Supply & Installation of 45 Computers [Business Class] with or without trading-in of the existing Computers. Bid Document- [DLC/2009/COM/01]

Transcription

1 Supply & Installation of 45 Computers [Business Class] with or without trading-in of the existing Computers Bid Document- [DLC/2009/COM/01] 1

2 Page No Procurement Notice...3 SECTION A Instructions to Bidders 1. General Instructions Formal Procedures The Bidding Documents Preparation of Bids Bidder's Ability to Execute Contract Submission Deadline for Submission of Bids Late Bids Modification and Withdrawal of Bids Opening of Bids Clarification of Bids Preliminary Examination Rejection of Offers Evaluation and comparison of Bids Contacting the Purchaser Purchaser's Rights Award of Contract Notification Of Award Contract and Surety...12 SECTION B Terms and Conditions 1. Obligation of the Seller Terms of Payment Warranty Delivery Applicable Law Force Majeure Right to increase the quantum of the contract order Non-Conformity with Specifications Subcontracting Patent Rights and Royalties Arbitration...15 SECTION C 1. Schedule of Requirement [SECTION C-01] Technical Specification & Eligibility Criteria [SECTION C-02] Technical Specification of the Trade-in Computers [SECTION C-03].. 20 SECTION D Specimen Form 1. Bid Form. [SECTION D-01] Price Schedule.[SECTION D-02] Contract [SECTION D-03] Bid Security Declaration Format [SECTION D-04] Bid Security Guarantee Format [SECTION D-05]

3 DISTANCE LEARNING CENTRE LTD. (State Owned Institution) PROCUREMENT NOTICE Supply and Installation of 45 numbers of [Business class] Computers with or without trading-in 45 existing computers The Chairman Procurement Committee of the DLC Ltd will receive sealed tenders up to 2.00 p.m on 2 nd April 2009 for the supply and installation of the above computers. Tenders received will be opened immediately after the closing of the Tender in the lobby of the Distance Learning Centre Ltd, [4 th Floor SLIDA Building ] No.28/10, Malalasekara Mawatha, Colombo 07. Tenderers or their authorized representatives are allowed to be present at the time of opening of tenders. Tenders should be sent by Registered Post in sealed covers addressed to the Chairman, Tender Board, Distance Learning Centre Ltd, [4 th Floor SLIDA Building] No.28/10, Malalasekara Mawatha, Colombo 07 or placed in the Tender Box kept in the Distance Learning Centre Ltd office at the reception counter. Tender documents will be issued to each Tenderer on payment of a non-refundable fee of Rs.3000/= for each option of the tender. Payments should be made in cash only, to the Financial & Administration Manager of the DLC Ltd. All bids accompanied by an unconditional on demand Bid Bond in the form of a Bank Guarantee in the prescribed form, must be delivered in accordance with the instruction to the Tenderers on or before 2.00 pm 2 nd April 2009 as mentioned above. The Distance Learning Centre Ltd. will not be responsible for any costs or expenses incurred by Tenderers in connection with the preparation or delivery of bids. Bidder s could inspect the computers to be trade in on 23 rd & 28 th March Tender documents can be purchased from 17 th March 2009 to 1 st April 2009 between 9.00 a.m and 4.30 p.m on working days from the reception counter of the Distance Learning Centre Ltd, on production of the official receipt for the Tender fee. For further details please visit or call Chairman, Procurement Committee Distance Learning Centre Ltd, 4 th Floor SLIDA Building No.28/10, Malalasekara Mawatha, Colombo 07. 3

4 1. GENERAL INSTRUCTIONS 1.1 SCOPE SECTION A INSTRUCTIONS TO BIDDERS The Chairman, Procurement Committee, Distance Learning Centre Ltd, No.28/10,[4 th Floor SLIDA Building ] Malalasekara Mawatha, Colombo 07 or his authorized agent (hereinafter referred to as the Purchaser) wishes to receive Bids for the supply, delivery, installation and commissioning of equipment described more fully in scope of work and specifications, maintenance of same and also provision of training and other services as required. All Bids are to be completed and returned to the purchaser in accordance with these "Instruction to Bidders". 1.2 ELIGIBLE BIDDERS The Invitation to Bids is open to all Principals who have registered business in Sri Lanka or have an accredited Local Agent who has registered business in Sri Lanka, who takes responsibility for the whole Bid. The local agent shall submit evidence of status, obligations, and power of Attorney, and documentary evidence that he is eligible to bid. Bids will be rejected where such documentary evidence is not provided. They also should have sufficient experience as stipulated in the SECTION C-02 of this document with regards to the product they offer and also in the computer business in general. They are also to offer products that had been available in the market in general and in the local market in particular for periods as stipulated in the SECTION C-02 of the document. 1.3 COST OF BIDDING The Bidder shall bear all costs associated with the preparation and delivery of the Bid, and the Purchaser shall in no case be responsible or liable for such costs. 1.4 ASSURANCE The successful Bidder shall give satisfactory assurance of his ability and intention to deliver the Goods and Services pursuant to the Contract, within the time set forth therein. 1.5 IMPACT OF VALUE ADDED TAX (VAT) If the Bidder has registered for the purpose of VAT, he/she should indicate the amount of VAT claimed separately in the bid documents, in addition to the net value of the tender, along with the VAT registration number. Declaration of VAT registration number is a mandatory requirement for determination of tenders and any tenderer who does not declare his/her VAT registration number will be liable for rejection of the tender. 4

5 1.5.2 If the Bidder has not registered for VAT, he/she should indicate the net value of the tender. Under this category, the bidder should attach a letter from the Commissioner of Inland Revenue Department, certifying that the Company has not been registered for VAT. 2. FORMAL PROCEDURE 2.1 Any foreign Bidder must have a Local Agent in Sri Lanka legalized by the Principal Vender, taking responsibility for the whole Bid. The Bid must contain the name and address of business and must be signed and sealed by the Bidder. 2.2 A complete Company Profile of the local bidder including, but not limited to, the following should be attached: Date of commencing business in Sri Lanka; Names of current Directors and Shareholders; Relationship to the Principals; Latest Annual Report and audited Accounts; List of clients who use similar systems; Number of staff supporting its computer operations in Sri Lanka, and their technical competence to implement, support and maintain the proposed system' Facilities available for maintenance and support and details of stocks of appropriate spares; and Past relevant information in the computer industry in Sri Lanka. 2.3 The Bidder shall submit an acceptable Bid security in the form of a Bid Bond, Bank Guarantee or a fixed deposit from a Bank operating in Sri Lanka or an Insurance Company who has registered under the Control of Insurance Act and is authorized to issue securities and guarantees in the lump sum amounts as mentioned bellow. Item Bid Security (RS) 45 Computers 50, The bid security must be valid for a minimum period of ninety (90) days from the date opening of the Bids, [2 nd April-2009 to 30 th June 2009] according to the format attached. Personal cheques will not be accepted for the purpose of the Bid Bond. The Bid Bond or the Bank Guarantee shall guarantee the execution of the formal contract within thirty (30) days of awarding. The Bid Securities of unsuccessful Bidders will be returned as promptly as possible upon award of contract. The Bid Security of the successful Bidder shall only be returned after the execution of the contract. The Bid Security may be forfeited - a. If a Bidder withdraws or modifies his bid during the period of Bid validity specified by the bidder. b. In the case of a successful bidder, if the bidder fails: i. to sign the Contract; ii. to agree to an adjusted bid price after the correction of arithmetical errors, pursuant to the criteria described in the bidding documents 5

6 3. THE BIDDING DOCUMENTS DLC/2009/COM/ INSPECTION OF BIDDING DOCUMENTS The Bidding Documents can be inspected free of charge at the following address on any working day from 9.00 am to 4.30 p.m. Distance Learning Centre Ltd. 4th Floor, SLIDA Building, No.28/10, Malalasekara Mawatha, Colombo CONTENTS OF THE BIDDING DOCUMENTS The goods and services required, bidding procedures and contract terms are prescribed in the Bidding Documents. In addition to the Invitation to Bids, the bidding documents include: i. Instructions to Bidders - SECTION -A ii. Terms and Conditions - SECTION B iii. Schedule of requirements - SECTION C-01 iv. Minimum Technical Specification - SECTION-C-02 v. Specification of the trade in computers - SECTION C-03 vi. Bid Form - SECTION D-01 vii. Price Schedule -SECTION -D-02 viii. Contract - SECTION-D-03 ix. Format for Bid-Securing Declaration - SECTION-D-04 x. Format for Bid Security Guarantee - SECTION-D-05 The bidder is expected to examine all instructions, forms, terms and specifications in the Bidding Documents. Failure to furnish all information required in the Bidding Document or submission of a bid not substantially responsive to the Bidding Documents in every respect on the date and time of closing bids will result in the rejection of the bid. 3.3 AMENDMENT OF BIDDING DOCUMENTS At any time prior to the deadline for submission of bids, the Purchaser may decide to modify or clarify any part of the Bid Document. Information pertaining to such modifications will be issued in the form of an Addendum and will become part of the bid. Copies of the Addendum will be sent to all those who have purchased the Bid Documents by registered post and will be binding on them. The Bidder shall enclose the signed Addendum along with the bid. 3.4 REQUEST FOR CLARIFICATIONS Any prospective bidder requiring any clarifications or further requirements of the Bidding Documents may notify the Purchaser in writing at the mailing address indicated in the Invitation for Bids. The Purchaser will respond in writing to any request for clarification or for information of the Bidding Documents, which it revives no later than fourteen (14) days seven (7) days prior to the deadline for submission of Bids prescribed by the Purchaser. Purchaser's response in writing, including an explanation of the query, will be sent to all prospective bidders who have purchased Bidding Documents. Oral Clarification, instructions, or modifications, will not be binding on the Purchaser. 6

7 3.5 LANGUAGE OF BID The bid prepared by the bidder and all correspondence and documents to the bid exchange by the bidder and the Purchaser shall be written in the English Language. The Bidder may furnish printed literature written in another language, provided to this literature is accompanied by an English translation, in which case for purpose of interpretation of the bid, the English translation shall govern. 4. PREPARATION OF BIDS 4.1 DOCUMENTS COMPRISING THE BID The Bid prepared by the Bidder shall comprise the following components; a) Bid Form and Price Schedules fully completed and signed; b) Documentary evidence to establish, in accordance with Section 1.2, that the bidder is eligible to bid; c) Documentary evidence to establish that the bidder is qualified to perform the contract if the bid is accepted; d) Documentary evidence to establish that the goods and services to be supplied by the bidder conform to the Bidding Documents; e) Bid Bond furnished in the prescribed format; f) Specimen maintenance contract; and g) Any Addendum to the Bid Document issued, duly signed. 4.2 BID FORM The Bidder shall complete the original and one copy of the Bid from and the appropriate Price Schedules furnished in the Bidding Documents. 4.3 BID PRICES The Bidder shall complete the appropriate Price Schedules included herein, state the Unit Prices and the Total Bid Price of the goods and services to be supplied under the Contract. All goods and services shall be separately itemized and quoted for. Trade in offer should be mentioned separately. Optional items offered should be price scheduled separately with the prices of options not being included in either the total price or in the total bid price. Any discounts offered should be clearly shown in the price schedule in the appropriate place. Letters offering discounts as annexures to the Bid documents will not be accepted. Prices shall be valid for ninety (90) days after the closing of the bids. Notwithstanding the above, the Purchaser must solicit the bidder's consent to an extension of the period of validity. The request and the response thereto shall be in writing. If the Bidder agrees to the request, the validity of the Bid Security submitted shall also be extended. 7

8 A bidder may refuse the request without forfeiting his Bid Security. A bidder granting the request will not be permitted to modify his Bid. Prices quoted in the Bid Form shall be entered in figures and repeated in words. If there is any discrepancy between the word and the figures, the prices quoted in words shall prevail. Bids with incomplete or erroneous schedules are liable for rejection. All alternations and erasures in the Bid shall be authenticated. 5. BIDDER'S ABILITY TO EXECUTE CONTRACT Bidders should ensure their capability in effecting shipments of the tendered items within the period stipulated for delivery in their quotations, before submitting the offers. This including securing of export licenses from the respective governments etc. The bidders who can foresee problems in executing orders once awarded due to trade restrictions enforced by the government and or other constraints, are advised not to Bid, 6. SUBMISSION SEALIND, MARKING AND SUBMISSION OF BIDS The bidder shall seal separately the original and copy in two envelops and mark them as "ORIGINAL" and "COPY". They should bear the word "Tender for Supply and Installation of 45 Business Computers with or without trade-in offer". These two should then be sealed in an outer envelope bearing the words "Tender for Supply and Installation of 45 Business Class Computers with or without trade-inoffer" on the left hand corner and should be addressed to: The Chairman Procurement Committee Distance Learning Center Ltd 4th Floor, SLIDA Building 28/10 Malalasekera Mawatha Colombo DEADLINE FOR SUBMISSION OF BIDS The bid must be received by the purchaser at the address above not later than at 2.00 p.m. on 2 nd April A sealed Tender Box will be available at the reception counter of the Distance Learning Centre Ltd, 4th Floor, SLIDA Building, 28/10 Malalasekara Mawatha Colombo 7 for placing such bids. 8. LATE BIDS Any bid received by the Tender board after the deadline prescribed for submission of bids by the Purchaser will be declared "LATE" and rejected. 8

9 9. MODIFICATION AND WITHDRAWAL OF BIDS The bidder may modify or withdraw his bid after the submission of the bid provided that written notice of the modification or withdrawal is received by Purchaser prior to the deadline prescribed for the submission of bids. The bidder's modification or withdraw notice shall be prepared, sealed, mark and dispatched in accordance with the provisions of Clause 6. A withdrawal notice may also be sent by fax but must be received by the Purchaser prior to deadline prescribed for the submission of the bids. Such withdrawal notice must be followed by signed confirmation copy. Bids so withdrawn will be returned unopened. No Bid shall be modified subsequent to the deadline for submission of Bids. No Bid shall be withdrawn in the interval between opening of the Bids and expiration of the period of validity on the Bid Form. 10. OPENING OF THE BIDS CEO, Distance Learning Centre or his representative will open bids, in the presence of bidders or their authorized representatives, immediately after the closing of Tenders at the following address: Lobby Distance Learning Centre Ltd, 4 th Floor,SLIDA Building 28/10 Malalasekera Mawatha Colombo 07 The bidders or their authorized representatives who are present shall sign a register evidencing their attendance. The bidder's name, price quoted in the bid form, presence or absence of Bid security and other details the purchaser may consider appropriate will be announced and recorded at the time of opening of the bids. 11. CLARIFICATION OF BIDS To assist in the examination, evaluation and comparison of bids, the Purchaser may at his discretion ask bidders for clarification of their bids. All correspondence shall be in writing, and no change in the price or substance of the bid shall be sought, offered, or permitted. 9

10 12. PRELIMINARY EXAMINATION DLC/2009/COM/01 The Technical Evaluation Committee (TEC) will examine the bids to determine whether they are completed in every respect pertaining to the requirements of the Tender. These include the submission of documentary evidence where necessary, whether any computational errors have been duly signed, and whether the Bids are generally in order. Bidders are cautioned to be extremely careful in computing price quoted. Price quoted should be accurate and exact. If there is a discrepancy between the amount in words and figures, the amount in words shall prevail. 13. REJECTION OF OFFERS A bid determined as not substantially responsive will be rejected and may not subsequently be made responsive by the bidder by correction of the nonconformity. A substantially responsive bid is one, which conforms to all terms and conditions of the bidding procedure without significant deviation as determined by the Technical Evaluation Committee. Bids will be rejected if they: i. Fail to conform to tender procedure outlined herein; ii. Fall short of required technical specification & eligibility criteria for bidders. iii. Contain errors and / or omissions; iv. Contain any part that is illegible; v. Contain unacceptable conditions stipulated by the bidder; 10

11 14. EVALUATION AND COMPARISON OF BIDS The objective of the evaluation procedure is to select Computers that meet the stated requirements in the most efficient and effective manner assessed over the expected life of the systems, offered by a bidder best qualified to satisfactorily perform a contract. The Bids previously determined to substantially responsive pursuant to Clause 12 will be evaluated and compared. To facilitate evaluation and comparison, the Purchaser will convert all bid prices, expressed in various currencies, to Sri Lanka rupees at the mean selling rate of exchange established by the Central Bank of Sri Lanka for similar transactions on the date of opening of the bids. The evaluation of the bid will be done taking into account the following: Capital and recurrent costs over a six year period of the Computers Trade in offer given for the existing Computers Delivery, installation and commissioning schedules; features, quality, and performance of the goods and services; Upgradeability; Conformity with specifications and standards; Support and maintenance facilities and service; Previous experience in executing a Contract with similar Specifications; The Bidder's financial, technical and production capabilities; The above characteristics and features are not in any particular order, nor are they necessarily exhaustive. The bidder shall provide the Purchaser with all the information deemed relevant by the bidder for the purpose of evaluation and also deemed necessary and appropriate by the Purchaser. All information provided by the bidder shall be documentary and presented in a concise and cogent manner and where appropriate, properly tabulated. The bidder shall provide documentary evidence that products similar to those offered have been satisfactory for at least three (3) year under conditions similar to that envisaged by the Purchaser. 15 CONTACTING THE PURCHASER Subject to Clause 11, no bidder shall contact the Purchaser on any matter relating to his bid from the time of bid opening to the time the Contract is awarded. Any effort by the bidder to influence the Purchaser on matter in respect of bid evaluation, bid comparison or Contract award will result in the rejection of the bidder's bid. 11

12 16 PURCHASER'S RIGHTS The Purchaser reserves the right to accept any bid or reject any bid, to waive any informality, minor deviation or omission, and to annul bidding process and reject all or any bid at any time prior to award of Contract, without thereby incurring any liability to the affected bidders or any obligation to inform the affected bidder or bidders of the grounds for the Purchaser's action. 17 AWARD OF CONTRACT The Purchaser will award the Contract to successful bidder, whose bid has been determined to be the most responsive bid, meeting the standard and capabilities in the stated requirements. 18 NOTIFICATION OF AWARD The Purchaser will notify the successful Bidder in writing by registered letter to the bidder's address given in the bid or to any other address notified in writing to the Chairman, Procurement Committee subsequently, that his bid has been accepted. The notification of award will constitute the information of Contract until a formal Contract is signed by both parties. On the receipt of notification of award, and before the signing of Contract, the successful bidder shall commence ordering equipment. 19 CONTRACT AND SURETY 19.1 The successful bidder will be required to execute the formal Contract incorporating all agreements between the parties to guarantee its proper and faithful execution. The Contract will be entered into with the least possible delay after the notification of award (letter of intent) 19.2 At any time up to the signing formal Contract, the Purchaser reserves the right to vary the quantities of items specified after necessary negotiations and amendment to the total bid price The successful bidder shall complete delivery and installation of the equipments within thirty (30) days of signing the agreement and will be required to pay to the Purchaser, liquidated damages for any delay as indicated in Section B under " Terms and Conditions"-(4). Delivery 12

13 1. OBLIGATION OF THE SELLER SECTION -B TERMS AND CONDITIONS 1.1 The goods and services supplied under the contract shall in all respects be affected to the entire satisfaction of the Distance Learning Centre Ltd and the decision of its authorized representative that any work, service or supply is essential for the due and successful execution of the Contract, shall be final and binding on the Seller. 1.2 The Seller shall be responsible for the safe custody of the hardware and system software until it is commissioned and handed over to the Distance Learning Centre Ltd. In the event of loss or damage, the Seller will replace the whole or part lost or damaged at no cost to the Distance Learning Centre Ltd. 1.3 The Seller shall comply with all by-laws and regulations of all statutory authorities in force and shall be responsible for payment of all fees, charges, penalties, etc., levied by such authorities for any purpose whatsoever, and shall indemnify the Distance Learning Centre Ltd against any claims arising out of his failure or neglect, observing or complying with such laws and regulations. 2. TERMS OF PAYMENT 2.1 Payments will be made in the following manner: i. 90% of the Contract amount will be released after receiving and installation of goods subjected to a verification of Technical Specification and three years of comprehensive warranty period. ii. The balance 10% will be released at the end of Three Month period from the date of successful installation of the equipment subject to the condition that the seller provides a satisfactory after sales service during that period The Purchaser reserves the right of carrying out test by an independent competent authority available in Sri Lanka and nominated by it, before payment is effected. The cost of obtaining test certificates should be borne by the firm or company whose tender has been signed (hereinafter called the Seller) such certificates shall not in any manner be deemed to be conclusive as against the Purchaser. 13

14 3. WARRANTY 3.1 The Seller warrants to the Purchaser that the goods including materials, software, hardware equipment and supplies and services supplied under the Contract will comply strictly with terms of Contract, shall be new, first class in all respects, and shall be free from defects. The Seller further warrants that the services to be carried out under this Contract will confirm to generally accept professional standards and engineering practices. 3.2 The Seller should provide a warranty period of thirty-six (36) months from the date of acceptance of the Computers which is referred to as the integrated set of hardware, system software, application software, and in-house developed software. 3.3 The Seller shall remedy, free of cost to the Purchaser, all defects in design, material, and workmanship, which they may develop under normal use and which have been called to the attention to the Seller prior to the expiry of the warranty period. 3.4 The Seller will be required to guarantee the availability of all spare parts and proper maintenance of the Computer for period of six (6) years from the date of acceptance of the bid. The Seller should have replacement parts available in Sri Lanka, and should have the capability to render prompt and efficient service and repairs to the Computer, the full details of which should be clearly stated in the specimen maintenance contract. 3.5 The Seller should have the facilities to undertake any technical faulty without directing the user to a third party 4. DELIVERY All equipment specified in the tender shall be installed and commissioned not later than thirty (30) days from the date of contract, subject to the conditions. Failure to deliver and commission within such time will, in addition to the other liabilities incurred under the contract, subject the bidder to deduction of one percent (1%) per day or part thereof of the quoted value of the items not commissioned, as liquidated damages. However, if it is proved to the satisfaction of the Distance Learning Centre Ltd that such delay in commissioning was unavoidable and outside the control of the Seller, then the Distance Learning Centre Ltd at its absolute discretion may waive the right to such liquidated damages. 5. APPLICABLE LAW The contract shall be governed by and interpreted in accordance with the laws of the Democratic Socialist Republic of Sri Lanka. 14

15 6. FORCE MAJEURE In the event that the Seller or any of his subcontractors or the Purchaser is delayed in the Contract, and such delay is caused by Force Majeure, including but not limited to war, civil insurrection, fires, floods, epidemics, earthquakes, quarantine restrictions, and freight embargoes, such delay may be excused and the period of such delay may be added to the time of performance of the obligation delayed. If a Force Majeure situation arises, the Seller shall promptly notify the Purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Seller shall continue to perform its obligations under the Contract as far as it is reasonably practicable, and shall seek all reasonable alternative means of performance, not prevented by the Force Majeure event. 7. RIGHT TO INCREASE THE QUANTUM OF THE ORDER The Purchaser reserves the right to increase up to 50% of any item/ items of the order within a reasonable period. 8. NON-CONFORMITY WITH SPECIFICATIONS Any item supplied which does not comply with specifications will be rejected and will be required to be replaced free of charge within two months of notification of such rejection. 9. SUBCONTRACTING. No part of the Contract may be assigned or sublet without the written authority of the Distance Learning Centre Ltd. Even if such written authority is given, the Seller shall be held responsible for the due performance of the part so assigned or sublet. 10. PATENT RIGHTS AND ROYALTIES The Contract will indemnify the Purchaser, its agencies and all of their employees against any claim that may at any time arise on account of Patent Rights and Royalties, whether from manufacturer or any other party on account of the goods and services supplied. 11. ARBITRATION Should any dispute arise that is not resolved within two (2) months, it shall be submitted to arbitration. Either party shall notify the other and request that the matter be referred to arbitration. Each party shall select an arbitrator, and the two arbitrators shall select a third. The dispute will then be settled under the rules of arbitration of the Ceylon Chamber of Commerce. 15

16 SECTION- C SECTION C- 01 Schedule of Requirements Line Item N o Description of Goods Quantity Final Destination Latest Delivery Date Delivery Date Bidder s offered Delivery date [to be provided by the bidder] 1 Computers 45 DLC 4th Floor, SLIDA 28/10, Malalasekara Mawatha, Colombo day s of award the contract 16

17 SECTION C- 02 Minimum Technical Specification & Eligibility Criteria For Bidders Name of Supplier : Address ; BID FOR SUPPLY,INSTALL AND MAINTAIN OF 45 Num s OF [BUSINESS CLASS] COMPUTERS Ite m No Component Minimum detail specification Bidder s Compliance Yes / No Make / Brand Model Processor 4. Cache Memory (should be mentioned by the bidder) (should be mentioned by the bidder) Intel Core 2 Duo (3.0 GHz) 4 MB L2 5. System Board Intel board with Intel chipset & integrated Video & sound support 6. 2 GB DDR2 SDRAM, Upgradeability should be RAM available up to 4GB. If No Comment/s on the offer Disk drives Video Memory 9. Monitor (Display unit) 10. Expansion Slots (a) HDD- 250 GB SATA Hard Disk [7200 RPM] (Make and Speed to be mentioned.) (b) 16X Max DVD+/- RW Drive with Dual Layer write capabilities 256 MB RAM 17 Wide Screen LCD [1440 x 900] Minimum of 03 Expansion slots. 02 PCI slots & 01 PCI Express slot. 11. Mouse and Keyboard USB 2 button optical scroll mouse & USB Windows XP compatible keyboard. 12. Interfaces 01 no: of RS 232C 9 pin serial port, 08 no: of 2.0 USB ports (2 on front panel-must). 02 PS/2 ports for mouse and Keyboard support 13. Network On board 10/100/1000 Mbps. Should support wake up connectivity on LAN standard 14. Sound -ports Stereo-line in, Speaker line out, Microphone in & head phone support both rear and front 17

18 15. Power Management 16. Operating System 17. Drivers 18. ISO Certificate (ISO 9001:2000) 19. O S Certification For quoted model 20. Bidder should have minimum 10 years experience of selling & servicing computers in the local market 21. Bidder should have 7 years of experience in marketing and servicing that particular brand offered years availability of the same brand in the local market 23. Minimum 7 years of manufacture authorization is available for the bidder Please confirm whether Energy Star Compliant Windows Vista business OEM License & able to downgrade to Windows XP Professional OEM driver package & utilities should be provide Should be Provided Should be Provided Documentary evidence Should be provided Documentary evidence Should be provided Documentary evidence Should be provided 18

19 24. Warranty Manufacturer s comprehensive warranty for minimum of three years for all the components of computer and monitor. All defective parts should be replaced with brand new parts during the warranty period Casing Manuals Maintenance proposal 28. Minimum resolution time of 3 hours is expected and an immediate replacement provision in case of longer breakdown is mandatory within the warranty period 29. All kind of repairs should be completed within 72 hours (three working days) after the warranty period ATX mini tower casing Manual for main board, monitor and all other peripherals including software manual for operating system. Maintenance proposal for three years after warranty period should be submitted with relevant charges (a detail proposal will be appreciated over a vague proposal and will be given credit in the evaluation) Indicate how this is to be met 30. Trade in offer for the available 45 Computers DELL Optiplex : 150 GL P MHz / 256 RAM / 20 GB HDD / 32 MB VGA / DVD Drive / NIC-10/100 - / 17 -CRT Flat Monitor / Win XP License [Details in page 20] 31. Brochures Original brochures of the computer and monitor should be supplied with the tender I certify that the above mentioned information is correct. Date:- Signature (Stamp of the Company) 19

20 SECTION C- 03 Specifications of the 45 Existing Computers which are to be trade in (Seller is advised to inspect the products and obtain a serial number list of the computers which are to be trade in and satisfy with it before making the offer) 01. Model DELL Optiplex : 150 GL 02. Processor Pentium 3 & 1000 MHz 03. RAM 256 MB 04. HDD 20 GB 05. VGA 32 MB Shared 06. Drives DVD drive & Floppy 07. USB 04 No 08. Sound Onboard sound 09. Network Onboard 10/100 Mb 10. OS: Win XP with OEM Licence 11. Monitor 17 CRT- Flat 12. Mouse & Key:B PS2 20

21 SECTION D BID FORM Chairman of the Procurement Committee Distance Learning Center Ltd 4th Floor, SLIDA Building 28/10 Malalasekera Mawatha Colombo 07 Tender for Supply and Installation of 45 Business Class Computers with or without trade-in-offer for existing computers I / We the undersigned, having read and fully acquainted myself / ourselves with the contents of the "Instructions to Bidders" and "Terms and Condition" pertaining to the above tender, along with the specifications mentioned, do hereby undertake to supply, install, and commission the goods referred to therein, in accordance with the aforesaid Instructions, Terms and Conditions, and the specifications for a total Bid price of Rs... The make up of the aforesaid total Bid price is given in the accompanying price Schedule. I / We confirm that this offer shall be open for acceptance until 2.00pm 2 nd April-2009 and that will not be withdrawn prior to that date. I / We attach hereto the following documents as part of my / our Bid: 1. Price Schedule 2. Documentary evidence to establish eligibility to bid 3. Documentary evidence to establish that goods offered from an eligible source and origin 4. Documentary evidence to establish that goods offered satisfy specifications 5. Statement relating to maintenance of the computers. 6. Bid Bond 7. Documentary evidence to establish qualifications for the performance of the Contract. 8. Other documents (Specify...) 21

22 I / We understand that you are not bound to accept the lowest tender and that you reserve the right to reject any or all tenders or accept any part of a Tender without assigning any reason thereto. My / Our bank reference is as follows: Signature of Tenderer :... Name of Tenderer :... Address : Web Site :... Telephone No :... Fax No :... Date :... Company Seal 22

23 SECTION D PRICE SCHEDULE Description of Goods Country of Quantity Origin Line Item N o Unit price with discounts VAT Other Total unit Price 8 = [ (5) + (6) + (7) ] Grand Total 9 = 4 x 8 1 Computers 2 Trade in offer Net total value of the contract being offered Existing computers Grand Total in words: Rupee (providing 45 computers)... Grand Total in words: Rupee (trade-in 45 existing computers)... Name and Address of Tenderer :... :... Signature :... Designation :... Company Seal : Web Site :... Telephone No :... Fax No :... Date :... 23

24 SECTION D CONTRACT Tender for the Supply and Installation of Computers and UPS CONTRACT This Contract is executed and delivered this... day of... of the year two thousand and seven BETWEEN Distance Learning Centre Ltd, 28/10 Malalasekera Mawatha, Colombo 07 (hereinafter called "the Purchaser") AND (hereinafter called "the Seller") The Purchaser and the Seller mutually agree as follows: 1. CONTRACT DOCUMENTS The following documents are attached to this contract and are incorporated in and made part of this Contract as though written out and forth herein: The Bid and Accompanying Data Instructions and Information for Bidders Terms and Conditions Specifications Any and all Addenda or modifications to the above. ACCEPTANCE OF BID AND AGREEMENT FOR SALE The Purchaser has accepted the Bid for the Seller to supply items and render services specified in accordance with, and subject to all of the terms and conditions of the Contract document MUTUAL OBLIGATIONS The Purchaser and the Seller mutually agree to perform, fulfil, abide by, and submit to any and all of the provisions and requirements and matters and things contained or expressed in or reasonably to be inferred from, the Contract document. NOTICE In notice called for by this Contract shall be in the form of registered letters, telegrams, cables, or faxes in the English language, and shall be effective only at the time of receipt thereof by the parties to whom they are addressed at the following addresses: 24

25 PURCHASER Distance Learning Centre Ltd, 28/10 Malalasekera Mawatha, Colombo 07 SELLER CONTERPARTS The Contract is executed in two identical counterparts, one of the Purchaser and one for the Seller. PURCHASER'S WITNESSES PURCHASER (DLC Ltd) 1. By... (Signature with rubber stamp) 2. SELLER'S WITNESSES SELLER 1. By... (Signature with rubber stamp) 2. 25

26 SECTION D -04 Format for Bid-Securing Declaration [If required the Bidder shall fill in this form in accordance with the instructions indicated in brackets] Date: [insert date e by bidder] Name of contract: Supply of 45 [Business: Class] Computers Contract Identification No: DLC/2009/COM/01 To: Distance Learning Centre Ltd We, the undersigned, declare that: 1. We understand that, according to instructions to bidders (hereinafter the ITB ), bids must be supported by a bid-securing declaration; 2. We accept that we shall be suspended from being eligible for contract award in any contract where bids have being invited by any of the Procuring Entity as defined in the Procurement Guidelines published by National Procurement Agency of Sri Lanka, for the period of time of three years starting on the latest date set f or closing of bids of this bid, if we: (a) withdraw our Bid during the period of bid validity period specified; or (b) do not accept the correction of errors in accordance with the Instructions to Bidders of the Bidding Document s; or (c) having been notified of the acceptance of our Bid by you, during the period of bid validity, (i) fail or refuse to execute the Contract Form, if required, or (ii) fail or refuse to furnish the per performance security, in accordance with the ITB. 3. We understand this bid securing shall expire if we are not the successful bidder, upon the earlier of (i) our receipt of a copy of your notification to the Bidder that the bidder was unsuccessful; or (ii) twenty-eight days after the expiration of our bid. 4. We understand that if we are a JV, the Bid Securing Declaration must be in the name of the JV that submits the bid. If the JV has not been legally constituted at the time of bidding, the Bid Securing Declaration shall be in the names of all future partners as named in the letter of intent. Signed [insert signature(s) of authorized representative] In the Capacity of [insert title] Name [insert printed or typed name] Duly authorized to sign the bid for and on behalf of [ insert authorizing entity] Dated on [insert day] day of [insert month], [insert year ] 26

27 SECTION D -05 Format for Bid Security Guarantee [this Bank Guarantee form shall be filled in accordance with the instructions indicated in brackets] [insert issuing agency s name, and address of issuing branch or office] Beneficiary: CEO, Distance Learning Centre Ltd, 28/10 Malalasekera Mawatha Colombo 07. Date: [insert (by issuing agency) date] BID GUARANTEE No.: [insert (by issuing agency) number] We have been informed that [insert (by issuing agency) name of the Bidder; if a joint venture, list complete legal names of partners] (hereinafter called "the Bidder") has submitted to you its bid dated [insert (by issuing agency) date](hereinafter called "the Bid") for the execution/supply [select appropriately] of [insert name of Contract] under Invitation for Bids No [insert IFB number] ( the IFB ). Furthermore, we understand that, according to your conditions, Bids must be supported by a Bid Guarantee. At the request of the Bidder, we [insert name of issuing agency] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [insert amount in figures] [insert amount in words]) upon receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is in breach of its obligation(s)under the bid conditions, because the Bidder: (a) has withdrawn its Bid during the period of bid validity specified; or (b) does not accept the correction of errors in accordance with the Instructions to Bidders (hereinafter the ITB ) of the IFB; or (c) having been notified of the acceptance of its Bid by the Employer/Purchaser during the period of bid validity, (i) fails or refuses to execute the Contract Form, if required, or (ii)fails or refuses to furnish the Performance Security, in accordance with the ITB. This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of copies of the Contract signed by the Bidder and of the Performance Security issued to you by the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) our receipt of a copy of your notification to the Bidder that the Bidder was unsuccessful, otherwise it will remain in force up to (insert date) Consequently, any demand for payment under this Guarantee must be received by us at the off ice on or before that date. [signature(s) of authorized representative(s) ] 27