ADMINISTRATION OF THE
UNION TERRITORY OF LAKSHADWEEP
DEPARTMENT OF INFORMATION TECHNOLOGY
(DEPARTMENT OF SCIENCE & TECHNOLOGY)
KAVARATTI – 682 555
F.No. 5/5/IT-2007
Date 21.08.2007
TENDER NOTICE
The Director, Information Technology, UT of Lakshadweep on behalf of
President of India invites sealed tenders for the comprehensive Annual
Maintenance Contract of computer systems and peripherals in the
Administration of the Union Territory of Lakshadweep. The tender documents
can be had from the Secretary to the Administrator, Lakshadweep Office,
Willingdon Island, I.G. Road, Kochi – 682 003 up to 3 p.m. on 25.09.2007 on
payment of Rs. 250/- (non refundable). Tender Documents can also be downloaded
from the website “www.lakshadweep.gov.in / www.tenders.gov.in”. Demand Draft for
Rs. 250/- (non refundable) favouring Director (Information Technology), Kavaratti,
payable at Syndicate Bank, Kavaratti should be enclosed with such downloaded bid
documents. Tender will be opened at 3.30 p.m. on 25.09.2007 in the office of
the Secretary to the Administrator, Lakshadweep Office, Kochi – 682 003 in the
presence of indenting tenderers if any, present on the occasion.
Sd/(A.HAMZA)
DIRECTOR (INFORMATION TECHNOLOGY)
To the Secretary to the Administrator, Lakshadweep Office, Willingdon Island,
Kochi – 682 003.
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TENDER NOTICE
The Director (Information Technology) of the Union Territory of Lakshadweep
invites tender for Annual Maintenance Contract from leading computer systems
maintenance company for comprehensive maintenance of computer systems and
peripherals as listed in the Annexure – A. These computer systems and peripherals
are installed at the various offices of the Lakshadweep Administration in the ten
islands in the Union Territory and at their offices in Kochi and Beypore in mainland.
The islands are spread across Arabian Sea and there are ships/ferry services
from/to the islands and mainland and between islands. Air service is also available
from Kochi to Agatti/Kavaratti. The vendor should have a fair idea about the
geographic condition of the islands and the transport facilities available and the cost
of transportation and living expenses. The administration will not provide any
accommodation or traveling/ living expenses for the engineers.
CONTRACT PERIOD:
The contract period is for one year from the date of signing the contract.
SCOPE AND SERVICES:
The vendor should provide following services under the contract to keep the systems
& peripherals in good working condition.
A) Scheduled Preventive Maintenance (PM): Once in three months for all the
systems and peripherals detailed in Annexure-A. PM can be clubbed with
corrective maintenance. In case the vendor fails to do the preventive
maintenance, penalty clause will be applicable.
B) Unscheduled, or call corrective and remedial maintenance service to set
right the malfunctions of the system.
This includes replacement of
unserviceable parts. The defective parts will be replaced with new parts.
Whether a defective item or component is to be replaced or repaired shall be
at the sole discretion of the vendor. In the case of a part, the defective part
removed from the system will become the property of the vendor.
C) Operating System (OS) Support:
Any problem related with OS
maintenance, reloading of OS with all device drivers, OS upgrade, device
drivers, System configuration and network configuration will be attended to by
the vendor.
D) Anti Virus Software (AVS) Support: Any problem related with system
viruses shall be attended to by the vendor.
E) Installation support for any newly obtained ICT tools if required by the
concerned Department.
F) Service support for any of the ICT Tools of Lakshadweep Administration not
covered under the contract on chargeable basis, if required by the
Administration.
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TERMS AND CONDITIONS:
1.
All the covers containing tenders shall be sealed and clearly superscribed
“QUOTATION FOR THE ANNUAL MAINTENANCE CONTRACT OF
COMPUTERS AND PERIPHERALS IN THE U.T. OF LAKSHADWEEP AND
LAKSHADWEEP OFFICES AT MAINLAND” and addressed to the Secretary
to the Administrator, Lakshadweep Office, Willingdon Island, I.G. Road,
Kochi – 3. Quotation received after the due date and time will be rejected
forthwith.
2. The vendor should be rated among India’s top ten third party maintenance
companies.
3. The vendor should have its own office at Kochi and shall provide resident
Engineers at Kavaratti besides stocking adequate spares to meet
contingencies. In case of any major repairs of any system or peripherals, the
firm shall replace it during the period of its repair.
4. The details of systems shown in Annexure-A is only for an indication. Actual
list will have inclusion/exclusion of systems after completion of Acceptance
Test by successful tenderer along with UTL representative once work is
awarded. Acceptance Test is to be completed within 45 days of awarding the
work.
5. One each Service Engineer shall be posted to look after each 90 units of the
systems covered under the contract. For this purpose, Computer, Laptop,
Printer, Scanner, Plotter and Terminals will be treated as separate units.
6. Support shall be provided by the vendors direct staff and not through any
franchisees. Proof of this effect shall be provided at any time during the
operation of the contract period on demand by the Administration.
7. Repair/maintenance is to be carried out at the premises of the concerned
department only. If any system or its parts need to be taken to some other
place for a thorough repair, then it should be at the cost and risk of the AMC
contractor only.
8. System maintenance charges shall not include the cost of consumable and
supply items such as ribbons, media like magnetic tapes, cartridges, printer
heads, floppy diskettes, computer stationery and toner cartridge. Plastic parts
of printers will also not be covered.
9. New equipment purchased by the Administration from any firm will be
included in the AMC as soon as the warranty period expires. This will be
done through addendum signed by the Lakshadweep Administration and the
vendor.
10. In case UTL decides to withdraw any equipment from contract during the
AMC period, the same would be taken out of the contract with written
information to the vendor.
11. Vendor shall provide on site maintenance service from 9 am to 6 pm on all
working days (Monday to Saturday excluding second Saturday of every
month) of Lakshadweep Administration.
12. The Lakshadweep Administration shall not be responsible for traveling and
lodging expenses of the Services Engineers appointed by the vendor.
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13. Any request for change in AMC rate during the currency of AMC will not be
entertained.
14. Lakshadweep Administration shall have the option to terminate the agreement
at any time if the service is found to be unsatisfactory.
15. The undersigned is not bound to accept any or all the tenders. But the right of
acceptance/ rejection of any or all the tenders, rest solely with undersigned
only.
16. The AMC charges shall be paid quarterly on satisfactory completion of the
service by concerned department after deducting penalty, if any. Separate
bills shall be forwarded to the concerned department after the completion of
each quarter for making payment.
17. Tender shall preferably be typed.
18. The tender will be opened by the committee constituted for the purpose at
3.30 pm on 25.09.2007 in the presence of intending tenderers, if any, present
on the occasion.
19. The tender will be liable to be rejected incase of default of payment of
EMD of Rs.25000/-only.
20. The selected vendor shall provide security deposit/bank guarantee of 20% of
the total AMC value. This will be returned after returning all the equipment in
working condition to UTL on completion of the contract.
21. The new upgrade items (Memory, HDD, MM Kit etc.) purchased from any
vendor and upgraded into the existing AMC system, shall be included in AMC
as soon as warranty expires. This will be done through Addendum signed by
UTL and the vendor.
22. The vendor should replace the defective parts with spare parts with equal or
higher capacity one. The vendors should anticipate the availability of the
spares for the next one year and should quote accordingly. The administration
will not be responsible for the non-availability of the spares and no additional
charges will be paid for replacing the spare with a higher capacity one.
However, for equipment for which the original manufacturer has stopped
production of any particular model and the spares and which require complete
replacement of the equipment, the same will be considered on a case to case
basis.
23. For downtime calculation, the day on which the call is closed will not be taken
as part of downtime. Also if the user is not able to handover the system to
vendor for maintenance purpose, such time will not be considered for the
down time penalty.
24. In case of intermittent failures and repetitive problems due to improper
diagnosis or repair, the system will be treated as continuously down.
25. UTL personnel will be responsible for operating the systems, printers and
terminals, during the period of contract, UTL personnel will restrict to
operational activities only and will not repair/maintain any equipment.
26. The equipment should be handed over back to UTL after the AMC period in
good working condition, failing which security deposit will be forfeited.
27. The Administration has the right to accept any tender and to reject any tender
without assigning any reason.
28. The vendors must submit their quotation in the format prescribed and
enclosed herewith as Annexure-A.
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29. The administration may extend the period of contract up to another one year
on completion of the one year term, if so desired.
SERVICE ASSURANCE:
FOR ALL EQUIPMENT OTHER THAN LASER PRINTERS:
A. Maximum acceptable downtime will be
(i) One day excluding holidays for Kavaratti, Kochi and Beypore.
(ii) Two days excluding holidays for Agatti
(iii) Seven working days excluding holidays (Saturdays are working days
and they should be counted as normal working days) for all other
islands.
FOR LASER PRINTERS ONLY:
B. A backup DeskJet Printer shall be provided within one working day in
Kavaratti, Kochi and Beypore, within 2/3 days in other locations (as per
service assurance) failing which penalty will be applicable. Also, the working
Laser Printer has to be restored within 10 working days at Kavaratti, Kochi
and Beypore and within 15 working days in all other locations, failing which
penalty would be applicable.
PENALTY:
1. DOWNTIME PENALTY:
Penalty for non-completion of the calls after the grace period as indicated in
Service Assurance will be as follows:
Note:
1. Maximum Penalty per day will be limited equal to penalty of
system/Printer/Terminal Server, if the system and attached DMP/Ports are
down at the same time.
2. For OS & AVS support – System penalty will be charged in full only when
system is fully not working. If any command line or file is not working in a
system, no penalty will be charged.
3. Whenever the system and printers cannot be repaired on site within the
specified limits, the vendor will have the option to provide an alternate
equipment of matching specification which will be replaced within the period
of maximum 30 days with the equipment of same make/model. But in case
of computer system, the original CPU will be restored. Failing to these
replacements, penalty clause will apply.
(The maintenance of the systems in other islands and charging of penalty
will be on a case to case basis. The vendor should keep required backup
systems at Kavaratti at vendors cost and send the same through the first
available conveyance and the department concerned will coordinate with
vendor for sending the same to the location. The penalty will be calculated
if the vendor is not attending the call even after a convenient conveyance is
available for the engineer to reach the island from Kavaratti, Kochi or
Beypore).
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DOWN TIME PENALTY CHARGES:
The vendor shall be liable to pay penalty at the following rate for non repair
of systems and peripherals after reporting by the departments.
(a) Rs.400/- per working day for Server Systems
(b) Rs.200/- per working day for Client Systems / Laptop
(c) Rs. 200/- per working day for Plotter / Digitizer
(d) Rs.100/- per working day for Dot Matrix Printers/ Desk Jet Printers/
Laser Printers.
(e) Rs.100/- per working day for terminals
(f) Rs.100/- per working day for CD or DVD Drive/CD Writer/Floppy Disk
Drive/serial/parallel/COM ports.
(g) Rs. 100/- per working day for Scanner
(h) Rs.75/- per working day for modems.
(i) Rs.25/- per working day for keyboard and mouse.
PREVENTIVE MAINTENANCE (PM) PENALTY:
Penalty on failure of scheduled PM would be as follows:
(a) Rs.425/- per Preventive Maintenance – for Server System.
(b) Rs.175/- per Preventive Maintenance – for Client System.
(c) Rs.175/- per Preventive Maintenance – for all type of Printers
AMC CHARGES:
The AMC charges per year for each system is to be quoted by the vendor
separately and the charges should be comprehensive and should be
inclusive of all charges.
Sd/(A.HAMZA)
DIRECTOR (INFORMATION TECHNOLOGY)