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Tender 05-01-2018 FINAL.doc of 63

Punjab State e-Governance Society (PSeGS)

O/o Directorate of Governance Reforms (DoGR)

Government of Punjab

E - Tender

FOR

Appointment of Maintenance Service Provider for the comprehensive maintenance of

Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc.

Tender Reference No: PSEGS/Election/2018/01

****************************************************** Punjab State E-Governance Society O/o Department of Governance Reforms D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab



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Punjab State e-Governance Society (PSeGS) O/o Directorate Of Governance Reforms (DoGR),

D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab. Phone: 0172-2970868, 0172-2970117 Fax : 0172-2970716

Tender Reference Number: PSEGS/Election/2018/01

Tender for appointment of Maintenance Service Provider (MSP) for the AMC of computer hardware, software, peripherals, LAN/WAN, Network Devices etc.

PSeGS on behalf of Chief Election Officer (CEO), Punjab invites online bids for the appointment of Maintenance Service Provider (MSP) for the maintenance of computer hardware, software, peripherals, LAN/WAN, Network Devices etc. installed in the offices of Chief Election Officer, District Elections Officers, Electoral Registration Officers and Election Store situated at Chandigarh and various locations in Punjab. Last date and time of submitting tenders is 05.02.2018 at 03.00 PM. Detailed tender document containing Terms and Conditions can be downloaded from websites: www.ceopunjab.nic.in, www.dgrpunjab.gov.in and https://eproc.punjab.gov.in. Note: All corrigendums /addendums /clarifications regarding this tender shall be posted on the above mentioned websites only. No other communication or advertisement will be given.

Member Secretary

https://eproc.punjab.gov.in/



DOCUMENT CONTROL SHEET

S.

No.

Particular Details

1. Tender Document Reference

Number

PSEGS/Election/2018/01

2. Tender Document for Appointment of Maintenance Service Provider for the comprehensive maintenance of Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc.

3. Tender Document Cost Rs. 4000/- (Four Thousand Only)

4. Earnest Money Deposit

(EMD)

Rs. 50,000 /- (Fifty Thousand Only)

5. Date and Time for Issue/

Publication of Tender Online

16.01.2018 at 4.00 PM

6. Last Date and Time of

Submission the Bids

05.02.2018 3.00 PM

7. Pre Bid meeting 23.01.2018 at 11.00 AM

8. Date and time of opening of

Bids

05.02.2018 at 4.00 P.M.

9. Date of Presentation To be intimated later

10. Venue for opening tenders Conference Room, O/o Member Seceretary, PSeGS, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab.

11. Office Address Member Seceretary, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab.

0172-2970868, 0172-2970117 Fax : 0172-2970716

12. Website www.ceopunjab.nic.in , www.dgrpunjab.gov.in and

https://eproc.punjab.gov.in

13. Email ID [email protected]

14. Contact person and Number Mr. Paramjit Singh, Database Administrator, PSeGS

Mobile No. 9988293534

Note: In case a Central/State Holiday is declared on any day, the

event will be shifted to the next working day, same time.

http://www.ceopunjab.nic.in/

https://eproc.punjab.gov.in/

mailto:[email protected]



TABLE OF CONTENTS

Sr. No. Description

Enclosures/

Annexure

Page numbers

1. Document Control Sheet 3

2. Tender Document 5-29

a) Brief Discription of Work Section-1 5

b) Instructions to Bidders Section-1 6-15

c) General Contract Conditions Section-1 16-27

d) Scope of Work (SOW) Section-2 28-29

3. Services, Deliverables & Timelines Annexure-1 31-32

4. List of items to be covered under Comprehensive

Annual Maintenance Contract Computer Servers, PCs

Computers, Printers, Scanners & Software (Operating Systems), UPSs & Networking Equipments etc.

Annexure-2 33-42

5. List regarding addresses of the office of Deputy Chief

Electoral Officer& District Election Offices (DEOs)

along with contact numbers and name of Officer

Incharge (Election Tehsildar)

Annexure-3 43-44

6. Master Service Agreement Template Annexure-4 45-46

7. List of Equipment For AMC Annexure-5 47-49

8. Application Form Template Annexure-6 50-51

9. Checklist for Pre Qualification (PQ) Criteria Annexure-7 52-53

10. Project Information Template Annexure-8 54

11. Commercial Bid Annexure-9 55-56

12. Compliance of Services Under AMC by Bidder Annexure-10 57-58

13. Proforma of Company Profile Annexure-11 59-60

14. Proforma For Performance Bank Guarantee Annexure-12 61-63



TENDER DOCUMENT FOR

The appointment of Maintenance Service Provider for

Comprehensive Maintenance of Computer hardwares, Softwares and all the Peripherals to the Computer hardwares

including LAN/WAN, Network devices & UPSs etc. installed in the office of the Chief Electoral Officer, Punjab, Chandigarh

and 22 District Election Offices and 117 EROs Offices &

Election Store Punjab Patiala i.e. total 141 locations in the State of Punjab.

The Member Seceretary, PSeGS, Mohali invites tenders for the comprehensive Maintenance Contract of Computer hardwares, Softwares and all the Peripherals to the Computer hardwares including LAN/WAN,

Network devices & UPSs etc. installed in the office of the Chief Electoral Officer, Punjab, Chandigarh (CEO), as well as in the offices of the District

Election Offices (DEOs) in 22 districts and in the office of the Elecotoral Registration Officers (EROs) as Assembly Level and Election Store Punjab, Patiala i.e. at total 141 locations in the State of Punjab.

SECTION-1: BRIEF DISCRIPTION OF WORK:

The CEO, DEOs and EROs at their premises, have “IT

Equipment” and Softwares. With a view to give Comprehensive Maintenance Contract for “IT Equipments”, it intends to appoint a suitable Company/firm. The scope of this tender covers the entire

campus of the CEO office and 22 DEO offices as well as 117 ERO Offices & Election Store Punjab Patiala i.e. 141 locations in the State of Punjab. The

bidder has to maintain onsite the “IT Equipments” and Softwares installed in the CEO, DEOs and ERO offices. Bids are invited from experienced Companies/Firms in the prescribed format for

Comprehensive Maintenance Contract of above mentioned service installed in the various locations of the CEO/DEOs as mentioned

ANNEXURE–2 of tender document.

The bidders can visit “Site Offfices” to see the actual

installations for themselves to assess the quantum of work involved before submitting the tender. Once the tender is submitted, it will be presumed that the bidder has seen and understood the complete

maintenance work/LAN/WAN system installed in the offices of the CEO & DEOs. The list regarding addresses of 141 “Site locations” along with

contact numbers and name of Officer Incharge (Election Tehsildar) is annexed as Annexure-3 of tender document.



INSTRUCTIONS TO BIDDERS

1.1. DEFINITIONS:-

i) CEO means Chief Electoral Officer Punjab

ii) DEO means District Elections Officer in the State of Punjab

iii) ERO means Electoral Registration Officer at Assembly Level

iv) PSeGS means Punjab State E-Governance Society

v) TD means Tender Document.

vi) “IT Equipments” means all the Servers, Desktops, Laptop,

Printers, Scanners, CD Writers (external), LAN/WAN systems, Network devices (UTP cable, Fiber, LAN switches, I/O devices,

UTM, Routers, Hubs, Modems, Wi Fi routers etc.) and related equipment etc. excluding UPS Battries.

vii) “Part of IT Equipments” means part of any item as detailed in para 1.1(vi) above.

viii) “Similar works” means the bidder should have rendered their services for maintenance of similar works i.e. Comprehensive

Annual Maintenance of the Servers, Desktops, Laptop, Printers, Scanners, CD Writers (external), LAN/WAN systems, Network devices (UTP cable, Fiber, LAN switches, I/O devices,

UTM, Routers, Hubs, Modems, Wi Fi routers etc.) and related equipment etc. excluding UPS Battries.

ix) “Site Offices” office of the Chief Electoral Officer, Punjab, Chandigarh and 22 District Election Offices and 117 EROs

Offices & Election Store Punjab Patiala.

x) MSP means Bidder will be defined as Maintenance Service

Provider (MSP) after the selection of Bidder.

xi) MIS means Maintenance Information Services.

xii) SoW means Scope of Work.

xiii) MSA means Master Service Agreement

xiv) PQ means Pre-Bid Qualifications

xv) End User means Office of the CEO/DEO/ERO as the case

may be.

1.2. IMPROTANT INSTRUCTIONS:-

i) The bidders are advised to study the Tender Document carefully. Submission of response to this TD shall be deemed

to have been done after careful study and examination of the TD with full understanding of its implications.



ii) The maintenance work is for Comprehensive Annual Maintenance Contract of “IT Euipments” installed in the “Site

Offices” i.e. 141 locations. The bidders are free to visit and examine the whole system and satisfy themselves before submitting their tenders.

iii) Bids prepared in accordance with the procedures enumerated

in the TD should be submitted to Member Secretary, not later than the date and time as mentioned in Document Control sheet.

iv) The Bid must be accompanied by the EMD as specified in the document control sheet.

v) The EMD & Tender Document Cost shall be denominated in

Indian Rupees, and shall be deposited online in favour of Member Seceratary, PSeGS, Punjab, payable at Chandigarh. No interest will be payable on the amount of the EMD.

Unsuccessful bidder’s EMD will be refunded after the signing of agreement with the selected bidder and on receiving the request from the bidder.

vi) Commerical bids of only those bidders will be opened who

qualify the Pre-qualification.

vii) This Tender document is Not Transferable.

1.3. FOR PRE-QUALIFICATIONS (PQ)/ Elegibility Criteria:-

i) The Bidder should be a a business entity incorporated in India under the Companies Act, 1956/2013 or Partnership firm registered under Limited Liability Partnerships Act, 2008) or

Partnership firm registered under Indian Partnership Act, 1932.

ii) The bidder should be in operation for at least the last three years as on 31st December 2017 in the field of computer

hardware maintenance service.

iii) Online TD cost and EMD should have been submitted.

iv) No Consortium is allowed.

v) The Bidder must have ISO 9001:2008 or ISO 9001:2015 certificate. The certificate shall remain valid throughout the

agreement Period.

vi) The bidder should have minimum average turnover of Rs. Rs.

75 lakhs from maintenance of “IT Equipments”, etc. during last three completed financial years for which Bidder’s accounts have been audited.



vii) The Bidder should have successfully completed similar work in the past three years from any Govt. / PSUs / Banks (as on

31st December 2017), as per below:

One project of contract value not less than Rs. 40 lakh;

OR

Two projects of contract value not less than Rs. 30 lakh;

OR

Three projects of contract value not less than Rs. 20 lakh

viii) The Bidder should have successfully completed at least one

similar work for a Public Sector Undertaking/ Government Organization/ Government Department in India during past three years (as on 31st Decemenber 2017), the project having

covered multiple different office locations.

ix) The bidder should have minimum of 10 professionally

qualified personnel (having minimum qualification of Diploma in computer science/ IT/ Hardware/ networking or higher on

its payroll, deployed on the AMC business.

x) The Bidder shall not be under a declaration of ineligibility /

banned / blacklisted/ fraud by any State or Central Government / any other Government agency in India for any reason as on last date of submission of the bid.

xi) Attested copy of PAN No. and GST No. is to be furnished

/enclosed.

xii) Bidder must submit papers on methodology for operation

and maintenance (O&M) of hardware and software products during the agreement period.

xiii) Bidders are also required to fill details in Annexure-7 for Checklist for Pre-qualification.

1.4. COMMERCIAL BID EVALUATION CRITERIA:-

i) After the evaluation of the pre qualification bids, the commercial bid will be opened on the notified date, which will be communicated to short-listed bidder after pre qualification

bid evaluation. Commercial bid of the bidder will be evaluated on the total cost of AMC for three years. The bidder who quoted lowest bid will be considered as L-1 (successful

bidder).

ii) No negotiation with L2 or so shall be made in case successful bidder fails to sign the agreement. Re-tendering shall be done



in such a case. EMD of successful bidder shall be forfieted if successful bidder fails to sign the agreement.

iii) In case of any tie situation after opening of commercial bids, Bidder with higher overall Annual Turnover (whether similar

or non similar work) shall be eligible to enter into the agreement.

1.5. SUBMISSION OF TENDERS:-

Instructions for submission of tenders to this TD are as under:

i) This is an e-Tendering Procedure. It will have two parts, those

bidders willing to participate in the bid have to apply online.

ii) The Bid must contain the following Parts, and the contents as mentioned against each:

Part I Pre-Qualification Documents

Part II Commercial Bid Documents

iii) The costs must be mentioned only in Commercial Bid Part and nowhere else.

iv) All Parts i.e Part-I & Part-II should be fully filled before uploading the same on E- tender portal. These Parts must contain bid documents and Methodology for operation and

maintenance (O&M) of “IT Equipments” during the agreement period.

v) The application form is required to be submitted on the company’s letter head. The format of application form shall be

as per Annexure-6.

vi) The bids that are submitted offline/ on paper/ via fax/ via e-

mail/ Xerox / Photocopy etc. shall not be considered. No correspondence will be entertained in this regard.

vii) The Member Secretary reserves the right to reject any tender which is not deposited accordingly to the instructions

stipulated in the tender document.

viii) Pre Qualification BID (Part No-I) -The complete tender

document in original (including the unfilled Commercial-BID Proforma Annexure-9).

ix) COMMERCIAL-BID (Part No. II)- The Commercial-Bid as per performa given in the tender documents as Annexure-9 shall

be uploaded.



x) Any deviations while submitting the bid shall cause rejection of Bid.

xi) Rates should be quoted in figure as well as in words in the Performa enclosed herewith on e-tender portal.

xii) No addition/alteration/deletion in the tender are allowed.

xiii) Tender application without complete documents/information shall not be considered.

1.6. OPENING OF BIDS:

i) Bid shall be opened in the office of Member Secretary, Punjab State E-Governance Society, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab on

scheduled date and time, in case the scheduled day of opening of the tenders is declared holiday the tender will be opened on

next working day on same time and at same venue in the presence of bidder or their representatives who may wish to be present on due date and time as mentioned in the tender

document.

ii) If the tender submission day is declared a holiday, the tenders

can be submitted on next working day upto 03.00 PM and will be opened at 04.00 PM on the same day.

iii) Only the authorized representatives of the firm will be allowed to attend the Opening/proceedings of bids by the Committee.

They should also bring letter head of the firm and any decision taken by them would be accepted by the bidder.

iv) Number of representatives may not be allowed to exceed two officials per bidder.

v) The Pre Qualification bid (Part No. I) shall be opened first and The Commercial Bid (Part No. II) will be opened only of those

bidder whose Pre Qualification bid is found to be in order and for which they shall be intimated separately about date and time by E-mail/fax/ telephone.

vi) The bidder who has not submitted the documents as per

tender conditions, proper EMD and experience certificate etc. their tender may be treated as non responsive and their Commercial Bid (Part No. II) shall not be opened.

vii) The successful Company/firm will be intimated and agreement will be entered into for a period of three years. The

preparation of the agreement with proper stamp paper etc. would be done by the bidder in consultation with CEO. The

cost of stamp papers will be borned by successful bidder.

viii) During evaluation of bids PSeGS office may, at its discretion

ask the bidder(s) for clarification of their bid. The request for



clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought,

offered or permitted.

1.7. SUBLETTING- The contractor shall not be assigned or sublet the

work assigned to him.

1.8. VALIDITY OF TENDER:-

i) Rates submitted with the bid shall remain valid for a period of

180 (One hundred & eighty) days from the date of opening of Bid. Member Secretary reserves right to reject a proposal valid for a shorter period as non-responsive.

ii) In exception circumstances, the Member Seceratary may solicit the bidder’s consent for an extension of the period of

validity. The request and the response thereto shall be made in writing. Extension of validity period by the bidder should be

unconditional. A bidder may refuse the request without forfeiting the Earnest Money Deposit (EMD). A bidder granting the request will not be permitted to modify its Proposal.

1.9. RIGHT TO ACCEPT OR REJECT TENDER(S)-

Member Secretary reserves the right to annul the tender process, or to accept or reject any or all the Proposals in whole or part at any

time without assigning any reasons and without incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.

1.10. FRAUD AND CORRUPTION:-

It is required that the Bidders submitting Bid and the bidder

selected through this tender must observe the highest standards of ethics during the process of selection of Maintenance Service

Provider and during the performance and execution of agreement.

i) For this purpose, definition of the terms are set forth as

follows:

a) "Corrupt practice" means the offering, giving, receiving

or soliciting of anything of value to influence the action

of the End Customer or its personnel in agreement

executions.

b) "Fraudulent practice" means a misrepresentation of

facts, in order to influence a selection process or the

execution of a agreement, and includes collusive

practice among bidders (prior to or after tender

submission) designed to establish Proposal prices at

artificially high or non-competitive levels and to deprive



the End Customer of the benefits of free and open

competition.

c) “Unfair trade practice” means supply of services

different from what is ordered on, or change in the

Scope of Work given in Section IV.

d) ”Coercive practice” means harming or threatening to

harm, directly or indirectly, persons or their property to

influence their participation in the selection process or

execution of agreement.

ii) The Member Secretary will reject a proposal for award, if it is established that the Bidder recommended for award, has been

determined to having been engaged in corrupt, fraudulent or unfair trade practices.

iii) The Member Secretary will declare contractor ineligible, either indefinitely or for a stated period of time, for awarding the

contract, if at any time determines that the Contractor has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the agreement.

1.11. CLARIFICATIONS AND AMENDMENTS OF TENDER DOCUMENT (TD):-

i) During process of evaluation of the tenders, Member

Secretary, at its discretion, ask Bidders for clarifications on their tenders. The Bidders are required to respond within the prescribed time frame.

ii) Member Secretary may for any reason, modify the TD from time to time. The amendment(s) to the TD would be clearly

spelt out and the bidders may be asked to amend their proposal due to such amendments.

iii) All bidders are advised to check for all further clarifications, corrigendum and any other important related information to

this tender at the website www.ceopunjab.nic.in, www.dgrpunjab.gov.in and https://eproc.punjab.gov.in.

1.12. EARNEST MONEY DEPOSIT (EMD)

i) The bidder shall furnish, as part of the Pre-qualification

Proposal, an Earnest Money Deposit (EMD) as per amount mentioned in the Document Control Sheet

ii) Refund of EMD: The earnest money of unsuccessful bidder shall be refunded on request by the bidder after final award of

contract.

iii) The EMD of the successful bidder will be released after the

bidder signs the final agreement and furnishes the performance security.

http://www.ceopunjab.nic.in/



iv) The Earnest Money will be forfeited on account of one or more of the following reasons:

a) Bidder withdraws its tender during the validity period

specified in tender document and in the Covering Letter.

b) Bidder does not respond to requests for clarification of its

tender.

c) Bidder fails to provide required information during the

evaluation process or is found to be non-responsive.

d) In case of a successful bidder, the said bidder fails to

sign the agreement in time; or furnish security.

1.13. DISQUALIFICATIONS

Member Secretary may at its sole discretion and at any time during

the evaluation of tender, disqualify any Bidder, if the Bidder has:

i) Made misleading or false representations in the forms,

statements and attachments submitted in proof of the eligibility requirements.

ii) Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations,

inordinately delaying completion or financial failures, etc. in any project in the preceding three years.

iii) Submitted a proposal that is not accompanied by required documentation or is non-responsive.

iv) Failed to provide clarifications related thereto, when sought.

v) Submitted more than one tender.

vi) Declared ineligible by the Government of India/State/UT

Government for corrupt and fraudulent practices or blacklisted.

vii) Submitted a proposal with price adjustment/variation provision.

1.14. Performance Bank Gurantee/ Security Deposit:

i) The successful bidder will have to deposit Security in form of jointly Fixed Deposit in favour of the name of Company & Chief Electoral Officer, Punjab, Chandigarh/Performance

Bank Guarantee (PBG) (from any Nationalized/ Schedule Bank) of appropriate amount, within seven days (inclusive of holidays) from the date of the notification of Contract award

through Letter of Intent (LOI). The Performance Security shall be denominated in INR for an amount equal to 10 (Ten)



percent of the total Agreement Cost (Round off to higher value) valid for the agreement period plus three months.

ii) The security shall be in the form of a Performance Bank Guarantee (PBG), issued by a Nationalized/Secduled bank

located in India and acceptable to End customer. The security shall be returned to the contractor after 180 days of expiration

of the Agreement.

iii) Additional performance security needs to be provided in case

more items are added in the AMC in future, reduced appropriately by a factor on pro-rata basis on the period of warranty left-over under this agreement.

iv) Failure to comply with the requirements shall constitute

sufficient grounds for the forfeiture of the security.

v) The security shall be released after expiry of agreement

provided there is no breach of contract on the part of the contractor.

vi) No interest will be paid on the security in case of PBG.

vii) In case the Company/firm fails to comply with the

requirement of agreement shall constitute sufficient grounds for the annulment of the awards and forfeiture of the security,

in which event the CEO/DEO/ ERO offices may get done the work at the risk cost of the Company/firm.

1.15. AWARD OF CONTRACT

Member Secretary will notify the successful bidder in writing that its

tender has been accepted. The successful bidder must submit PBG

within One week of from issuance of Letter of Intent (LoI) / Work order

as per clause 1.14 before signing of the agreement. The bidder will

sign the Agreement with the Deputy Chief Elctoral Officer, Punjab

with in 7 days of submission of PBG. After signing of the Agreement,

no variation in or modification of the terms of the Agreement shall be

made except by written amendment signed by both the parties. The

cost of blank stamp papers will be borne by the bidder.

1.16. Clarification on Tender Document

A prospective Bidder requiring any clarification on the Bid Document may submit his queries as indicated in invitation to Bids/ Important

dates”. Pre-bid queries must reach in writing in the specified format available below on email mentioned in the document control sheet

before 1 working day up to 5 PM prior to the date of pre-bid meeting. The queries must originate from the bidder only. Queries made otherwise will not ne entertained.



S.N. Page No. RFP Clause No. Clarification Sought

1.

2.

3. The Bidder should provide this information in MS Excel file.

1.17. Language of Bids

The Bids prepared by the bidder and all correspondence and documents relating to the bids exchanged by the bidder and Punjab

State E Governance Society, shall be written in English language, provided that any printed literature furnished by the Bidder may be written in another language so long the same is accompanied by an

English translation in which case, for purposes of interpretation of the bid, the English translation shall govern.



GENERAL CONTRACT CONDITIONS

1.18. COMPLAINTS MANAGEMENT

i) Service (Call / Asset) Management Software- The firm has to provide Call/Help Desk System having Call/Asset Management Software (to record and maintain all the calls

logged their status, engineer deployed. The software should be able to provide Daily call reports in terms of no. of calls received, no. of calls attended, no. of calls pending and no. of

calls escalated, Weekly call reports, Monthly call analysis, Asset management and tracking, Equipment history sheet,

Monthly network management report etc.) The space for the Call Desk will be provided at CEO office, if required.

ii) Bidder will provide single window complaint logging system to enable the various users to log/complaint of their problems by

all the following communication means:

a) Toll free number for registration of complaints from 141

locations of Chandigarh & Punjab.

b) Mobile

c) Landline

d) Fax

e) E-mail, Computer with web application.

Bidder will provide a unique complaint number for progress

and close looping the complaints.

iii) Call/Feed back/Performance report- All records of complaints

will be maintained and properly recorded by the contractual firm with the details such as time when the call was reported and attended, signatures of the user, problem, comments of

the user etc. A copy of the call/feed back report is to be given to the user.

iv) For fault analysis and tracking problems, the contractor will require submitting summary of monthly call reports to end

customer (CEO) on 5th of every month.

v) Working hours- The firm will correct any faults & failures in

any equipment under this agreement during normal working hours (9.00 AM to 5.00 PM) from Monday to Friday or in Peak Hours from Monday to Saturday/Sunday. As few of the units

of end customer work round the clock and in case of urgent and emergent situations, it can be asked to rectify the

problem on holidays and after working Hours also, at no extra cost.



vi) Escelration matrix with contact detail should also be submitted.

1.19. REPAIR OF IT EQUIPMENT & PENALTY

Repair/maintenance/Service of “IT Equipments”, software and

network will be provided as per deliverables & service levels

defined at Annexure 1

i) The engineer from the selected bidder must attend the call, rectify the fault within stipulated time and a certificate of satisfactory repairs obtained from the user.

ii) In case there is any major fault/repair identified by bidder

and requiring more time than stipulated time, the bidder must replace the faulty equipment with equipment of similar configuration & quality and make it operative as original to

avoid penalty.

iii) PEAK Duration- During the revision of photo electoral rolls

and during the General elections/Bye-elections of Lok Sabha & Vidhan Sabha, time bound activities are to be carried out by

the Department under the directions of the Election Commission of India, the maintenance of the computer systems, software and peripherals is more critical and the 24

hours service will be required during that period. This will be intimated by the CEO office in writing.

iv) In case of any deficiency in the service levels the penalty will be imposed as under:

Sr.

No.

Equipment Downtime Penalty Remarks

A- Normal Hours

1.

Server/

PC

Up to 2 days Nil 2 hours for inspection &

remaining for repairs

3 day to 7 days beyond permissible time for repair.

2% of AMC cost per server per day

Standby arrangement is allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per server per day besides the repair



could be got done through open market at the risk and cost of the contractual firm.

2. All other IT Equipment under AMC

Up to 3 days Nil 4 hrs for inspection & remaining for repairs.

4 Day to 9 days

1% of AMC cost per equipment per day.

Standby arrangement is allowed only for 10 days, delay of one

day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per equipment per day besides the repair could be got done through open market at the risk and cost of the contractual firm.

10 days to 14 days


3. Non Providing of Site Engineer

Upto one day with prior consent of the end user in one month

Nil Substitute arrangement will be made by the bidder by 4th day or Rs 1200/- penalty shall be deducted for each subsequent day.

2 day to 3 day Rs 1000 per day

B- Peak Hours

1.

Server/

PC

Up to 1 days Nil 2 hours for

inspection & remaining for repairs

1 day to 6 days beyond permissible time for repair.

2% of AMC cost per server per day

Standby arrangement is allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per server per day



besides the repair could be got done through open market at the risk and cost of the contractual firm.

2. All other IT Equipment under AMC

Up to 2 days Nil 3 HRS for inspection & remaining for repairs.

3 Day to 9 days

1.5 % of AMC cost

per equipment per day.

Standby arrangement is

allowed only for 10 days, delay of one day beyond 10 days by which the equipment is to be returned, the firm will be penalized of 2% of AMC cost per equipment per day besides the repair could be got done through open market at the risk and cost of the contractual firm.

10 days to 14 days


3. Non Providing of Site Engineer

Upto one day with prior consent of the end user in one month

Rs 500 per day

Substitute arrangement will be made by the bidder by 4th day or Rs 1200/- penalty shall be deducted for each subsequent day.

2 day to 3 day Rs 1000 per day

v) The above mentioned hours and days will be working hours of end customer. However, on specific request by end customer

where equipment is required urgently by the end customer then bidder has to provide services beyond working hours also. In such case, End customer department/office will

ensure that the equipment is made available to the bidder enabling them to carry out repairs.

vi) The maximum Penalty cap will be 15% of the cost of the project.

1.20. PERIOD OF AMC



i) The agreement will be valid for a period of three years and the commencement of AMC will be informed after finalization of

the agreement.

ii) On expiry or premature termination of this agreement, the

firm shall handover the equipments in good condition to end customer (CEO/DEO) or to the new AMC vendor, except fair

wear and tear, failing which the firm shall pay to end customer (CEO) such damages.

1.21. In the case of “IT Equipments”, the agreement will be comprehensive in nature, i.e., the rates approved will cover the maintenance of operating systems, software installation and

configuration of internet/e-mail on computers and cost of all spare parts inclusive of Printer bands, Fuser assemblies, Power

Adapter, Roller of printers, Printer’s Teflon and HDD media exclusive of consumables like plastic parts, printer ribbons, toners for laser-jet printers and inkjet cartridges, printer head,

scanner lamp, monitor picture tube, and Laptop batteries etc.

1.22. This agreement specifically excludes damages caused due to fire,

theft, Riots, accidents and other exceptional circumstances like rat menace etc.

1.23. No item will be taken to workshop by the company/firm. Only defective parts may be taken to workshop by the company/firm

unless it is very essential. In case Company/firm has to take any item/part to the workshop for its repair, he has to provide standby arrangement in advance so that the work may be continued.

1.24. If company/firm provides standby arrangement for any item which

is out of order, it will be the responsibility of the company/firm that before expiry the agreement it should repair/replace the defective item and only then he could take its standby item back

otherwise the CEO may deduct/recover from the security and payable amount equal to the cost of that item.

1.25. No item should be remained down on the basis that the part equivalent to defective part is not available. The company/firm

has to install the latest or same speacification parts in the system so that the work may be continued.

1.26. All services regarding computer hardware and network will be provided by the company/firm at our place.

1.27. The contractor shall provide spare parts, assemblies and sub-assemblies which develop defects or breakdown during the period

of AMC. All spare parts replaced shall be Original Equipment Manufacturer (OEM) /supplier.

1.28. In case, firm feels necessary to get the help from some Specialist to repair the item, then the Specialist Engineer should accompany



with Firm’s Engineer. The Cost of the Specialist Engineer shall be beared by the Company.

1.29. The agrement can be extended for a period of upto One year on same terms and condition including rates.

1.30. INCLUSION OF ADDITIONAL EQUIPMENT UNDER AMC

i) The IT equipments of end customer department under warranty at present, on the expiry of warranty period will be

added to the list of equipment under AMC with selected bidder, at the discretion of end customer.

ii) Letters for the each product /equipment to be added under AMC with the bidder will be issued separately duly signed by authorized signatory of end customer department referring the

agreement under the tender.

iii) IT Equipments will be added under the same terms and conditions as per the terms of this agreement under this tender. The validity of the agreement will not be changed due

to addition of these equipments.

iv) Payment for additional equipment(s) will be made on prorata

basis for the period of AMC.

v) PBG for those equipments shall be additional (i.e. 10 percent of the total newly included items)

1.31. INCLUSION OF ADDITIONAL SITES/LOCATIONS UNDER AMC:-

In case the new office(s) created/established under this department

will be included under the AMC. The validity of the agreement will not be changed due to addition of new sites/locations.

1.32. PAYMENT TERMS

i) Contract cost would comprise of the total AMC cost per equipment, inclusive of all taxes & charges as per the bid value approved as a fixed cost. The bidder shall be deemed to

have satisfied itself as to the correctness and sufficiency of the Contract cost, which shall, except as otherwise provided for in the Contract, cover all its obligations under the Contract.

ii) Payment will be made to the bidder on quarterly basis after

deduction of penalties, if any. Payment thereof will be due on 01 January, 01 April, 01 July and on 01 October of every year, irrespective of the date of signing of the agreement, till

the currency of the agreement. For first Quaterly, payment will be made on prorata basis for number of days in the first quarter of the year.

iii) Bidder will submit a Pre-receipted bill in triplicate for previous

quaterly to the end customer head office/ Nodal officer along



with the quaterly Maintenance Information Services (MIS) on complaints/resolutions/repairs as per deliverables described

at Annexure-1, duly justifying amount due/penalties, if any.

iv) End customer department will ensure the bills are verified by

Monitoring and evaluation committee and the payments shall be made after deduction of penalty, if any, after submission of

a valid invoice by the bidder. All payments shall be made in the INR.

v) No advance payment will be made under any circumstances.

1.33. CONFIDENTIALITY

i) Information relating to the examination, clarification and comparison of the tenders shall not be disclosed to any bidder

or any other persons not officially concerned with such process until the selection process is over. The undue use by

any bidder of confidential information related to the process may result in rejection of its tender. During the execution of the project except with the prior written consent of the

Department, the bidder or its personnel shall not at any time communicate to any person or entity any confidential

information acquired in the course of the Agreement.

ii) Confidential information shall mean and include any and all

confidential or proprietary information furnished, in whatever form or medium, or disclosed verbally or otherwise by the bidder and/ or the Department to each other including, but

not limited to, the services, plans, financial data and personnel statistics, whether or not marked as confidential or

proprietary by the parties.

iii) The selected bidder will maintain the confidentiality of the

data stored on the computer systems of end customer. The firm will be required to take appropriate actions with respect to its personnel to ensure that the obligations of non-use &

non-disclosure of confidential information are fully satisfied. In case of failure, End Customer has right to take legal action

against the firm.

1.34. TAKING/HANDING OVER

i) The firm will take over under AMC all the equipments in working order and will hand over all the equipments in

working order to the new vendor after expiry of the AMC period.

ii) The equipments to be taken over under AMC by the firm alongwith signing of the agreement in working condition.

iii) AMC vendor may inspect and bring out faulty units which are not in a position to be taken over for AMC without repairs.



(The repair may have to be got done by outgoing AMC vendor or by End Customer as applicable) if no such list/information

is submitted within 10 next working days to end customer it will be treated as all the machines have been taken over by the firm and no separate letter will be issued by end customer

in this regard.

iv) In case of major repairs requiring in any machine for which separate charges are to be claimed, the contractor may submit the details of all such equipments alongwith the problem and

estimated expenses to be incurred to the end customer within a period of 10 days from the date of agreement and thereafter all the systems shall be deemed to have been taken over by

the vendor satisfactorily and no such claim will be entertained.

v) After expiry of the contract all the machines are to be handed over by the outgoing AMC vendor to the new AMC vendor

within 10 working days of expiry of agreement in working conditions and a certificate to this effect is required to be obtained by the firm from the concerned officer in-charge of

the maintenance and to be produced alongwith the final claim of the AMC charges.

vi) The faults pointed out by new AMC vendor during the inspection before taking over of the equipments are to be

rectified within next two working days by the outgoing AMC vendor, and any further delay in rectification of faults thus pointed out shall make the firm liable for imposition of penalty

as per Tender terms and conditions applicable to outgoing AMC vendor.

1.35. TAXES & DUTIES

i) For Goods or Services supplied from outside/within India, the bidder shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed.

ii) For the purpose of the Contract, it is agreed that the Contract

Price of the Contract Agreement is based on the taxes, duties, levies, and charges prevailing at the date twenty-eight (28) days prior to the date of bid submission. If any tax/statutory

levy rates are increased or decreased, a new tax/levy is introduced, abolished, or any change in interpretation or application of any tax/levy occurs in the course of the

performance of the Contract, which was or will be assessed on the bidder in connection with performance of the Contract, an

equitable adjustment to the Contract Price shall be made to fully take into account any such change by addition to or reduction from the Contract Price, as the case may be.



iii) The bidder shall be liable to pay all statutory taxes that shall be levied according to the laws and regulations applicable

from time to time in India and the price bid by bidder shall include all such taxes.

iv) Wherever the laws and regulations require deduction of Taxes at the source of payment, End Customer shall affect such

deductions from the payment due to bidder. The remittance amounts so deducted and issuance of certificate for such deductions shall be made by end customer as per the laws

and regulations in force. Nothing in agreement shall relieve the bidder from his responsibility to pay any tax that may be levied in India on income and profits made by the bidder in

respect of this agreement.

v) Levy/Taxes payable by Company/firm – GST or any other tax on materials in respect of this contract shall be payable by the Company/firm and the CEO shall not entertain any claim

whatsoever in this respect.

vi) All tendered rates shall be inclusive of all taxes and levies

payable under respective statutes. However, pursuant to the Constitution (46th Amendment Act, 1982), if any further tax

or levy is imposed by Statute, after the last stipulated date for the receipt of tender including extensions, if any, and the Company/firm thereupon necessarily and properly pays such

taxes/levies, the Company/firm shall be reimbursed the amount so paid.

1.36. STOCKING OF SPARE PARTS:-

i) The stock of spares of following hardware items should be readily avaiable with firm’s Site Engineer for quick response and resolution time:-

a) Motherboards

b) Main memory (RAM)

c) Storage devices, i.e. Hard Disk Drives, CD-ROM Drives.

d) Mouse

e) SMPS unit

f) Network switches etc.

g) If any other equipments/ components / items / parts required for maintaince and operation.

1.37. TERMINATION OF CONTRACT -

The bidder’s association with the end customer will terminate in following ways:-

The term of Contract expires.



Termination of Agreement by the end customer due to

non-performance during the execution of Project:-

a. Performance is below expected level.

b. Non adherence to the timelines of the Project.

c. Quality of work is not satisfactory.

TERMINATION FOR INSOLVENCY, DISSOLUTION ETC.-

The end customer may at any time terminate the

Agreement by giving written notice to the contractor, if the

contractor becomes bankrupt or otherwise insolvent or in

case of dissolution of firm/company or winding up of

firm/company. In this event termination will be without

compensation to the contractor, provided that such

termination will not prejudice or affect any right of action

or remedy, which has accrued or will accrue thereafter to

the End customer (CEO).

TERMINATION FOR CONVENIENCE-

The End customer reserves the right to terminate, by prior

written notice, the whole or part of the agreement, at any

time for its convenience. The notice of termination shall

specify that termination is for the End customer’s

convenience, the extent to which performance of work

under the agreement is terminated, and the date upon

which such termination becomes effective.

FORCE MAJEURE-

i. The bidder shall not be liable for forfeiture of its security

or termination of contract for default if and to the extent

that its delay in performance or other failure to perform

its obligations under the Contract is the result of an

event of Force Majeure.

ii. For purposes of this clause, “Force Majeure” means an

event beyond the control of the contractor and not

involving the contractor’s fault or negligence, and not

foreseeable. Such events may include, but are not

restricted to, acts of the End customer in its sovereign

capacity, wars or revolutions, riot or commotion,

earthquake, fires, floods, epidemics, quarantine

restrictions and freight embargoes.

iii. If a Force Majeure situation arises, the contractor shall

promptly notify the End customer in writing of such

condition and the cause thereof. Unless otherwise

directed by the End customer in writing, the contractor



shall continue to perform its obligations under the

Contract as far as is reasonably practical, and shall seek

all reasonable alternative means for performance not

prevented by the Force Majeure event.

1.38. RESOLUTION OF DISPUTES

If any dispute arises between parties, then these would be resolved in

following ways:

A. Amicable Settlement

Performance of the Contract is governed by the terms and

conditions of the Contract, however at times dispute may arise

about any interpretation of any term or condition of Contract

including the scope of work, the clauses of payments etc. In

such a situation either party of the contract may send a written

notice of dispute to the other party. The party receiving the

notice of dispute will consider the Notice and respond to it in

writing within 30 days after receipt. If that party fails to respond

within 30 days, or the dispute cannot be amicably settled within

60 days following the response of that party, then the Sub-

clause-B of Resolution of Disputes shall become applicable.

B. Resolution of Disputes

In case dispute arising between the End Customer and the

contractor, which has not been settled amicably, the contractor

can request the End Customer to refer the dispute for

Arbitration under Arbitration and Conciliation Act, 1996. Such

disputes shall be referred to the Chief Electoral Officer of the

End Customer. The Indian Arbitration and Conciliation Act,

1996 and any statutory modification or re-enactment thereof,

shall apply to these arbitration proceedings. Arbitration

proceedings will be held at Chandigarh. The decision of the

arbitrator shall be final and binding upon both the parties. All

arbitration awards shall be in writing and shall state the

reasons for the award. The expenses of the arbitration as

determined by the arbitrator shall be borne by the contractor.

However, the expenses incurred by each party in connection

with the preparation, presentation shall be borne by the party

itself.

C. Legal Jurisdiction

Only the Courts at Chandigarh shall have the jurisdiction with

respect to any dispute, controversy or claim arising out of or

relating to or touching upon any terms and conditions

contained in this agreement.



1.39. MONITORING AND EVALUATION COMMITTEE

i. A monitoring committee will be constituted as under to

monitor the state of repair/maintenance of the equipment

under AMC as per terms and conditions:-

Deputy Chief Electoral Officer,or his

Representative

Chairman

Assitant Controller (F&A) or his

Representative

Member

System Manager CEO office Member

ii. Monitoring committee will:

a) Quarterly review and monitor the repairs/preventive maintenance by contractor and verify the invoices submitted by contractor.

b) Return the duly verified invoices to contractor within seven

working days of its receipt.

c) Make suitable recommendations to End Customer (CEO)

in case of any amendment to the agreement is essential, duly justifying the same.

d) Make recommendation for renewal.



SECTION-2: SCOPE OF WORK (SOW)

The contractor would be responsible for carrying out the following tasks during the comprehensive maintenance contract for the

period of three years.

2.1. Hardware

i) Inspection of the entire infrastructure to take stock of

present status of its functioning and submission of report to the client within one week from the assignment of work.

ii) Keep the infrastructures including Hardware, Software, Networking up & in running condition as per the service

levels prescribed by providing the required support and services.

Presently Department will go for maintenance contract for approximately 420 items as detailed in Annexure-5

(List of Equipments for AMC).

Deploying adequate engineers to ensure the service

level/uptime agreed in the contract at CEO/DEO /ERO offices for maintenance, trouble-shooting and repair purpose.

Stock of required spares of hardware items at CEO/DEO offices for quick response and resolution

time.

iii) Providing Toll Free number for registration of the

complaints.

iv) Implementing Complaints Mangement Systems of IT

equipments.

v) Providing MIS for registration of online complaints of IT

equipments, and tracking of complaint status with a complete assess to CEO.

vi) Smooth Functioning & operation of LAN.

vii) Study problems of slow down of machine & occupying heavy hard disk space in the existing antivirus and suggest measures to overcome those problems for smooth

operations of Antivirus.

viii) E-mail service within and outside network (to internet).

ix) Expansion of hardware, software, LAN network etc., where

required.

x) For Network Connectivity issues L1 Support will be

required



Note: The bidder shall provide the following facility during the period of AMC for immediate responses & resolving of

complaints of CEO/DEO offices.

S. No.

Category of Manpower

No. of Manpower

Location Qualifacation of Manpower

A-NON-PEAK HOURS

1. Engineer 01

CEO Office

Diploma in computer

science/ IT/ Hardware/ networking or equivalent (minimum 1 year Full time

course) with two years of experience) in similar services, on its payroll,

deployed on the AMC business in Chandigarh and

Punjab.

B- PEAK HOURS

1. Help Desk 01

CEO

office

Diploma in computer science/ IT/ Hardware/ networking or equivalent

(minimum 1 year Full time course) with two years of

experience) in similar services, on its payroll, deployed on the AMC

business in Chandigarh and Punjab.

2. Engineer 01 Diploma in computer science/ IT/ Hardware/ networking or equivalent

(minimum 1 year Full time course) with two years of

experience) in similar services, on its payroll, deployed on the AMC

business in Chandigarh and Punjab.

The Company will not change the resource preson without approval of the office of

CEO Punjab.



AANNNNEEXXUURREESS

C:\Users\User\Desktop\CEO Punjab- AMC- Tender 05-01-2018 FINAL.doc of 63

Annexure-1

SERVICES, DELIVERABLES & TIME-LINES

S.

No.

Stake

Holder

Description of

Service/ Activities

Deliverables @ Service level/Time

line

I Bidder

Complaint

Registration/

Closing

(a) Complaint Number (a) Immediate on

complaint

(b) Call for complaint

closing

(b) On Rectification

Preliminary

Inspection

Equipment Inspection

Report

Within 24 Hours

Repair of IT

Equipment

Equipment Service call

Report

(a) Servers (a) Within one days

(b) All IT

Equipment &

network other

than servers

(b) Within three

days

Preventative

Maintenance and

Cleaning of IT

equipment.

Preventive Maintenance

& Cleaning Report

Every month

Maintenance

Information

Services (MIS)

(a) MIS of repairs

carried out

Every month

Also six month

reports withinvoice (b) MIS of Maintenance/

Cleaning

(c) MIS of Complaints/

Resolutions

Manpower System Engineer (a) Immediately on

commencement

of agreement

(b) Replacement

within 3 days

2 End User

Access to the

equipment for

smooth

maintenance/

repair

Necessary security

clearance and access to

representative of bidder.

As and When

required


Payments to bidder Quaterly Payment

against invoice of bidder

(Due on 01 January, 01

April, 01 July & 01

October

@ The quality of the deliverables is expected to be as per

National/International Best Practice Standards and to the entire

satisfaction of End Customer.


Annexure-2 List of items to be covered under Comprehensive Annual Maintenance Contract

Computer Servers, PCs Computers, Printers, Scanners & Software (Operating Systems), UPSs & Networking Equipments etc.

HARDWARE ITEMS INSTALLED IN HEAD OFFICE Item.

No Item Sr.No MAKE Model Item Serial No.

1 SERVER

1 HCL SVR-RACK-HCL-QSSC-S4R C101AG520140

2 HCL SVR-RACK-HCL-QSSC-S4R C101AG520139

3 IBM X225 2FZ9756

4 IBM X225 2FZ9631

2 PCs

1 IBM MT-8296 29R7077

2 IBM MT-8196 2FN0820

3 IBM MT-8196 2FN0797

4 HCL PC-HCL-Q9550 C101AA436727

5 HCL PC-HCL-Q9550 C101AA436728

6 HCL PC-HCL-Q9550 C101AA436729

7 HCL PC-HCL-Q9550 C101AA436730

8 HCL PC-HCL-Q9550 C101AA436891

9 HCL PC-HCL-Q9550 C101AA436892

10 HCL PC-HCL-Q9550 C101AA436893

11 HCL PC-HCL-Q9550 C101AA436894

12 HCL PC-HCL-Q9550 C101AA436895

13 HCL PC-HCL-Q9550 C101AA436896

14 HCL PC-HCL-Q9550 C101AA436897

15 HCL PC-HCL-Q9550 C101AA436898

16 HCL PC-HCL-Q9550 C101AA436899

17 HCL PC-HCL-Q9550 C101AA436900

18 HCL PC-HCL-Q9550 C101AA436901

19 HCL PC-HCL-Q9550 C101AA436902

20 HCL PC-HCL-Q9550 C101AA436903

21 HCL PC-HCL-Q9550 C101AA436904

22 HCL PC-HCL-Q9550 C101AA436905

23 HCL PC-HCL-Q9550 C101AA436906

24 HP PC-HP-Compact Elite 8300 BIG INA251TD0V

25 HP PC-HP-Compact Elite 8300 BIG INA251TCYX

26 HP PC-HP-Compact Elite 8300 BIG INA251TCH5

27 HP

PC-HP-Compact Elite 8300

BIG INA0070JMQ

28 HP PC-HP-Compact Elite 8300 BIG INA25ITD28

29 HP PC-HP-Compact Elite 8300 BIG INA251TD2C

30 HP PC-HP-Compact Elite 8300 BIG INA251TD2H

31 HP PC-HP-Compact Elite 8300 BIG INA25ITCYS

32 HP PC-HP-Compact Elite 8300 BIG INA241TD22

33 HP PC-HP-Compact Elite 8300 BIG INA25ITCZH

34 HP PC-HP-Compact Elite 8300 BIG INA0070JBN

35 HP PC-HP-Compact Elite 8300 BIG INA251TCZM

36 HP PC-HP-Compact Elite 8300 BIG INA251TD17


37 HP PC-HP-Compact Elite 8300 BIG INA251TCJP

38 HP PC-HP-Compact Elite 8300 BIG INA25ITC2Z

39 HP


BIG INA251TD14

40 HP PC-HP-Compact Elite 8300 SMALL INA405RK9F

41 HP PC-HP-Compact Elite 8300 SMALL INA405RKB2

42 HP PC-HP-Compact Elite 8300 SMALL INA405RL8K

43 HP PC-HP-Compact Elite 8300 SMALL INA405RL38

44 HP


SMALL INA405RKHL

45 HP PC-HP-Compact Elite 8300 SMALL INA405RKH7

46 HP PC-HP-Compact Elite 8300 SMALL INA405RKDP

47 HP PC-HP-Compact Elite 8300 SMALL INA405RKR2

48 HP PC-HP-Compact Elite 8300 SMALL INA405RL89

49 HP PC-HP-Compact Elite 8300 SMALL INA405RKS5

3 PRINTERS

1 HP HP-1022 CNBJ6390RW

2 HP HP-1007 VNC4Y0425

3 HP HP-1020+ CNCH290732

4 HP HP-1020+ CNCH197768

5 HP HP-1020+ CNCFT71187

6 HP HP-1020+ CNCH290701

7 HP HP-1020+ CNCH197569

8 HP HP-1020+ CNCH290707

9 HP HP-1020+ CNCH212774

10 HP HP-1020+ CNCH290714

11 HP HP-1020+ CNCH290529

12 HP HP-1020+ MSYA302662

13 HP HP-1505 VNF3L59457

14 HP 4515N CNFYC13389

15 HP PR-HP-2608 MY49FC32PJ

16 HP PR-HP-M1213 CNG9C8HBRS

17 HP PR-HP-M1213 CNG9C8HBSB

18 Cannon LBP6300DN MFTA006856

19 Cannon CANON 6018B MYSA302654



22 Cannon CANON 6018B MSYA302681





4 SCANNER

1 CANNON DR6030C FL408387

2 CANNON DR6030C FL408507

3 HP 5590 CN932TSOYR

4 MICROTEK Microtek-9800XL S42G419625

5 UPS

1 Uniline 10KVA ULP10L-01AA

2 Uniline 3KVA UPL131-45A

3 VENUS 1KVA 32CN8899

4 VENUS 1KVA 32CN 8902




7 APC 1KVA EB0952002597

8 LIBERT 2KVA 9824000131AF5T1

6 ROUTER

1 CISCO CISCO-2921 FGL161010GT

2 CISCO CISCO-2921 FGL161010GN

7 PROJECTOR 1 HP HP vp6120 (S)TWB4111418

8 LAPTOP 1 SONY SONY-PCG-71313W 27516176-7006870

9 Video Conference Set 1 POLYCOM HDX 7000 OD8496


Note:- Following operating systems are running on the Computer Servers, PCs in the CEO/DEO/ERO offices:-

1. Windows Server 2008 64Bit R2 (Enterprises edition)

2. Windows Server 2008 32Bit R2 (Standard edition)

3. Windows Server 2003 SBS

4. Windows Server 2003 Standard

5. Windows 7 /8/10


Annexure-3

List regarding addresses of the office of the Deputy Chief Electoral Officer,along with contact numbers and name of Officer

Sr.

No.

Name of

Officers

Designation Addresses Telephone No.

(Office)

Mobile No.

1. Sukhdev

LAL

Deputy Deputy

Chief Electoral Officer,Punjab

SCO No. 29-30-31-32,

Sector: 17-E, Chandigarh

0172-2704701 97791-15407

List regarding addresses of the District Election Offices (DEOs) along with contact numbers and name of Officer Incharge (Election Tehsildar)

Sr.

No.

Name of

District

Name of

Tehsildar/

Officers

Addresses Telephone No.

(Office)

Mobile No.

1. Pathankot Sh. Sarbjeet Singh

Old PWD Rest House Shimla Pahari near

Avalon school Pathankot.

PIN-145001

0186-2345078

98787-44929

2. Gurdaspur Sh. Rajinder Singh

House No.338 Ward No. 7 Railway Road, Gurdaspur

PIN- 143521

01874-223487

98153-86852

3. Amritsar Sh. Rakesh

Kumar

District Election Office,

D.C. Office, Amritsar –PIN

-143001

0183-2227118

98146-57634

4. Jalandhar Sh. Raj Kumar New Court Complex,

Jalandhar PIN-144001

0181-2244059

98885-46546

83605-25228

5. Nawan

Shahr

Sh. Harish

Kumar


D.C. Office, Nawan Shahr

PIN-144514

01823-222580

98155-11651

6. Kapurthala Smt. Manjit Kaur

District Election Office, Zila Parishad Complex,

2nd Floor, Char Batti

Chowk, Kapurthala PIN-

144601

01822-239448

98157-23132

7. Hoshiarpur Sh. Karnail Singh

Room No. 219, IInd Floor, Mini Secretariat, Near

D.A.V. College,

Hoshiarpur PIN-146001

01882-225013

98152-76076

8. Ludhiana Smt. Anju

Bala


D.C. Office, Ludhiana PIN-141001

0161-2431430

99140-43200

9. S.A.S. Nagar

Sh. Hardeep Singh

D.C. Office, Sector-76 SAS Nagar, PIN-160055

0172-2219522

94170-85231

10. Ropar Sh. Harminder

Singh

District Court Complex,

Ropar PIN-140001

01881-221469

98156-23453


11. Patiala Sh. Hardev

Singh

Room No. 325, IInd Floor,

Mini Secretariat, Block –

A, Patiala PIN-147001

0175-2350779

94175-58059

12. Fatehgarh

Sahib

Sh. Labh

Singh

Room No. 303, IIIrd Floor,

Mini Secretariat,

Fatehgarh Sahib PIN-

140406

01763-232102

97800-33503

13. Sangrur Sh. Harinder

Pal Singh

Mini Secretariat, Sangrur

PIN-148001

01672-230726

96467-00660

14. Ferozepur Sh. Chand Parkash(EK)

Red Cross Complex, IIIrd Floor, Ferozepur PIN-

152001

01632-242473

80540-02640

15. Moga Sh. Manjit

Singh

Mini Secretariat, Moga

PIN-142001

01636-234073

98723-41546

16. Faridkot Smt. Ratinder

Kaur

New District

Administrative Complex,

Muktsar PIN-152026

01639-253602

99154-65025

17. Muktsar Sh. Inderjit

Singh

Satpal (EK)


D.C.Office, Faridkot–PIN -

151203

01633-262857

95018-00835

98787-44929

18. Bhatinda ShBharat

Bhushan

(Addl.charge)

Room No. 303, Mini

Secretariat, Bhatinda

PIN-151001

0164-2211022

94170-26842

19. Mansa Sh Bharat Bhushan

District Election Office, Mini Secretariat, Mansa

PIN-151505

01652-227687

94170-26842

20. TarnTaran Sh Atinder

Kumar

Room No. 26, IInd Floor,

DC Office,Tarn Taran PIN-143401

01852-

224115/07

98555-74555

21. Fazilka Sh. Inderjit

Singh

DC Office, Fazilka, Room

No. 205 PIN-152123

01638-262620

95018-00835

22. Barnala Smt. Naresh

Kiran


Court Complex, Barnala

PIN-148101

01679-231307

99145-00484

23. Patiala

Store

Sh. Sanjeev

Kumar

Election Tehsildar,

Incharge Election Store,

Punjab, Baradari Garden,

Patiala PIN-147001

0175-2305013

94647-74171


Annexure-4

MASTER SERVICE AGREEMENT TEMPLATE

CONTRACT AGREEMENT

THIS AGREEMENT is made on the <<day>> day of <<month>> 2018

BETWEEN:

Department of <<name of Department>>, Government of Punjab having its office

at the o/o <<address of Department>> India hereinafter referred to as “The

Department” (which term or expression unless excluded by or repugnant to the

subject or context shall mean and include its successors-in-office and assigns) of

the FIRST PART;

AND

M/s <<name of selected company>>, incorporated in India under the Companies

Act, 1956 and having its registered office at <<registered office address>> (India)

and place of business at <<business address of company>> hereinafter referred

to as “The Company” (which term or expression unless excluded by or repugnant

to the subject or context shall mean and include its successors-in-office and

assigns) of the SECOND PART;

WHEREAS

a) The Department is desirous that the Maintenance Service Provider for AMC of

IT Equipments/Network installed in the office of the CEO office (Head Office)

as well as in DEO & ERO offices.

b) The MSP, having represented to the Department that it has the required

professional skills, and personnel and technical resources, has agreed to

provide the services on the terms and conditions set forth in this Contract;

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

a) In this Agreement words and expressions shall have the same meanings as

are respectively assigned to them in the tender.

b) The following documents in relation with request for Proposal issued for

selection of Consultants shall be deemed to form and be read and construed

as part of this Agreement viz:

1. Notice Invitation for tender (NIT)

2. Tender Document No. : PSEGS/Election/2018/01

3. Brief Distriction of Work.

4. Instructions for Bidders


5. General Conditions of Contract

6. Scope of Work.

7. All Annexure, amendments, supplements, corrigendum or clarifications thereto

8. Award of Contract.

c) The contract shall begin from the date of signing of the contract, as and when

the Project would be assigned to the MSP and will be valid for three year.

d) The mutual rights and obligations of the Department and the MSP shall be as

set forth in the Contract, in particular:

1. The MSP shall carry out the services in accordance with the provisions of

the Contracts.

2. The MSP shall provide professional, objective and impartial advice and at

all times hold the Department’s interest paramount, strictly avoid

conflicts with other assignments/jobs, downstream projects or their

corporate interests and act without any consideration for future work.

and

3. The Department shall make payments to the MSP in accordance with the

provisions of the Contract.

IN WITNESS WHEREOF, the parties hereto have caused this Contract to be

signed in their respective names as of the day and year first above written.

Date of Commencement of Agreement. ____________________________

Date of Termination of Agreement. ____________________________

Signed on behalf of the MSP

Signature :

Name :

Designation :

Witness - I

Signature :

Name :

Designation :

Organization : (As selected by MSP)

Signed on behalf of the <<Department>>

Signature :

Name :

Designation :

Witness - II

Signature :

Name :

Designation :

Organization : (As selected by <<Deptt.>>)


Annexure-5

List of Equipments For AMC

S. No

Category Model/

Model No.

Item Detail Qty.

1. 2. 3. 4. 5.

1.

Server SVR-HCL-GL-2700

Intel Xeon Processor 5640, 2.66 GHz or higher

(4Core or higher) with DUAL CPU,8 MB L3

cache or higher,64 GB ECC DDR3, 2*300 GB

Hot Swap Hardisks RAID 0.1,On Board dual GB Ethernet Card,5PCI Express Gen 2 Slots ,

Cooling Fans Pre failure alerts for processors,

memory, power supply, fans, HDD Min 6PCA

Slots.

22

2.

Server SVR-IBM-

7975-14S

IBM Server 7975, Intel Xeon 2.8 GHZ, 8 GB

RAM, 5*300 GB HDD, 15" Monitor, 1.44 MB

Floppy Disk Drive (FDD), PS-2 Mouse and 104 keys keyboard.

1

3.

Server SVR-IBM-

X225-12S

IBM Server X225, Intel Xeon 2.8 GHZ, 4 GB

RAM, (3*73 GB +2*36 GB) HDD, 15" Monitor,

1.44 MB Floppy Disk Drive (FDD), PS-2 Mouse

and 104 keys keyboard.

17

4. Server

SVR-IBM-X3400

IBM Server X3400, 3.0GHz, Dual 5050,

EM64T, 2X2MB Cache, 3X72GB Hotplugable, 20/40GB DAT, 17", DVD Writer

2

5.

Server

SVR-RACK-

HCL-QSSC-

S4R

Intel Xeon processor 7520 , 1.86 GHz or

higher (4 Core or higher) with Quad CPU, 128

GB ECC DDR3, 3 x 146GB Hot Swap Hard

Disks, RAID 0, 1, RAID 5

2

6. Laptop Sony

Intel Core i5-560M Processor

2.66GHz,Windows 7 Professional 64-bit, 320GB Hard disk , 4GB RAM

1

7. PC

HP-8200

ELITE

HP Compac / 8200 Elite Micro Tower with i5

4GB DDR3 RAM 500GB HDD 18.5" display

with Keyboard,Mouse and Monitor

7

8. PC

HP-Compaq

Elite 8300

BIG

Pocessor i5 with 4GB DDR3 RAM and 500GB

HDD DVD RW ATI, USB MOUSE&KEYBOARD

18.5" TFT

16

9. PC

HP-Compaq

Elite 8300 SMALL

Pocessor i7 with 4GB DDR3 RAM and 500GB

HDD DVD RW ATI, USB MOUSE&KEYBOARD 18.5" TFT

10

10. PC

LENOVO-

M92P

Lenovo Think Centre, i5, 2 GB DDR3 RAM,

500GB Harddisk, 18.5" TFT, Keyboard and

USB Mouse

77

11. PC

LENOVO-

3212CB1

Processor Core i5, Main Memory (RAM) 2 GB

DDR3, Hard Disk Drive 500 GB, 18.5'' TFT 61

12.

PC WIPRO

C2Q Q9550 2.83G-1333-12M 2*2 GB DDR3, 500GB SATA DVD WRITER, WINDOW 7 64

BIT, WIPRO USB KEYBOARD, MOUSE , 2*5 W

SPEAKER, 18.5" TFT

31

13. PC

PC-HCL-

Q9550

Intel Core 2 Quad Q 9505 S or higher ( 2.83

GHz, 1333 MHz FSB, 6 MB cache) 4 GB DDR3

RAM, 320 GB Hard disk, DVD RW ATI, PS-2

20


KB, PS-2 Mouse, Chassis Intrusion Switch,

18.5” TFT, BIOS disabler of all ports .

14.

PC PC-IBM-MT-

8124

P4 3.00GHz, 1GB RAM, INTEL ® 9.15/P/GV

PROCESSOR TO I/O CONTROLLER-2580,

80GB HDD, DVD ROM, PS-2 KEYBORD, MOUSE and MONITOR

7

15. PC

PC-IBM-MT-

8196

P-IV, 2.83 Ghz , 3GB RAM 1*80 GB SATA, CD-

DRIVE , 1.44 MB FDD, Keyboard, Mouse, 17"

Colored Monitor

2

16. PC

PC-IBM-MT-

8296

P-IV, 2.83 Ghz , 3GB RAM 1*80 GB SATA, CD-

DRIVE , 1.44 MB FDD, Keyboard, Mouse, 17"

Colored Monitor

23

17. PC

PC-IBM-MT-9389

IBM-Think Centre P-IV 3.0GHz, 512MB, 80GB

SATA, 17", DVD Multi Player, Keyboard, Mouse , 17" Colored Monitor

6

18. PRINTER HP-1020+ USB PRINTER SINGLE PRINTING 10

19. PRINTER CANON

6018B USB PRINTER SINGLE PRINTING 8

20. Printer Lexmark

W850

Heavy Duty with dual printing,50 PPM Speed,

Network Ready 22

21. Printer

PR-CN-

LBP6300dn Canon LBP 6300 DN, Network Ready 4

22. Printer PR-HP-1007 HP 1007, 2.0 USB Printer 1

23. Printer PR-HP-1022 HP-1022 - 19 PPM, 2.0 USB Printer 3

24. Printer PR-HP-1505 HP-1505, 2.0 USB Printer 1

25. Printer PR-HP-2420-

DN HP Printer 2420 DN, Network Ready 4

26. Printer PR-HP-2608 Photosmart 4 in 1 printer scanner copier fax 1

27. Printer PR-HP-3005-

DN HP Printer 3005dn, Network Ready 1

28. Printer PR-HP-4515N

HP LaserJet 4515n 50 PPM, Network Ready 3

29.

Printer PR-HP-

M1213

HP LaserJet M1213nf features all-in-one unit

comprising of a printer, copier, scanner and

fax machine .The printer prints at resolutions

of 600 x 600 dpi and can max out at 1200 dpi

effective resolutions

2

30.

PRINTER BROTHER 3-

IN-1

BROTHER 3-IN-1 havey duty printer with

fax,scanner copier multifunction 1

31.

scanner DR-6030C

Heavy Duty Scanner , Automatic/Manual

Document feeder, High speed colour scanning (60 PPM portrait/80PPM

landscape),Simplex/Duplex Scanning Mode

2

32.

Scanner

SN-HP-5590

Automatic document feeder, transparency

adapter, ADF - up to Legal (8.5 in x 14 in)

Flatbed - up to Letter A Size (8.5 in x 11 in) ,

50 Sheets ppm

4

33. Scanner

SN-MT-9800-

XL

SCAN MAKER 9800 XL 1600 X 1600 DPI OR

HIGHER A3 SIZE SCAN AREA 12" X 17" 12


34. Scanner HP-8270 Flatbed with transparent materials adapter

(TMA), USB 2.0 high-speed, 4800 dpi 1

35. Scanner

CN-DR-

C130L Automatic or manual sheet feeding, Simplex /

Duplex , 30ppm (simplex) / 60ipm (duplex) 2

36. UPS

UPS-

UNILINE-10

KVA

10 KVA UPS with 2 hours Backup and

External Battries 1

37. UPS

UPS-

UNILINE-3000

3 KVA With External Battries 1

38.

UPS UPS-APC-

1000 1 KVA With Internal Battries 1

39.

UPS VENUS-1000 1 KVA With Internal Battries 4

40. UPS

UPS-LIBERT-

2000 2 KVA/1.4 KW, with 1 hour backup 1

41. UPS

UPS-TTNX-

5KVA 5KVA Online UPS with 2Hrs Backup 2

42.

UPS UPS-ULINE-

5KVA Unline 5KVA on-line with 3 hours backup 16

43.

UPS

UPS-

Numeric-

5KVA

Numeric 5KVA on-line with 3 hours backup 3

44.

Router CISCO-2921

3 Integrated 10/100/1000 Ethernet ports with

1 port capable of RJ-45 or SFP connectivity, 4

Enhanced High-Speed WAN Interface Card (EHWIC) slots, 3 onboard digital signal

processor slots

2

45.

Projector HP vp6120 HP vp6121

1

46. VC

System

Polycom

HDX 7000

Polycom Video Conferencing System with

Webcam and 42" LG TV 1

Total Equipments: 420


Annexure-6

APPLICATION FORM TEMPLATE

(On Company’s Letterhead)

<reference no. , date>

To,

The Member Secretary,

Punjab State E-Governance Society, D-241, Near Quark City, Industrial Area, Phase 8B, Sector 74, Mohali, Punjab

Subject: Selection of Maintenance Service Provider of Computer

hardwares, softwares, peripherals and Networking

equipments etc. for the office of Deputy Chief Electoral

Officer (HQ) at Chandigarh and 22 District Election

Officer’s offices and 117 Electoral Registration Officer’s

offices in Punjab i.e. for 141 locations

Dear Sir,

This has reference to the advertisement published in

<Newspaper, Edition, Date> pertaining to the above-mentioned subject.

We have gone through the complete tender documents and

understand all the term and conditions and scope of work. We hereby

submit out tender for the same. We had already submitted Rs 4,000/-

(Rupees Four Thousand Only) towards ‘tender document Cost’ and Rs

50,000/- (Rupees Fifty Thousand Only) towards ‘EMD Security’ online.

We would like to clearly state that we qualify for this work as

our company meets all the pre-qualifying criteria indicated by you in the

document. We understand that if the details given in support of claims

made by us are found to be untenable or unverifiable or both our bid will


be rejected without any reference to us. All the relevant documents as

specified in tender are attached.

Yours sincerely,

<Signature of Authorized Signatory>

<Name>

<Designation>

<Contact Address>

<Telephone Numbers( Mobile & Land)>

<Email>

Company

Seal


Annexure-7

Checklist for Pre-Qualification (PQ) Creteria

S.No Pre-Qualification Criteria &

Checklist Required Documents

Please Write

(Yes/No)

1 Cost of Tender Document Screenshot of transcation detail.

2 INR 50,000 as EMD Screenshot of transcation detail.

3

The Bidder should be a business entity incorporated in India under

the Companies Act, 1956/2013 or Partnership firm registered under Limited Liability Partnerships Act,

2008) or Partnership firm registered under Indian

Partnership Act, 1932.

Copy of certificate of

incorporation.

4

The bidder should be in operation for at least the last three years as

on 31st December 2017 in the field of computer hardware

maintenance service.

Certificate for

commencement of business

Memorandum and Articles of Association; and

Work order / contract to validate the year and area

of activities.

5

The Bidder must have ISO 9001:2008 or ISO 9001:2015

certificate. The certificate shall remain valid throughout the

Contract Period.

Copy of certificate which is valid on the date of

submission of Bid.

6

The bidder should have minimum

average turnover of Rs. 75 lakhs from maintenance of “IT Equipments”, etc. during last

three completed financial years for which Bidder’s accounts have been audited.

Audited Financial

Statements OR

Certificate form Statutory

auditors clearly certifying the turnover requirements

7

The Bidder should have successfully completed similar

work in the past three years from any Govt. / PSUs / Banks (as on

31st December 2017), as per below: One project of contract value not

less than Rs. 40 lakh; OR

Summary of Projects to support technical

capability and

Project information

template as per Annexure - 8


Two projects of contract value not less than Rs. 30 lakh;

OR Three projects of contract value

not less than Rs. 20 lakh

8

The Bidder should have successfully completed at least

one similar work for a Public Sector Undertaking/ Government

Organization/ Government Department in India during past three years (as on 31st

Decemenber 2017), the project having covered multiple different

office locations.

Project information template

as per Annexure - 8

9

The bidder should have minimum of 10 professionally qualified

personnel (having minimum qualification of Diploma in

computer science/ IT/ Hardware/ networking or higher on its payroll, deployed on the AMC

business.

Cetificate from HR of the

firm/ company.

10

The Bidder shall not be under a

declaration of ineligibility / banned / blacklisted/ fraud by any State or Central Government

/ any other Government agency in India for any reason as on last

date of submission of the bid. Self Declartion

11

Attested copy of PAN No. and GST

No. is to be furnished /enclosed.

Copy to be submitted.

12

Bidder must submit papers on methodology for operation and

maintenance (O&M) of hardware and software products during the contract period. Documents to be Submitted.

13

The bidder should also enclose company profile as per Annexure-

11 and a list of places where they are currently providing Annual Maintenance Services along with

contact person name, phone and fax number. As per Annexure 11


Annexure-8

Project Information Template

1. Name of client

2. Name of the Project

3. Brief Description of the Project Attach

Additional Sheets

and

Annexure,

if required.

4. Scope of the Project (Activities Involved)

5. Brief Approach & Methodology of Project.

6. No. of Locations at which Project is being/was

implemented

7. Value of the project (INR)

8. Date of award of agreement

9. Date of commencement of the project

10. Date of successful completion of the project

11. If not completed, expected date of completion

12. Name of the person who can be referred to from

Clients’ side, with name, designation, postal address,

contact phone, fax number, e-mail id etc.


Annexure-9

COMMERCIAL-BID

Table ‘A’

Maintenance Charges for three years of Computer Hardware, Software, Peripherals, LAN/WAN, Networking Devices etc. Installed in CEO office

as well as in all the DEOs and EROs offices in the State of Punjab (figures in Rupees)

S.No Equipments

category Quantity

Unit Rate per annum

Total charges for three years Col.

[B x C] x 3

# A B C

1 Servers

2 PCs

3 Laptop(s)

4 Printers

6 Scanners

7

UPS (500VA to 3

KVA)

8

UPS (More than 3

KVA to 5KVA)

9

UPS (More than

5KVA)

10 HUBs

11 Switches

12 Routers

Total Cost of AMC in figures

Total Cost of AMC in words for three years

Note: Prices quoted above are inclusive of all taxes & duties


Table ‘B’ [For Additional LAN Points (if required)]

S.

No.

Description Unit Costs (in INR)

Basic Rate

Tax Total

1. Cost of providing additional LAN points

including the followings:

a) Provisioning and Laying of Cat 5e or better cable (per meter) in Conduit/baton

b) Provisioning and fixing of I/O with SMB

box

c) Patch Cord of Length 1 Mtr.

d) Patch Cord of Length 3 Mtr.

e) Patch Cord of Length 5 Mtr.

For the purposes of providing level platform, the list of equipment and their quantity is as listed against each at serial 1 to 32 above, however, there may be a marginal difference in quantities of each on ground.

Fresh quantities of equipment across all makes, brands and models to be added to the AMC list will be on the same terms as above and will be in addition to the quantities listed above.

No figures or words should be overwritten. Overwritten figures or words should be scored out and re-written under full signature of the authorized signatory. Tender/quotation that do not fulfill this condition will not be considered.


Annexure-10

Compliance of Services Under AMC by bidder

S. No.

Scope of Services Compliance Yes / No

1 The contractor at his cost shall inspect the site during

the working hours before quoting the rates and

ascertain about the facilities/ hindrances and

generally obtain his own information on matters

effecting the rates and execution of the work.

2 MSP shall maintain & repair the said equipment to

keep it under working condition for normal usage

during the AMC.

3 Vendor will provide services through its employees or

authorized agents.

4 MSP should have adequate technical expertise/field

experience/ infrastructure facilities/ spares in stock/

back up facilities and manpower. Documentary

evidence to be submitted on demand.

5 Preventive Maintenance/Cleaning as per international

standards once in six months.

6 The services are to be provided during working

hours/days of the end customer department and in

case of urgent requirements; End customer

department will ensure equipment availability under

such cases.

7 Breakdown complaints to be attended to and

equipment repaired/maintained as per international

norms to return the equipment in original or better

operational condition.

8 Replacements of parts/components/assemblies and

sub-assemblies by original or other branded quality

duly supported with invoices, where required.

9 The contractor shall provide all materials and/or

labour of every description and all tools, plants,


storage and transport necessary for carrying on,

execution and completion of the work to the

satisfaction of respective CEO/DEO office and the cost

shall be covered in the rates quoted.

10 The contract charges are fully comprehensive including

the all spares, tools, manpower, time & expertise, cost

of travel, accommodation, and incidental expenses.

11 Payment will be released Quaterly as due on 01

January, 01April, 01 July, 01 October every year till

currency of agreement and payable within one month

of submissions of respective invoice by bidder.

Date: Bidder Signature with Seal


Annexure-11

PROFORMA OF COMPANY PROFILE

1. Name of Firm and registered address

2. Name and Designation of Coordination Person.

3. Address of Office in Chandigarh/Punjab with Landline Phone

No., Mobile No. and Fax No., Website and e-mail address.

4. Does the firm posses any Certification/any other

accreditation : Yes/No

If yes, give details with year of certification

5. Years of operation

Maintenance: ______________yrs

Other Computer related business ______________yrs

Total: ______________yrs

6. Yearly turn-over 2014-2015, 2015-2016 & 2016-17

2014-2015 2015-2016 2016-17

Maintenance

Other

Activities

Total

7. Support staff and qualifications

No. of Qualified Hardware Engineers/ Technical Staff

Others


Total

8. Details of Service Center/ Service Partners

9. Enclose list of major clients preferably in Govt./Public Sector

Undertaking (Enclose list with Contact Person & Phone, email IDs

and duration of agreement.

10. Whether the firm is black-listed by any Govt. agency/PSU?

Yes/No

11. Any other information considered important by Bidder

I agree to all terms and conditions mentioned in the tender

document.

Signature and seal of the Bidder


Annexure-12

PROFORMA FOR PERFORMANCE BANK GUARANTEE

(On stamp paper of appropriate value from any Nationalized Bank) To,

The Chief Electoral Officer, Punjab, SCO No. 29-30-31-32, Sector: 17-E,

Chandigarh-160 017

Dear Sir,

Whereas M/s.____________________________ (here-in-after

referred to as the said Company/firm or Company/firm’ when expression shall wherever the subject of context so permits include its successors) and assigns have entered into an agreement dated_____________________

with the Deputy Chief Electoral Officer,Punjab, SCO No. 29-30-31-32, Sector: 17-E, Chandigarh (here-in-after called as the CEO which

expression shall include his successor) for the Maintenance agreement of “IT Equipments” installed in the “Site Offices”.

In terms inter-alia, of the CEO’s Letter No. _________________ dated _____________and the General Conditions of Contract and upon the condition of the Company/firm’s furnishing security for the performance

of the Company /firm’s obligations and discharge of the Company/ firm’s liability under in connection with the said contract up to a sum of

Rs________________________ (Rupees____________________ Only) amounting to 10 % (Ten) percent of the total contract value.

1. We_________________________________ (here in after called “The Bank which expression shall include its successors and assigns) hereby jointly and severally undertake to guarantee

the payment to The CEO in rupees forthwith on demand in writing and without protest of demur or any and all moneys

anywise payable by the Company / firm to The CEO under in respect of or in connection with the side contract inclusive of all The CEO’s losses and damages and costs, (inclusive

between attorney and client) charges and expenses and other moneys anywise payable in respect of the above to this

guarantee up to an aggregate limit of Rs. _________________ (Rupees___________________________only).

2. We __________________________________ Bank further agree that The CEO shall be sole judge of and as to whether the said Company / firm has committed any breach or breaches

of any of the terms and conditions of the said contract and the extent of loss, damage, cost, charges and expenses

caused to or suffered by or that may be caused to or suffered


by The CEO on account there of and the decisions of The CEO that the said Company / firm has committed such

breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by

The CEO from time to time shall be final and binding on us.

3. The CEO shall be at liberty without reference to the bank and

without affecting the full liability of the bank hereunder to take any other security in respect of the Company/firm’s obligations and liabilities hereunder or to vary the contract or

the work to be done there under vis-à-vis the Company/firm or to grant time or indulgence to the Company/firm or to

reduce or to increase or otherwise vary the prices of the total contract value or to release or to forbear from enforcement of all or any of the security and/ or any other security(ies) now

or hereafter held by the CEO and no such dealing (s) reduction (s) increase (s) or other indulgence (s) or arrangements with the Company / firm or release or for

bearance whatsoever shall absolve the Bank of the fail liability to The CEO hereunder or prejudice the rights of The

CEO against the bank.

4. This guarantee shall not be determined or affected by the

liquidation or winding up, dissolution, or change of constitution or insolvency of the Company / firm but shall in all respect and for all purposes be binding and operative until

payment of all monies payable to The CEO in terms thereof.

5. The bank hereby waives all rights at any time inconsistent with the terms of this guarantee and the obligations of the bank in terms hereof shall not be anywise affected or

suspended by reason of any dispute or dispute having been raised by the Company / firm stopping or preventing or purporting to stop or prevent any payment by the bank to

The CEO in terms hereof.

6. The amount started in any notice of demand addressed by the CEO to the bank as liable to be paid to the CEO by the Company / firm or as suffered or incurred by The CEO on

account of any losses or damages of cost, costs, charges and /or expenses shall be conclusive evidence of the amount so liable to be paid to The CEO of suffered or incurred by The

CEO as the case may be and shall be payable by the bank to The CEO in terms hereof.

7. This guarantee shall be a continuing guarantee and shall remain valid and irrevocable for all claims of the CEO and

liabilities of the Company/firm arising up to and until midnight of________________________________________.


8. This guarantee shall be addition to any other guarantee or security whatsoever that The CEO may now or at any time

anywise may have in relation to the Company / firm’s obligations/ or liabilities under and/ or in connection with

the said contract, and The CEO shall have full authority to have recourse to or enforce this security in preference to any other guarantee or security which The CEO may have or

obtain and no forbearance on the part of The CEO in enforcing or requiring enforcement of any other security shall have the effect or releasing the Bank from its full liability

hereunder.

9. It shall not be necessary for the CEO to proceed against the said Company / firm before proceeding against the Bank and the Guarantee herein contained shall be enforceable against

the bank notwithstanding that any security which the CEO may have obtained or obtain from the Company / firm shall at the time when proceedings are taken against the said bank

hereunder be outstanding or unrealized.

10. We the said Bank undertake not to revoke this guarantee during its currency except with the consent of the CEO in writing and agree that any change in the constitution of the

said Company / firm or the said Bank shall not discharge our liability hereunder.

11. We__________________________________the said Bank further that we shall pay forthwith the amount stated in the NOTICE

OF DEMAND notwithstanding any dispute/ difference pending between the parties before the arbitrator and/ or that any dispute is being referred to arbitration.

12. Notwithstanding anything contained herein above, our liability under this guarantee shall be restricted to Rs.

__________________ (Rupees_______________________ only) and this guarantee shall remain in force till

________________________ and unless a claim is made on us within 3 months from that date, that is before ____________________ all the claims under this guarantee shall

be forfeited and we shall be relived of and discharged from our liabilities thereunder.

Dated _______day of ___________2018. For and on behalf of Bank.

Issued Under Seal

Punjab State e-Governance Society (PSeGS) O/o Directorate ... · Punjab State E-Governance Society...

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