National AIDS Research Institute (NARI)
(Indian Council of Medical Research)
An Autonomous Unit under Govt. of India,
Department of Health Research,
Ministry of Health and Family Welfare
Plot No.73, ‘G’ Block, M.I.D.C., Bhosari, PUNE – 411 026
Tel : +91-20-2733 1200, 2733 1290 Fax : +91-20-2712 1071
E-mail : nariadmin2@nariindia.org
Web Site : http://www.nari-icmr.res.in
“Tender Documents for Comprehensive Annual
Maintenance Contract maintaining the IT
Infrastructure at NARI and NARI Clinics.”
Tender Enquiry No.
: NARI/4/046/14-15/CTU/TENDER
Pre-bid meeting
: 18 November 2014 at 11.00 a.m.
Due Date
: 04 December 2014 before 11.00 a.m.
Opening of Technical Bids : 04 December 2014 at 03.30 p.m.
Prospective Bidders may download the Tender Documents from NARI website and submit the tender
along with document fee of Rs.1,000/- (non refundable) by Demand Draft favoring to Director,
National AIDS Research Institute, Pune payable at Pune.
Page 1 of 27
NATIONAL AIDS RESEARCH INSTITUTE, PUNE
(Indian Council of Medical Research)
Plot No. 73, ‘G’ Block, MIDC, Bhosari, Pune - 411 026.
Tel : +91-20-2733 1200, 20-2733 1290 Fax : +91-20-2712 1071
TENDER NOTICE
NARI invites sealed tenders from the prospective bidders for the “Comprehensive
Annual Maintenance Contract for maintaining the IT Infrastructure at NARI & NARI
Clinics”
Completed and sealed Tenders based on Double Bid Procedure ( Technical &
Commercial Bid ) along with the Demand Draft of Rs.1000/- ( Non-refundable ) in
the name of The Director, National AIDS Research Institute should be submitted
on or before 04/12/2014 at 11.00 a.m. to The Director, NARI on the above
address.
Bid Documents can be directly downloaded from our website www.nari-icmr.res.in or
can be obtained from the office on request on any working day.
Pre-bid meeting will be held at NARI on 18/11/2014 at 11.00 a.m.
Technical Bid will be opened on 04/12/2014 at 3.30 p.m.
NOTE : For details please visit our Website www.nari-icmr.res.in
DIRECTOR
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SECTION INDEX
SECTION
Page Number
Chapter 1
:
Invitation for Bids (IFB)
04 to 07
Chapter 2
:
Instructions to Bidders (ITB)
08 to 11
Chapter 3
:
Special Conditions of Contract (SCC)
12 to 13
Chapter 4
:
Criteria for the vendor who can bid for
Providing CMAC Services
14 to 14
Chapter 5
:
List of CMC & AMC hardware List
15 to 15
Chapter 6
:
Scope of Work
16 to 18
Chapter 7
:
Technical details Check list
20 to 22
Tender Form (General information)
23
Chapter 8
:
Price Bid Form
24
(to be submitted by the bidders for quoting their prices)
Chapter 9
: Other Standard forms
25 to 27
(to be submitted by the Bidder and the purchaser)
Page 3 of 27
SECTION I : INVITATION FOR BIDS (IFB)
1.
Tender Addressed to:
THE DIRECTOR,
National AIDS Research Institute,
Plot No.73, ‘G’ Block, M. I. D. C., Bhosari,
PUNE – 411 026. Maharashtra, India.
Tel : +91-20-2733 1200, 020 20-2733 1290 Fax : +91-20-2712 1071
E-mail : nariadmin2@nariindia.org
2.
Name of the Tender :
“Comprehensive Annual Maintenance Contract for maintaining the IT
Infrastructure at NARI & NARI Clinics”
3
Tender Document and Fee :
The tender document can be downloaded from the NARI website or it can be obtained from the NARI office
on payment of Rs.1,000/- (non-refundable) by Demand draft only.
Bidders who are downloading the tender documents have to pay the tender fees of Rs.1,000/(Rupees One Thousand Only) which is non-refundable while submitting the tender document.
4.
Pre Bid Meeting :
A Pre bid meeting will be held at NARI on dt. 18/11/2014
at 11.00 a.m. for clarifying issues and clearing doubts, if any about
the specifications and other allied technical details of the equipment.
Contact :
5.
Mrs. Radhika Brahme, Scientist ‘B’ (for Technical queries)
mail: rbrahme@nariindia.org
Administrative Officer, Admn-II/III (for Administrative queries)
mail: nariadmin2@nariindia.org
Venue for Submission of Tender :
NARI RECEPTION COUNTER- TENDER BOX
(New Administrative Building)
National AIDS Research Institute,
Plot No.73, ‘G’ Block, M. I. D. C., Bhosari,
PUNE – 411 026.
6.
Two bid System :
The Two bid system will be followed for this tender. In this system bidder must submit the offer in
two separate sealed envelopes, one for technical and the second for commercial bid.
Both the envelopes should be securely sealed and stamped separately with a clear marking as
“Envelope No.1- Technical Bid” and Envelope No. 2- Commercial Bid” respectively.
Both the sealed envelopes should be placed in a third larger envelope clearly mentioning
“Technical Bid & Commercial bid for “Comprehensive Annual Maintenance Contract for
maintaining the IT Infrastructure at NARI & NARI Clinics.” and should be submitted to the
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above mentioned address so as to reach NARI, Pune so as to reach NARI, Pune on or before
04/12/2014 at 03.00 p.m.
All the envelopes must also have the following information :
 Tender Reference Number
 Due Date
 Name of the Bidder
 Envelope No.1 : “Technical Bid” and Envelope No.2 : “Commercial Bid” respectively
The bid can be submitted in person or through post / courier (NARI shall not be responsible for any
postal delays resulting in disqualification /rejection of any bid) so as to reach The Director, NARI,
Pune on or before the due date and time.
7.
Technical Offer :
The Technical Offer should comprise of the following :
The Technical offer should be complete in all respects and contain all the information required,
except the cost, as per the minimum specifications. The Technical offer should be complete to
indicate that all products and services asked for are quoted. Each page of the bid shall be duly
signed and stamped by the bidder. Correction, if any should also be duly signed and stamped by
the bidder failure to comply with this requirement may result in the rejection of the bid.
A. THE FOLLOWING DOCUMENTS SHOULD BE SUBMITTED WITH SIGNATURE & STAMP
ALONGWITH TECHNCIAL BID IN THE FORMAT ENCLOSED HEREWITH, OTHERWISE THE
TENDER WILL BE REJECTED.
I)
II)
III)
IV)
V)
FORMAT OF TENDER FORM GENERAL INFORMATION (page no. 23)
CHECK LIST TECHNICAL INFORMATION (page no. 20)
UN-PRICED COMMERCIAL BID.
CHECK LIST OF ELIGIBILITY CRITERIA OF BIDDER & OTHER DETAILS
(PLEASE REFER ANNEXURE-A)
CHECK LIST OF TECHNICAL SPECIFICATIONS (PLEASE REFER ANNEXURE-B)
B.
Demand Draft for Rs.1,000/- (Rupees One Thousand Only) towards tender document fees.(If tender
documents are downloaded) (copy of receipt issued by NARI, if tender documents is purchased
from NARI office)
C.
Demand Draft or Bank Guaranty for Rs. 15,000/- (Rupees Fifteen Thousand Only) towards Earnest
Money Deposit.
D.
Undertaking that the successful bidder agrees to give a Security Deposit amounting to 10% of the
purchase order value by way of Demand Draft or Bank Guarantee in favor of Director, National
AIDS Research Institute, Pune.
E.
Technical Bid duly filled in with proper seal and signature of authorized person on each page of the
bid submitted.
F.
If the bidder is other than the manufacturer of the quoted item authorization letter from Principals/
manufacturer clearly indicating that the vendor is a competent authority to sell & provide services
towards the items mentioned in the Scope of Supply and Services thereto, given in this tender
document.
G.
A certified copy of Partnership deed / Memorandum and Articles of Association as applicable.
Page 5 of 27
H.
If you have supplied identical or similar Items/Equipment to other ICMR Institutes or any other
Labs./Institutes, the details of such supplies for the preceding three years should be given together
with the prices finally paid.
Based on the above information, NARI will have its option to obtain details of the Items/Equipment,
their performance, after sales services etc. for evaluation of the tender, directly from the concerned
Institutes/ Labs. /Scientists etc.
I
The bidders should attach Agreements / Purchase Orders / Completion Certificates if any, with/ from
the clients to whom similar supply has been made by the bidder in the last three years. The bidder
must also attach the list of customers and their details i.e Name of the Purchaser, Address, Phone
number, Fax number and e-mails etc.
J
Copy of LST / CST / WCT / VAT / SERVICE TAX NO., PAN NO. and TIN No. allotted by the
concerned authorities.
k.
A copy of the Un-priced Commercial bid, including services considered for the total solution.
Bid documents should be submitted as per the above sequence with Index
page and page numbers (including technical literature). Each page of the bid
should be signed & stamped in original.
8.
Date of opening the Technical Bids.
Technical bid will be opened on 04/12/2014 (Thursday) at 03.30 pm at Conference Hall at New
Administrative Building, National AIDS Research Institute, Plot No.73, ‘G’ Block,
M. I. D. C., Bhosari, PUNE – 411 026, Maharashtra, India.
The representatives of the bidders may choose to attend the opening of the technical bids. In case
bidder requires any clarifications / information they may contact NARI at the address given above.
The bidder’s representative who is present shall sign the attendance register as a proof of having
attended technical bid opening
The technical bids will be evaluated to shortlist the eligible bidders. The commercial bids of only the
short listed bidders shall be considered for further processing.
Bidders whose technical offer is found acceptable and meets the eligibility requirements as specified
in this tender will be informed about the date and time of the opening of the commercial bid.
Note : Please do not insert “Commercial Bid” (Price quoted) in the technical bid envelope. If
the technical and commercial bid are found in the same envelope, the tender will be rejected.
9.
Opening of commercial bids.
The opening of the commercial bid will be held only for those who are short listed bidders after
reviewing the technical bid.
The tender opening committee of NARI, Pune will open commercial bids in the presence of the
bidders or their authorized representative who choose to attend. The time and date of the
commercial bid will be informed later.
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The bidder’s representative who is present shall sign the attendance register as a proof of having
attended commercial bid opening.
The bidder’s name, bid price, discounts, EMD and other details considered as appropriate by NARI,
Pune will be announced at the time of opening.
ONLY, technically accepted competitive bids will be considered for award of contract.
Director NARI, Pune reserves the right to accept the offer in full or in parts or
reject summarily or partly.
Administrative Officer,
For Director.
Page 7 of 27
SECTION II : INSTRUCTIONS TO BIDDER (ITB)
The preventive maintenance of all the hardware under comprehensive and non comprehensive
contract shall be carried out on quarterly basis.
The vendor shall assign one site administrator from their senior management to communicate and coordinate the activities on weekly basis with the NARI official in addition to the two in-house/ resident
engineers. The site administrator should be well qualified and experienced and shall be able to handle the
site requirements efficiently. The service engineer to be deputed for carrying out maintenance and repairs
should possess degree/ diploma in the relevant field and shall be well versed in solving day-today problems
encountered in the printers/Scanners/LCD Projector/ Ethernet Network Switches/ Wi-Fi Access Point/
Networking and shall also be capable of installing the relevant software and configuration of networking. The
engineer should also be equipped with all maintenance kits comprising tool box, Multi-meter, diagnostic
software and external CD ROM/combo drives including driver software and any other tools required for
carrying out such services.
The preventive maintenance of all the hardware under comprehensive and non comprehensive
contract shall be carried out on quarterly basis.
Locations for the Installation :
“The services will be provided by the vendor for the following premises of NARI.
1.
National AIDS Research Institute, Bhosari, Pune
2.
NARI clinic at National Institute of Virology campus: Ambedkar Road, , Pune
3.
Dr. Kotnis Dispensary, Gadikhana, Near Mandai, Pune
4.
Model Colony, Near Deep Bunglow chowk, Pune
5.
Talera Clinic, Chinchwad, Pune
6.
Sassoon Hospital campus, Pune
7.
Aundh Chest Hospital.
Order placement and Release of Payment
The Purchase Order and payment shall be processed by –
Administration - 3, National AIDS Research Institute, Bhosari, Pune.
1.
Eligible Bidders.
1.1
This invitation for bids is open to all bidders who are in the business of IT infrastructure for
at minimum five (5) years.
1.2
For branded items, only the authorized distributors / dealers / resellers are eligible to bid. In
this case, the authorization certificate to this effect, issued by principals should be submitted
along with the Technical Bids.
1.3
All bidders should attach a copy of their audited annual financial reports of the preceding
three years as a proof of fulfillment of the above-mentioned criteria.
1.4
Bidders should not be under a declaration of ineligibility for corrupt and fraudulent practices.
1.5
Bidder should QUOTE strictly in accordance to the requirements.
Page 8 of 27
1.6
2.
Bidders shall adhere to the procedure and processes laid down in this document and shall
follow fair and ethical practices of trade.
Amendment to Bidding Documents
2.1
At any time prior to the deadline for submission of bids, The Director, NARI, Pune may, for
any reason, whether on its own initiative or in response to the clarification request by a
prospective bidder, modify the bid document.
2.2
All amendments will be noticed through our
amendments/modifications will be binding on bidders.
NARI
website,
and
such
The Director, NARI, Pune at its discretion may extend the deadline for the submission of
bids if the bid document undergoes changes during the bidding period in order to give
prospective bidders time to take into the consideration the amendments while preparing
their bids.
3.
.
Earnest Money Deposit (EMD)
3.1
The tender documents must be accompanied by an Earnest Money Deposit of Rs.15,000/in the form of a Demand Draft/Bank Guaranty drawn on any Nationalized Bank payable to
The Director, NARI, Pune.
Bids submitted without EMD will stand rejected. EMD will not be accepted in the form of
cash/ cheque or any other form other than DD/Bank Guaranty. No interest is payable on
EMD.
3.2
The EMD will be returned to the bidder(s) whose offer is not accepted by The Director,
NARI, Pune within one month from the date of placing the final order(s) to the selected
bidder(s). In case of the bidder(s) whose offer is accepted the EMD will be returned on
submission of Security Deposit (SD). (Refer Para 4.) However if the return of EMD is
delayed for any reason, no interest / penalty shall be payable to the bidder.
3.3
The successful bidder, on award of contract / order, must send the contract / order
acceptance in writing, within 7 days of award of contract / order, failing which the EMD will
be forfeited.
3.4
4.
5.
The EMD shall be forfeited:
 If the bidder withdraws the bid during the period of bid validity specified in the tender.
 In case a successful bidder, fails to furnish the Security Deposit.
Security Deposit
4.1.
Within ten (10) days of the award of contract, the vendor shall furnish a Security Deposit
amounting to 10 % of the purchase order value in the form of Demand Draft/Bank Guaranty
favouring the Director, NARI, Pune. The Security Deposit will be forfeited, in case the
vendor fails to execute the order to the satisfaction of NARI.
4.2.
In case of bids In Foreign Currency, the Indian Representatives / dealers can submit the
EMD / SD in INR to the Director, NARI, Pune without any relaxation.
Period of validity of bids
Page 9 of 27
5.1
5.2
5.3
6.
7.
9.
10.
Bid evaluation will be based on the bid cost without taking into consideration any
corrections.
Deadline for Submission of Bids
6.1
Bids must reach The Director, NARI, Pune before the date and time to the address
specified in the tender. In the event of the specified date for the submission of bids being
declared as a holiday for NARI, the bid-closing deadline will stand extended to the next
working day.
6.2
Director, NARI may, extend the deadline for submission of bids if there are by amendments
to the bid documents. This will be informed accordingly to the bidders through NARI
website.
Late Bids
7.1
8.
Bids shall be valid for a period of 90 days. A bid valid for a shorter period shall stand
rejected.
The Director, NARI, Pune may ask for the bidders consent to extend the period of validity.
Such request and the response shall be made in writing only. The bidder is free not to
accept such request without forfeiting the EMD. A bidder agreeing to the request for
extension will not be permitted to modify the bid.
Any bid inadvertently received by NARI after the deadline for submission of bids, will not be
accepted and would be returned unopened to the bidder.
Date of opening the Commercial Bids
8.1
NARI will open the commercial bids of short listed bidders in the presence of the bidder or
their representative who choose to attend the bid opening. The date and time to be informed
later.
8.2
The bidder’s representative who attends the bid opening shall sign an attendance register
as a proof of having attended the bid opening.
8.3
The bidders name, bid prices, discounts, EMD and such other details considered as
appropriate by NARI, will be announced at the time of opening of the commercial bids.
Comparison of Bids
9.1
NARI will compare the bids of the short listed bidders.
9.2
The comparative statement shall also indicate the delivery schedule offered in the bid.
Criteria for the Award of contract
10.1
NARI shall award the contract to the eligible bidder whose bid has been determined as the
lowest evaluated commercial bid.
10.2
lf more than one bidder happens to quote the same lowest price, The Director, NARI
reserves the right to award the contract to more than one bidder.
Page 10 of 27
10.3
11.
The Director, NARI reserves the right to accept / reject any particular bid without assigning
any reason therefor.
Purchaser’s Right to vary Quantities at the time of Award
The Director, NARI reserves the right at the time of award of Contract to increase or decrease the
quantity of items specified in the Schedule of Requirements without any change in price or other
terms and conditions.
12.
Corruption of Fraudulent Practices.
NARI requires that the bidders who wish to bid for this project have highest standards of ethics.
13.
12.1
NARI will reject a bid if it determines that the Bidder recommended for award has engaged
in corruption or fraudulent practices while competing for this contract.
12.2
NARI may declare a vendor ineligible, either indefinitely or for a stated duration, to be
awarded a contract if it at any time determines that the vendor has engaged in corrupt and
fraudulent practices during the execution of contract.
Interpretation of the clauses in the Tender Document / Contract Document.
In case of any ambiguity / dispute in the interpretation of any of the clauses in this Tender
Document, The Director, NARI interpretation of the clauses shall be final and binding on all parties.
Administrative Officer,
For Director.
Page 11 of 27
SECTION III : SPECIAL CONDITIONS FOR CONTRACT (SCC)
1.
Price.
1.1
Bidder should be bid in Indian Rupees only.
1.2
The bid price criteria should be on Free on Rail (F.O.R.) NARI, Bhosari, Pune, Govt. Levies
like sales Tax, entry tax / permit, LBT, WCT etc., if any, must be mentioned specifically.
Rates should be quoted accordingly giving the basic price, Sales Tax etc., if any. (for
example : (Do not mention Taxes/levies as applicable at the time of supply) — it should be
specific i.e. 4%/12.5% VAT / 12.32% ST/WCT etc.)
1.3
Packing, Forwarding, Freight & Insurance charges may be quoted separately in the
Commercial Bid.
1.4
NARI is registered with the Department of Scientific & Industrial Research (DSIR) for
purposes of availing customs duty exemption in terms of Government Notification No 51/96
customs dated 23 July 1996. The LBT Free Pass, if required, shall be issued by NARI, as
and when required / asked for.
In case of Indigenous Items the offer should contain the Basic Price and percentage of
Excise Duty should be shown separately, since NARI, Pune is exempted (for specific items
only) from payment of Excise duty by the Government.
1.5
2.
Please provide TIN number of the firm along with the CST/VAT/WCT number allotted by the
concerned authorities in your quotation.
Security Deposit
Successful bidder is required to submit a Security Deposit amounting to 10% of the purchase order
value in the form of D.D./Bank Guaranty within 10 days of placing the Purchase Order from NARI.
This security Deposit will be refunded to the vendor on successful completion of Installation at NARI.
3.
Warranty / Support
3.1
Comprehensive Annual Maintenance Contract for maintaining the IT Infrastructure at
NARI & NARI Clinics. For assets under the Comprehensive Maintenance contract, the minimum down
time for repairs will be 2 to 4 days depending on the exigencies of work. During this period, the standby
equipment will be provided. If the identified firm or person fails to put the system into working condition,
then further alternative course of action should be suggested to adhere to minimum down time.
The Performance bank Guarantee of 10% of the order value or order value which will be retained by
the Institute till the end of warranty period.
3.2
3.3
The duration of warranty period will start after, proper installation of the Item/equipment and
submitting users satisfactory report.
3.4
The maximum response time for troubleshooting should be specified clearly in the technical bid.
3.5
0.1% of order value to be considered as penalty per week till the warranty period, if the instrument
remains in non working condition for more than 18 days.
Page 12 of 27
3.6
The vendor will have to arrange for all the testing equipment & tools required for installation, testing
& maintenance etc.
3.7
The detailed circuit diagram along with trouble shooting procedure and operational manual should
be provided to the Institute along with the item/equipment.
4.
Indemnity
The vendor shall indemnify, protect and save NARI against all claims, losses, costs, damages,
expenses, action suits and other proceeding, resulting from infringement of any law pertaining to
patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the
item/equipment supplied by them.
5.
Payment
Payment will made on Quarterly basis based on the satisfactory performance approved by the end
user.
6.
Penalty for delayed delivery:
NARI reserves the right to levy a penalty @ 0.5% of order value per week of delay in deliveries /
execution of the order successfully subject to maximum of 5% of the order value. The Director,
NARI reserves the right to cancel the order in case the delay is more than 5 weeks. Penalties, if
any, will be deducted from, the Security Deposit.
7.
Jurisdiction:
The disputes, legal matters, court mailers, If any shall be subject to Pune jurisdiction only.
8.
Force Majeure:
The Director NARI may consider relaxing the penalty and delivery requirements, as specified In this
document, if and to the extent that the delay, in performance or other failure to perform its
obligations under the Contract, is the result of an Force Majeure is defined as an event of effect that
cannot reasonably be anticipated such as acts of God (like earthquakes, floods, storms etc.) acts of
states, the direct and indirect consequences of wars (declared or undeclared), hostilities, national
emergencies, civil commotion and strikes at successful Bidder’s premises.
9.
Arbitration:
All disputes of any kind arising out of supply, commissioning, acceptance, warranty maintenance
etc., shall be referred by either party (NARI or the bidder) after issuance of 30 days notice in writing
to the other party clearly mentioning the nature of dispute to a single arbitrator acceptable to both
the parties. The venue for arbitration shall be specified in the purchase agreement. The jurisdiction
of the courts shall be specified in the purchase agreement.
Administrative Officer,
For Director.
Page 13 of 27
A) Criteria for the vendors who can bid for providing the
Comprehensive AMC services at NARI:
1. The firms\Entrepreneurs to bid for the services offered by NARI should be eligible to do business in
India under relevant Indian laws as is in force.
2. The vendor should have ability to provide CAMC in Pune
3. Vendor should have a dedicated & well-equipped service center in Pune with technically qualified
service engineer’s staff (minimum staff. of 10 engineers).
List of maintenance related
equipments/facilities and Service Engineers in the Pune center should be provided along with the
bid.
4. Vendor should have good technical command over Windows OS (server and Desktop)/ IBM, DELL,
HP Server/SQL Database/ Antivirus/ Network Switches/ Router / Wireless Access points/ Firewall
etc.
5. Vendor should have at least minimum Five (5) years of experience in successfully executing similar
kind of maintenance contract in Government/Public/Reputed Private sector organizations.
6. Vendor should be latest ISO certified firm for support in management for IT.
7. Vendor should be registered with CST/LST / Service Tax certificate.
8. Vendor should have good technical knowledge of Microsoft operating system for Desktop & sever,
Microsoft Outlook, Video Conference, Audio Conference, Antivirus software, LAN network
connectivity, Configuration of Wireless Accesses points, good knowledge of data backup form
different oration system as well as email back up & restore, Network printer, Network scanner, LCD
projector connectivity on different OS, Good troubleshoot knowledge of Desktop, Server, Laptop,
internet (broadband, lease line, wireless internet).
Page 14 of 27
Comprehensive Maintenance Contract
infrastructure of NARI And NARI Clinics -
services required for maintaining IT
1. Maintenance of the hardware (Annual maintenance Contract)
Comprehensive Maintenance Contract for the following hardware
01. Desk top computers - 274
02. Laptop – 23
03. Server- 03
04. Inkjet/office jet Printers - 11
05. Mono Laser jet Printer – 53
06. Color Laser Jet Printer – 08
07. Dot Matrix Printer - 03
08. Scanners – 09
09. Data Fax machine (All-in-One)- 03
10. Network switches – 41
11. Wireless Access points - 26
2. NON Comprehensive maintenance contract for the following hardware
01. Audio Conference - 01
02. Video Conference - 01
03. LCD Projector – 05
04. Internet lines – 09
Page 15 of 27
B) Scope of Work
Maintenance of the hardware (Comprehensive Annual Maintenance Contract)












1.




The AMC includes the trouble shooting and preventive maintenance of the listed hardware.
The calls should be attended immediately (within 24 hour) by two in-house full time engineers after
launching the complaint.
The resident service engineer should have sufficient & requisite knowledge of maintenance &
troubleshooting of all hardware in listed AMC, Windows, LAN, Wi-Fi, environment & should be capable
of diagnose & to provide quick solutions.
The resident service engineer shall be responsible for preventive & corrective maintenance of all the
PCs, Laptops, Servers, peripherals & accessories mentioned under the list of AMC. He will also
responsible for maintenance of software in the computer system require to keep the system operational.
The backup spares/machines shall be provided in case the original equipment or accessory is taken for
repair.
The engineer should make sure that the backups of the hard disks is taken in case the hard disk has to
be formatted or replaced
Preventive maintenance of the hardware will be done – on quarterly basis
Assistance will be provided for the databases installed on the server.
Logging calls and coordination with other contractor/ suppliers involved in hardware/software supplies.
The engineers should attend the audio & video conference calls as & when required.
The AMC service provider should maintain the hardware spares as a backup (standby arrangement) in
emergency.
The maintenance would be cover the maintenance of operating system, software installation, installation
of patches, pre-emptive actions against virus spread, detection/removal of virus, configuration of
internet, configuration of application, connection of computers to projector for presentation
System administration & Server Maintenance : This includes maintaining of
Server Hardware and Server Operating system & patches, Antivirus
LAN, WAN, Wi-Fi maintenance
Databases
Leased line and Broad band connections
The maintenance involves rectifying of trouble shooting as well as communication with ISPs and other
service providers.
2.




Data security and safety, Backup and restore service: This includes
Antivirus and firewalls: Installation, updating, maintenance and troubleshooting
Taking data backups and data security for the data on servers
Data recovery
Any other requirements and consultation for the protection of the data
3. The services will be provided by the vendor for the following premises of NARI.
Page 16 of 27
i) National AIDS Research Institute, Bhosari, Pune
ii) NARI clinic at National Institute of Virology campus: Ambedkar Road, , Pune
iii) Dr. Kotnis Dispensary, Gadikhana, Near Mandai, Pune
iv) Model Colony, Near Deep Bunglow chowk, Pune
v) Talera Clinic, Chinchwad, Pune
vi) Sassoon Hospital campus, Pune
vii) Aundh Chest Hospital
4. The preventive maintenance of all the hardware under comprehensive and non comprehensive
contract shall be carried out on quarterly basis.
5. The vendor shall assign one site administrator from their senior management to communicate and
co-ordinate the activities on weekly basis with the NARI official in addition to the two in-house/
resident engineers. The site administrator should be well qualified and experienced and shall be
able to handle the site requirements efficiently. The service engineer to be deputed for carrying out
maintenance and repairs should possess degree/ diploma in the relevant field and shall be well
versed in solving day-today problems encountered in the printers/Scanners/LCD Projector/ Ethernet
Network Switches/ Wi-Fi Access Point/ Networking and shall also be capable of installing the
relevant software and configuration of networking. The engineer should also be equipped with all
maintenance kits comprising tool box, Multi-meter, diagnostic software and external CD
ROM/combo drives including driver software and any other tools required for carrying out such
services.
6. The resident engineers appointed by the vendor will carry out the work in the office timings that is
from 9:00 am to 5:30 pm from Monday to Friday and 9:00 am to 1:00 pm on Saturdays. However, if
and when required the engineers should be ready to work after office hours or on holidays.
7. Engineers will have to use their own vehicle or to make their transport arrangement for attending the
calls of NARI and at the various other premises of NARI.
8. If the vendor failed to trouble shoot the hardware problem during the AMC period for any equipment
mentioned in the list; the AMC amount for these items will be deducted from the quarterly
installment. Also, the amount paid to the other party for getting it repaired will be recovered from the
AMC vendor.
9. Penalty will be charged if the calls are not attended in stipulated time or for using sub standard
spare parts for the machines under comprehensive AMC. The penalty will be 1% of the AMC
charges for unsatisfactory services.
10. The Period of Contract shall be for one year from the date of commencement of the contract.
However, it can be further extended for another 2 years if the services provided are satisfactory.
11. The contract can be terminated at any time during the period of contract after giving notice of 1
month if the firm did not render the services satisfactorily or parts / spares provided by the firm are
found substandard or any other reasons as the institute may deem proper to discontinue the
contract. Similarly, the firm can discontinue the contract with notice of 3 months to NARI.
Page 17 of 27
12. Maintenance charges under the CAMC shall not include the cost of consumables and supply items
such as ribbons, media like magnetic tapes, cartridges, printer bands, floppy diskettes, CD/DVDs,
print heads, computer stationery. In case of Laser Printers, the maintenance charges under the
CAMC shall include all parts including Fuser assemblies, Fuser Units and Teflon sheets. However,
the cost of Toner cartridge of Laser Printer will not be included in the CAMC.
13. No Advance payment shall be made. Payment of maintenance shall be made on quarterly basis i.e.,
after completion of every quarter of maintenance by the firm. For making the payment, the vendor
will have to attach with their quarterly bill, a report of ‘satisfactory service’ from the Unit under whose
control the hardware/software is working/ Installed. The bill submitted by the firm for quarterly
payment must bear PAN and TIN/ CST Registration number.
14. The institute reserves the right to increase or decrease the quantities any time. Accordingly the
charges will be increased / decreased on pro – rata basis.
15. It shall be the responsibility of the vendor entering the contract not only to make the items under
AMC work satisfactorily throughout the contract period but also to handover the items under AMC to
the Institute in working condition on expiry of the contract.
16. The vendor shall provide necessary support for maintaining virus free computer environment in the
NARI & NARI clinics & in upgrading the software as & when necessary.
17. The complaint management would be as per the guidelines given by the I.T. division of NARI.
18. Scope of Preventive Maintenance: - Cleaning all the equipments using dry vacuum cleaner, brush &
soft muslin cloths. Running of test programmers to ensure quality of print, checking of power supply
source for proper grounding & safety of equipments. Ensuring the covers, screws, switches are
firmly fastened in respect of each equipment
19. Performance Security Deposit:- The contractor shall be require to deposit a sum equivalent to 10%
of the total work order at the time of signing the contract as security deposit in the form of bank
drawn in favor of Director, NARI. The security amount shall be re-payable after the expiry of the
contract after deduction of penalty/other dues, if any.
Page 18 of 27

Checklist for submitting the cost
Sr.No. Service
1
Annual Maintenance
contract for hardware
Total cost
For Comprehensive items –
For Non comprehensive items
Total -
Remark
-----------------------------------XXXXXXXXXXXXXXXX-------------------------------------------------------
Page 19 of 27
ANNEXURE - A
Checklist: Eligibility Criteria for bidders
Comprehensive Maintenance Contract services required for maintaining IT
infrastructure of NARI And NARI Clinics
Bidders have to indicate whether the following are enclosed by them.
Bidder must fill this Check-List by Tick Mark and submitted along with Technical Bid only.
Sr.
No.
1
2
3
4
5
6
7
8
9
10
11
Description
Yes
()
Tender should be for “Comprehensive Annual Maintenance
Contract for maintaining the IT Infrastructure at NARI &
NARI Clinics”
The Demand Draft for Rs.1,000/- towards tender document
fees.
Earnest Money Deposit by Draft/Bank Guarantee for Rs.
15,000/- enclosed along with checklist of General information.
This invitation for bids is open to all bidders who are in the
business of IT infrastructure for at minimum five (5) years.
Vendor should be ISO certified firm (Latest) for support in
management for IT
Duly filled in Technical Bid with proper seal and signature of
authorized person on each page of the bid submitted
Undertaking that the successful bidder agrees to give a
security amounting to 10% of the purchase order value by
way of Bank Guarantee / Demand Draft
Price/Cost Check list (for financial Bid only)
Self Attested Xerox copy LST / CST / WCT / VAT No. and
the PAN / TIN No attached (whichever applicable)
A Certified copy of Partnership deed / Memorandum and
Articles of Association as applicable
Bidder agrees for all Terms & Conditions of the Tender
Signature, Name & Address Stamp of the Bidder
Page 20 of 27
No
(x)
Details
ANNEXURE –B
Comprehensive Maintenance Contract services required for maintaining IT
infrastructure of NARI And NARI Clinics
Checklist: Technical specification Eligibility Criteria for bidders
Bidders have to indicate whether the following are enclosed by them.
Bidder must fill this Check-List by Tick Mark and submitted along with Technical Bid only.
Sr.
No.
1
Yes
()
Description
The vendor should agrees to provide service for all
the items mentioned in tender document (CMC, AMC)
2
The company should at least be private limited
&should have minimum 5 year experience of
maintenance of Desktop, Laptop, Server, Printer,
Scanner, networking product, audio-video products.
Minimum 150 computers connected under LAN
environment
3
The company should have minimum turnover of at
least Rs.50 lacks per annum in sales & service in
last three years.
4
The company should have produced the certificate
of being an authorized service providers of reputed
manufactures & expertise to provide the
maintenance of various computers & peripherals of
various makes & brands.
5
The company should have well equipped & good
technical service center in Pune OR PCMC city
6
The company should have good qualified technical
staff having the certificate of Desktop, Server,
Laptop & network certified
7
The company should have previous experience in
maintaining hardware & software & network system
in offices & organizations of the central
government/state government/public sector
undertaking/Autonomous bodies/private sector.
8
The company should have produce certificate from
at least 3 such offices/organizations where the
company presently holding AMC.
9
The company should have expertise in preventive
on-site maintenance & repair of server, Desktop
computer, printer, scanner, laptop, projector,
associated peripherals, network component & other
hardware parts & accessories.
Page 21 of 27
No
(x)
Details
10
The company should have provide list of 10
employed engineer along with their resume who will
perform the job.
11
Audited Balance Sheets for last 3 years.
12
Income Tax PAN No..
13
Service Tax & VAT,CST certificate Copy/copies
14
IT returns for last 3 years
15
Vendor should be ISO certified firm (Latest) for support in
management for IT.
16
Latest Service Tax / VAT returns.
17
Certificate of Registration Certificate.
Signature, Name & Address Stamp of the Bidder
Page 22 of 27
NATIONAL AIDS RESEARCH INSTITUTE, PUNE
TENDER FORM
“Comprehensive Annual Maintenance Contract for maintaining the IT Infrastructure
at NARI & NARI Clinics”
GENERAL INFORMATION TO BE SUBMITTED ALONGWITH TECHNICAL BID
Tender Reference No. : NARI/4/047/14-15/CTU/TENDER
EARNEST MONEY DEPOSIT : Rs.15,000.00 (Rupees Fifteen Thousand Only) by Bank Guarantee or Demand Draft in
favour of “The Director, National AIDS Research Institute, payable at Pune should be enclosed with Technical Bid.
01.
Name & Address of the firm :
02.
Registered Postal Address :
03.
Telephone Nos./Fax Nos.
Mobile No.:
Email :
Name of the Bank:
Demand Draft No. & Date
Firm is manufacturer or Authorized distributor,
If authorized dealer the copy of Authorization/dealership
letter to be attached :
Name & address of the Director / Proprietor / partners :
04.
05.
06.
07.
08.
09.
10.
11.
12.
13.
14.
Date :
Self attested copy of Shop Act license/Certification of Incorporation/
Partnership deed/Articles of Memorandum/
Certification of Registration/Trade License (whichever is applicable/If any)
Self attested copy of PAN Card with copies of the
last 03 years I. T. returns/clearance certificate :
Self attested copy of Sales Tax Registration Certificate
(C.S.T./VAT etc) as applicable is enclosed :
Self attested copy of Service Tax Registration Certificate
as applicable is enclosed :
Self attested copy of Central Excise Registration Certificate
as applicable is enclosed :
Self attested copy of ISO Certificate as applicable is enclosed :
Solvency Certificate (not older than twelve months) issued by
scheduled/nationalized bank with which bidder holds the current
account is enclosed.
Copy of DGS& D Registration, if any, is enclosed.
I/We, am/are agreeable to and abide by all the terms & conditions prescribed by the Director,
National AIDS Research Institute, Pune in respect of this Tender without any reservations.
PLACE :
Date :
Signature of the Bidder with Seal.
Page 23 of 27
NATIONAL AIDS RESEARCH INSTITUTE, PUNE
PRICE BID FORM
Tender No. NARI/4/046/14-15/CTU/TENDER
COMMERCIAL BID
1. Name and address of the Bidder _____________________________________________________
2. Name of the Goods / Equipment for which the commercial bid is submitted here with.
1
2
3
4
5
Sr. Item
Unit Quantity Ex-Works. Ex-warehouse. Ex-show
No. Description
room off the shelf price (inclusive of
all taxes already paid)
6
7
VAT & other taxes like Delivery/Packing
excise duty payable, if charges (if any)
contract is awarded
8
9
Any other Installation,
charges
Commissioning
and
training charges, if any
Note : Total Bid price in Indian currency Rs.________________________ (in words________________________________________________________).
(a) The cost of optional items should be indicated separately______________________________________.
(b) Cost of Spares (if any) should be indented separately___________________________________________.
(c) The cost of optional items should be indicated separately______________________________________.
I / We, am / are agreeable to and abide by all the terms and conditions prescribed by the Director, National AIDS Research Institute, Pune in respect of this
Tender without any reservation.
Signature of Bidder __________________________
Name _____________________________________
Business Address ____________________________
Date : _____________________________________
Page 24 of 27
(ON STAMP PAPER OF Rs.100/-)
FORMAT OF PERFORMANCE BANK GUARANTEE FOR SECURITY DEPOSIT
To,
The Director,
National AIDS Research Institute,
Plot No.73, ‘G’ Block,
M. I. D. C., Bhosari,
PUNE – 411 026.
In consideration of National AIDS Research Institute (hereinafter called the purchaser) having agreed on
the terms and conditions of Order No.: ______________________________________________________
dated: ______________ (hereinafter called the Contract) made between M/s, (Vendor), having the
Registered Office at: ____________________________________________________________________,
and corporate office at : _________________________________________________________________,
(hereinafter called the Contractor) and the Purchaser in connection with the supply of _________________
materials, the Purchaser stipulated in the contract that the balance 10% (Ten Percent Only) payment of the
purchase price shall be payable to the contractor against a Bank Guarantee for 10% (Ten percent only)
value of order valid till warranty period contained in the purchase order i.e. 36 months minimum from the
date of commissioning or min. 40 months from the date of dispatch.
We, _________ (bank name & full address), (hereinafter referred to as the Guarantor), do hereby
undertake and agree to indemnify and keep indemnified the Purchaser from time to time to the extent of
Rs.__________________ /- (Rs.___In words__Only) against any cost, charges and expenses suffered by
the Purchaser by reasons of any breach or breaches committed by the said Contractor of any of the terms
and conditions contained in the contract and the improper performance of the products during the warranty
period and unconditionally pay the amount claimed by the Purchaser on demand and without demur to the
aforesaid.
We, (Bank name) further agree that the Purchaser shall be the sole judge of and as to whether the said
Contractor has cornmitted any breach or breaches of any of the terms and conditions of the said contract
and the extent of costs, charges and expenses suffered by the Purchaser on account thereof and the
decision of the Purchaser that the said contractor has committed such breach or breaches and as to the
amount or amounts of costs, charges and expenses suffered by the Purchaser from time to time, shall be
final and binding on us.
We, (bank name), further agree that the Guarantee herein contained shall remain in full force and effect
during the period that would be taken for the performance of the said contract subject, however, that the
Purchaser shall have no claim under this Guarantee after the expiry of the warranty period as mentioned in
the Order No.:______________________________________________
The Purchaser shall have the fullest liberty without affecting in any way the liability of the Bank under this
Guarantee or indemnity from time to time to vary any of the terms and conditions of the said Contract or to
the extent the time of performance by the said Contractor or to postpone for any time and from time to time
any of the powers exercisable by it against the said Contractor and either to enforce or forbear from
enforcing any of the terms and conditions governing the said contract or securities available to the
Purchaser and the said Bank shall not be released from its responsibilities under these presents by any
exercise by the Purchaser to the said contractor or of any other matter or thing whatsoever which under the
Law relating to securities would, but for this provision have the effect of so releasing the Bank from its such
liability.
Page 25 of 27
Notwithstanding anything to the contrary contained hereinbefore our liability under this guarantee is
restricted to Rs.______________/- (Rs. in words), our liability under this Guarantee shall remain in force
until (date). Unless a dernand or claim is made on us in writing, within the said period, that is on or before
(date). All rights of the Purchaser under the said Guarantee shall be forfeited and we shall be relieved and
discharged from all liabilities.
This Guarantee should be returned to us on expiry.
Date: __________________(DD/MM/YR)
Sd/- (Bankers)
Authorized signatory
With bank seal & full address
---------------------------------------xxxxxxxxxxxxxxx---------------------------------xxxxxxxxxxxxxxx------------------------(ON STAMP PAPER OF Rs.100/-)
FORMAT OF BANK GUARANTEE FOR EARNESH MONEY DEPOSIT
To,
The Director,
National AIDS Research Institute,
Plot No.73, ‘G’ Block,M. I. D. C., Bhosari,
PUNE – 411 026.
In accordance of inviting Tender under your reference we ………………………………………….. (hereinafter called
the bidder) wish to participate in the said tender for “Comprehensive Annual Maintenance Contract for maintaining
the IT Infrastructure at NARI & NARI Clinics” as an irrevocable Bank Guarantee against EARNESH MONEY
DEPOSIT for an amount of Rs. Rs. 15,000.00 (Rupees Fifteen Thousand Only) is required to be submitted by the
Bidder as a condition precedent for participation in the said Tender which amount in liable to be for forfeited on the
happening of any contingencies mentioned in the Tender Document.
We, _________ (bank name & full address), (hereinafter referred to as the Guarantor), do hereby undertake and
agree to indemnify and keep indemnified the Purchaser from time to time to the extent of Rs.__________________ /(Rs.___In words__Only) against any cost, charges and expenses suffered by the Purchaser by reasons of any
breach or breaches committed by the said Contractor of any of the terms and conditions contained in the contract
and the improper performance of the products during the warranty period and unconditionally pay the amount
claimed by the Purchaser on demand and without demur to the aforesaid.
having
agreed
on
the
terms
and
conditions
of
Order
No.:
______________________________________________________ dated: ______________ (hereinafter
called the Contract) made between M/s, (Vendor), having the Registered Office at:
____________________________________________________________________, and corporate office
at : _________________________________________________________________,
(hereinafter called the Contractor) and the Purchaser in connection with the supply of _________________
materials, the Purchaser stipulated in the contract that the balance 10% (Ten Percent Only) payment of the
purchase price shall be payable to the contractor against a Bank Guarantee for 10% (Ten percent only)
value of order valid till warranty period contained in the purchase order i.e. 36 months minimum from the
date of commissioning or min. 40 months from the date of dispatch.
National AIDS Research Institute
We, _________ (bank name & full address), (hereinafter referred to as the Guarantor), do hereby
undertake and agree to indemnify and keep indemnified the Purchaser from time to time to the extent of
Rs.__________________ /- (Rs.___In words__Only) against any cost, charges and expenses suffered by
the Purchaser by reasons of any breach or breaches committed by the said Contractor of any of the terms
and conditions contained in the contract and the improper performance of the products during the warranty
period and unconditionally pay the amount claimed by the Purchaser on demand and without demur to the
aforesaid.
Page 26 of 27
We, (Bank name) further agree that the Purchaser shall be the sole judge of and as to whether the said
Contractor has cornmitted any breach or breaches of any of the terms and conditions of the said contract
and the extent of costs, charges and expenses suffered by the Purchaser on account thereof and the
decision of the Purchaser that the said contractor has committed such breach or breaches and as to the
amount or amounts of costs, charges and expenses suffered by the Purchaser from time to time, shall be
final and binding on us.
We, (bank name), further agree that the Guarantee herein contained shall remain in full force and effect
during the period that would be taken for the performance of the said contract subject, however, that the
Purchaser shall have no claim under this Guarantee after the expiry of the warranty period as mentioned in
the Order No.:______________________________________________
The Purchaser shall have the fullest liberty without affecting in any way the liability of the Bank under this
Guarantee or indemnity from time to time to vary any of the terms and conditions of the said Contract or to
the extent the time of performance by the said Contractor or to postpone for any time and from time to time
any of the powers exercisable by it against the said Contractor and either to enforce or forbear from
enforcing any of the terms and conditions governing the said contract or securities available to the
Purchaser and the said Bank shall not be released from its responsibilities under these presents by any
exercise by the Purchaser to the said contractor or of any other matter or thing whatsoever which under the
Law relating to securities would, but for this provision have the effect of so releasing the Bank from its such
liability.
Notwithstanding anything to the contrary contained hereinbefore our liability under this guarantee is
restricted to Rs.______________/- (Rs. in words), our liability under this Guarantee shall remain in force
until (date). Unless a dernand or claim is made on us in writing, within the said period, that is on or before
(date). All rights of the Purchaser under the said Guarantee shall be forfeited and we shall be relieved and
discharged from all liabilities.
This Guarantee should be returned to us on expiry.
Date: __________________(DD/MM/YR)
Sd/- (Bankers)
Authorized signatory
With bank seal & full address
---------------------------------------xxxxxxxxxxxxxxx---------------------------------xxxxxxxxxxxxxxx-------------------------
Page 27 of 27