TENDER NOTICE Sub: Tender Enquiry for supply and installation of Active Directory System under DGS&D Rate Contract in MECON offices at Ranchi, Delhi & Bangalore office. A. TENDER ENQUIRY NO. 11.74/Active Directory/252 dated 15.07.2016 B. ITEM DESCRIPTION Supply and installation of Active Directory System under DGS&D Rate Contract in MECON offices at Ranchi, Delhi & Bangalore office. C. DUE DATE & TIME OF SUBMISSION OF OFFER & OPENING OF TECHNO-COMMERCIAL BID D. PLACE OF SUBMISSION OF BID Submission: 05.08.2016 by 16.00 Hrs Indian Standard Time (IST). Opening: 05.08.2016 by 16.30 Hrs Indian Standard Time (IST). Purchase & Stores Section MECON Limited, Ranchi 834 002, Jharkhand, E. PRE-BID CONFERENCE Office of the Jt GM I/c (IT Services), MECON, Ranchi 834 002 on 22.07.2016 at 15.00 hrs. F. COMPLETION SCHEDULE The entire work covered under BOQ shall be completed within 4(four) weeks from the date of placement of Order G. VALIDITY OF TENDER Upto 31.10.2016 as per DGS&D RC Note: Contractors may depute their authorized representative during opening of techno-commercial offer which shall take place on due date of submission of the tender. Page 1 of 10
Dear Sirs, 01. We have pleasure in enclosing the following tender documents for the above work and would invite the DGS&D Rate Contract holders to submit their offer : i) Draft Purchase Order - Attachment-I ii) Technical Specification & Price Schedule Format - Attachment -II iii) Declaration - Attachment -III 2.0 SUBMISSION OF BID AND BIDDING PROCESS 2.1 The bidding process will be as under: a) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the techno-commercial proposal and the price bid. b) The envelopes shall be marked as Techno-Commercial Proposal and Price Bid in bold and legible letters; c) In the first stage, only the envelope marked Techno-Commercial Proposal shall be opened in the presence of bidders who chose to attend on the specified date & time and the envelope marked as Price Bid shall be retained without being opened; d) The techno-commercial proposals of all the tenderers shall be evaluated. The proposals which meet all the eligibility criteria & technical specification and other commercial conditions as laid down in this document shall be accepted for the second stage. The proposals which do not meet any of the eligibility criteria laid down in this document shall be rejected; e) During technical evaluation no amendments in the technical proposal shall be permitted; f) The Price Bid of techno-commercially acceptable tenderers shall be opened publicly at a time, date and venue announced and communicated to the tenderers in advance. g) The date fixed for opening of bids, if subsequently declared as holiday by MECON, the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened on next working day, time and venue remaining unaltered. h) Any query or grievance by a tenderer received upto one day before the due date of price opening shall be addressed directly to General Manager (CC & TA) who may at his discretion extend the due date of opening of price and thus revised date shall be intimated later on. Query or grievance received after due date of opening of price bid with respect to above shall not be entertained. i) In case of non-receipt of competitive bids, the said bid opening may be suspended and further extension of due date of submission of offer may be given or re-tendered, at the discretion of the Purchaser. Page 2 of 10
2.2 Tender must be submitted in sealed cover indicating Tender No., Description and Due date of opening. 2.3 Insertion, post-script, addition and alteration shall not be recognised unless confirmed by tenderer's signature and stamp. 2.4 Incomplete tender (not submitted as per requirement of MECON as indicated in the `Invitation to Tender') is likely to be rejected. 2.5 The tenders as submitted will consist of the following : i) Tender documents duly signed on each page as a token of acceptance of all the terms and conditions ii) Copy of DGS&D Rate Contract iii) Un-priced copy of Price Bid iv) Declaration as per Attachment -III 2.6 The tenders will be received at the office of :- Incharge, (Purchase & Stores) Purchase Section MECON Limited. 3.0 ELIGIBILITY CRITERIA The DGS&D Rate Contract holders for the subject package are only eligible to participate. Offers received from the bidders other than DGS&D Rate Contract holders shall be treated as un-solicited offer. 4.0 SCOPE OF WORK 4.1 The scope of work shall be supply & installation of Active Directory System at various offices of MECON, as detailed below, as per DGS&D Rate Contract. The Tenderer shall carefully check the specification and shall satisfy himself regarding the technical requirement and completeness of the equipment. Sl. No. Item Description Total Qty. Location-wise qty. 1. Micro Soft Window Server Cal Licenses 1400 nos. MECON, Ranchi : 1000 nos. (as per DGS&D RC Sl.No. 95 of RC MECON, Delhi : 200 nos. No.APLOSSOFTW/IT-1/RC- MECON, Bangalore ; 200 nos. 711H0000/0816/81/OA628/1560 dated 04.11.2015) 2. Micro Soft Windows Server 2012 (as per 4 nos. MECON, Ranchi : 2 nos. DGS&D RC Sl.No. 98 of RC MECON, Delhi : 1 no. No.APLOSSOFTW/IT-1/RC- MECON, Bangalore ; 1 no. 711H0000/0816/81/OA628/1560 dated 04.11.2015) Page 3 of 10
5.0 PRICE The tenderer shall quote their price for supply, installation & commissioning of Active Directory System as mentioned above as per existing DGS&D rate contract referred above and the quoted price should not be in excess of the price as per DGS&D rate contract. Taxes & duties as applicable shall be indicated separately. However, statutory variation in existing taxes & duties and/or imposition of fresh taxes, levies and duties, if any, shall be paid extra. 6.0 TERMS OF PAYMENT Subject to any deduction which MECON may be authorised to make under the contract, the contract price shall be payable as indicated in the enclosed Terms & Conditions of Contract. 7.0 COMPLETION DATE Time of completion is the important aspect of the contract. Tenderer shall complete entire work as per the scope of work in accordance with the Completion Schedule indicated in this Invitation to Tender. Time of completion shall be firm and binding. 8.0 LIQUIDATED DAMAGES Liquidated Damages shall be applicable as per enclosed Terms & Conditions of Contract. 9.0 PERIOD OF VALIDITY OF TENDER Unless otherwise specified, the Tenderer shall keep his tender valid till 31.10.2016 as per DGS&D rate contract. 10.0 NO CLAIM OR COMPENSATION FOR SUBMISSION OF TENDER MECON reserves to itself the right to withdraw from the tendering process or any part thereof, to accept or reject any or all tenders in full or in part at any stage of the process and / or to modify the process or any part thereof or to vary the tender conditions at any time without assigning any reasons whatsoever. No financial obligations shall accrue to the Purchaser in such an event. The Tenderers shall not be entitled to claim any costs, charges, expenses and incidental to or incurred by him through or in connection with his submission of Tenders, even though MECON may elect to withdraw the Invitation to Tender (ITT). 11.0 Tender Evaluation Criteria The tenderers are requested to note that the Price shall be evaluated on overall basis (Incl. of taxes & duties) and order will be placed on overall L1 party. 12.0 MECON reserves the right not to accept the lowest or any quotation and has the right for acceptance of the whole or any part of the tender or portion of the item/quantity offered. MECON also reserves the right to cancel the tender at its own discretion. Page 4 of 10
13.0 The tender is liable for rejection due to any of the reasons mentioned below, at the discretion of MECON: a. Non-Submission of tender within stipulated due date/extended due date b. Submission of tender without Price Bid c. Submission of technical bid & price bid in single envelope d. Submission of tender documents in unsealed envelope. e. Submission of un-signed tender f. Non-submission of required documents as per cl.no. 2.5 above. g. Conditional and / or vague offers Any change in the due date shall be notified on MECON s website. Also any corrigendum with regard to the subject tender shall be notified in MECON website. If any offer is submitted not in conformity with the tender conditions/specifications/price format etc., as per the tender document and subsequent corrigendum/s issued in this regard, the offer shall be liable to be rejected. Encl : as above. for MECON LIMITED AGM (P&S) E-mail: Tel: 0651-2483210 Page 5 of 10
Attachment-I DRAFT PURCHASE ORDER Purchase Order No. Date of Order Completion Date CONTRACTOR's Code 11.74. Sub. : Ref. : Supply and installation of Active Directory System under DGS&D Rate Contract in MECON offices at Ranchi, Delhi & Bangalore office 1) Our Tender Enquiry No. 11.74.Active Directory/. dated 2) Your Offer No.. dated. 3) Subsequent discussions ending with your letter no. dated... Dear Sirs, With reference to above, We, the MECON LIMITED (herein after referred to as MECON) are pleased to place our Order on you (herein after referred as CONTRACTOR) for supply and installation of Active Directory System under DGS&D Rate Contract in MECON offices at Ranchi, Delhi & Bangalore office, as per terms & conditions herein below: 1.0 SCOPE OF WORK 1..1 The scope of work includes Supply & Installation of Active Directory System(ADS) as indicated in Attachment-II and as detailed below : Sl. Item Description No. 1. Micro Soft Window Server Cal Licenses (as per DGS&D RC Sl.No. 95 of RC No.APLOSSOFTW/IT-1/RC- 711H0000/0816/81/OA628/1560 dated 04.11.2015) 2. Micro Soft Windows Server 2012 (as per DGS&D RC Sl.No. 98 of RC No.APLOSSOFTW/IT-1/RC- 711H0000/0816/81/OA628/1560 dated 04.11.2015) Total Qty. 1400 nos. Location-wise qty. MECON, Ranchi : 1000 nos. MECON, Delhi : 200 nos. MECON, Bangalore ; 200 nos. 4 nos. MECON, Ranchi : 2 nos. MECON, Delhi : 1 no. MECON, Bangalore ; 1 no. Page 6 of 10
1.2 The software supplied shall be legal version complete with software license. 1.3 It shall be responsibility of the vendor to ensure that necessary updation information is made available along with free periodicals for the Software wherever applicable, during warranty period. 1.4 The License shall be in the name of MECON Limited. 2.0 WARRANTY The Active Directory System shall be covered under warranty against defects for a period of 12 (Twelve) months reckoned from MECON s acceptance. Warranty shall include technical support and any other services required for proper functioning of the system. 3.0 TIME SCHEDULE 3.1 The time schedule for completion of the supply & installation of the equipment is 4(four) weeks from the date of Purchase order. 3.2 Time for completion of work is the important aspect of the Contract and shall be firm and binding. 4.0 CONTRACT PRICE 4.1 Contract Price for the scope of work enumerated above as indicated in the Price Schedule Format at Attachment-II is for supply & installation of the Active Directory System as per above scope of work. Contract Price also includes all charges towards packing & forwarding, Excise Duty, VAT/CST, Service Tax and freight including door delivery charges and insurance. Contract Price shall remain firm and binding till completion of supply & installation and shall not be subject to any variation whatsoever on any account, excepting statutory variation in taxes & duties. 5.0 TERMS OF PAYMENT 5.1 No advance payment shall be paid for the supply. 5.2 Subject to the deduction which MECON may be authorized to make under the contract, 100% payment shall be released within 30 (thirty) days of supply and acceptance of the software as well as installation of the same on submission of bill along with receipted challan- Inspection-cum-Receipt Certificate (ICRC) to be issued by MECON and against submission of Performance Bank Guarantee (as per MECON s format) equivalent to 10% of Contract Price to be kept valid till completion of warranty period of one year plus three months. Page 7 of 10
6.0 INSURANCE 6.1 All required insurance for the system supplied including Transit Insurance shall be arranged by the Contractor. 7.0 LIQUIDATED DAMAGES 7.1 For Non-Fulfillment of Time Schedule Time and date stipulated in the Purchase Order for completion of delivery of the system, installation and commissioning shall be deemed to be the important aspect of the Contract. The contractor shall complete the entire work in accordance with the schedule stipulated in the Purchase Order. If, however, the contractor fails to fulfil the delivery, installation and commissioning in accordance with the time schedule, or within such extended time schedule as may be further granted, the contractor shall be liable to pay as liquidated damages and not by way of penalty, a sum of 0.5% of the contract price per week of delay or part thereof, and such liquidated damages shall be limited to a maximum ceiling of 5% of contract price. In case the reasons for delay in supply & installation are not attributable to the Contractor, then the LD clause shall not be applicable for such delay. 8.0 DOCUMENTATION 8.1 Manuals of all software supplied shall be provided on CD/DVD ROM. 9.0 HANDING OVER OF SYSTEM: 9.1 All the items supplied shall be handed over to MECON after completion of acceptance. 10.0 NEGLIGENCE, DEFAULT AND RISK PURCHASE 10.1 If the Contractor fails to execute the work with due diligence or expedition or shall refuse or neglect to comply with any order given to him in writing by MECON in Contract, MECON may given notice in writing to the Contractor calling upon him to make good the failure, neglect or contravention within such time as may be deemed reasonable and in default of the compliance with the said notice, MECON without prejudice to its rights under the Contract, may rescind or cancel the Contract holding the Contractor liable for the damages that MECON may sustain in this regard. 10.2 Should the Contractor fail to comply with such notice within a reasonable period from the date of serving thereof, MECON shall have the option and shall be at liberty to take the supply work wholly or in part out of the Contractor s scope and may get the same executed by alternate agency at Contractor s risk and cost. This shall be without prejudice to MECON s rights under other clauses of this Contract. Page 8 of 10
11.0 SUSPENSION AND TERMINATION 11.1 MECON may at any time temporarily stop the supply under the Contract or any part thereof by serving notice in writing to the Contractor. Supply so suspended shall be resumed by the Contractor on receipt of instructions from MECON in writing. MECON will not be liable to the Contractor for any damage or loss caused by such period of suspension of supply. 11.2 MECON will be at liberty to terminate the Contract without prejudicing its right and affecting the obligations of the Contractor by giving 15 days notice in writing in the following events: (a) If the Contractor fails to comply with the provision/provisions of the Contract. (b) If the Contractor is involved in any action involving moral turpitude. 12.0 ARBITRATION 12.1 All disputes or differences, whatsoever, arising between the parties out of or in relation to the construction, meaning and operation or effect of this contract or breach there of shall be settled amicably. If, however, the parties are not able to resolve them amicably, the same shall be referred to a sole Arbitrator to be appointed by CMD, MECON to settle the disputes whose decisions shall be final, conclusive and binding on both the parties. 12.2 Work under this contract shall be continued by the contractor during the arbitration proceedings, unless authorise directed in writing by MECON or unless matter is such that the progress of work cannot possibly be continued until the decision of the arbitrator is obtained. The venue of arbitration proceeding shall be at Ranchi. Page 9 of 10
Attachment-III DECLARATION BY TENDERER (To be furnished on letter head) 1. We hereby declare that our organisation have not been banned or delisted by any Government or Quasi Government agencies or Public Sector Undertakings. 2. With reference to this tender, we are submitting our offer after having fully read and understood the nature of the work and Qualification Criteria. We confirm that if at any time, any of the declarations is found to be false, our offer or work order is liable to be rejected. 3. It is hereby confirmed that our offer is strictly as per tender specification and there is no deviation to the technical specification as per your tender enquiry No. 11.74/Active Directory/252 dated 15.07.2016. We further confirm acceptance of all commercial terms & conditions as per above-referred tender enquiry without any deviation whatsoever. We also confirm that the materials shall be supplied of OEM original supply and we also stand guarantee for the performance of the items offered by us. For & on behalf of Page 10 of 10