Tender for Empanelment of OEM for Supply Installation and AMC of Server Computer Laptop and

175 Pages·2016·6.53 MB·English

Request for Proposal

For

Empanelment of OEM for Supply, Installation, and

AMC of Server, Computer, Laptop and Peripheral items

NIT Number: JAP-IT/OEM/HW/2016

Jharkhand Agency for Promotion of Information Technology
(An Autonomous body under Department of e-Governance & Information Technology,
Govt of Jharkhand)
Ground Floor, Engineers Hostel – II, Near Golchakkar, Dhurwa, Ranchi, Jharkhand
Phone : [phone] Fax : [phone]
Contents
1. GENERAL INSTRUCTIONS____________________________________ ............................ 4
1.1 ISSUER ................................................................................................................................................ 4
1.2 CONTACT PERSON ............................................................................................................................. 4
1.3 KEY EVENTS & DATES ........................................................................................................................ 5
1.4 Procurement of RFP Document ........................................................................................................ 6
1.5 Pre Bid Conference ............................................................................................................................ 6
1.6 Amendment of RFP Document ......................................................................................................... 7
1.7 Venue and Deadline for submission of proposal ............................................................................. 7
1.8 Eligibility criteria................................................................................................................................ 7
1.9 EPANELMENT OF BIDDERS ................................................................................................................ 9
1.10 DELIVERY AND PENALTY ................................................................................................................... 9
1.11 INSTALLATION SCHEDULE AND PENALTY ....................................................................................... 11
1.12 PAYMENT TERMS ............................................................................................................................ 11
1.13 WARRANTY & MAINTENANCE ........................................................................................................ 13
1.14 PRICE VARIATION CLAUSE ............................................................................................................... 14
1.15 FORCE MAJEURE .......................................................................................................................... 14
1.16 EARNEST MONE Y/SECURITY DEPOSIT AND TENDER FEE .............................................................. 15
2. NOTICE INVITING TENDERS ..................................................................................... 16
2.1 Instructions ...................................................................................................................................... 17
2.2 DOCUMEN TS TO BE FURNISHED WITH GENERAL BID .................................................................... 19
2.3 e-Procurement related instructions ................................................................................................ 20
3. GENERAL BID ............................................................................................................... 21
3.1 Indicative e-Forms (it may be changed and uploaded after corrigendum if any) ........................... 21
3.2 CHEKLIST .......................................................................................................................................... 25
3.3 BIDDER UNDERTAKING .................................................................................................................... 27
3.4 GENERAL TERMS AND CONDITIONS ................................................................................................ 30
SPECIAL NOTE TO BIDDERS .......................................................................................................................... 34
3.5 BID EVALUATION .............................................................................................................................. 35
3.5.1 GENERAL AND TECHNICAL EVALUATION ................................................................................. 35
3.5.2 FINANCIAL EVALUATION .......................................................................................................... 36
4. TECHNICAL BID ........................................................................................................... 37
4.1 BID LETTER ....................................................................................................................................... 37
4.2 BACKGROUND .................................................................................................................................. 39
4.3 TECHNICAL SPECIFICATIONS ............................................................................................................ 39
4.3.1 List of immediate hardware requirement ............................................................................... 39
5. Financial Bid ................................................................................................................. 168
1. GENERAL INSTRUCTIONS____________________________________
The Jharkhand Agency for Promotion of Information Technology (JAP-IT) intends to purchase
Server, Computer, and Laptop on rate contract model.
The invitation to the bid is for “Empanelment of OEM for Supply and Installation of Server,
Computer, and Laptop with 3 years onsite comprehensive warranty and AMC for additional 2
years”. Submission of bids shall be deemed to have been done after careful study and examination
of the RFP document with full understanding of its implications. This section provides general
information about the Issuer, important dates and addresses and the overall eligibility criteria for the
bidders.
1.1 ISSUER
Jharkhand Agency for Promotion of Information Technology (herein after referred to as JAP-IT) is
an autonomous body under Department of e-Governance & Information Technology, Govt of
Jharkhand, invites proposals from leading manufacturers in the respective Industry for
“Empanelment of OEM for Supply and Installation of Server, Computer, and Laptop under 3 Years
warranty and subsequently carrying out AMC for a period of additional 2 years from the date of
warranty expiry”.
1.2 CONTACT PERSON
CEO, Jharkhand Agency for Promotion of Information Technology,
Ground Floor, Engineers Hostel – II, Near Golchakkar, Dhurwa, Ranchi, Jharkhand
Phone : [phone] Fax : [phone]
1.3 KEY EVENTS & DATES
Sl. Particular Details
No
JAP-IT/OEM/HW/2016
1. Tender Reference
Tender issuing Authority JAP-IT
2.
Supply, Installation, Commissioning, of Rate contract
Name of the Project for a period of one year with 3 years warrantee and
3.
AMC for additional 2 years
Rs. 15,000/- ; A Demand Draft in favor of CEO, JAPIT,
Cost of the Tender document
4. payable at Ranchi.
Rs. 2,00,000/- ; A Demand Draft in favor of CEO,
Earnest Money Deposit
5. JAPIT, payable at Ranchi.
Date of commencement 0o9f/ iNssouv/e2 o0f 1t6en der document
6.
Last date and time for queries
24/Nov/2016
7. for Pre-Bid meeting
Date: 25/Nov/2016 , Time 3:30 PM, JAP-IT
PreBid Meeting
8.
Near Golchakkar, Dhurwa, Ranchi-834004
Last Date and Time,
original Bid security and cost of 14/Dec/2016, 5:00 PM
9.
tender document
Last date & Time For online
14/Dec/2016 , 4:00 PM
10. submission of Bids
Date of opening of Technical 16/Dec/2016 , 4:00 PM
11. Bids
Date of opening of Commercials
Will be announced later
12. Bid
JAP-IT,
Address of Engineers Hostel No. – 1,
Communication/Purchase of
Near Golchakkar, Dhurwa, Ranchi-834004
13. Tender document/Submission
of Proposals
Tel: 0651 – 2401040, 2401041
Fax: 0651 – 2401040
Contact E-mail Id [email protected] and [email protected]
14.
Contact Person OSD JAP-IT, DoIT
15.

A copy of the tender document should be downloaded from http://www.jharkhand.gov.in
and http://jharkhandtender.gov.in . The cost of tender document should be paid along with
the submission of the tender as per the above said schedule.
1.4 PROCUREMENT OF RFP DOCUMENT
The RFP document can be downloaded from the website www.jharkhand.gov.in
orhttps://jharkhandtenders.gov.in. In order to attend the pre-bid meeting and
response for his/her queries. Bidder has to pay the cost of tender document in
form of demand draft along with the tender document at the time of final tender
submission or can pay the amount through Demand Draft to the last date of
tender submission. The cost of tender document is Rs. 20,000/- (Rupees Fifteen
Thousand Only) which is non-refundable. This fee shall be paid in form of
demand draft of any nationalized bank located in India, payable at Ranchi, drawn
in favour of C.E.O “Jharkhand Agency for Promotion of Information Technology”
1.5 PRE BID CONFERENCE
The JAP-IT shall organize a Pre Bid Conference on the scheduled date and time at
JAP-IT, Ranchi. The JAP-IT may incorporate any changes in the RFP based
on acceptable suggestions received during the interactive Pre-Bid
Conference. The decision of the JAP-IT regarding acceptability of any
suggestion shall be final in this regard and shall not be called upon to
question under any circumstances. The prospective bidders shall submit their
questions in writing to reach JAP-IT on or before date and time mentioned in
section 1.3. It may not be possible at the Pre Bid Conference to answer questions
which are received late. The responses will be conveyed to all the prospective
bidders (by way of hosting amendments / clarifications on the website i.e. at
www.jharkhand.gov.in, https://jharkhandtenders.gov.in) in accordance with the
respective clauses of the RFP and no participant would be intimated individually
about the response of the JAP-IT.
Maximum 2 (two) personnel from each bidder will be allowed to participate in the
pre-bid conference.
1.6 AMENDMENT OF RFP DOCUMENT
JAP-IT may, for any reason, whether at own initiative or in response to a
clarification requested by a prospective Bidder, modify the bidding document by
amendment. All the amendments made in the document would be published in
the website of www.jharkhand.gov.in and /or www.jharkhandtenders.in . All
such amendments shall be binding on bidders. The bidders are also advised to
visit the aforementioned websites on regular basis for checking necessary
updates. The JAP-IT reserves the rights to amend the dates mentioned in clause
1.3 of this volume for bid process.
1.7 VENUE AND DEADLINE FOR SUBMISSION OF PROPOSAL
Proposals for " Empanelment of OEM for Supply and Installation of Server,
Computer, and Laptop with 3 years onsite comprehensive warranty and AMC for
additional 2 years" must be uploaded in the sitewww.jharkhandtenders.in as per
defined schedule in section 1.3.
JAP-IT shall not be responsible for any delay in uploading the documents. No
further correspondence on this matter will be entertained.
1.8 ELIGIBILITY CRITERIA

1. A Bidder should be an Original Equipment Manufacturer (OEM) for last ten
years.
2. OEM should be an ISO 9001:2008 certified Company. The bidder should
enclose a copy of quality certificate from a globally recognized institution for
their manufacturing /assembly / system integration facilities anywhere
located in INDIA or abroad.
3. The bidder’s annual sales turnover from sale of computer systems should be
at least Rs. 100 Crores (Rupees Hundred Crores) during the each fiscal year
i.e. 2012-13, 2013-14 & 2014-15. Bidders must submit copy of audited
balance sheet as proof of turnover, highlighting the turnover part. Bidder may
attach CA certificate in this regard.
4. In last three years, Bidder or Authorized partners must have completed
the one purchase order amounting Rs. 5 Cr. anywhere in India,
Or
Two purchase orders of Rs. 3 Crores anywhere in India
Or
Three purchase orders of Rs. 2 Crores anywhere in India
Or
Five Purchase orders of minimum each of Rs. 1 Crores anywhere in India.
5. The Bidders or Authorized partners must have executed one single order of
minimum 500 Desktop Computers/ Laptops issued by Govt. Departments/
PSUs/ nationalized banks in past three years anywhere in India.
6. The Bidders or Authorized partners must have state wide infrastructure
support in the form of franchises or OEM service centres in at least 6
Divisional HQs and Service engineer support. The contact details of service
centre and service engineer must be attached with the bid. In case service
centres are not available in all 6 Divisional HQs, then bidder should furnish
an undertaking that within 3 months of agreement it will be started.
7. The registration number of the Bidders or Authorized partners along with the
CST/ VAT No. allotted by the sales tax department, as well as PAN number of
the firm allotted by the income tax department should be submitted, failing
which bidder’s bid would become invalid & same shall be rejected.
8. The Bidders or Authorized partners should be registered with Service Tax
department of the Government of India. Enclose copy of the valid
Registration No.
9. Bidder at the time of bidding should not have been blacklisted by any State
Government or by any State agencies in India.
10.The Bidders or Authorized partners should have following certification/
documentation
a. ISO 9001, and ISO 14001 certification.
b. ROHS (Restriction of Hazardous Substances) Compliance
c. UL (Underwriting Laboratories) 60950 / ERTL (Electronics Regional Test
Laboratory
d. Energy Star 4.0

The Bidders are requested to furnish documents to establish their eligibility
for each of the above clauses. If tender were not accompanied by all the
above documents mentioned, the same would be rejected. Request for
subsequent submission of any of the above document may not be
entertained. However, JAP-IT reserves the right to seek fresh set of
documents or seek clarifications on the already submitted documents. All
documents should be submitted electronically in PDF format. However,
Financial Bid should be submitted in XLS format. Upon verification /
evaluation, if in case any information furnished by the Bidder during
evaluation is found to be false / incorrect, their bid / empanelment shall
be summarily rejected / terminated and no correspondence on the same
shall be entertained.
THE BID SUBMITTED BY ANY BIDDER NOT FULFILLING THE ELIGIBILITY
CONDITIONS /CRITERIA STIPULTED ABOVE, WILL NOT BE
CONSIDERED
1.9 EPANELMENT OF BIDDERS
1. The empanelment will be valid for a period of 12 (Twelve) months in the first
instance from the date of empanelment. It may be extended for a further period
depending upon the need of JAP-IT’s project requirements with mutual consent.
2. All empanelled Bidders shall have to enter into a written agreement with JAP-
IT for honouring all tender conditions and adherence to all aspects of fair trade
practices in executing the purchase orders placed by JAP-IT on behalf of its
clients.
3. In the event of an empanelled Company or the concerned division of the
Company is taken over /bought over by another company, all the obligations and
execution responsibilities under the agreement with the JAP-IT, should be passed
on for compliance by the new company in the negotiation for their transfer.
4. If the name of the product is changed due to any reason, the renamed
product should have equivalent or superior technical specifications.
5. In case any selected bidder refuses to sign empanelment within 15 days of
communication from JAP-IT, the offer would be treated as withdrawn. Every
bidder will be asked to match L1 rates for "In Lieu of items" based on price
quoted by bidders in this tender.
6. In case of empanelled bidder is found in breach of any condition(s) of tender
or supply order, at any stage during the course of supply / installation or
warranty period, the legal action as per rules/laws, shall be initiated
against the bidder andEMD/Security Deposits shall be forfeited, besides
debarring and blacklisting the bidder concerned for at least three years, for
further dealings with JAP-IT.
7. JAP-IT may, at any time, terminate the empanelment by giving written notice
to the empanelled OEMs without any compensation, if the empanelled OEM
becomes bankrupt or otherwise insolvent, provided that such termination will not
prejudice or affect any right of action or remedy which has accrued or will accrue
thereafter to JAP-IT.
1.10 DELIVERY AND PENALTY
1) The schedule to be given for delivery at site is to be strictly adhered to in
view of the strict time schedule for implementation of various Projects. Any
unjustified and unacceptable delay in delivery beyond the delivery schedule
as per Purchase Order (which shall not be more than as mentioned in Table
1 from the date of Purchase Order) will render the vendor liable for
liquidated damage at the rate 1% (one percent) per week subject to a
maximum of 6 weeks, six (6%) and thereafter JAP-IT holds the option for
cancellation of the order for pending supply, and procure the same from
any other Manufacturer, forfeiting the EMD/Security deposit of the
OEM. Also, JAP-IT has option to procure the items from alternate source
at the risk and cost of the defaulting OEM (Vendor).
Proof of Delivery/Installation duly signed by the JAP-IT / User /
Department local officials, with his name, date of delivery, designation
and office seal, legibly recorded, should reach JAP-IT within 30 days
after the date on which the item(s) was delivered / installed.

Computer/Laptop/Printer/others

Sl. Quantity Delivery Period
No.
1 1-50 4 weeks
2 51-200 5 weeks
3 201 and above 6 weeks

Server and Storage

Sl. Quantity Delivery Period
No.
1 1-5 6 weeks
2 6-25 8 weeks
3 25 and above 9 weeks

2) If the delivery, of whole or in part, is delayed beyond 4 weeks from last date
of delivery as given in the purchase order, JAP-IT will have option to
cancel the purchase order to the extent of unfulfilled part of the purchase
order. JAP-IT will be free to procure the remaining items from alternate
sources at the cost and risk of the defaulting vendor. JAP-IT can cancel the
order and impose a cancellation charge of 2% in addition to LD penalty
of the value of unsupplied items, which will be recovered from the
pending bills or BG/Security Deposit or by raising claims. In extreme case,
JAP-IT reserves the right to forfeit the Bank Guarantee /Security
Deposit of the bidder.