Punjab Engineering College Punjab Engineering College Punjab Engineering College

Annual Maintenance Contract (AMC) of Computers and peripherals

Sealed quotations are invited for Annual Maintenance Contract (AMC) of Computers and peripherals as indicated in ANNEXURE-I from the firms as per the configuration indicated against each item. It is, however, clarified that the numbers and specifications are indicative and likely to vary depending upon the perceived needs of the PEC. Therefore, the offer should be independent of these changes.

            The quotation (in two separate envelopes, one ‘Technical bid’ and other ‘Commercial bid’, as detailed below) should reach the office of the Director, PEC, Chandigarh on or before 25/08/10 by 1.00 p.m. Both the bids i.e. technical and commercial should be properly sealed in separate envelops and put together in a big envelop super scribing ‘TENDER FOR AMC OF COMPUTERS AND PERIPHERALS IN PEC’. The commercial bid will be opened only in case of those quoting parties meeting the technical bid qualification requirements.  No document/ information will be accepted after the opening of the bids.

 

Tender Document

Technical bid qualification requirements

A1.           The technical qualification offer will contain information demonstrating the competency of the firm. This should confirm to the following:

  1. Profile of the firm.
  2. Contact person (name, telephone no., email )
  3. Area of expertise
  4. Man power profile of the firm.
  5. Customer base with details of equipment maintained at each existing location with details of services rendered.

A2.           The following conditions are must that have to be satisfied failing which the commercial offer will not be considered. Documents should be supplied with the tender in proof thereof:

  1. Annual turn over of Rs. 2 crores or above. (Copy of the latest Audited Balance Sheet and Profit and Loss Statements to be enclosed).
  2. The firm quoting for the AMC must have experience of at least two years of maintaining computers and peripherals in an approved Engineering College/ University/ Govt Organization or any Other Organization, where at least 50 PCs and Servers on Local Area Network are on AMC with Firm. The token of proof to be attached.
  3. The bidding firm should submit a copy of order from at least two customers for the maintenance of computers and other peripherals of the value of Rs. 3 lacs or more for the last two years.
  4. Firm should be currently maintaining at least 3 sites with Heterogeneous Environment comprising Linux/UNIX, Windows etc.  The token of proof to be attached.
  5. Earnest Money Deposit (EMD) of Rs.  15,000/- should be paid in the form of bank draft in the name of Director, PEC University of Technology, Chandigarh.
  6. The Firm should have their work and repair centre at Chandigarh/Mohali/Panchkula.
  7. The firm should consent to post a Resident Engineer at PEC.
  8. All disputes will be subject to Chandigarh Jurisdiction only.
  9. The firm should give an undertaking in the following format:

Undertaking


I/ We undertake to maintain all the items of Annexure ‘I’ and all terms and conditions of the tender document are acceptable to us.
Date:       

                                                                                                      
Signature of Bidder     
(With Seal)

B.        Commercial bid Requirements

B1. Terms & Conditions:

  1. The bidder should submit a consolidated price for all the items in Annexure – ‘I’ for AMC.
  2. There should not be any over writing and cutting/erasing etc on the bid sheet.  If inevitable; the same should be authenticated by a person authorized by the bidding firm.
  3. The payments shall be made on quarterly basis after the successful execution of the maintenance work against bills submitted to this institution after obtaining a satisfactory report from Head, Computer Centre.
  4. The AMC will be comprehensive including monthly preventive software maintenance by the engineer and will be the responsibility of the quoting party.
  5. A Separate Security deposit amount equivalent to one quarter contract shall have to be provided in the form of Bank guarantee in the favor of Director, PEC University of Technology, Chandigarh. This amount is refundable after the successful completion or expiry/termination of the contract. This would be required at the time of signing the contract.
  6. The successful bidder will have to sign a Service Level Agreement with the institute detailing the terms and conditions of tender document.
  7. The AMC contract would be for the whole lot of equipment as a package and will not be for the individual items. In case bidder do not quotes for an item, quote will be summarily rejected.
  8. The rate to be quoted should include the cost of repair, replacement and maintenance of various Computers/Peripherals/Cards/Parts for the items specified in the Tender documents only.
  9. The AMC charges should cover replacement of printer head, hard disc , CD/DVD drives and picture tube
  10. The rates quoted should be inclusive of all the taxes. 
  11. Initially the AMC contract is for one year but can be extended on the approved rates for another year on quarterly basis on the same terms and conditions.
  12. The Tender should be valid for three months from the date of opening.
  13. Ambiguity and vagueness should be avoided.
  14. All the equipments available in various departments of PEC University of Technology, Chandigarh are required to be maintained on as is where is. No Additional charges would be paid for making the equipment functional.
  15. Technical bids will be opened at 3.30 PM on the 25/08/10 in the Conference Hall at Administrative Block in the presence of tenderer’s who wish to be present and the PEC AMC Committee. The date of opening of commercial bids will be announced later. The Director, PEC reserves the right to reject any tender in full or part without assigning any reasons whatsoever.
  16. All the tenders should be addressed to the Director PEC University of Technology, Sector 12, Chandigarh–160012.

B2. Scope of Services under Maintenance Contract:

The Firm has to provide following services to maintain the equipment in good working condition:

  1. Unscheduled, on call, corrective and remedial maintenance service.
  2. Replacement of defective & unserviceable parts, replacement of parts should be new parts of same make or model with equal or higher configuration in performance.
  3. Quarterly cleaning of the equipment like printer, CPU Unit, keyboard, and monitor from outside with suitable cleaning agent or as required.
  4. Quarterly inside cleaning of above said equipment with vacuum cleaner or as required.
  5. Quarterly cleaning of virus on each system or as required.
  6. Backup machine should be provided in case repair needs more than usual down time of 72 hours.
  7. Other related services essential for keeping the equipment in good working condition.

B3       Preventive Maintenance

  1. The Vendor shall undertake Preventive Maintenance of the goods under this Annual Maintenance Contract at regular interval of time as mentioned in Annexure I.
  2. The Vendor shall provide, in Advance, a schedule, of mutually agreed date for Preventive Maintenance of the PC’s & other equipment respectively, to the Head, Computer Centre PEC. It shall be the responsibility of the vendor to maintain a proper record for each Preventive Maintenance carried out by its Resident Engineer.

B4       Up – Time Guarantee

      1. The AMC Charges include the cost of repair, replacement and maintenance of various Computers. The AMC charge covers replacement of printer Heads, hard disk and picture tubes.
      2. If any of the goods is down for more than 72 hours continuously, at any of the site of the PEC, the Vendor shall provide a compatible back up with similar configurations at its own cost in the same place of site of PEC. If the Vendor fails to provide such back-up unit(s), as required by the PEC, the PEC shall have the right to hire/ repair the required goods from a Third Party and in that case the cost of hiring/ repairing, if any paid by the PEC, shall be deducted by the PEC from the Maintenance Fee Payable for that quarter.
      3. All the equipment available in various departments of PEC is required to be maintained on “as is where basis is”. No additional charges will be paid for making the equipment functional.
      4. The Vendor has to post a residential service Engineer without any extra cost at the Computer Centre of PEC.
      5. Maximum of two changes in the resident Engineer will be allowed throughout the one year of contracted period. However, any other changes have to be with the mutual consent of both the parties.

    B5               Response Time & Resolution Time

    The Vendor shall ensure the response time for attending the complaint calls for Maintenance Services as given below:

    Response Time

    PC’s & other equipment

    Within 4-8 hours from the time of registering of complaint.

    Servers

    Within 2-4 hours from the time of registering of complaint

    Resolution Time

    PC’s & other equipment

    Max of 72 hours from the time of registering of complaint

    Servers

    Max of 12 hours from the time of registering of complaint in case of severe problem.

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