Annexure B - National Metallurgical Laboratory

ANNEXURE – B
Terms & Conditions
for Comprehensive Annual Maintenance Contract for maintenance of Servers,
Computers and Networking Components etc
1. Vendors are advised to visit CSIR-NML and inspect the condition of the listed
machines prior to submitting quotation.
2. AMC vendor will station 2 (two) service engineers (should be a permanent employee
of the vendor/on contract specifically for CSIR-NML deputed by the vendor) at NML,
Jamshedpur, with at least 1(one) CCNA or MCNA or MCSE engineer. Copy of
certificate to be enclosed.
Vendor selected shall ensure the following service norms:
Service availability timings
: 0930 hours to 1730 hours Monday to Friday
& Saturday (if working day of NML)
For Computers/Printers/Scanners related problems standby to be provided
within 4 hours and case to be resolved within 12 hours (herein hours means
office hours)
For Servers/Network Switch/30KVA UPS related problems standby to be
provided within 1 hours and case to be resolved within 8 hours. For other
UPS/CVT related problems case to be resolved within 12 hours (herein hours
means office hours).
3. AMC vendor will ensure that operating system with necessary softwares as available
in ICT-U are loaded.
4. AMC vendor shall provide COMPREHENSIVE AMC for ALL ITEMS as in ANNEXURE-
A including Networking components (Active & Passive), UPS (excluding battery) &
laptops (excluding batteries) . AMC vendor will ensure that the replacement parts are
the same or better configuration as that original of equipments at no extra cost to
NML. In case the same make of component is obsolete, AMC vendor will replace the
defective component with new one that is equivalent/better in configuration in
consultation with his authorized representative.
Offers received on Non-Comprehensive AMC basis will be considered as technically
unresponsive and will not be evaluated.
The obsolescence of components shall not be taken as an excuse for declaring
faulty hardware “Repair Not Possible (RNP)”. In case it becomes impossible to
maintain the hardware due to obsolescence of the technology, the vendor shall
suitably upgrade them without any extra charge. Transportation and safety of
hardware from NML site to repair centre (if required) and vice versa shall be sole
responsibility of the vendor.
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5. AMC vendor shall maintain the Passive components viz. CAT6/Fiber cables, IO
boxes. Patch cords (CAT6 & Fiber), LIU patch panels (punching/ connectorization
/splicing (if required) replacement with NEW passive components (if required),
relaying of CAT6/Fiber cables and change the faulty cables (if required) & saddling of
sagging network cables at no extra cost.
6. Inclusion of items can be done on pro-rata basis:
(a) During the course of AMC tenure, if a new item not in the AMC list (for those case
for which warranty has expired) and needs to be included in the existing list of
item under AMC, of the similar category, then a letter from NML shall be given to
vendor (after any quarter) after which they have to provide maintenance for the
item. The vendor can do necessary changes in their quarterly billing with a copy
of letter from NML for inclusion of Items (if any).
(b) During the course of AMC tenure, if a item needs to be removed from the existing
list of item under AMC, then a letter from NML shall be given to vendor (after any
quarter) after which they have to amend the list and bill for the remaining items only
with a copy of letter from NML for deletion of Items (if any). Deletion or addition of
items should be done with information to Purchase Section. Pl. note that any
deletion of item from the AMC list can only be done based on the approval of Head,
ICTU and the recommendations of the Standing Disposal Committee of NML.
7. The vendor shall provide services at NML Main Building, Burmamines, Magnesium
Pilot Plant, LSTF & MBPP Plant Area / MNP Division, Agrico & Tuiladungari
Dispensary & of the Director, CSIR-NML residence.
8. The vendor should have executed a single order value of such AMC job of not less
than Rs.10,00,000/- (Rupees Ten Lakhs). The company should have the experience of
maintaining a minimum of 500 PCs and Laptops or more with peripherals for more
than three years in any Central Government Departments / Ministries/ Govt.
undertakings/ Corporate offices like Tata Steel & Tata Motors along with
maintenance of switched Ethernet LAN system, other than CSIR-NML Jamshedpur.
9. The vendor should have a registered office at Jamshedpur or should give an
undertaking for creating an office at Jamshedpur before the conclusion of the AMC
Contract.
10.Copy of Certificates to be enclosed with Quotation:
• Certificate of vendor engineer’s CCNA or MCNA or MCSE to be posted at NML.
• Trade license/ a certificate from your existing client that you have executed such
AMC jobs having the value/volume as mentioned at Sl. No. 8 above.
• Current work order copy issued to vendor by any Central Government
Departments / Ministries/ Govt. undertakings/ Corporate offices like Tata Steel &
Tata Motors maintenance of such AMC job of maintaining 500 Computers,
Servers, Workstation, Printers, and Scanners including LAN system.
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11. The vendor shall maintain the following Spares at NML Main Building at any time for
which the necessary space would be provided by Head, ICTU :-
Items
Qty
1) Almirah with Lock & Key 1 No.
2) New Branded Computer (only CPU) 2 Nos.
3) 15” TFT Monitor 3 Nos.
4) B&W Laser Printer 2 Nos.
5) A4 Scanner 2 No.
6) 400w SMPS 6 Nos.
7) SATA HDD 3 Nos.
8) New Keyboard & Optical Mouse 4 Nos. each
9) Motherboard 945 or equivalent 2 Nos.
10) CMOS battery 12 Nos.
11) 24p non-SNMP switch 2 Nos.
12) Portable Hand Blower 1 No.
13) All Network detection & repairing tools 1 set
LAN tester, Crimping, Punching & Stripping tool
14) Tools for detection & repairing of computers & 2 sets
peripherals
12.Payment will be made against invoice in four equal quarterly installments after
satisfactory report duly signed by Head ICT-U & AMC coordinator, ICT-U.
13. Please provide the following details in the invoice for payment by way of e-mode.
This may please be treated as mandatory:-
i) 11 digit core Banking Account Number
ii) Type of Account (Saving/Current).
iii) Name of Account Holder.
iv) Name of Bank & Branch.
v) IFSC Code Number.
vi) MICR Number.
14.E.M.D. (Earnest Money Deposit):
The bidders must submit an EMD of Rs.1,00,000/- (Rupees One Lakh only) along with
the Bids in the form of Demand Draft / banker cheque of any scheduled Bank drawn
in favour of the Director, National Metallurgical Laboratory payable at Jamshedpur.
Bank Guarantee as per enclosed format of similar amount valid for a period of six
months may also be submitted as EMD. Bids submitted without EMD will not be valid
or considered. Cheques are not acceptable as EMD and the Bids submitted with
cheques as EMD will be not considered. EMD of unsuccessful bidders will be
returned within 3 months of finalization of AMC. However, firms registered
permanently with DGS & D and NSIC who are exempted from payment of EMD will be
allowed exemption. The certificate to this effect should be enclosed along with the
offer, if exemption is claimed.
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15. P.B.G. (Performance Bank Guarantee):
The Successful bidder has to submit a Performance Bank Guarantee (PBG) issued
by any scheduled Bank as per the format enclosed for 10 % of Order Value in favour
of the Director, National Metallurgical Laboratory, Jamshedpur. The PBG should be
valid for a period of two months beyond the validity of AMC Order, i.e. for 14 months.
The PBG should be submitted within one month from the date of issue of order. The
EMD submitted by the successful bidder will be returned soon after receipt of the
PBG.
16. The Director, CSIR-National Metallurgical Laboratory, Jamshedpur reserves the right
to reject any offer or all the offers received without assigning any reason thereof.
17.Applicable Law : The contract shall be interpreted in accordance with Laws
applicable in India and subject to jurisdiction of the court in Jamshedpur,
Jharkhand, India only.
18.Arbitration : All disputes will be referred to Director General, Council of Scientific &
Industrial Research, New Delhi for arbitration. The decision of Director General will
be final and binding on both supplier and CSIR-NML, Jamshedpur.
19.Quotation to be submitted in the format given as per ANNEXURE – C. Failure to
quote for any one item would lead to a technically unresponsive quote and their
offer would be rejected.
20.CST/VAT – The rate of Sales Tax/VAT should be clearly indicated wherever
chargeable. This office is not eligible to issue C or D forms.
21.NML is exempted from Central Excise Duty vide G.O.I. notification No. 10/97 dated
01/03/1997 & the Excise Duty Exemption Certificate may be issued against the ANC
Order if required.
22.Road Permit : Declaration for Transit by Road will be provided on the written request
from the vendor if required.
23.Gate Pass will be issued by the user Division/Section/Unit in whose PIR of the
material exists duly endorsed by the ICTU Division of CSIR-NML, Jamshedpur if
required against the maintenance contract in order to take out the items for
repairing/replacement work and a copy of the same will be sent to the Stores Section
(S&P Division).
24.Lightening, Mouse-Cut, Over voltage (Voltage above 250 volts certified by Electrical
Department of NML) would not come under the purview of comprehensive AMC and
the cost would be borne by CSIR-NML.
25.Basis of Selection :
(i) Selection of the offer will be done on the basis of lowest quoted consolidated
rates/offer as per Annexure - C after taking all items into consideration.
(ii) Firms are supposed to quote for all items as per Annexure – C so that their offers
can be evaluated. Failure to quote for any one item would lead to a technically
unresponsive quote and their offer would be rejected.
(iii) In exceptional situations the Institute may not like to go for AMC for a particular
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item. In such situations the Decision Making Committee may decide to delete one or
more items from Annexure-C and then decide the lowest technically suitable quote
as per NML’s requirement.
26. It should be ensured by the vendor that the prices charged from CSIR-NML should not
exceed prevailing market rates charged by the selected firm from other organizations
for similar services offered.
27. Pre-mature termination of contract on unsatisfactory performance:- CSIR-NML would
terminate the contract based on unsatisfactory performance of the vendor.
“Unsatisfactory Performance” would mean (i) Vendor unable to provide permanent
solution to a problem within 15 working days of the lodging of complaint if such
instances occur more than three times in a quarter or six times in a year then
termination would be effected based on the recommendation of Head, ICTU and the
approval of Purchase Committee and the Advisor Management.
Termination/debarring the firm from business would be effected in such cases where
serviceable and performing assets of CSIR- NML have been taken by the
vendor/cannibalized and returned in unserviceable form “Not Fit for Use” or
subsequently not returned even after three persistent reminders then CSIR-NML
would initiate termination/debarring the firm from business for the period as decided
by the Director, CSIR-NML.
28. The contract can be extended beyond one year for a maximum period of six months
or a minimum period of three months if the Decision Making Committee decides to
call the existing lowest quoting firm for a negotiation to maintain the rates as it is as
per AMC or to further lower the rates based on a market survey by the committee or
on the basis of similar AMC order copies of Govt. Organizations/Corporate offices
like Tata Steel/Tata Motors/Tinplate/Timken and then finalize on extension of the
existing contract.
29. Negotiations if at all shall be an exception but will be conducted wherever required
with the lowest evaluated responsive bidder and the Decision Making Committee
would record cogent reasons for conducting a price negotiation meeting.
30. Force Majeure:- In case of an event or situation beyond the control of the
supplier that is not foreseeable, is unavoidable, and its origin is not due to
negligence or lack of care on the part of the supplier. Such events like wars,
revolutions, fires, floods, epidemics, quarantine restrictions, and freight
embargoes, thunderstorms, lightening may be considered as not foreseeable
and unavoidable by the supplier and thus the vendor can approach the force
majeure committee of the Institute for redress.
31. Annual Maintenance Contract Performance Review Committee:- It is also
proposed that the contract would be reviewed for its performance every six
months. Since there is a provision for extension of the contract for a further
period of six months after the completion of tenure of one year thus in such
circumstance any extension beyond the original tenure would be provided on
the basis of the recommendations of the committee as constituted by the
institute. The same committee would also look into cases of Force Majeure as
mentioned above at Clause 30.
(N. K. Singh)
Stores & Purchase Officer
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