ELECTION COMMISSION OF INDIA Nirvachan Sadan, Ashoka Road, New Delhi

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1 ELECTION COMMISSION OF INDIA Nirvachan Sadan, Ashoka Road, New Delhi No.485/Comp/11/2017 Dated : NOTICE INVITING TENDER The Election Commission of India invites tenders from prospective Service Providers having an experience of maintenance of Computers, Printers, Scanners and Laptop having annual turnover of Rs. 10 Lakh or more during the last two years (viz and ) and having qualified engineer/mechanic and having a valid contract for providing services to one or more Central/State Govt. Ministries/Departments, Public Sector Undertakings. Tender NO. Tender Forms Available at website No.485/Comp/11/2017I Date and time of issue/publishing Document Download start date & time Bid Submission start date & time Bid Submission last date & Date & Time of opening of technical bid Place of opening of technical bid at 1400hrs by 1530hrs Election Commission of India Date of opening of financial bid Cost of tender document EMD Bank Guarantee Type of Bid To be intimated later Free Rs /- 10% of the value of comprehensive AMC contract is furnished by successful bidder on award of contract Two Bid System

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3 2. Scope of Work, Eligibility and qualification criteria and terms and conditions of the contract is available in Annexure A to E. The forms are available at Appendix- I to IV 3. The eligible bidders may download Bid document from our website Bidders shall have to deposit Rs. 30,000/- (Rupees Twenty Thousand only) as EMD in the form of Demand Draft in the name of PAO, Election Commission of India on or before bid submission closing date and time and submit before the Section Officer, ICT Division, Election Commission of India, Room no. 509, 5th Floor, Nirvachan Sadan, AshokA Road, New Delhi The rates quoted should be NET (exclusive of taxes) and no discount free service/offers should be there in the rates, failing which tender will be rejected. The AMC/tender is not transferable and financial bids of only those firms/companies will be opened who qualify in the technical bid. 5. The Election Commission of India reserves the right to accept or reject any or all the tenders or amend/withdraw any of the terms and conditions contained in the Tender Document, without assigning any reason. (Santosh Kumar Dubey) Under Secretary

4 TABLE OF CONTENT Annexure - A: SCOPE OF WORK 4 Annexure - B: ELIGIBILITY AND QUALIFICATION CRITERION 6 Annexure - C: TERMS AND CONDITIONS 7 General Conditions of Contract 7 Special Conditions of Eligibility 11 ANNEXURE - D: PREVENTIVE MAINTENANCE 12 ANNEXURE - E: DETAILS OF HARDWARE 13 Appendix- I: TENDER ACCEPTANCE LETTER 14 Appendix- II : FORMAT FOR SUBMITTING THE FINANCIAL BID 15 Appendix III : BLACKLISTING UNDERTAKING 16 APPENDIX-IV: V CHECK LIST 17

5 Annexure - A: SCOPE OF WORK 1. The successful bidder would be responsible for upkeeping & maintaining the IT equipments (covered in the CAMC) properly functional. The CAMC would cover hardware, software, firmware etc., 2. To provide and maintain the required drivers (CDs / DVDs etc) 3. Repaid to be carried out at the location of the equipment; 4. Stand-by arrangement to be made in case the equipment is required to be taken to workshop for repairs. In case of defect in the hardware parts which need replacement, the details of the part(s) to be replaced along with the specifications, model, serial, part and compatibility should be provided in writing to the ECI within stipulated time. During the procurement and supply by the ECI for the part, the vendor will provide suitable replacement of the part (s) and will continue to provide the same till the new replacement is not made available by the ECI. The vendor will install the new part and take the replacement part supplied by them after obtaining no objection from ECI. 5. Support for users and troubleshooting of commercial / non commercial software packages and removal of virus and re-installation of software, if corrupted. 6. Coordination with company (HP/DELL/HCL/LENOVO etc) service provider for troubleshooting of the computer and other peripherals under warranty; 7. Carry out preventive maintenance of hardware / software every quarter and submit the report with each quarter for the processing of the bill. The detailed description is available at Annexure- D. The vendor should deploy separate staff for undertaking the Preventive Maintenance work on a periodical basis. 8. Depute three resident hardware engineers and one hardware office assistant full time at ECI during all office hours or as prescribed by the ECI from time to time. The bidder will ensure to provide/depute three resident hardware engineers and one hardware office assistant full time at ECI during all office hours or as prescribed by the ECI from time to time. Out of four engineers, one must have expertise in server level maintenance. On successful award of the contract, the bidder will submit the job description of the manpower deployed. The bidder will be fully responsible for police verification, EPF, ESIC issue and minimum wages Act. related to staff deputing on this site will be handled by the bidder. 9. The successful bidder would provide the facility to the end users for logging their complaint/request through an online portal with appropriate ticketing/ tracking system. ICT division staff would be given access for monitoring purposes. 10. The list of computers, Laptops, Printers, Scanners and other related items / peripherals is available at Annexure-E. The new equipment purchased from time to time, after the expiry of warranty / guarantee period, will also have to be serviced/ maintained at the same terms and conditions as in AMC and will be valid for the contract period. The payment for the new equipment which will get included after the expiry of warranty/ guarantee will be made on pro-rata basis after the written request from the vendor. The ECI reserves the right to add/ remove any item from AM during the contract period. If there is removal / disposal of any item(s) during the period of Comprehensive AMC the

6 amount of Comprehensive AMC will be re-calculated on the basis of prices quoted for the item(s) mentioned in Annexure-E of tender document on a pro-rata basis.

7 Annexure - B: ELIGIBILITY AND QUALIFICATION CRITERION a. The firm / company should be registered as a firm / company with the Registrar of companies. The firm / company shall also be registered with different tax authorities. The firms/ company required to submit self attested copy of documents relating to registration of the firm / company/ PAN / GSTN. b. The firm / company shall be in existence for over five years in the field of maintenance with a turnover of not less than 10 lakhs during the last two financial years viz and The bidder shall enclose Income tax returns and the balance sheet for the last three years. The bidder should give a statement to the effect about its existence for the past 5 years. c. The firm/company shall have the experience of maintenance of such equipment with Government Department / State/ Public Sector Undertaking in Delhi of not less than 100 computers and its peripherals. The bidder shall submit details of AMC it is having in different offices of Government Department / Govt Undertakings along with valid proof. d. The bidder should not have been blacklisted by Central Government Ministry/Department nor should be under any legal action for indulging in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice with any Indian central government ministry/department. In this regard, a certificate has to be provided by the bidder company in Appendix-III. e. The bidder shall have have the centre centre of operation in National Capital Territory of Delhi. The bidder must give a self attested copy of the registered office address.

8 Annexure - C: TERMS AND CONDITIONS General Conditions of Contract 1. Election Commission of India, invites sealed bids under Two Stage System (Technical and Financial Bid) from eligible bidders for managing and providing support for Comprehensive AMC of Desktop Computers, laptops, UPSs, Printers, Servers, and Hardware, Software other networking equipment & other peripherals in Election Commission of India. 2. Tender document: Tender Document can be downloaded from the ECI s website 3. Bidding Procedure a. Bids are to be submitted in two Bid systems i.e. (1) Technical and (2) Financial. Both the bids must be sealed separately and enclosed in a single outer sealed envelope. b. Sealed Bids shall be received not later than 1400 hrs on: 21st December,2017, No Bids will be accepted after this date & time under any circumstances. This office will not be responsible for any postal/courier delay and also for reasons beyond the control of this office. c. All Technical Bids must be accompanied by a bid security (EMD) of the amount of Rs.30, 000/- (Rupees Thirty Thousand Only) in a form of a Bank draft/ Banker s Cheque only issued by any commercial Bank in favor of Pay and Accounts Officer, Election Commission of India, Ashoka Road, New Delhi, payable at New Delhi. d. First, Technical Bids of all the tender will be opened on pre scheduled date, time & venue. Technical Bids without EMD will be summarily rejected. Requirement of EMD is exempted from those bidders like State/ Central PSUs; Government of India Societies (established under relevant Act) and those registered with NSIC, DGS&D. If a bidder wishes to seek exemption from furnishing EMD while participating in this tender, the onus would be on such bidder to enclose necessary documents in support of its being exempted. e. Commercial Bid of only successful Technical Bids will be opened. The date and venue of opening of financial bids will be finalised later. f. All bids must be delivered to the office of Shri Darsuo Thang, Secretary, ICT Division, Election Commission of India, Nirvachan Sadan, Askoka Road, New Delhi New Delhi g. All relevant rules and regulation of Government of India will be final and applicable & binding on all bidders. h. No modification in the bid shall be allowed after the deadline for submission. i. Bidders shall furnish clause-by-clause commentary on all clauses of Bid Document including Technical Specifications and must specify the reference page number.

9 j. Late bids will be rejected. k. The bidders representatives who will be present shall sign in the designated register evidencing their attendance. In the event of the specific bid opening being declared a holiday for the purchaser, the bid shall be opened at the same time and location on the next working day. l. The correctness of the information furnished by the bidder in its bid. In case any information is found to be incorrect/false, the bid shall be considered as nonresponsive. m. The substantial responsiveness of each bid to the bidding. For purposes of these clauses, a substantially responsive bid is one, which conforms to all technical specifications and terms and conditions of the bidding documents without material or commercial deviations. The purchaser's determination of a bid's responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence. 4. Period of validity of bid: The bid shall remain valid for 90 days from the last date of submission of bids. If any bidder withdraws his tender before the said period or fails to execute CAMC MoU on being declared L1, then without prejudice to any other right or remedy, ECI will be at liberty to forfeit the EMD 5. Submission of Bids / Opening of Bids: The first envelope shall be superscribed with the name of work and the words "Technical Bid" in capital letters. The first envelope shall be opened on the date of opening of tender. No price details shall be given in this envelope. Violation to this would result in invalidation of tender. The EMD shall be enclosed with the envelope marked "Technical Bid ". 6. The second envelope shall be superscribed with the name of work and the words "Commercial Bid ( Financial Bid) in capital letters. It shall contain full details of the price & financial conditions. a. The Price Bid (Financial Bid) should be submitted in a separate sealed envelope superscribed Financial bid. b. All offers shall be made available in hard copies as specified in the technical specifications and should be signed by the authorized signatory of the firm on all pages of the hard copy and must have page numbers on each page properly. All prices and other information in this regard having a bearing on the price shall written both in figures and words in the prescribed offer form c. The bid will be evaluated for selecting L-1 bidder(s) on total price based only. d. No document should be added or condition inserted in financial bid else it will be summarily rejected. e. The individual item charge is only for reference purpose of this office or expansion in the coverage of IT assets in future. Any individual item should not be skewed and should be reasonable. f. Silence or use of the word "Noted" against any of the Bid conditions shall mean bidder agrees to comply with that/those conditions of Bid g. If a firm quotes NIL charges/consideration, the bid shall be treated as unresponsive and will not be considered. h. Arithmetic errors will be rectified on the following basis:

10 i. If there is a discrepancy between the unit price and the total price, which is obtained by multiplying the unit price with quantity, the unit price shall prevail and the total price shall be corrected unless it is a lower figure ii. If there is a discrepancy between words and figures, the amount whichever is lower will prevail. iii. If the bidder does not accept the correction of errors, its bid will be rejected. iv. In case of more than one bidder quoting the same rate resulting in tie, the lowest bidder will be decided on the basis of highest amount of contract handled during the last two years. 7. Clarification of Bids: To assist the examination, evaluation and comparison of bids the Election Commission of India may at its discretion, ask the bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted 8. Evaluation of Bids :Evaluation of bids shall be done based on the information furnished by the bidder. The conformity of the bids to the technical specifications and commercial terms and conditions shall be examined. Responsiveness of the bid shall be determined based on the technical and financial capability of the bidder to execute the contract on L1 basis. 9. Purchaser's right to accept or reject any or all bids: a. Election Commission of India reserves the right to use and interpret the bids as it may, in its discretion, consider appropriate, when selecting bidders for granting of the letter of intent/ Notification of Award of contract. b. Election Commission of India may waive off any minor infirmity or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such a waiving, does not prejudice or affect the relative ranking of any bidder. c. The Election Commission of India may seek clarification in writing from bidder by fax/ . Bidder shall be promptly reply by fax/ within the time limit specified in the clarification letter from the purchaser. d. ECI reserves the right to modify or change any of the terms & conditions applicable to the offer at any time without prior notice. e. The Election Commission of India reserves the right to accept or reject any bids and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for the Purchaser's action. f. The acceptance of tender will rest with ECI, who does not bind himself to accept the lowest bid and reserves himself the right to reject any or all the tenders receive without the assignment of any reason. All the bids in which any of the prescribed conditions are not fulfilled or are incomplete in any respect are liable to be rejected. g. Canvassing in connection with tenders is illegal & strictly prohibited and the tenders submitted by the bidders, who resort to canvassing, will be rejected. 10. Prices: The selection of the lowest bidder will be on the basis of the total Comprehensive AMC charges exclusive of all taxes & duties etc. No comparison will be made on individual item/ activity basis. The rates quoted will remain in force for the full period of

11 contract. No demand for revision of rate on any account shall be entertained during the contract period. The AMC can be extended, if so desired by the Department based on the performance of the firm up to three years. 11. Termination by default: The Election Commission of India may without prejudice to any other remedy for breach of Contract, by written notice of default sent to Supplier, terminate the Contract in whole or part: a. If the Supplier fails to provide services/rectify the fault within the time period specified in the Contract or any extension thereof granted by the Election Commission of India; b. If the Supplier fails to perform any other obligation(s) under the Contract. c. In the event the Election Commission of India, terminates the Contract in whole or in part, pursuant to Para 12.a, the Purchaser may procure, upon such terms and in such manner, as it deem appropriate, goods similar to those undelivered for any excess costs for such similar goods. However, the Supplier shall continue the performance of the Contract to the extent not terminated. 12. Resolution of Disputes a. The Election Commission of India and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract b. If, after thirty (30) days from the commencement of such informal negotiations, the Election Commission of India and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms specified in the Special Conditions of Contract. These mechanisms may include, but are not limited to, conciliation mediated by a third party, adjudication in an agreed national forum. The mechanism shall be specified in the Special Condition of Contract 13. Applicable Law: The Contract shall be interpreted in accordance with the laws of the Union of India & will be under the jurisdiction of court in Delhi. 14. Notices a. Any notices given by one party to the other pursuant to the Contract shall be sent in writing and shall be confirmed (in writing) to the address specified for that purpose in the Special Conditions of Contract. The present contract may be terminated after issuing one month notice b. A notice shall be effective when delivered or on the notice's effective date, whichever is later 15. Taxes and Duties: Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the Contracted Goods & services to the ECI. No tax or duty will be payable by the purchaser. 16. General terms & condition: The following Special Conditions of Contract shall supplement the General Conditions of Contract, whenever there is conflict provisions herein shall prevail over those in the General Conditions of Contract. 17. Payment: The payment to the Contractor under the Contract will be on quarterly basis as per Government of India rules, on submission of work completion report, a SLA evaluation, and bill by the supplier. The contract will be valid for a period of one year from the date of commencement. The contract will commence from the date on which acceptance is given by the vendor accepting the contract. The amount of AMC will be

12 paid on quarterly basis on completion of each quarter. In case payment is delayed for any administrative reason, no interest thereon will be paid. 18. Downtime & Penalty: In case of default in deliverable, 2% of the total payment of a quarter will be deducted on the basis of undermentioned incidents : Sl. Deliverables Period for completion (SLA) Default 1 Complaint Management More than 2 incidences in a quarter Attending to complaint required by 15 Minutes Engineer 2. On site Hardware repairing Temporary Replacement during off site repair One day One day 19. Notices: For the purposes of all notices, the following shall be the address of the Purchaser and Supplier: Election Commission of India: Shri Darsuo Thang, Secretary, ICT, Division, Election Commission of India, Nirvachan Sadan, Askoka Road, New Delhi Service warranty: The bidder should cover services provided including the quality of workmanship under warranty. Terms and condition and method of calculation of Comprehensive AMC cost Special Conditions of Eligibility 1. The firm shall maintain the equipment as per manufacturer s guidelines and shall use standard components for replacement. Until and unless written order of ECI are conveyed, the original specifications/characteristics/ features shall not be changed. In case any damage is caused to any equipment due to negligence on the part of vendor/vendor s representative, the loss will be borne by the vendor. 2. The firms/company will ensure that minimum wages (including ESIC/EPF) are paid to its employees as per statutory rules in force from time to time. 3. The successful bidder will have to submit bank guarantee for 10% of the value of comprehensive AMC contract on award of contract

13 ANNEXURE - D: PREVENTIVE MAINTENANCE The Vendor shall be responsible for preventive and corrective maintenance of all PCs, peripherals and accessories. It should be carried for out once in three months. A separate logbook should be maintained to record the preventive maintenance carried out each equipment, location wise. The schedule of preventive maintenance shall be as follows:- 1. Cleaning of all equipment using dry vacuum air, brush, and soft muslin clothes. 2. Running of test programme to ensure quality print/date reliability. 3. Checking of power supply source for proper grounding and safety of equipment. 4. Ensuring the covers, screws, switches etc. are firmly fastened in respect of each equipment. 5. Scanning of all types of virus and elimination and vaccination of the same. 6. Shifting of equipment within the building as and when required. 7. Service Engineer/machine should also provide their services while making presentation on Laptop by the Officers of Department in the Department or out sight the Department. 8. The firm shall also be responsible for deployment of necessary staff for regular cleaning of all hardwares using suitable cleaning material and equipment over and above staff made available in the ECI. 9. A register shall be maintained showing the cleaning of each equipment and shall be produced daily to the Section Officer (ICT) for verification, after the job. The payment to the previous quarter will released on submission of the successful Preventive maintenance report.

14 ANNEXURE - E: DETAILS OF HARDWARE Sl.No. Items Total No. 1. Window Desktop + Mac = Printers Colour Printers Multi-functional Scanner Laptop + Macbook = UPS (600va + 1kva + 40kva) = Touch Smart Server + Dell Blade Server = Projector LED Wifi router 10

15 Appendix- I: TENDER ACCEPTANCE LETTER (To be given on Company Letterhead) To Subject: Acceptance of Terms & Conditions of Tender. Tender Reference No. : Name of Tender/Work: Dear Sir, 1. I/We have downloaded / obtained the tender document(s) for the above mentioned Tender Work from the web site(s) namely: as per your advertisement, given in the above mentioned website(s). 2. I/We hereby certify that I/we have read the entire terms and conditions of the tender documents from Page No. to (including all documents like annexure(s), Appendix), which form part of the contract agreement and I/we shall abide hereby by the terms/conditions /clauses contained therein. 3. The corrigendum(s) issued from time to time by your department/organization too have also been taken into consideration, while submitting this acceptance letter. 4. I/we hereby unconditionally accept the tender conditions of above mentioned tender document(s) /corrigendum(s) in its totality/entirety. 5. In case any provisions of this tender are found violated, then your department/ organization shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely. Yours faithfully, (Signature of the Bidder, with Official Seal)

16 Appendix- II : FORMAT FOR SUBMITTING THE FINANCIAL BID (To be given On the Separate sealed Letter Head of the Bidder) To The Secretary (ICT) Election Commission of India Nirvachan Sadan, Ashoka Road, New Delhi Quotation No._ FINANCIAL BID Sir, The total all inclusive annual cost for the Comprehensive AMC of Desktop Computers, UPSs, Printers, Laptops, Servers, & Networking Equipments with other IT Items in ELECTION COMMISSION OF INDIA, is Rs. (in Words: ) Signature:- Name of the Authorized signatory:- Designation:- Official Seal:-

17 Appendix III : BLACKLISTING UNDERTAKING To The Secretary (ICT) Election Commission of India Nirvachan Sadan, Ashoka Road, New Delhi Quotation No._ For Sir, I, Shri, on behalf of M/s having registered office at and branch office at, confirm that our company is not blacklisted by any Central Government/Department nor is under any legal action for indulging in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice with any Indian central government ministry/department pursuant to clause. It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/firm/ organisation and empowered to sign this document as well as such other documents, which may be required in this connection. SIGNATURE: NAME & DESIGNATION : DATE: NAME & ADDRESS OF THE FIRM:

18 APPENDIX-IV: V CHECK LIST Sl.No. Name of the document Details 1 Name of Firm/Company 2 Date of Registration of the firm/ company (Enclose copy of Registration Certificate) 3 Complete Address of the Firm/ Company & Telephone No.(enclose self attested copy) 4 Name of Proprietor 5 Contact details of Proprietor 6 Name and address of Ministries/ Department/ Undertaking having AMC of Computer at present (enclose copy of AMC) 7 PAN NO. & GSTIN (enclose copy) 8 EMD of Rs. 30,000/- 9 Income tax returns and the balance sheet for the last three years 10 Whether the bidders signed all pages in the tender document 11 Document of Annual Turnover of more than 10 crore. 12 Service centre in NCR (Self attested copy with office address) 13 No blacklisting certificate as per Appendix-III 14 Financial Bid (Appendix-II) in sealed envelope Note: All the enclosed documents should be self-attested Signature: - Name of the Authorized signatory: - Designation: - Office Seal: -