Annual Maintenance Contract (AMC) - Kolkata Metropolitan ...
Annual Maintenance Contract (AMC) - Kolkata Metropolitan ...
Annual Maintenance Contract (AMC) - Kolkata Metropolitan ...
You also want an ePaper? Increase the reach of your titles
YUMPU automatically turns print PDFs into web optimized ePapers that Google loves.
Pre-Offer<br />
Document for <strong>Annual</strong> <strong>Maintenance</strong> <strong>Contract</strong> (<strong>AMC</strong>) of<br />
computers including printers and other peripherals installed at<br />
the offices of KMDA<br />
1. Brief Outline of KMDA<br />
<strong>Kolkata</strong> <strong>Metropolitan</strong> Development Authority (KMDA) is governed by the Town and<br />
Country (Planning & Development) Act 1979 and its subsequent amendments. The Act<br />
has designated KMDA as the statutory planning and development authority for <strong>Kolkata</strong><br />
<strong>Metropolitan</strong> Area (KMA) that now extends over 1887 sq. km. KMDA is also the<br />
Technical Secretariat for <strong>Kolkata</strong> <strong>Metropolitan</strong> Planning Committee (KMPC) that has<br />
been constituted under provision of the West Bengal <strong>Metropolitan</strong> Planning Committee<br />
Act, 1994. KMDA is engaged in not only preparing long-term perspective and master<br />
plans, but also designing and implementing multi-sectoral urban infrastructure<br />
development projects/schemes within KMA.<br />
In course of more than four decades of KMDA’s existence, it has become an epitome for<br />
metropolitan <strong>Kolkata</strong>’s development. In order to cope with increasing responsibilities and<br />
increase its operational efficiency, KMDA has introduced the use of computers at all<br />
levels and offers various e-enabled services to citizens as well as its own employees. A<br />
large number of computing devices and peripherals form the backbone of such services,<br />
some of which are extremely crucial from the point of view of citizen services and<br />
internal administration and are required to be rendered on emergency basis as well. This<br />
underscores the importance of ensuring that this huge computing infrastructure along<br />
with peripherals performs to its optimal capacity at all times without any disruption in<br />
services. For the sake of operational efficiency, the need for selecting a suitable service<br />
provider for rendering maintenance services in respect of the computers and peripherals<br />
is strongly felt.<br />
KMDA intends to select a Service Provider by means of competitive bidding for<br />
rendering comprehensive maintenance services in respect of computers, servers,<br />
printers and peripherals, etc., at the least cost on <strong>Annual</strong> <strong>Maintenance</strong> <strong>Contract</strong> (<strong>AMC</strong>)<br />
basis. The selected Service Provider shall be appointed for a period of 1 year initially.<br />
1
2. Backdrop of proposal<br />
The present proposal pertains to maintenance of desktop and laptop computers and<br />
various printers and peripherals, along with a LIPI T 6050 printer that are installed in<br />
different units/cells of KMDA at its office premises at Prashashan Bhavan and<br />
Unnayan Bhavan. In respect of Unnayan Bhavan, only Pension Cell and Computer<br />
Unit shall be covered under the proposed arrangement as of now. It shall also cover<br />
the Local Area Network (LAN) at the Computer Unit of KMDA. An indicative list of<br />
hardware proposed to be covered under the arrangement is shown in the Table<br />
below.<br />
Sl.<br />
No.<br />
Item description<br />
Quantity<br />
(approx.)<br />
1 Desktop computer 53<br />
2 IBM server 1<br />
3 Laptop computer 5<br />
4 Deskjet printer (HP) 16<br />
5 Laserjet mono high range printer 1<br />
6 Laserjet mono low range printer 12<br />
7 DMP mono low range printer 5<br />
8 Mono all-in-one printer 6<br />
9 Line impact mono printer 1<br />
10 UPS 32<br />
3. Scope of Offer<br />
Sealed offers are invited from bonafide, reliable, experienced and resourceful<br />
agencies for maintenance of computers installed at the offices of KMDA on<br />
annual maintenance contract (<strong>AMC</strong>) basis. The applicant agencies shall be<br />
responsible for providing the following services, both on-site and off-site, as and<br />
when required during the tenure of the <strong>AMC</strong>.<br />
2
<strong>Maintenance</strong> of desktop & laptop computers, printers and peripherals<br />
Provision of spares like motherboard, hard disk, CD/DVD drive, monitor<br />
and other peripherals<br />
<strong>Maintenance</strong> of operating software as per requirement<br />
Preventive maintenance of all the items of hardware shown in the<br />
indicative list furnished above, the frequency (non-negotiable) being once<br />
every month<br />
The service provider must be prepared to provide emergent services. Any service<br />
calls should be attended within 24 (twenty-four) hours of receiving the complaint. The<br />
time taken for attending to complaints and successfully providing the services shall<br />
be the essence of the <strong>AMC</strong>. The applicant agencies must mention in the Technical<br />
Bid the modality of preventive maintenance of hardware, how the complaints will be<br />
attended etc.<br />
The service provider should provide names and telephone/mobile numbers of<br />
persons to be contacted for the purpose of lodging complaints / follow-up services.<br />
The proposal excludes replacement of consumables such as Dot Matrix Printer<br />
Head, Ink Cartridges, Toner, Ribbon and UPS battery.<br />
4. Eligibility criteria<br />
KMDA invites sealed offers from the reputed and experienced Service Providers<br />
fulfilling the eligibility criteria noted below:<br />
(i) Must have been engaged in similar kind of business for the last five years.<br />
(ii) Must possess valid licence/registration.<br />
(iii) Should have provided maintenance service to at least one government<br />
organization, bank, etc.<br />
(iv) Should have annual turnover of at least Rs.10 lakh in each of the last two<br />
financial years, i.e. 2009–10 and 2010-11.<br />
Offers which do not meet the above criteria shall be summarily rejected.<br />
3
5. Submission of Offers<br />
The Technical and the Financial Offers shall be submitted in two separate sealed<br />
envelopes. Envelope no.1 shall be marked (Technical Offer for <strong>AMC</strong> of computers<br />
including printers and other peripherals at Offices of KMDA) and envelope no.2<br />
(Financial Offer for <strong>AMC</strong> of computers including printers and other peripherals at Offices<br />
of KMDA). One without the other will be an incomplete submission and hence liable to<br />
be rejected. The date and time of receipt of bid shall strictly apply in all cases.<br />
5.1 Contents of Envelope<br />
(i)<br />
Envelope no.1 (Technical Offer) shall contain following documents:<br />
Income Tax PAN of the Offerer (a photocopy of the PAN Card shall be<br />
provided);<br />
Copy of license/registration;<br />
Copy of registration certificates for Sales Tax/VAT/Service Tax<br />
(whichever is applicable);<br />
Copies of audited/unaudited accounts for the financial year 2009-10 &<br />
2010-11;<br />
Documents demonstrating experience of the applicant bidder in similar<br />
activities, annual turnover etc.;<br />
Technical proposal containing the modus operandi for undertaking<br />
maintenance services in respect of computers, servers, printers and<br />
peripherals, etc. to KMDA.<br />
(ii) Envelope no.2 (Financial Offer) shall contain the following:<br />
The financial offer shall mention the ‘annual fees’ that they would ask from KMDA<br />
for the services noted under the Scope of Work above. The applicants should<br />
note that payments shall be made by KMDA to the selected Service Provider on<br />
quarterly basis after submission of bills at the rate of 25% of the quoted/accepted<br />
annual fees, duly certified by respective officials, along with certification of<br />
satisfactory performance.<br />
4
The quote of the offerer must be firm without any ifs and buts. The financial offer<br />
shall be given in the format prescribed in Annex-II. The offerer shall not quote his<br />
offer anywhere directly or indirectly in envelope no.1.<br />
Both the sealed envelopes 1 & 2 shall be sealed in the third outer envelope marked as<br />
“Offers for <strong>AMC</strong> of computers including printers and other peripherals at Offices of<br />
KMDA”.<br />
6. Deadline for Submission of Offers<br />
The offers shall be received in sealed cover in the manner as prescribed above, in the<br />
office of Administrative Officer (CS), KMDA, Prashasan Bhavan, Salt Lake, <strong>Kolkata</strong><br />
700064, not later than September 23, 2011 up to 3 p.m. The Tender will be opened at 4<br />
p.m. on the same date. KMDA may at its discretion extend the deadline for submission<br />
of offer by issuing an addendum.<br />
7. Other Particulars of Offer<br />
(i.) Intending Service Providers may inspect and examine all the computers,<br />
peripherals and printers, etc., proposed to be covered under the bid, during<br />
office hours (between 11 am and 4 pm) on any working day.<br />
(ii.) An applicant Service Provider shall submit only one offer in the same bidding<br />
process.<br />
(iii.) The offerer shall bear all costs associated with the preparation and submission<br />
of offer.<br />
(iv.) The financial offer quoted by the offerer shall be firm and net of all costs that<br />
the offerer would incur in providing then services.<br />
(v.) Validity of the offer will be 180 days from the date fixed for submission of the<br />
offer.<br />
(vi.) Offer submitted after the deadline/extended deadline of submission will either<br />
not be received or if inadvertently received will not be opened and shall be<br />
returned unopened to the applicant.<br />
5
8. Offer Opening and Evaluation<br />
The offers will be opened in presence of the offerers/their authorized representatives<br />
who may choose to remain present in the Office of KMDA, Prashasan Bhavan, 4 th floor,<br />
Salt Lake, <strong>Kolkata</strong> 700064 on date, time and venue to be notified to each applicant in<br />
due course. The Technical Offers will be opened first.<br />
A Committee, assisted by experts, shall examine the papers submitted by the offerers to<br />
check eligibility and carry out evaluation of the technical offers and mark each technical<br />
offer on a scale of 1-100, as part of technical offer evaluation. Total marks assigned to<br />
different criteria of technical evaluation shall be as follows: (a) past experience - 30<br />
marks; (b) modus operandi for undertaking maintenance services in respect of<br />
computers, servers, printers and peripherals, etc. – 70 marks. The technical evaluation<br />
shall be done for the purpose of shortlisting the technically qualified offerers. There shall<br />
be a cut-off mark of 60 for such technical evaluation. All the offerers who secure a<br />
score equal to or more than 60 in such technical evaluation shall be treated as<br />
technically qualified and at par technically.<br />
The financial bids of only the technically qualified offerers shall subsequently be opened<br />
at a date, time and venue to be communicated to each such offerer separately by<br />
telephone/letter/Fax. The offerer seeking the lowest annual fees from KMDA against the<br />
proposed services, as per the financial offer, shall be recommended for selection to the<br />
appropriate authority.<br />
9. Disclaimer/KMDA’s Right to Reject<br />
KMDA reserves the right to accept or reject any offer or to cancel the offer process and<br />
reject all the offers at any time prior to award of contract without assigning any reasons<br />
whatsoever and thereby incurring any liability to the affected offerers or any obligation to<br />
inform the affected offerers of the ground for KMDA’s action.<br />
KMDA takes no responsibility for delay, loss or non-receipt of Offer or any letter sent by<br />
post either way.<br />
10. The Offers must be accompanied by a forwarding letter in the<br />
format enclosed (Annex-I).<br />
6
Annex-I [Technical Offer]<br />
From:<br />
To:<br />
---------------------------------------------------------------<br />
---------------------------------------------------------------<br />
---------------------------------------------------------------<br />
Telephone Number ------------------------ Fax Number -------------------------------<br />
The Administrative Officer (CS),<br />
KMDA,<br />
Prashasan Bhavan,<br />
Salt Lake, <strong>Kolkata</strong> 700064<br />
Sub: Technical Offer for <strong>AMC</strong> of computers including printers and other<br />
peripherals at Offices of KMDA<br />
Sir,<br />
Pursuant to the Notice inviting Offer on the subject above, we hereby submit our<br />
Offers for being appointed on contract for providing the captioned services during the<br />
contractual period.<br />
We have thoroughly read and understood the instructions to the Offerers/<br />
Bidders. Submission of Offers will not devolve any right on us to be considered for<br />
selection.<br />
We agree to keep this Offer of ours open for acceptance by KMDA up to 180<br />
days after the last date of receipt of Offer and agree not to revoke our Offer at any time<br />
during such period.<br />
In the event of our Offer being accepted by KMDA, we agree to duly execute the<br />
necessary <strong>Contract</strong> with KMDA within the stipulated period.<br />
Yours faithfully,<br />
Date:<br />
(Name & designation of the person signing with office seal)<br />
7
Annex-II [Financial Offer]<br />
From:<br />
---------------------------------------------------------------<br />
---------------------------------------------------------------<br />
---------------------------------------------------------------<br />
Telephone Number ------------------------ Fax Number -------------------------------<br />
To:<br />
The Administrative Officer (CS),<br />
KMDA,<br />
Prashasan Bhavan,<br />
Salt Lake, <strong>Kolkata</strong> 700064<br />
Sub: Financial Offer for <strong>AMC</strong> of computers including printers and other<br />
peripherals at Offices of KMDA<br />
Sir,<br />
Pursuant to the Notice inviting Offer on the subject above, issued by <strong>Kolkata</strong> <strong>Metropolitan</strong><br />
Development Authority, <strong>Kolkata</strong>, we hereby undertake to provide the captioned services to KMDA<br />
including attending to any number of service calls during the contractual period against payment<br />
by KMDA the following annual fees to us:<br />
Rs. ________________________ (Rupees ………………………………………………….)<br />
We undertake to sign the <strong>Contract</strong>/Agreement on a Rs.10 Non-Judicial Stamp Paper as<br />
per the schedule to be stipulated in the award letter, in case we turn out to be the successful<br />
agency.<br />
The above financial quotes are firm and without any ifs and buts.<br />
Thanking you,<br />
Yours faithfully,<br />
Date:<br />
(Name & designation of the person signing with office seal)<br />
8