NATIONAL INSTITUTE OF SCIENCE

COMMUNICATION & INFORMATION RESOURCES & INFORMATION RESOURCES

(NISCAIR)

Bid Document For

AMC of Various Systems (Computers, Printers and Scanners)

(i) Last Date of Collecting Tenders -

(ii) Last Date for Submission of Bids: - 02/03/2009 Time: 02.55 PM (iii) Date of Opening of Technical Bid: - 02/03/2009

Time: 15:00 Hours

Cost of Bid Document :

National Institute of Science Communication and Information Resources Dr. K S Krishnan Marg (Near Pusa Gate), New Delhi- 110 012

Bid Document No............................................ Date of Issue .................................................. Name of the Firm: .............................................................……………………… .............................................................................................… ................................................................................................. .................................................................................................

Important Notice An incomplete offer and/or late bid is liable to be ignored. To aid the Bidders in submitting complete offers, a checklist is included in the bid document (Annexure - 0). The bidders must fill this and submit along with their offer in their own interest.

CONTENTS

SECTION - I Invitation for the Bids ... 4 SECTION - II Technical Specifications ...5 SECTION - III Instructions to Bidders ...9

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SECTION - IV General Terms and Conditions of Contract ...15 SECTION - V Annexure/Formats for Bid Submission ...18

SECTION – I

INVITATION FOR THE BIDS

1.1 Sealed bids in two parts, i.e. Technical Bid and Financial Bid, kept in two

separate covers, valid for 90 days, are invited for the AMC of various Systems (Computers, Printers and Scanners).

1.2 The bidder may inspect the sites in order to make estimates about the nature and

cost of work required to be done. Contact person:

Dr. Rajiv Gupta or Mr. C.B.Singh at Pusa Office and Mr. Mukesh Pund at Satsang Vihar Marg Office

1.3 The bids complete in all respects addressed to the Director, NISCAIR should

reach at the following address latest by 02.55PM ON 02/03/2009

NISCAIR BOOK SHOP National Institute of Science Communication & Information Resources Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012 Phones: 25843182, 25846301-07; Extn. 314 E-mail: ravinder@niscair.res.in spo@niscair.res.in

1.4 The Technical Bid will be opened the same day at 15.00 hours in the presence of

bidders who choose to be present at the NISCAIR Conference Hall.

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SECTION – II

TECHNICAL SPECIFICATIONS

2.1 Introduction

The National Institute of Science Communication & Information Resources (NISCAIR) is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D Programmes being under taken at NISCAIR are geared towards meeting the information needs of the different segments of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in Science Communication & Information Resources, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books, reports, etc.

NISCAIR is located in Pusa Campus (near Pusa Gate), Dr. K S Krishnan Marg, New Delhi 110012 and 14 Satsang Vihar Marg, New Delhi 110 67.

2.2 Scope of work including technical specifications and numbers of various systems

To provide trouble-free AMC services as per terms and conditions in the tender document to our satisfaction for the systems given in the table below. The scope of AMC includes following:

1) The AMC would be comprehensive AMC, i.e., including cost of new / original spares for proper functioning of all systems and sub-systems. If any part gives repeated problems, i.e., 2 repairs in a minimum period of two-month time, then the contractor/ vendor must replace it immediately with an original one. 2) Comprehensive AMC to include Hard Disk, Printer Heads, Fuser assembly, roller drums, data cable and all plastic parts except toner cartridges under the AMC.

3) Preventive maintenance should be done for all the equipments (computers, printers, scanners etc) once in a six months. This includes cleaning and dust removal.

4) Systems will have to be set functional within 24 hours failing which the firm has to arrange for alternate (Standby) system.

5) In case standby is not provided, and the item is not usable beyond the stipulated maximum down time of 48 hours, the Bidder will be required to arrange for an immediate replacement of the same till it is repaired. Failure to arrange for the immediate repair/replacement will be liable for a penalty of Rs 200/- (Rupees two hundred only) per day per equipment. The amount of penalty will be recovered from the Bank Guarantee/ Bills during the annual maintenance period.

6) In case of computers, the A.M.C. includes the Hard Disk, Mother Boards,1.2 MB Floppy Drive, 1.44 MB Floppy Drive, CD-ROM /Combo Drive /DVD Writer drive, Power Supply, Controller Cards, Display Cards, Monitor, Processor-INTEL, and ICs. In case of Printers/Scanners all the parts along with data cable, printer head, fuser assembly, rubber rollers etc. must be included in AMC except printer cartridge.

7) In case boot sector failure of HDD, responsibility of transferring data will be of company.

8) All parts to be replaced by the vendor must be of the same make. In case it is not possible, the same must be of better or equivalent quality. The vendor may retain the defective parts. In the service report, the details regarding the part number and serial number (if any) must be brought out clearly.

9) The resident engineers are required at both locations i.e. S.V.Marg and PUSA campus of NISCAIR from 9.00 am to 5.30 pm on all working days. The resident engineers must have one-year experience of similar work in the company.

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We are in process of replacement of old Pentium-I,II,III Computers with new Pentium-IV Computers. Whenever new systems are purchased, the old systems replaced/declared obsolete may not be covered under AMC, Therefore the payment of AMC will be done upto the period before replacement by new systems only.

Detailed list of Computers/Printers/Scanners with Specifications and Quantity**

Computers

S.No Computer

Type Specifications Quantity **

1. HCL Infinity Pro PIV

1.7 GHz; 40 GB HDD; 264 MB RAM; 17" Color Monitor 9

2. DTK P III 20 GB HDD 128MB RAM, CD-ROM Drive, 15” Color Monitor

30

3. Wipro Pentium III

1.2 GHz, 64 MB RAM, 20 GB IDE HDD, 15” Colour Monitor, CD-Drive & LAN card

12

4. HP Workstation xw 4200

PIV, 3.60 GHz, RAM 512 MB, 80 GB HDD, 15” Monitor 4

5. Shiva P I P-I, 100 Mhz., 32 MB RAM, 4 GB HDD, 15 “ Monitor 1

6. HCL Busy Bee P-III 2000

450 MHz, 64 MB Ram, 8.5 GB HDD SCSI

1

7. Acer Altos 330 P-III

PIII, 501 MHz, 256 MB RAM, 8GBSCSI HDD, Color Monitor 1

8. HP Compaq dx -6100MT

PIV 2.80 GHz, RAM 256 MB, 40 GB HDD, 15” Monitor 1

Total 59

Printers

DeskJet Printers Quantity **

1. HP Deskjet 840 C 14 2. HP DeskJet 600 4

TOTAL = 18 Laser Printers 1. Xerox Work Centre 1 2. HP LaserJet 1505n 9 3. HP LaserJet 4000 TN 4 4. HP LaserJet 1000 6 5. HP LaserJet 1300 1 6. HP LaserJet 3005/d/dn 14 7. HP LaserJet 4100 dtn 3 8. HP LaserJet 5/5M/5P 31 9. HP LaserJet 1200 14 10. HP LaserJet 4650 1 11. HP LaserJet 2200D 1 12. HP LaserJet 2100M 3 13. HP LaserJet 1320 7 14. HP LaserJet 4350 dn/dtn/tn 3 15. HP LaserJet 4M/4M Plus 4 16. HP LaserJet 3550 7 17. HP LaserJet 6L 2 18. HP LaserJet 8000 1

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19. HP LaserJet 2000 D 1 20. HP LaserJet 2420 DN 1

TOTAL = 114 Scanners 1 HP ScanJet 5590 6 2 HP ScanJet 7450 C 2 3 HP ScanJet C6270 2 4 HP ScanJet 3970 3 5 HP ScanJet C7716A 1 6 HP ScanJet 7400C 2 7 HP ScanJet 6100 C 1 8 HP ScanJet 3920 1

TOTAL=18

Dot-matrix Printers Quantity ** 1 Wipro LQ 1050/Wipro 330+dx/Epson LQ2170 4

Total 4 ** The number of items may vary

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SECTION - III

INSTRUCTIONS TO BIDDERS 3.1 Eligible Bidders This invitation for bids is open to all bidders from India only. 3.2 Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of its bid. NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process. 3.3 The Bidding Documents (i) The goods and services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include:

(i) Instructions to bidders (ii) Schedule of requirements (iii) Technical specifications (iv) General conditions of contract (v) Bid form and price schedule (vi) Contract form, etc.

(ii) The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid. 3.4 Preparation of Bids (i) Technical and Financial Bids The bids are to be submitted in the following two parts in separate sealed envelopes:

(i) Technical Bid (ii) Financial Bid

(ii) Technical Bid The Technical bid prepared by the bidder shall be provided in the following Technical Model Response Outline:

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PRE-QUALIFICATION CRITERION

1. The firm should have experience of successful handling of AMC of at least 50 PCs,

in at least two organizations during last three years satisfactorily. (Submit copy of work order)

2. The firm should be registered with sales tax department and should submit

documentary proof in this regard.

3. The Earnest Money Deposit (EMD) of an amount of Rs 3,000/- by way of a Demand Draft in favour of The Director, NISCAIR, New Delhi-110 012 issued by a Scheduled Bank, should accompany the Tender. Tenders received without Earnest Money will not be considered.

4. Details regarding the Profile of Minimum 5 number of qualified Service & Support Engineers in National Capital Region associated with the bidder’s organization(s).

5. Ability of the firm to supply during the interim period equivalent specification

functional equipment (Submit list of Pentium IV, Pentium III computers, Printers, Scanners which functions as company standby as evidence)

6. Preventive services should be carried out minimum once in 6 months using equipment like vacuum cleaner.

(iii) Financial Bid

i The financial bid shall indicate the Unit prices (wherever applicable) and the total bid prices for the systems.

ii Prices quoted by the bidder shall be fixed during the bidders performance of the contract and not subject to variation on any account. A bid submitted with an adjustable price, quotation will be treated as non-responsive and will be rejected.

iii All prices and other information like discount, etc. having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price/information quoted in words and figures, the price/information quoted in words will be treated as final.

(iv) Earnest Money Deposit (EMD)

(a) The bidders shall have to deposit an amount of Rs. 3000/- as EMD. (b) Any bid without EMD in accordance with Clause 3.4.(iv) (a) above will be rejected by NISCAIR as non-responsive. (c) Unsuccessful Bidder’s EMD will be returned as promptly as possible but not later than 30 days after the expiry of the period of bid validity prescribed by the purchaser. (d) The Successful Bidder’s EMD will be returned when the bidder furnishes the Performance Security, pursuant to Clause 3.7.5. 1) The EMD may be forfeited:

(i) If bidder withdraws its bid during the period of bid validity specified by NISCAIR on the bid form; or

(ii) In case of a Successful Bidder, if the Bidder fails: (1) to sign the contract in accordance with clause 3.7.4 (ii) to furnish the performance security in accordance with clause 3.7.5 3.5 Submission of Bids 3.5.1 Sealing and Marking of Bids

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(i) The bids shall be submitted in two separate sealed covers, which shall be marked as “Technical Bid” and “Financial Bid”.

(ii) The outer envelope containing EMD, Technical Bid and Financial Bid shall be addressed to The Director, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg, New Delhi 110 012.

(iii) The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.

(iv) Telex, cable or facsimile bids will be rejected.

3.5.2 Deadline for Submission of Bids

(i) Bids must be received by NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the specified time on the next working day.

(ii) The Director, NISCAIR, may, at his discretion, extend this deadline for

solution of bids by amending the bid documents, in which case all rights and obligations of NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

3.5.3 Late Bids Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and returned unopened to the bidder. 3.6 Bid Opening and Evaluation 3.6.1 Opening of Technical Bids NISCAIR will open all technical bids in the first instance in the presence of bidders’ representatives, who choose to attend, at the time on the date and at the place specified in Section-I. The bidders’ representatives present there shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for NISCAIR, the bids shall be opened at the specified time and location on the next working day. 3.6.2 Clarification of Bids

(i) During evaluation of the bids, NISCAIR may, at its discretion, ask the Bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.

(ii) NISCAIR at its discretion may call the bidders for Presentation/Demonstration and may decide to visit the bidders’ premises for onsite assessment of facilities and capabilities.

(iii) No Bidder shall contact NISCAIR on any matter relating to its bid from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of NISCAIR, it should be done in writing.

(iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation,

bid comparison or contract award decisions may result in rejection of the Bidder’s bid.

3.6.3 Evaluation of Technical Bid

(i) Prior to the detailed technical evaluation pursuant to Clause 3.4.(ii), NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one which conforms to all the terms and conditions of the Bidding Document without material deviations.

(ii) A bid determined as not substantially responsive will be rejected by

NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity.

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(iii) The Technical Bid evaluation will be done on the basis of bidder’s response to “Technical Model Response Outline” furnished in Section 3.4.(ii).

3.6.4 The bidders short listed by NISCAIR based on evaluation of their technical bids

may be called, if needed, for detailed discussion with a team selected by NISCAIR for the purpose, at a specified date, time and venue.

3.6.5 Opening of Financial Bids

(i) NISCAIR will open the Financial Bids of only those bidders who have been found to be technically qualified to undertake the job, pursuant to Clause 3.6.3.

(ii) The Financial Bids of the technically qualified bidders shall be opened in

the presence of their representatives, who choose to be present, on specified date, time and venue.

3.6.6 Evaluation and Comparison of Bids

(i) Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Vendor does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause 4.6. Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR.

3.7 Award of Contract 3.7.1 Award Criteria Subject to Clause 3.7.4, NISCAIR will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 3.7.2 NISCAIR’s Right to Accept any Bid and to Reject any or all Bids Director, NISCAIR reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for NISCAIR’s action. 3.7.3 Notification of award

(i) Prior to the expiry of the period of bid validity, NISCAIR will notify the successful Bidder in writing by registered letter or by fax to be confirmed in writing by registered or hand delivered letter, that its bid has been accepted.

(ii) The notification of Award will constitute the formation of the Contract.

3.7.4 Signing of Contract

(i) At the same time as NISCAIR notifies the successful Bidder that its bid has been accepted, NISCAIR will send the Bidder the Contract Agreement incorporating all agreements between the parties.

(ii) Within three (3) days of receipt of the Contract Form, the successful Bidder

shall sign with date the Contract and return it to NISCAIR.

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3.7.5 Performance Security

(i) The Vendor should furnish performance security to NISCAIR for an amount of 10% of the contract price in accordance with the conditions of contract (Clause 4.4), in the Guarantee Bond prescribed by NISCAIR (Annexure-II) or another form acceptable to NISCAIR. The payment will be released subject to the production of this document.

(ii) Failure of the successful Bidder to comply with the requirement of Clause 3.7.4 or Clause 3.7.5(i) shall constitute sufficient grounds for the annulment of the award in which event NISCAIR may make the award to the next evaluated bidder or call for new bids.

3.7.6 Corrupt or Fraudulent Practices

i Vendors shall observe the highest standard of ethics during the procurement and execution of the contract.

ii NISCAIR will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

iii NISCAIR will declare a firm ineligible, either indefinitely or for the stated period of time, for the award of a contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid or in executing the contract.

3.7.7 Miscellaneous

i It will be imperative on each bidder to fully acquaint itself of all the local conditions and factors which would have effect on the performance of the work and its cost.

ii During the validity of this bid or during the extended period, if the bidder provides the same or equivalent services to any other Department/Organisation in India at a price lower than the price fixed for NISCAIR, the bidder shall automatically pass on the benefits to NISCAIR.

3.8 Factors Affecting the Award of Contract

i Conformity with the Request for Quotation required and conditions. ii. The assessment based on the response to Technical Model Response

Outline. iii The assessment of the capability of the bidder to meet the terms and

conditions. iv NISCAIR reserves the right to accept or reject any bid at any time without

assigning any reason. v The company should have an in-house facility of its own. vi The company shall provide a service engineer at NISCAIR at both location at

all times at its own cost.

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SECTION - IV

GENERAL TERMS AND CONDITIONS OF CONTRACT 4.1 Definitions and Interpretations In this contract, the following terms shall be interpreted as indicated: (i) “The Contract” means the agreement entered into between NISCAIR and the Vendor as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein; (ii) “The Contract Price” means the price payable to the Vendor under the Contract for the full and proper performance of its contractual obligations; (iii) “NISCAIR” means the organisation intending to get AMC services. It means and includes an officer who is authorised on behalf of the Director, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg (Near Pusa Gate), New Delhi 110012. (iv) “The Vendor/Bidder/Tenderer” means the firm providing AMC services under this Contract; (v) “The Site” means the NISCAIR Campus; and (vi) “Day” means calendar day. 4.2 General Terms & Conditions of the Contract 1) The firm should be registered with sales tax department and should submit

documentary proof in this regard. 2) The AMC would be comprehensive AMC, i.e., including cost of new / original spares

for proper functioning of all systems and sub-systems. If any part gives repeated problems, i.e., 2 repairs in a minimum period of two-month time, then the contractor/ vendor must replace it immediately with an original one.

3) Comprehensive AMC to include for Printers the Printer Heads, Fuser assembly, roller drums, paper rollers and all plastic parts except toner cartridges and for Computers the Hard Disks, BIOS battery, Power Switches and data cables under the AMC.

4) The contractor shall not subcontract the hardware maintenance job to outside agency without prior approval.

5) The Earnest Money Deposit (EMD) of an amount of Rs 3000/- by way of a Demand Draft in favour of The Director, NISCAIR, New Delhi-110 012 issued by a Scheduled Bank, should accompany the Tender. Tenders received without Earnest Money will not be considered.

6) Preventive maintenance should be done for all the equipments (computers, printers, scanners etc) once in six months. This includes cleaning and dust removal outside and inside the cabinet using equipment like vacuum cleaners.

7) The number of PCs / peripherals under the AMC mentioned in the list can be increased or decreased at the discretion of the Director. The quarterly payment shall be made for actual number of hardware under contract. The item-wise rate given in the AMC will be applied to the peripheral added during the period of contract.

8) Bidders are to enclose a pre-receipt towards the receipt of their earnest money so that the same may be returned to unsuccessful Bidders.

9) Earnest Money is liable to be forfeited if the Bidders selected for the work fails to confirm the acceptance of the order within seven days from the date of intimation to that effect or fails to start the work from the date of commencement given in the work order.

10) The Earnest Money can be adjusted against the Performance Security Deposit to be furnished by the successful Bidder.

11) Bidder incorporating additional conditions is liable to be rejected. 12) The Performance Security Deposit would be refunded after the completion of AMC

period and no interest would be paid. 13) The break down maintenance: Systems will have to be set functional within 24 hours

failing which the firm has to arrange for alternate (Standby) system. 14) In case standby is not provided, as required under Clause (13) above, and the item

is not usable beyond the stipulated maximum down time of 48 hours, the Bidder will be required to arrange for an immediate replacement of the same till it is repaired. Failure to arrange for the immediate repair/replacement will be liable for a penalty of Rs 200/- (Rupees two hundred only) per day per equipment. The amount of penalty will be recovered from the Bank Guarantee/ Bills during the annual maintenance period.

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15) On completion of the AMC period, if NISCAIR decides, the Annual Maintenance Contract (AMC) may be extended up to the next 6 months at the discretion of NISCAIR.

16) If at any stage, the service of the firm, to whom the contract is awarded, is found not satisfactory, the Director, NISCAIR, reserves the right to terminate the contract with IMMEDIATE effect without assigning any reason.

17) In case of computers, the A.M.C. includes the Hard Disk, Mother Boards, 1.44 MB Floppy Drive, CD-ROM/Combo drive/DVD Writer, Power Supply, Controller Cards, Display Cards, Monitor, Processor-INTEL, and ICs. In case of Printers/Scanners all the parts along with data cable, printer head, etc. must be included in AMC except printer cartridge.

18) In case boot sector failure of HDD, responsibility of transferring data will be of company.

19) All parts to be replaced by the vendor must be of the same make. In case it is not possible, the same must be of better or equivalent quality. The vendor may retain the defective parts. In the service report, the details regarding the part number and serial number (if any) must be brought out clearly.

20) The quality of services will be reviewed after every 3 months. 21) The resident engineers each at both locations i.e. S.V.Marg and PUSA campus of

NISCAIR are required from 9.00 am to 5.30 pm on all working days. The resident engineers must have one-year experience of similar work in the company.

4.3 Acceptance Certificate The Vendor will test all the systems offered to him by NISCAIR for AMC and give his acceptance within 15 days (maximum) to provide services under AMC based on their proper functioning. 4.4 Performance Security (i) The Vendor should furnish performance security to NISCAIR for an amount of

10% of the contract value, valid up to 12 months from the date of implementation of AMC Contract.

(ii) The proceeds of the performance security shall be payable to NISCAIR as compensation resulting from the Vendor’s failures to complete its obligation under the contract. iii) The performance security shall be in one of the following forms:

(a) A Bank guarantee from a scheduled bank in a form provided by NISCAIR (Annexure - II) or another form acceptable to NISCAIR.

(b) A Bankers Cheque or Demand Draft. a. Other Conditions 4.5.1 Nodal Group A nodal group of NISCAIR employees will be formed to coordinate the AMC services to be provided under the AMC. 4.5.2 The possibility of providing a resident engineer at NISCAIR by the vendor will

be evaluated. 4.6 Payment Conditions 4.6.1 Payment will be made on quarterly basis. However a proportionate payment will be made in respect of the systems which are withdrawn from the AMC for the reasons of their replacement with new systems. 4.6.2 Payment of each quarter will be made after rendering satisfactory AMC services.

Income Tax will be deducted at source as per applicable rates as Per Govt. of India rule S.194C of I.T. Act.

4.7 Arbitration of Disputes All disputes/differences and questions, which may at any time arise between the parties here, shall be referred to the sole arbitration of the Director General, Council of Scientific & Industrial Research, New Delhi

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SECTION –V

ANNEXURES/ FORMATS FOR BID SUBMISSION

Annexure - 0

Checklist for Bid Submission

The following check-list must be filled in and submitted with the bid document: Whether EMD Demand Draft enclosed? Yes/No

Technical Bid: 1. Has the bid document been issued to you? Yes/No

2. Have you attached the bid form shown in Annexure-I Yes/No

3. Have you attached a copy of the last audited balance sheet of your firm Yes/No

4. Have you attached the details of the income tax registration and latest income tax clearance certificate?

Yes/No

5. Have you provided details of your maintenance infrastructure facilities including addresses of the service centers in the format specified in Annexure-III?

Yes/No

6. Have you attached the technical details of the services being offered as a part of this bid document?

Yes/No

7. Have you attached the copies of relevant work orders executed during the last three years?

Yes/No

Financial Bid: 8. Have you attached the bid form in the format shown in Annexure-IV? Yes/No

9. Have you attached the price schedule for the services offered in the format specified in Annexure -V?

Yes/No

10. Have you attached the statement of deviations from the Financial terms and conditions in the format specified in Annexure-VI?

Yes/No

Please arrange your bid document for each part as given below: EMD Demand draft; below that TECHNICAL BID:

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1. Bid Form (Annexure –I); below that 2. Copy of the last audited balance sheet of the company; below that 3. Income tax registration details and latest income tax clearance certificate; below that 4. Technical details of the services offered; below that 5. Details of service centres at New Delhi (Annexure-III); below that 6. Copies of relevant work orders FINANCIAL BID: 1. Bid Form (Annexure -IV); below that 2. Estimated quantity and Financial Bid Analysis (Annexure -V); below that 3. Statement of deviations from Financial terms and conditions (Annexure -VI); below that

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ANNEXURE –I

BID FORM (Technical Bid)

(To be submitted on the firm’s letter head and signed by an authorised person) To The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi 110 012 Ref: Bid document No. dated----------------------- Sir, Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide AMC services as per the schedule of requirements and in conformity with the said bidding documents. We undertake, if our bid is accepted, to provide AMC services in accordance with the schedule specified in the bidding documents. If our bid is accepted, we will submit a bank guarantee for the sum equivalent to 10% of the Contract Price for the due performance of the Contract, in the form prescribed by the National Institute of Science Communication & Information Resources. We agree to abide by this bid for a period of ninety days after the date fixed for opening and it shall remain binding upon us and may be accepted at any time before the expiry of that period.

We hereby offer to provide AMC services at the cost as mentioned in the Financial

Bid. We enclose herewith the complete Technical Bid as required by you. This includes: • Bid form • Copy of the last audited balance sheet of the company. • Details of income tax registration and Income tax clearance certificate. • Technical details of the services offered. • Details of local service centers. • Copies of relevant work orders. • Other informative material about our products and services. We have carefully read and understood the terms and conditions of the bid document and the conditions of the contract applicable to the bid document and we do hereby undertake to provide AMC Services with parts as per these terms and conditions. Certified that the bidder is: a sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor or a partnership firm and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney or a company and the person signing the document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections/deletions should invariable by duly attested by the person authorised to sign the bid document)

We do hereby undertake that until a formal AMC order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the AMC order, shall constitute a binding contract between us.

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Dated this day of 2009 Signature of Bidder Details of enclosures. Full Address:__________________________ _________________________ Telephone No._________________________ Telegraphic Address:____________________ Fax No.____________________ E-mail _________________________ COMPANY SEAL

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ANNEXURE – II GUARANTEE BOND

(To be used by approved scheduled banks)

1) In consideration of NISCAIR (CSIR) (hereinafter) called “NISCAIR” have agreed to exempt …………………………….. (hereinafter) called “the said vendor” from the demand, under the terms and conditions of an Agreement dated ……………………. made between …………………… and ……………………… or………………..hereinafter called “the said Agreement” or security deposit for the due fulfillment by the said vendor of the terms and conditions contained in the said Agreement on production of a bank guarantee for Rs. ……………………. (Rupees………………………..) only, we, ………………………….Bank Ltd., (hereinafter referred to as “the bank”) do hereby undertake to pay to the NISCAIR on account not exceeding Rs………………….against any loss or damage caused to or suffered or would caused to or suffered by NISCAIR by reasons or any breach by the said vendor of any of the terms or conditions contained in the said Agreement.

2) We…………………….Bank Ltd. do hereby undertake to pay the amounts due and payable this Guarantee without any demur, merely on a demand from NISCAIR by stating the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by NISCAIR reasons of any breach by the said vendor of any of the terms of conditions contained in the said Agreement or by reason of the vendor’s failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs…………………….

3) We ……………………..Bank Ltd., further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the NISCAIR under or by virtue of the said Agreement have been fully paid and it claims satisfied or discharged or NISCAIR certified that the terms and conditions of the said Agreement, have been fully and properly carried out by the said vendor and accordingly discharges the guarantee. Unless a demand or claim under this guarantee is make on us in writing on or before ………………………… we shall be discharged from all liabilities under this guarantee thereafter.

4) We, …………………………Bank Ltd., further agree with NISCAIR that NISCAIR shall have the fullest liberty without our consent and without effecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said vendor from time to time any or the powers exercisable by NISCAIR against the said vendor and to forbear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from out liability by reason of any such variation, or extension being granted to the said vendor for any forbearance or act or omission on the part of NISCAIR or any indulgence by NISCAIR to the said vendor or by any such matter or thing whatsoever which under the law relating to surely.

5) We ………………………….Bank Ltd., lastly undertake not to remove this guarantee during its currency except with the previous consent of the NISCAIR in writing.

Dated……..…day of……………2009 For ……………………………..Bank Ltd.

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ANNEXURE - III

MAINTENANCE INFRASTRUCTURE FACILITIES INCLUDING ADDRESSES OF THE LOCAL SERVICE CENTERS

LOCATION Address of the Service Center

Name of the Contact Person with Telephone

No., Fax No. and E-mail

Total No. of qualified Service

Engineers

Remarks

Signature of the Bidder Name: Business Address:

Date: Place:

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ANNEXURE - IV

Bid Form (Financial Bid)

(on the letter head of the firm submitting the bid document) To The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi - 110012 Ref: Bid document No dated-------------------- Sir, Having examined the bidding documents and having submitted the technical bid for the same, we, the undersigned, hereby submit the financial bid for providing AMC services as per the schedule of requirements and in conformity with the said bidding documents. We hereby offer to provide AMC Services at the prices and rates mentioned in the Financial Bid. We do hereby undertake that in the event of acceptance of our bid, the AMC Services shall be made as stipulated in the schedule to the Bid document and that we shall perform all the incidental services. We enclose herewith the complete Financial Bid as required by you. This includes: • Bid Letter • Price Schedule • Statement of deviations from Financial terms and conditions • Price schedule for providing AMC for extended period up to 3 years We agree to abide by our offer for a period of 90 days from the date fixed for opening of the bid documents and that we shall remain bound by a communication of acceptance within that time. We have carefully read and understood the terms and conditions of the bid document and we do hereby undertake to provide AMC Services with parts as per these terms and conditions. The Financial Deviations are only those mentioned in the statement of deviations from financial terms and conditions. Certified that the bidder is: a sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of sole proprietor or a partnership firm and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/ by virtue of general power of attorney or a company and the person signing the bid document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be duly attested by the person authorised to sign the bid document.) We do hereby undertake that until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us.

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Dated this day of ___________ 2009 Signature of Bidder Details of enclosures Full Address: Telephone No. Telegraphic Address: Fax No. E-mail: COMPANY SEAL

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ANNEXURE – V

Estimated Quantity and Financial Bid Analysis Sl.No. 1

Item 2

Unit AMC Price 3

Quantity of Item 4

Value 5

Total Price

NOTE ( i ) For Financial bid comparison, the total value in Col. No. 5 shall be the basis. (ii) The Bid should have col. 3 × col. 4 = col. 5. Any error in the Table of any bidder

is liable to be out rightly rejected. (iii) In case of discrepancy between unit price and total price, the unit price will

prevail. (Signature of the bidder) Name: Place: Date: Seal

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ANNEXURE - VI

STATEMENT OF FINANCIAL DEVIATION (S) Dear Sir, Following Financial deviations(s) and variation(s) form the exceptions to the specifications and documents for the Bid document. These deviation(s) and variation(s) are exhaustive. Except these deviation(s) and variation(s), the entire work shall be performed as per your specifications and documents.

Sl. No. Section No. Clause No. Statement of deviation(s) and variation(s)

(Signature of the bidder) Name: Place: Date: Seal

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