No. 25017/1/2004-GA Government of India Ministry of Commerce & Industry (GA Section) Udyog Bhavan, New Delhi Dated 30 th April, 2010 To, Subject: AMC of Fax Machine installed in the Department of Commerce - regarding. Sir, I am directed to say that Department of Commerce intends to award Comprehensive Annual Maintenance Service Contract of 47 Fax Machines installed in the Department. The details etc. of machines are enclosed at annexure A 2. The interested firms may like to inspect the systems on any working day from 4 th to 6 th May, 2010 between 3.00 pm to 4.00 pm. The Department is looking for service providers who have a minimum of three years experience in Govt. Sector in respect of maintenance of Fax Machines of different configurations. The documents in this regard shall be annexed to the quotation. Other things being equal preference will be given to the firms having authorization for service/maintenance from Principal manufacturer of the machines. The service providers capable of maintaining the System and interested in undertaking the said work, may submit quotation in a sealed cover latest by 11.00 a.m. on Friday, the 14 th May 2010. The Quotations may be dropped in Tender Box placed at R. No. 27-C, Ground floor, Udyog Bhawan, New Delhi. The cover should be super scribed as Quotation for maintenance of Fax Machines in Department of Commerce. The quotation shall be opened at 11.30 A.M. on the same when you or your representative may like to be present. The terms and conditions of the tender/contract will be as under:- 1. The contract shall be effective for one year period and consolidated lumpsum amount for all the system taken together has to be indicated in the proforma enclosed (excluding taxes). No demand for revision of rates on any account whatsoever shall be entertained under any circumstances during currency of the rate contract.. 2. The quotation shall be accompanied by an earnest money of Rs.900 (Rupees Nine Hundred only) in the form of Demand Draft in favour of Under Secretary (Cash), Department of Commerce, New Delhi (Cheque/cash will not be accepted). The quotations received without earnest money or with cheque/cash shall be summarily rejected and no representation in this regard shall be entertained. The earnest money shall be forfeited if the contractor declared successful declines the offer or does not accept the work for any reason, whatsoever. The earnest money of the firm whose quotation are not approved shall be released only after the award of the contract to the successful tenderer. 3. The contract shall ordinarily be awarded to the lowest evaluated bidder whose bid has been found to be responsive and who is eligible and qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the bidding document. The rates offered shall be kept open for acceptance within 45 days of the tender opening or any extended period as may be desired by the Department. The contract shall be normally be awarded for one year period i.e. 18.5.2010 to 17.5.2011 and extendable with mutual consent, if required.
4. The tenderer whose quotations is finally accepted, shall have to furnish a performance security of 10% of the value of contract, in favour of Under Secretary (Cash), Department of Commerce by the means of Bank Guarantee/Fixed Deposit receipt from a commercial bank. Which will be refunded after satisfactory expiry of the contract. 5. The Company shall regularly depute trained engineer(s) only having wide experience of repairing the Plan System and the complaint received during the day shall be attended to promptly and rectified within two hours. The company may have to sent their representatives on holidays in case of emergencies. 6. This contract includes free replacement of part(s) with genuine ones (except consumables like cable and adaptor) which may be necessary as a result of normal wear and tear during the period of contract. 7. The general preventive maintenance of the machine would be undertaken twice a month for which a separate card will be maintained by the company. The company is liable to replace the defective parts of the machine with original and new parts strictly as per the configuration of the manufacturer and will be guaranteed for a period of one year from the date of replacement. The defective parts will be taken over by the company and the new parts provided will become the property of the Department. 11. As new Fax Machines systems purchased from time to time, after the expiry of warranty/guarantee period, will also have to be serviced/maintained the same terms and conditions, and the AMC has also to be done at the same terms and conditions for these new equipments. Department reserve the right to add/remove any item from AMC during the contract period on pro-rata basis. 8. In the case of major repair where the system or any part of the system has to be taken to Company s workshop, the standby arrangement from the company side will be mandatory without disruption of work of the user. The equipment being taken to the workshop for repair would be at the company s expenses. 9. In case the company is found to be failing in rectifying/making functional the system on the same day, a penalty of Rs. 10/- (Rupees Ten only) per day default would be imposed. In case of three successive failures, the contract will be terminated forthwith and the performance security deposit would be forfeited. Under such circumstances only proportionate charges for the period for which the services rendered shall be payable to the contractor that too only if the services provided by the firm had been satisfactory. 10. The payment will be made on two equal half yearly installments only on completion of service to the satisfaction and other formalities as may be requested by the Department. 11. The interpretation of the contractual terms & conditions and disputes, if any, shall be subject to the sole arbitration of the competent authority in the Department. Yours faithfully (Sher Bahadur) Section Officer Tel: 23062521
PROFORMA SUBJECT:- MAINTENANCE OF FAX MACHINE I) NAME/ADDRESS OF THE FIRM :----------------------------------------------------- II) CONTACT NUMBER:--------------------------------------------------------------------- III) STATUS OF THE FIRM(INDIVIDUAL/SOLE PROPRIETORSHIP COMPANY ETC.)----------------------------------------------------------------------------------- -------------------------------------------- IV) REGISTRATION/VAT/S.TAX/PAN & OTHER DETAILS.--------------------- ------------------------------------------------------------------------------------------------------------ V) DETAILS OF AUTHORISATION(S)/EXPERIENCE ETC.(DOCUMENT TO BE ATTACHED)-------------------------------------------------------------------------------- ----------------------------------------------- VI) DETAILS OF THREE YEARS EXPERIENCE(VIZ. ----- 2007-2008 2008-2009 2009-2010) VII) RATE QUOTED (excluding taxes): RS.------------------------------------------------(RUPEES--------- ----------------------------------------------------------------------------ONLY) VIII) We hereby undertake to abide by the terms/conditions of the tender No.25011/3/2007-GA dated 10.3.2010 and undertake that the information(s) furnished Is true and nothing material has been concealed. We understand that the contract is liable to be cancelled if the same has been obtained through concealment of information/fraudulent means. (Signature of the Authorised representative) Seal
Details of Fax Machine Sl. Contract Person R. No. Print Technology Model No. Make No. 1. Commerce Secretary 138 Plain Paper L-220 Canon 2. AS (PKC) 242 Plain Paper L-220 Canon 3. AS (AKM) 240 Plain Paper L-220 Canon 4. AS (DKM) 121 Multifunctional Device SF-5100P Samsung 5. AS&FA (SB) 34C Multifunctional Device MF-4270 Canon 6. JS (PKD) 241 Multifunctional Device SF-565PR Samsung 7. JS (DS) 249 Multifunctional Device MF -4680 Canon 8. JS (AGM) 162-B Multifunctional Device MF -4350 Canon 9. JS (RK) 216 Plain Paper FO 1660M Sharp 10. JS (BSS) 233 Plain Paper L-220 Canon 11. JS ( ) 288 Plain Paper L-220 Canon 12. JS (SA) 132 Plain Paper L-295 Canon 13. EA( NS) 228 Plain Paper L-220 Canon 14. EA (Chalam) 225A Plain Paper L-220 Canon 15. Adv. Cost (SKS) 278 Multifunctional Device MF -4680 Canon 16. Dir PIO (RJ) 267B Plain Paper FO 1660M Sharp 17. Dir. (VDA) 224 Multifunctional Device SF-5100P Samsung 18. Dir. (AKB) 225 Multifunctional Device SF-5100P Samsung 19. Dir. (AS) 279-B Multifunctional Device 4355 (all in one) HP 20. Dir. (KP) 224A Multifunctional Device 2210 HP 21. Dir (VLKR) 250 Multifunctional Device M 1522 HP 22. Dir. (MRS) 263-A 345TP Samsung 23. Dir. (PG) 280B Plain Paper L 220 Canon 24. Dir. (TMS) 223-C Multifunctional Device SF-565PR Samsung 25. Dir. (MKA) 222 Multifunctional Device 5100 Samsung 26. AEA (APM) 216-B Plain Paper KX- FM-131 BX Panasonic 27. AEA(SD) 234 Multifunctional Device SF-5100P Samsung 28. Dir (DPM) 216-A Plain Paper L-220 Canon 29. Dir (S.Garg) 222-B Multifunctional Device JX210P Canon 30. Dir (AKS) 246A Plain Paper L-240 Canon 31. Dir. (RKJ) 279C Multifunctional Device SF-5100P Samsung 32. Dir. (NV) 223 Multifunctional Device SF-5100P Samsung 33. Dir. (ADR) 226A Multifunctional Device SF-5100P Samsung 34. Dir (SKM) 279-D Plain Paper L-220 Canon 35. Work Station 267A Plain Paper C-70 Canon 36. Work Station -do- Plain Paper L-220 Canon 37. Work Station -do- Plain Paper L-295 Canon 38. Work Station -do- Multifunctional Device MF -4150 Canon 39. US (MSK) 346 Plain Paper KXF-131 Panasonic 40. US (RK) 349 Plain Paper 1460 Sharp 41. ESCAPE 19A Thermal Paper 365 xerox 42. Protocol 30C Multifunctional Device SF-5100P Samsung 43. 1 st PA to MOS 40 Plain Paper L-295 Canon 44. MOS (Personnel 145 Multifunctional Device F 1528 Canon Staff) 45. Dir. (SK) 285 Plain Paper KX FP -302 Panasonic 46. DS (SK) 223-D Multifunctional Device 3030 HP 47. Parliament House 48-B Multifunctional Device 4216 Samsung
Sl. Contract R. No. Print Technology Model No. Make Remarks No. Person 1. JS (SC) 287 Multifunctional Device MF4370 Canon Warranty will expire on 2. Dir.(TS) 263C Multifunctional Device MF4370 Canon 28.12.09 3. JS (AK) 247 Multifunctional Device SF-5100P Samsung Warranty will expire on 9.11.09 4. JS (AM) 287-B Multifunctional Device MF4370 Canon Warranty will expire on 5. Dir. (BL) 25A Multifunctional Device JX210P Canon 7.8.09 6. Dir. (SG) 276 Plain Paper FO-1660M Sharp 7. O/o CIM, C.L. Guleria 42A Multifunctional Device MF-4680 Canon Warranty will expire on 27.7.09