Form No. 1-1/HEC/IT/NIS/PR/07
Request for Proposal ( RFP)
CAT-I
CAT-II
CAT-III
CAT-IV
CAT-V
CAT-VI
Servers and Storage
Active Network Components with Interfaces and Modules
Power Backup Solution with Installation, Maintenance and
Accessories
Network Restructuring with Accessories
Software Purchases
IT Equipment/Accessories
March 27th, 2007 at 3:00 p.m.
Last Date for Submission:
March 27th, 2007 at 3:30 p.m.
Bid Opening Date:
HIG HER
EDUC ATIO N
COMM
ISSIO N
HIGHER EDUCATION COMMSSION
H-9, ISLAMABAD
Websites: www.hec.gov.pk
www.pern.edu.pk
Tele no. 051-9040426, 9040422
Fax no. 051-90290431
(Rs. 500/-)
Pag
1.0
Definitions
1.1
HEC: Higher Education Commission.
1.2
PERN: Pakistan Education & Research Network.
1.3
SLA: Service Level Agreement.
1.4
RFP: Request for Proposals.
1.5
BOQ: Bill of Quantities.
1.6
Warranty/Services of items/parts: All hardware, support, repair, replacement, backups
etc and services of all software including its installation configuration, updates,
upgrades & principle online support. All patches upgrades, updates and IOS images.
1.7
Items: Major products like complete system, UPS, Router, Servers, SAN, Computers,
Notepad etc
1.8
Parts: Components of items like Hard Disk of Server, RAM of Router, Power Supply of
Router, Modules of Router, UPS battery etc.
1.9
Total Bid Value: Cost of Equipment, Cost of Extended Warranty and Cost of services
for three years.
1.10 Total Contract Value: Cost of Equipment, Warranty and Services as per the supply
order by HEC at the time of Contract Agreement.
1.11 SAN: Storage Area Network.
1.12 CAT: Category.
1.13 Bidder: Bidder who has submitted the proposals.
1.14 Selected Bidder: Bidder selected for the award of tender for a particular category.
Page 27
2.0 Introduction
Higher Education Commission (HEC) has built the IT Infrastructure, which provides the IT
facilities viz. Video Conferencing, Interactive Lecturing, Internet, Email, Files Sharing, etc.
to the employees of HEC and to the users of universities/institutes. Over the past four (04)
years, advanced technology and enhanced version of software have emerged and their
requirement is penetrating in HEC routine business.
Currently critical applications are running/hosted on HEC’s servers, e.g. Pakistan Research
Repository, MIT Open Courseware, HEC SharePoint Portal/Website etc. The items
proposed in BOQ will provide these applications smooth operation and proper backup
storage solution. Moreover HEC has acquired an ERP solution, Multi-Point Control Unit
(Centralized) for all universities having Video Conferencing facilities, Video Streaming
services, Network Management Software for PERN2 Connected Universities.
3.0 General Requirements (CAT-I, CAT-II, CAT-III, CAT-IV, CAT-VI)
Following general requirements apply to CAT-1, CAT-II, CAT-III, CAT-IV and CAT-VI
of RFP.
3.1
The Selected Bidder will be responsible for the supply, installation, Integration, testing
and commissioning of all equipment and components given in BOQ.
3.2
Selected Bidder must ensure that the supplied equipment is fully operational and
performs properly.
3.3
At the time of installation and commissioning, Selected Bidder must provide
comprehensive system documentation of system deployed including diagrams,
labelling, schematics, configuration etc.
4.0 Bids Requirements (For all Categories)
The objectives of bids requirement is to provide bidders with the information to submit
their bid in response of RFP. For all categories, bidders must follow following
requirement for their proposals/bids.
4.1
For this tender PPRA’s Para 36(b) ‘Single stage - Two Envelope Procedure’ for open
competitive bidding shall be adopted.
4.2
Bids shall comprise of single envelop containing two separate envelops i.e. Technical
and Financial Proposal and clearly marked Technical and Financial proposals.
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4.3
Bidder shall submit separate bid for each category clearly marked as CAT-I, CAT-II,
CAT-III, CAT-IV, CAT-V and CAT-VI and send to address given in Tender Notice and
in this RFP by courier or by hand.
4.4
A bidder may quote for single or multiple categories; however each Category will be
treated separately and independent of any other category.
4.5
Bidders shall submit 3 copies of Technical and Financial Proposals.
4.6
Technical proposals shall contain Company profile, Authorization & relationship with
principal firms, Location of branch offices, Company experience in related field,
Technical staff details, Project Completed, major Client list, Technical specifications
(brochures, etc) of quoted hardware, equipment & material with their make and
Contact addresses with details for their technical persons.
4.7
The bidder must provide project execution plan with Technical Proposal.
4.8
Technical Proposal shall include Design proposal with layouts, diagrams, etc. after
conducting the detailed survey of the site.
4.9
The bidder must attach all technical documents in support of solution/BOQ.
4.10 Bidders are required to fill the Technical Information Forms attached at Annex-1 and
submit it along with Technical Proposal.
4.11 Bidders are required to fill the Financial Information Forms attached at Annex-II and
submit it along with Financial Proposal.
4.12 Bidders are required to fill the client list Performa attached at Annex-III and submit it
along with Technical Proposal.
4.13 Number of equipment and its parts may be increased or decreased as per HEC
requirement.
4.14 Selected bidder shall be responsible for one year services as per SLA clauses
without any extra cost or hidden charges for the period of one year for all the
equipment provided.
4.15 Services as per SLA clauses as required by HEC for next two years should be quoted
separately on yearly basis.
4.16 Total bid value covering cost of equipment; cost of extended warranty and services
for three years shall be account for financial evaluation.
5.0 Selection Procedure
5.1
In first stage for each category, only Technical proposals will be opened in the
presence of bidder’s representatives.
5.2
Technical evaluation of the firms shall be based on information provided in Technical
Proposals.
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5.3
As
a
part
of
technical
evaluation,
bidders
may
be
asked
to
conduct
presentation/demonstration.
5.4
HEC will define the Technical Evaluation Criteria which shall be provided to bidders
prior to the bidder’s conference scheduled on Feb 20, 2007 at HEC. The Technical
Evaluation Criteria will then become a part of this RFP.
5.5
Technical Evaluation Criteria and other related documents to RFP will be posted on
HEC website address at http://www.hec.gov.pk/new/eReforms/Infrastructure.htm.
5.6
The Technical Evaluation will be based on the information provided in Technical
Proposals and demonstration/presentation (if required by HEC).
5.7
On the basis of technical evaluation, the financial proposal of only technically
responsive bidder will be opened in the presence of their representatives.
5.8
Financial proposals of bids found technically non-responsive will be returned unopened.
5.9
For this tender individual categories, weightage of Technical and Financial proposals
shall be 70% and 30% respectively.
5.10 The bid found lowest and technically compliance evaluated bid will be accepted.
6.0 Minimum Requirements for Service Level Agreement (SLA) (For
CAT-I, CAT-II, CAT-III)
Following requirements for SLA apply to CAT-1, CAT-II, CAT-III of RFP
6.1
Selected Bidder shall provide 3 years Warranty/Services for the equipment and
Software Support and Bidder shall ensure that all equipment (items) and its parts
supply to HEC are new and free from any sort of defects.
6.2
A SLA shall be signed with successful bidder for 3 Years Warranty/ Services after the
commissioning of equipment mentioned in BOQ.
6.3
Escalation response time shall be 30 minutes in working hours and 1-5 hours in non
working hours.
6.4
The backup of an item and any of its parts with same specification shall be provided
within 2 hours and replacement shall be provided within 2 weeks.
6.5
Any cause of delay in response and rectification of fault will lead to financial
penalties to the selected bidder and details of penalties shall be incorporated in SLA.
6.6
Sample of SLA as per HEC’s requirement must be submitted with Technical
Proposal.
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7.0
Terms of Payment
The payment terms and conditions are same for all categories. However Payment of
contract price shall be made in the following manner. HEC may consider any other
alternative arrangement which falls in the legal framework of Government of Pakistan
(GoP) at the time of Contract signing with selected bidder.
7.1
Fifty percent (50%) cost of Contract Value shall be paid as advance payment against
the Bank guarantee of equal amount, and will be released after successful delivery of
all equipment at HEC.
7.2
Forty percent (40%) of the Contract Value shall be payable to successful bidder upon
successful installation, integration, testing & commissioning of all equipment including
successful interoperability of equipment with a satisfactory working report.
7.3
Ten Percent (10%) of the total Contract Value will be retained as security/retention
money and will be released after one year from the date of commissioning.
7.4
Two (02) years extended services as per SLA Clauses shall be subject to renewal of
Contract agreement after one year. Payments will be made accordingly.
7.5
All Government taxes will be deducted from the Successful bidder as per rules.
8.0 Liquidated Damages
Liquidated damages shall be applicable as under:
a)
b)
c)
d)
e)
Delay of one week to handover the project
as per specifications
=
0.5% of the total cost
Delay of two weeks to handover the project
as per specifications
=
1.0% of the total cost
Delay of three weeks to handover the
project as per specifications
=
2.0% of the total cost
Delay of four weeks to handover the project
as per specifications
=
4.0% of the total cost
Delay beyond four weeks shall be charged at 2% for every delayed week in
addition to 4.0% as mentioned above subject to the cost not exceeding
10% of the total cost.
9.0 Terms and Conditions of Successful bidder (For all Categories)
9.1
The selected bidders shall provide the technical documentation as well as user’s
manual for all equipment both in the form of hard copy/soft copy.
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9.2
After the approval of tender, a contract agreement on the stamp paper worth Rs.
100/- shall be executed by the firm with selected bidder Within 7 days from the date
of issuance of Letter of Intent.
9.3
The earnest money of the successful bidder will be refunded after the supply,
integration, testing and commissioning of equipment as mentioned in BoQ.
9.4
Ten percent (10%) of the Contract Value will be retained as security for one year from
the date of commissioning.
9.5
All the material required for the work completion other than explicitly mentioned in the
BoQ of this RFP will be the responsibility of the successful bidder.
9.6
Successful bidder is bound to deliver all items of BOQ at HEC, Islamabad premises
at his own risk and expenses.
10.0 General Terms and Conditions (For all Categories)
Following general terms & conditions apply to all categories of RFP
10.1 A bank draft equal to 2% of the total bid value should accompany the tender as
earnest money drawn in favour of D.G. (Finance), Higher Education Commission,
Islamabad. The tender shall not be considered without earnest money.
10.2 If a bidder has quoted multiple options in this case bidder should require submitting
the earnest money equal to 2% of highest quoted option. Further the amount of any
optional equipment shall be added to bid value.
10.3 The amount submitted as Earnest Money shall be refunded to the unsuccessful
bidders after the decision of “Tender Committee” for the award of said Tender.
Incomplete and conditional tenders will not be entertained.
10.4 Only
authorized dealer, registered reseller & partner, etc. can participate
(documentary proof is mandatory).
10.5 The bidder should be registered with Sales Tax and Income Tax Department.
10.6 An affidavit to the effect that the firm has not been blacklisted by any
Government/Semi Government organization.
10.7 The Commission reserves the right to accept/reject wholly or partially any tender
without assigning any reason at any stage of the tender process.
10.8 As per requirement, quantities of equipment or its parts can be increased/decreased
at the time of issuance of purchase order.
10.9 Validity period of the bids shall be 90 days.
10.10 The decisions of HEC will be binding on all concerned and will in no case be
challengeable at any forum or any court of law.
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10.11 Bids are liable to be rejected if; they are not conforming the terms, conditions and
specifications stipulated in this RFP.
10.12 During the examination, evaluation and comparison of the bids the HEC, at its sole
discretion, may ask the bidder for clarifications of its bid.
10.13 The request for clarification and the response shall be in writing/email and no change
in the price or substance of the bid shall be sought, offered or permitted.
10.14 If there is a discrepancy between unit price and total price in the submitted bid which
is obtained by multiplying the unit price and quantity, the unit price shall prevail and
total price shall be corrected. If there is a discrepancy between the words and figures,
the amount in words shall prevail. If there is a mistake in addition/ totalling, that shall
be corrected. If the bidder does not accept the corrected amount of bid, his bid shall
be rejected and his tender security forfeited.
10.15 For this tender all updates/changes shall be communicated through email and also be
posted on HEC website at the link mentioned in clause 5.5.
10.16 In case of any dispute between the two parties of any matter arising out of after
signing the contract agreement, the case shall be referred to Executive Director, HEC
whose decision shall be final and binding on both parties.
10.17 Delivery time for all items is (04) weeks to (08) weeks after the receipt of supply
order. In case of delay, the Executive Director, reserves the right to impose penalty
not exceeding 10% of the total amount of the contract.
10.18 If the supply is not made to the satisfaction of HEC, the Executive Director. reserves
the right to cancel the supply order the work done by some other tender subject to the
condition that if the first party has to pay any amount in access of the agreement
amount the difference will be recovered from the second party.
10.19 An affidavit to the effect that the firm has not been blacklisted by any
Government/Semi Government organization.
10.20 Bids submitted via email or fax will not be entertained
10.21 Bidders shall provide a certificate from their bank certifying their sound financial
position and credit limit from the bank or any appropriate documentary proof (e.g.
Annual Audit Report), showing the financial solution of the bidders.
10.22 Bidders indemnify HEC against all third party claims of infringement of patent trade
mark industrial design rights arising form use of the goods of any part thereof in
Pakistan.
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11.0
Submission of Proposal
11.1 Bidder shall submit separate bid for each category clearly marked as CAT-I, CAT-II,
CAT-III, CAT-IV, CAT-V and CAT-VI and send to address given in Tender Notice by
courier or by hand.
11.2 Bids shall comprise of single envelop containing two separate envelops i.e. Technical
and Financial Proposal and clearly marked Technical and Financial proposals.
11.3 Bidders shall submit 3 copies of Technical and Financial Proposals.
11.4 The last date for submission of proposal is March 27th, 2007 at 3:00 p.m. and the
technical proposals will be opened on the same day at 3:30 a.m.
11.5 Technical Evaluation Criteria will be posted on the HEC website and also will be
provided to bidders pre-bid meeting.
12.0
Meet or Exceed Specifications
For all categories the specifications provided in this RFP are the minimum requirements of
HEC. The venders must meet or exceed these specifications to meet the actual
requirements of this Project and its successful practical implementation. But in such a case
additionally proposed or altered specifications should clearly be highlighted to enable HEC
to clearly identify modified specifications.
13.0
Clarifications
Queries regarding this RFP shall be submitted in writing to:
M. Pervaiz Khan
Director NIS
Higher Education Commission
H – 9, Islamabad.
Phone: 9040424
Anwar Amjad
IT Consultant/Project Director
Higher Education Commission
H – 9, Islamabad.
Phone: 9040554
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CAT-I
Servers and Storage
Page 27
Additional Terms and Conditions for CAT-I
14.0
These are the terms and conditions applicable to this particular category in addition to
the terms & conditions mentioned earlier.
14.1 Bidder shall quote for complete solution of category.
14.2 For ordering purpose the price evaluation will be done against complete/whole items
of this category.
Cat-I Servers and Storage
S#
1
Item Name
Storage Area
Network (SAN)
2
3
Servers Type-1
Quote Add-on
Prices
Separately
4
5
Servers Type-1
Quote Add-on
Prices
Separately
6
Description
SAN Storage
SAN Switches
FC Ports (Optional)
Tape Library with SAN Connectivity
Backup Management Software
Host Bus Adapter
4 Way Machine
Remote Management
Host Bus Adapter
Processors
RAM
Cables
2 Way Machine
6 x 73GB Hot-Swap 15 K RPM SAS
HDD
6 x 300GB Hot-Swap 10K RPM SAS
HDD
6 x 146 GB Hot-Swap 15K RPM SAS
HDD
Remote Management
Host Bus Adapter
RAM
Cables
Tape Backup
Solution
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Qty.
1
2
1
1
1
2
2
1
1
2
1
1
20
1
1
1
1
1
1
1
2
CAT-II
Active Network Components with Interfaces and
Modules
Page 27
Additional Terms and Conditions for CAT-II
15.0
These are the terms and conditions applicable to this particular category in addition to the
terms & conditions mentioned earlier.
15.1 Bidder shall quote for complete solution of category.
15.2 For ordering purpose the price evaluation will be done against complete/whole items
of this category.
S#
1
2
3
Cat-II Active Network Components with Interfaces and Modules
Item Name
Description
Router
Cisco 3845 Router
Cisco Router 2851
Cisco NM-1CE1T1-PRI (1-port Channelized
E1/T1/ISDN-PRI network module)
Core Switch
Cisco 6506E (Complete Functional Box)
16 ports GBIC based Modules (Cisco WS-X6816-GBIC
including Distributed Forwarding Card WS-F6700DFC3B or Higher with standard default memory)
Cisco 48 Ports Express Forwarding 720 Copper
10/100/1000 Ethernet Interface Module (WS-X6748-GETX with Distributed Cisco Express Forwarding Daughter
Card WS-F6700-DFC3B)
1000BASE-LX/LH Transceiver (Cisco WS-G5486) for
SMF.
1000BASE-SX Transceiver (CiscoWS-G5484) for MMF.
Edge Switch
Cisco WS-C2960-24TC-L or equivalent (24 10/100 + 2
dual-purpose uplinks, LAN Base image, and dual
purpose uplinks must support LX/LH and SX GBIC)
Cisco WS-C2960-48TC-L (48 10/100 + 2 dual-purpose
uplinks, LAN Base image, and dual purpose uplinks
must support LX/LH and SX GBIC)
Qty
1
2
3
1
2
1
2
10
2
3
Cisco WS-X3500-XL ( GigaStack
GBIC and 50 centimeter cable for GigaStack GBIC)
6
Cisco CAB-GS-1M (1 meter cable for GigaStack GBIC)
2
1000BASE-LX/LH Transceiver (Cisco WS-G5486) for
SMF.
1000BASE-SX Transceiver (CiscoWS-G5484or
Equivalent) for MMF.
2
Page 27
5
CAT-III
Power Backup Solution with Installation, Maintenance
and Accessories
Page 27
16.0
Additional Terms and Conditions for CAT-III
These are the terms and conditions applicable to this particular category in addition to the
terms & conditions mentioned earlier.
16.1 Bidder shall quote for complete solution of category.
16.2 Bidders are required to visit HEC Data Centre and Electrical Power Room before
submitting their bids in order to align their proposal according to HEC requirement.
16.3 For ordering purpose the price evaluation will be done against complete/whole items
of this category.
Cat-III Power Backup Solution with Installation, Maintenance and Accessories
S#
1
2
3
4
5
6
7
8
Item Name
40 KVA UPS
40 KVA upgradeable up to 80 KVA UPS
1KVA UPS
Additional Battery Bank
Additional Power Module
Stabilizer 120 KVA
PDU(s)
Service Bypass Panel
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Qty
2
2
10
1
1
1
6
1
CAT-IV
Network Restructuring with Accessories
Page 27
Additional Terms and Conditions for CAT-IV
17.0
These are the terms and conditions applicable to this particular category in addition to the
terms & conditions mentioned earlier.
17.1
Bidder must quote for complete solution of this category.
17.2
Bidders are required to visit HEC Data Centre and Electric Power Room before
submitting their bids in order to align their solution according to HEC requirement.
For ordering purpose the price evaluation will be done against complete/whole
17.3
items of this category.
Bidder will be responsible for supply, dressing, tagging and re-engineering of items
17.4
proposed in BOQ.
17.5
Cabinet Dressing is required as per industry practices/standard.
17.6
Number of nodes, equipment, cabling & other accessories can be increased or
decreased as per requirement.
17.7
Cable sample shall be provided and got approved by HEC prior to the start of work.
17.8
Cost should be inclusive of any other component or equipment required to complete
the scope of work.
Bidders are required to quote price for items (a) & (d) of this category shall remain
17.9
valid for a period of 2 years
Cat-IV Network Restructuring with Accessories
S#
1
2
3
4
Item Name
Passive Components (Patch Panels,
Patch Cords, Face Plates, Cables)
KVM Switch 16 Port
42U Equipment Rack (Imported)
16U Equipment Rack (Imported)
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Qty
For 100 Nodes
2
2
10
CAT-V
Software Packages
Page 27
Additional Terms and Conditions for CAT-V
18.0
These are the terms and conditions applicable to this particular category in addition to the
terms & conditions mentioned earlier.
18.1 Bidders may quote for any item or complete items of this category.
18.2 For ordering purpose the price evaluation will be done against each item.
18.3 Bidder shall commit to provide minimum 2 years updates and upgrade versions of the
software supplied free of charge as well as the patches as they are released over this
period.
18.4 Selected Bidder shall be responsible for Onsite Commissioning and Integration of
software.
Cat-V Software Packages
S#
1
a
b
2
3
a
b
c
d
4
a
b
c
d
e
f
g
h
I
J
5
Item Name
Description
Graphics Software
Adobe Photoshop CS2 or latest
OEM Version
Coral Draw (Latest)
OEM Version
Enterprise Antivirus Solution Antivirus (Symantec, MacAfee, Panda, Trend Micro)
or equivalent and for 400 Clients and 10 Servers
Network Management Software
AdvenNet OpManager Professional Edition or
equivalent (Latest) with Training
AdvenNet Manage Engine Service Desk Plus or
equivalent with Training
AdvanNet Net flow Analyzer or equivalent with
Training
for Unlimited Devices Pack
for Unlimited user Pack
for Unlimited Devices Pack
OpManager MSP Edition or equivalent with Training for Unlimited Devices Pack
Server Software (Windows and Linux)
Windows Server 2003 R2 EE with five cal for server
and terminal services
MS ISA 2004 EE or Latest
MS Share Point Portal 2003 or Latest
MS Exchange Server 2003 or Latest
Live Communication Server 2005 EE or latest
MS identity Integration Server (MIIS) 2003 or latest
Suse Linux Enterprise Server 10 (20 Cal)
Novell Open Workgroup suit (20 Cal)
Red Hat Enterprise Linux AS
Red Hat Directory Server for Enterprise
Print Manager (Description: Print Management/audit/accounting/quota etc of end
user.)
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Qt
y
1
1
1
1
1
1
1
2
1
1
1
1
1
1
1
1
1
1
Page 27
CAT-VI
I T E q u i p m e n t / Ac c e s s o r i e s
Page 27
19.0
Additional Terms and Conditions for CAT-VI
These are the terms and conditions applicable to this particular category in addition to the
terms & conditions mentioned earlier.
19.1 Bidders may quote for any item or complete items of this category.
19.2 For ordering purpose the price evaluation will be done against each item.
19.3 Selected Bidder will provide 3 years comprehensive warranty/services for the
equipment and Software Support and Bidder should ensure that all equipment (items)
and its parts supply to HEC are new and free from any sort of defects.
19.4 A SLA will be signed with successful bidder for 3 Years for warranty/services at the
time of Commissioning.
19.5 Escalation response time would be 30 minutes in working hours and 1-5 hours in non
working hours.
19.6 The backup of an item and any of its parts with same specification will be provided
within 2 hours and replacement will be provided within 2 weeks.
19.7 Any cause of delay in response and rectification of fault will lead to financial
penalties to the selected bidder and details of penalties will be incorporated in SLA.
19.8 Sample of SLA as per requirement must be submitted with Technical Proposals.
Cat-VI IT Equipment/Accessories
S#
1
2
Item Name
Desktop Computers
Description
Branded
Monitor: LCD 15" Flat Screen
(Philips, View Sonic)
Monitor: CRT 15" Screen
(Philips, View Sonic)
Notebook (1)
USB Adapter Hub (4 port)
6-cell Lithium-Ion (Li-Ion) battery
Optical Mouse
Port Replicator
Power Adapter
3
Notebook (2)
Power Adapter
USB Adapter Hub (4 port)
6-cell Lithium-Ion (Li-Ion) battery
Optical Mouse
Port Replicator
Memory 2 GB DDR2 533 MHz
(2 x 1GB)
Page 27
Qty
75
Per Unit
Price
Per Unit
Price
20
1
1
1
1
1
5
1
1
1
1
1
1
4
5
6
7
8
9
10
11
12
13
14
15
25
Desktop Printer
Network Printer
Color Printer
Scanner
Photo Copier
Digital Video Camera
Digital Camera
FAX Machine
External Hard Drives (Passport
Size)
PDA(s)
Flash Drives
Multimedia Projector with 50’’
Portable screen & Ceiling
mount kit
12
1
2
2
2
4
2
50
5
50
1
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