Document No : 834 /IT/2016 TENDER DOCUMENT ON ANNUAL MAINTENANCE CONTRACT (AMC) FOR SERVERS/COMPUTERS/PRINTERS/UPS/LAPTOPS AT TTDC CORPORATE OFFICE AND UNITS TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED TOURISM COMPLEX, No.2, Wallajah Road, Chennai 600 002. Telephone(s) : 25367850 to 54 Fax.(044) 25381567/25382772 E-mail: ttdc@vsnl.com Website : http://www.tamilnadutourism.org
TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED, TOURISM COMPLEX, WALLAJAH ROAD, CHENNAI- 600 002 (Telephone No.25367852, 25367853, Fax(044) 25381567) E-Mail: ttdc@vsnl.com Website : http://www.tamilnadutourism.org TENDER NOTICE NO.834 /IT/2016, DATE: 19.7.2016 TENDER DOCUMENT ON ANNUAL MAINTENANCE CONTRACT (AMC) FOR SERVERS/ COMPUTERS/PRINTERS/UPS/LAPTOPS AT CORPORATE OFFICE OF TTDC AND ITS UNITS Sealed tenders are invited in the prescribed tender documents from reputed companies for Annual Maintenance Contract for Servers/Computers/Printers/Laptops/UPS in Tamilnadu Tourism Development Corporation Ltd. for a period of three years. Sl No. Particulars Quantity. Earnest Money Deposit in 1 2 3 4 5 6 Servers Computers Thinclients Printers Laptops UPS 3 139 12 51 5 23 Rs.5,000/- Sale of Tender Document : From the date of Advertisement to11.8.2016 On all working days between 10 A.M. to 5 P.M. Time & Date of Submission of Price bid : on 12.8.2016 upto 3.30 P.M Date of Opening of Price Bid : on 12.8.2016 at 4.00 P.M. Venue : Registered Office, TTDC Limited, Tamilnadu Tourism Complex, 3 rd Floor No.2 Wallajah Road, Chennai -2. Tender documents will be issued only against receipt of cash or Demand Draft drawn in favour of T.T.D.C.Ltd. Tender cost is not refundable. Tender documents can be downloaded from Govt. and TTDC website at free of cost. Any Postal delay or loss caused will not bind TTDC Ltd. The Tender submitted beyond the date/time fixed shall be summarily rejected. In the event of last date for submission/opening of tender falling on a holiday, the acceptance/opening of the tenders will be on the next working day at the same time and venue. The Managing Director, TTDC Ltd., reserves the right either to accept or reject any or all the Tenders and postpone the due date without assigning any reason therefore. All other details shall be obtained from the Manager (IT), TTDC Ltd., at Registered Office as mentioned above. You may also visit websites http://www.tamilnadutourism.org and http://www.tenders.tn.gov.in for tender details. MANAGING DIRECTOR
CONTENTS 1. INSTRUCTIONS AND CONDITIONS TO THE TENDERER 2. ELIGIBILITY CRITERIA (ANNEXURE-I) 3. TECHNICAL SPECIFICATION OF SERVERS, COMPUTERS, LAPTOPS, PRINTERS AND UPS (ANNEXURE-II) 4. PRICE BID (ANNEXURE III)
TAMILNADU TOURISM DEVELOPMENT CORPORATION LTD. TOURISM COMPLEX, 2, WALLAJAH ROAD,CHENNAI-2 NATURE OF WORK : INSTRUCTION TO TENDERER: TENDER DOCUMENT FOR ANNUAL MAINTENANCE CONTRACT (AMC) OF SERVERS/COMPUTERS/PRINTERS/UPS/ LAPTOPS AT TTDC CORPORATE OFFICE AND UNITS 1. Sealed tenders are invited from reputed manufacturer/companies/ organizations/firms or authorised dealer for Annual Maintenance Contract (AMC) of Servers/Computers/Printers/Ups/Laptops for Corporate office and it units by Tamilnadu Tourism Development Corporation Limited, Chennai-2 up to 3.30 PM on 12.8.2016 2. Tenders should be in the prescribed original tender document obtained from the above address and it should be in separate wax sealed covers superscribed as Price Bid for ANNUAL MAINTENANCE CONTRACT (AMC) OF SERVERS COMPUTERS/PRINTERS/UPS/LAPTOPS AT CORPORATE OFFICE OF TTDC AND IT UNITS to the Managing Director, Tamilnadu Tourism Development Corporation Limited, Chennai-2 by designation. Sealed tenders can be submitted in person or sent by post at the following address:- The Managing Director Tamilnadu Tourism Development Corporation Ltd. Tourism Complex, 3 rd Floor No.2, Wallajah Road, Chennai-2 The tenders not in the prescribed original tender document will be summarily rejected. 3. The price bids must be accompanied by Earnest Money deposit as Rs.5000/-(Rupees five thousand only) payable by crossed demand draft on any of the Nationalised Bank having its office at Chennai. The Demand Draft should be drawn in favour of Tamilnadu Tourism Development Corporation Limited. No other form of Earnest Money deposit will be accepted.
4. The eligibility criteria of the tenderer are at Annexure-II. Tenders received without Earnest Money Deposit will not be accepted and the same will be summarily rejected. 5. If tenderer failed to furnish the EMD as Rs.5000/- (Rupees five thousand only) at the submission of Price bid, their price bid will be summarily rejected at the time of opening the price bid. 6. The successful bidder shall be intimated on this selection for the award of contract. 7. The successful tenderer should furnish security deposit equivalent to 5% of the tender value either by D.D or by Bank Guarantee from a Nationalized Bank/Scheduled Bank valid for one year within one week from the date of receipt of letter from TTDC intimating the selection of the bidder for the award of contract. The successful tenderer shall also execute the agreement in the proforma prescribed by the TTDC along with the Bid security. 8. Earnest Money Deposit of the successful bidder shall be forfeited in the event of withdrawal of his bid, before the bid validity period or in the event of the failure of successful bidder to furnish the security deposit or to execute the agreement within the specified period. In addition to the forfeiture of Earnest Money Deposit, steps will be taken to blacklist the defaulter. 9. The tenderer (authorized signatory of the company) should sign at the bottom space of all the pages of tender document.
10. The rates tendered should be inclusive of transportation and insurance, if any that may be levied by the appropriate authorities. As per the Government guidelines issued as a sequel to the Transparency in Tenders Act, the Price bids will be evaluated reckoning all Duties, Insurance, Transportation etc. but local sales tax and service tax will be excluded. The format for quoting price bid is at Annexure III. 11. The Price Bid will be opened at the Registered Office of Tamilnadu Tourism Development Corporation Ltd., 3 rd Floor, Tourism Complex, No.2 Wallajah Road, Chennai-2 on 12.8.2016 at 4.00 P.M. in the presence of tenderers or their authorized representative who choose to be present at that time. 12. The Earnest Money Deposit of unsuccessful tenderers will be refunded after a decision taken on the tender. For the successful tenderer Earnest Money Deposit will be adjusted as security deposit. The amount deposited for security will not carry any interest. 13. The amount deposited as Earnest Money Deposit as required in Clause 3 above will not carry any interest. 14. The successful Tenderer will be intimated about the acceptance. Hence no enquiry in this regard need be made. 15. All columns in the tender schedule shall be duly, properly and exhaustively filled in ink. The rate shall be entered in words also underneath the figures. No alteration in the description of the schedule shall be permitted. All corrections should be authenticated under the full signature of the tenderer. In case of variations in the rate quoted in words and in figures, the rate quoted in words only will be taken into consideration.
16. The tender shall be valid for 120 days from the date of opening of price bid. The AMC Service should be done in the machine as per specification furnished in Annexure II. 17. The tenderer should quote the rate for AMC for each items specified in the Annexure II. The AMC is payable once in a half year in advance against invoices/bills to be preferred by the Tenderer. The tenderer should provide comprehensive annual maintenance for Servers/ Computers/Printers/ups/Laptops, which shall include preventive maintenance and corrective maintenance at the location specified by the TTDC. The maintenance shall also include replacement of all parts such as mother boards, circuit except consumable items. The equipment which is down should be restored in good working condition within 24 hours. 18. The AMC Provider should have a proper compliant call-registration procedure, follow-up etc and provide traceability of all complaints from registration to call clearance; The AMC Provider shall issue a customer service slip after every service visit, clearly indicating the time of call, time of attendance of the fault by the AMC Provider, nature of fault observed and whether cleared or not, if under further observation, then whether normal usage can be continued?, and details of subsequent visit after 2 days of observation, closure of call, clearance of fault and any other relevant information. 19. The AMC Provider should provide equivalent standby machine where clearance of a fault is likely to take beyond 2 days due to delays in sourcing of spares etc. and may affect the business of the office.
20. If any fault occurred in the spare parts of Machine except consumable items during the AMC period, the item should be replaced with better/higher in specification compared to the original part without charging any additional cost. 21. All consumable like print heads, knobs, Ribbon, plastic parts etc. are not covered under this AMC. Similarly for the SMF batteries of the UPS. 22. At the end of the AMC contract period, both the TTDC and AMC holder shall certify separately the computer systems/electronic device are in satisfactory working condition and that no faults or complaints are pending. 23. The AMC Provider shall submit a bank guarantee to the value of 40% of the total annual contract value, which shall be forfeited. if they are not able to provide fault clearance in time or if overall downtime of the computer systems exceeds 30 days in an annual contract. 50% of the bank guarantee amount (or 20% AMC value) will be forfeited if the downtime of a computer peripheral like printer/scanner/tape drive exceeds 30 days in an annual contract. For all mission critical systems, the penalty may be fixed higher based on the loss of the device in servicing the Govt. Business Process. The penalty Terms as follows: S.No. Type of Computer/Equipment Downtime penalty 1 Server Computers Rs. 1000/- per day after 2 days for every day/part thereof 2. All Client Computers (General use) Rs.100 per day 3. All Client Computer(public counter Rs.300 per day use) 4. Heavy duty Laser printer Rs.300 per day 5. All other printers Rs.100 per day 6. Parts of computer failures will be Same as computers treated as Computer failure 7. If Equivalent standby is given within NIL Penalty 2 days, Downtime is NIL 8. Downtime > 30 days for mission critical servers/computers/peripherals 50% of Bank Guarantee or higher
24. The tenderer shall be solely responsible for the payment of Sales Tax and other taxes, if any levied by the Government and other local bodies. TTDC will issue Form C against CST. 25. The sealed covers super scribing as AMC for Servers/Computers/Printers/UPS/Laptops for Corporate office of TTDC and its units should be submitted along with a covering letter in separate sealed cover. 26. Fixed Price Prices quoted by the bidder shall be fixed the Bidder s performance of the contract and not subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as nonresponsive and rejected. 27. In exceptional circumstances, the TTDC may solicit the bidders consent to an extension of the period of validity. The request and the responses thereto shall be made in writing or by mail. The bid security provided shall be suitably extended. A bidder may refuse the request without forfeiting its bid security. A bidder granting the request is not required or permitted to modify its bid. 28. Bids must be received by the TTDC at the address specified not later than the time and the date specified in the Invitation of Bids. In the event of the specified date for the submission of bids being declared a holiday for the TTDC, the bids will be received up to the appointed time on the next working day. 29. The TTDC may, at its discretion, extend the deadline for submission of bids by amending the bid documents. In which case all rights and
obligations of the TTDC and bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 30. During evaluation of bids, the TTDC may, at its discretion, ask the bidder for clarification of its bid. The request for clarification and the response shall be in writing. 31. The TTDC will scrutinise the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. Bids from representatives, without proper authorisation from the manufacturer shall be treated as non-responsive. 32. No bidder shall contact the TTDC on any matter relating to its bid, from the time of bid opening till the contract is awarded. 33. Any effort by a bidder to influence the TTDC in the TTDC s bid evaluation, bid comparison or contract award decisions may result in rejection of the bidders bid. 34. The TTDC reserves the right at the time of award of contract to increase or decrease the quantity of items originally specified in the schedule of requirements without any change in unit price or other terms and conditions. 35. The notification of award will constitute the formation of the contract. 36. The tenders submitted beyond the date and time fixed shall be summarily rejected.
37. Any postal delay or loss in transit will not bind TTDC ltd. 38. The Managing Director, Tamilnadu Tourism Development Corporation Ltd., reserves the right either to accept or reject any or all the tenders at any time prior to award of contract. 39. Evaluation of tenders would be in accordance with the provisions of Tamilnadu Transparency in Tenders Act 1998. 40. Disputes if any arises, the Arbitrator will be appointed by mutual consent of both the parties and the arbitration proceedings will be as per Arbitration Act. The Jurisdiction will be at Chennai. Other terms and conditions: 1. The AMC Service should be provided at respective location. 2. Preventive maintenance should be done in the equipment once in a quarter without the user intimating you. In case there is a repair call during day quarter, preventive maintenance will be combined with repair call in all the places. 3. The payment will be made on quarterly basis (3 months) 4. The AMC contract is valid for three years, subject to renewal of every year. 5. The rate for AMC should be quoted for each item individually. SIGNATURE OF THE TENDERER. DATE: MANAGING DIRECTOR TTDC LTD., CHENNAI
Annexure-I TAMILNADU TOURISM DEVELOPMENT CORPORATION LIMITED, CHENNAI Eligibility Criteria for the Tenderer 1. The organization should be an ISO 9000 (documentary proof to be attached) 2. The Bidder should have an average annual Turnover of Rs.100 lakhs during the last 3 previous years viz. 2012-13, 2013-14, 2014-15 (copy of audited annual reports to be enclosed) 3. The organization should have minimum 5 years experience in the field of servicing computers, laptops and printers. (Documentary proof should be enclosed) 4. Authorised dealers of the computer manufacturer are eligible to participate in the tender provided they should furnish the manufacturer s authorization service for computers, laptops etc. 5. The organization should have service centre facilities with a minimum of 10 technical professionals in Chennai city. Certificate from Bidder HR Department for number of Technically qualified professionals employed by the company (documentary proof) 6. The details of service centre facilities available in the Chennai and Tamilnadu should be mentioned. 7. No. of service engineers experienced in the specified field of Servers/Computers/Printers/UPS/laptop (Category wise) to be furnished. DATED, SIGNATURE OF THE TENDERER MANAGING DIRECTOR TTDC LTD., CHENNAI