other software installation shall also be done for complete functioning of hardware items as per requirement of the Company including data transfer, backup / restoration of backed up data if required due to any reason. 3.5 Scope also includes, without any extra cost, to resolve OS related issues during warranty period, including installation / re -installation of OS, Patches, bug fixes, (available from the original software vendor) for system software & firmware patches/bug fixes, if any, for hardware. 3.6 Successful bidder has to undertake BIOS upgrade wherever the requirement is felt during the warranty period. 3 P a g e

4 SECTION II 1.0 PRICE PART B (TERMS & CONDITIONS) The price shall be inclusive of Ex-factory price per unit, packing, forwarding, freight, license fees, octroi, transit insurance, if any, including delivery & testing charges. GST as applicable shall be paid as shown in the invoice. Invoices shall bear GSTIN of United India Insurance Co. Ltd - 36AAACU5552C1ZK There shall be no escalation in the prices once the prices are fixed and agreed to by the Company and the vendors. But, any benefit arising out of any subsequent reduction in the prices due to reduction in duty & taxes after the prices are fixed and before the delivery should be passed on to the Company. 2.0 DELIVERY AND INSTALLATION 2.1 The total approximate quantity of items as mentioned above shall be delivered at United India Insurance Company, Regional Office, Hyderabad. 2.2 The delivery time shall be a maximum of 3 Weeks from the date of purchase order. 2.3 In the event of delayed delivery i.e. delivery after the expiry of the delivery period as specified in para 2.2 herein above, the vendor shall be liable to pay a penalty at a 0.5 percentage for delay of each week on the order value of the hardware subject to a maximum of 5% (five percent) of the purchase order value. For the purpose of this clause, part of the week is considered as a full week. After 13 weeks of delay from the date of purchase order, the order shall stand cancelled. After the delivery is made, if it is discovered that the items supplied are not according to given specifications, such items would be rejected. 3.0 PAYMENT TERMS : 100% on delivery and testing of items and on production of proof of delivery and submission of GST invoice in duplicate.

5 UNITED INDIA INSURANCE CO. LTD REGIONAL OFFICE: UI TOWERS P.B.NO.1020, &818, BASHEERBAGH, HYDERABAD Phone: / , Fax: , rohyderabad@uiic.co.in 4.0 WARRANTY AND ON-SITE MAINTENANCE : The Vendor shall provide One Year comprehensive on-site warranty commencing from the date of supply as well as OEM support. The vendor shall have to certify by means of an undertaking that it shall be their responsibility to liason with OEM and honour the onsite warranty. Warranty should be confirmed on OEM s website. Bidder shall be fully responsible for the manufacturer's warranty in respect of proper design, quality and workmanship of equipment, accessories etc. covered by the offer. Bidder must warrant all equipment, accessories, spare parts, etc., against any manufacturing defects during the warranty period. During the warranty period Bidder shall maintain the equipment and repair/replace all the defective components in our office premises at no additional charge. During the warranty period, the company may relocate the Hardware for supply to any other location with the jurisdiction of UIIC Regional Office Hyderabad (Telangana State and Rayalseema region of Andhra Pradesh) and the vendor shall continue to render services at the new location. In case of relocation of Hardware, transportation and other incidental charges will be borne by the Company. 5.0 POST DELIVERY TESTS: The Supplier shall test the supplied Goods and check their conformity to the Contract specifications at Purchaser premises after delivery. If any inspected or tested Goods fail to conform to the Specifications, the Purchaser may reject the Goods, and the Supplier shall replace the rejected Goods, without any extra charge. 6.0 TERMINATION OF CONTRACT/ CANCELLATION OF ORDER: Without prejudice to any other provision contained within these Terms and Conditions or of any agreement the Company may terminate the Agreement by 30 days notice in writing in any of the following events: i. The vendor commits a material breach of the Agreement which is incapable of remedy; or. ii. The Vendor commits a material breach which is capable of remedy but which the Vendor fails to remedy within 30 days of written notice by the Company specifying the event of default and requiring its remedy. 8.0 Limitation of Liability: The limitation of liability under the scope of this tender is limited to the value of the relevant order. ---OOO--- 5 P a g e

6 TECHNICAL BID ANNEXURE I Sl No DESCRIPTION DETAILS COMPLIANCE (YES/NO) 1 PROCESSOR Intel Core i th Generation Processor or above 2 MEMORY 4GB DDR MHz or better 3 CHIPSET Compatible Chipset. 4 MOTHERBOARD Intel original OR OEM original mother board 5 HARD DRIVE 6 NETWORK 7 8 EXPANSION SLOTS DISPLAY/ MONITOR DISK 9 GRAPHICS HD Graphics [500GB-SATA III RPM HDD] or higher 10/100/1000 Mbps Network Card supporting IPv4 and IPv6. Minimum 2 nos. of PCI Express slot wide TFT/LED Monitor, minimum resolution of 1280 x 768 or better 10 KEYBOARD 104 Keys PS/2 or USB Keyboard. 11 MOUSE Two button optical scroll mouse. 12 PORTS OPERATING SYSTEM OS CERTIFICATION 15 COMPLIANCE 16 WARRANTY 2 nos. of USB 3.0 ports and 4 nos. of USB 2.0 ports, 1 no. of PS2/USB Keyboard Port, 1 no. of PS2/USB Mouse Port. Microsoft Windows 10 Pro 64-bit (English Version) latest Service Pack. Recovery media kit to be supplied. If Certification of Authenticity(COA) is not supplied by M/s Microsoft for Windows 10 Pro then Windows 10 Pro Product Keys should be embedded in the BIOS as (System Locked Pre-Installation) and the vendor has to submit unique product keys in their letter head. Further Certified for Microsoft Windows 10 Pro is mandatory. Energy Star 5/6 Compliant. / EPEAT certification. / ROHS(Restriction of Hazardous Substances) or U/L or FCC Compliant Minimum 1 Years On-Site Comprehensive Warranty Including OS Support like Recovery of OS after Crash. 17 ADDITIONAL Product brochure should be available in public domain / OEM website 6 P a g e

7 UNITED INDIA INSURANCE CO. LTD REGIONAL OFFICE: UI TOWERS P.B.NO.1020, &818, BASHEERBAGH, HYDERABAD Phone: / , Fax: , rohyderabad@uiic.co.in COMMERCIAL BID FORMAT <COMPANY LETTER HEAD> Annexure II ITEM DESCRIPTION QUANTITY UNIT PRICE IN INR DESKTOP COMPUTER 25 TOTAL PRICE IN INR (*EXCLUSIVE OF TAXES) * Taxes shall be paid as applicable. <SIGNATURE AND SEAL OF AUTHORIZED PERSON> 7 P a g e