tender for non- comprehensive annual maintenance contract (amc… › site › upload ›...

Maharashtra Maritime Board

Chief Executive Officer

E-Tender Notice

for

Tender for Non- Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board

July 2017

Tender for Non-Comprehensive Annual Mainteance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board

2

E- TENDER NOTICE

Online Tenders (e-tender) for the following work are invited by ―Chief Executive Officer‖ Maharashtra Maritime Board, Mumbai on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.in as per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in and https://mahammb.maharashtra.gov.in from 13/07/2016 at 11.00hrs (IST) onwards.

NOTICE DETAILS

Tender Reference no.

(Original) MMB/CEO/Computer Amc/2017

Name of the Work

Tender for Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board

Estimated Cost of Tender

16,00,000/- (Rupees Sixteen Lacs only)

Cost of Blank Tender document & mode of payment.

Rs.3000/-(Rupees Three Thousand Only) (Non Refundable) to be paid through Online Payment Modes i.e. Net Banking, Debit Card and Credit Card during Tender Document Download Stage

EMD Amount & Mode of Payment.

Rs. 50000 (Rupees Fifty Thousand Only) to be paid through Online Payment Modes i.e.

Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage.

Date ,Time and Place of Pre Bid Meeting

dt 14.07.2017 at 11am in the office of the Chief Executive Officer, Maharashtra Maritime

Board, Indian Mercantile Chambers, 3rd

floor, RK Marg, Ballard Estate, Mumbai —400 001

Address for Communication

Chief Executive Officer, Maharashtra Maritime Board, Indian Mercantile Chambers, 3rd

floor, RK Marg, Ballard Estate, Mumbai —400 001.

Contact Telephone & Fax Numbers

Email –ceommb@ gmail.com. Tel. No.022—22671734 Telefax. No.022—22614331

e-Tendering Helpline 24 x 7 Help Desk Number 0120-4200462,0120-4001002

Mobile no 8826246593d Email –[email protected]

Note: - 1. Chief Executive Officer, Maharashtra Maritime Board reserves right to accept or reject any or all tenders without giving

any reason thereof. 2. Bids will remain valid for 120 days from the date of opening of the tender. (Price Bid).

3. The detailed tender notice is available in the office of the undersigned and our website

https://mahammb.maharashtra.gov.in

Place: Mumbai Sd/-

Chief Executive Officer

Maharashtra Maritime Board,

Mumbai

https://mahatenders.gov.in/

https://mahatenders.in/

https://mahammb.maharashtra.gov.in/

https://mahammb.maharashtra.gov.in/


3

E-TENDER TIME SCHEDULE

Please Note: All bid related activities (Process) like Tender Document Download, Bid Preparation, and Bid Submission will be governed by the time schedule given under key dates below :

(F) Critical Dates:

Activities DD / MM / YYYY Hrs. Mins

1 Publishing Date 13 07 2017 17 00

2 Document Sale Start Date

13 07 2017 17 00

3 Document Sale End Date

20 07 2017 17 00

4 Seek Clarification Start Date

20 07 2017 13 00

5 Seek Clarification End Date

20 07 2017 17 00

6 Pre Bid Meeting Date

15 07 2017 15 00

7 Bid Submission Start Date

13 07 2017 11 00

8 Bid Submission End Date

20 07 2017 17 00

9 Bid Opening Date

21 07 2017 17 00

*Dates mentioned here, are scheduled dates for Bid Opening Activities. Any changes in dates of opening of technical and commercial tenders shall be notified in 'Press Notice / Corrigendum' section on the e-Tendering sub portal of the department before opening of the same.


4

GENERAL INSTRUCTIONS:

The bidders are requested to familiarize themselves with the use of the e-Tendering portal of Government of Maharashtra well in advance.

To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and subsequently purchase the Tender Document and its supporting documents, kindly visit following e-Tendering website of Government of Maharashtra: http://mahatenders.gov.in

The Contractors participating first time for e-Tenders on GoM e-tendering portal will have to complete the Online Registration Process for the e-Tendering portal. A link for enrolment of new bidders has been provided onhttps://mahatenders.gov.in

All bidders interested in participating in the online e-Tendering process are required to procure Digital e-Token having 2 certificates inside it, one for Signing/Verification purpose and another for Encryption/Decryption purpose. The tender should be prepared & submitted online using individual‘s Digital e-Token.

e-Tendering Tool Kit for Bidders (detailed Help documents, designed for bidders) has been provided on e-Tendering website in order to guide them through different stages involved during e-Tendering such as online procedure for Tender Document Purchase, Bid Preparation, Bid Submission.

(https://mahatenders.gov.in)

Bidders will have to pay cost of Tender Document through online modes of payment such as Net Banking, Debit Card and Credit Card through SBI Online during Tender document Download stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

Similarly, Bidders will have to pay Earnest Money Deposit through online modes of payment such as Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

If any assistance is required regarding e-Tendering (registration/upload/download) please contact GoM e-Tendering Help Desk on number 1800-3070-2232. (Helpline),

Mobile : +91-7878107985 , +91-7878107986 ,+ 91-7878007972 and +91-7878007973

For a bidder, online bidding process consists of following 2 stages:

1. Online Tender Document Purchase and Download 2. Online Bid Preparation and Submission TENDER DOCUMENT PURCHASE AND DOWNLOAD:

The tender document is uploaded / released on Government of Maharashtra, (GOM) e-tendering website https://mahatenders.gov.in

Tender document and supporting documents may be purchased and downloaded from following link of Maharashtra Maritime Board on e-Tendering website of Government of Maharashtra, https://mahatenders.gov.in by making payment through Online Payment mode i.e. Net Banking, Debit Card and Credit Card.

INSTRUCTION TO BIDDERS

http://mahatenders.gov.in/






5

The payment for Tender document and supporting documents will not be accepted by the department through any offline mode such as Cash, Cheque or Demand Draft.

The Tender document and supporting documents will be available online only. It will not be sold/issued manually from Maharashtra Maritime Board‘s office.

If for any reason a bidder fails to make this payment through online mode, system won‘t allow the bidder proceed further for next stage resulting in his/her elimination from Online Bidding Process.

Subsequently, bid has to be prepared and submitted online only as per the E-TENDER TIME SCHEDULE.

The bidders are required to download the tender document within the pre-scribed date & time mentioned in online tender schedule. After expiry of the date and time for tender document download, Department/Corporation will not be responsible for any such failure on account of bidders for not downloading the document within the schedule even though they have paid the cost of the tender to the Department /corporation. In such case the cost of the tender paid by the bidders will not be refunded.

PREPARATION & SUBMISSION OF BIDS:

Both the Tenders (Technical as well as Commercial) shall have to be prepared and subsequently submitted online only. Tenders not submitted through online mode will not be entertained.

EARNEST MONEY DEPOSIT (EMD)

Bidders are required to pay Earnest Money Deposit (if applicable) through Online Payment modes i.e. Net Banking, Debit Card and Credit Card during Bid Preparation Stage.

This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

If the bidder fails to make this payment through online mode due to any reason, system won‘t allow the bidder to complete Bid Preparation stage resulting in his/her elimination from Online Bidding Process.

In Bid Preparation stage, bidders get access to Online Technical and Commercial Envelopes where they require uploading documents related to technical eligibility criteria and quote commercial offer for the work/item in respective online envelopes.


6

1. Introduction

Maharashtra is one of the prominent coastal states in India with a coastline of around 720 km.

The coastline is regulated and administered by the Maharashtra Maritime Board (MMB), which is

the nodal agency governing the regulatory framework of the state‘s maritime sector. In

accordance with the Inland Vessel Act, 1917, MMB also acts as the regulator for inland water

transportation in the state. Over the years, MMB has taken a number of initiatives to harness the

potential of the coastline by developing Greenfield ports, captive jetties, multipurpose jetties,

inland water transport and shipyards.

E-Tenders for ―Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head office of Maharashtra Maritime Board‖ are invited by the ―Administrative Wing‖ Maharashtra Maritime Board, on behalf of Chief Executive Officer, Maharashtra Maritime Board on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.inas per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in 13.07.2017 at 11 AM hrs (IST) onwards.

2. Terms of Reference

The initial contract shall be valid for a period of one year subject to satisfactory fulfilment of the obligations under the contract. MMB may, at its discretion renew/extend the contract on the same terms and conditions on yearly basis for a maximum of two years i.e. a total of three years.

2.1 Scope of Work

A. SERVICE AND SUPPORT:

I. The bidder shall make arrangement for skilled manpower at nearest District Head

Quarter so that calls may be attended within stipulated earliest time.

B. Non-Comprehensive Maintenance:

The rates quoted should cover maintenance of operating system, software

installation, installation of patches, configuration of applications, e.g. client

applications, connection of computers to network and any other work which may be

assigned by MMB under the Scope of Work at Annexure-C. Replacement of faulty

parts shall not be covered in the rates quotes. MMB shall pay additionally in case any

hardware require replacement. The rates of the various parts shall be submitted

along with the proposal, MMB shall adhere to the same rates. In case proposed rates

seem high from the prevailing market rate, then authority at its discretion may

disqualify the bidder.




7

C. MAINTENANCE:

I. The bidder shall provide maintenance services for all working days. In exigencies, even calls should be attended on holidays also, without any extra charges.

II. The bidder shall fulfil all the responsibilities as per the tender document including liaisoning for troubleshooting & maintenance of Computers and peripherals including their networking with other equipment. The AMC shall be comprehensive.

III. Preventive maintenance of all the items covered under AMC (as per Annexure- D) would be carried out on Half Yearly basis. A Preventive Maintenance Report from the user would be submitted to Administrative Department of MMB, failing which an appropriate penalty would be imposed.

D. RESPONSIBILITIES OF THE BIDDER:

The bidder shall be responsible for the following activities, namely:-

I. Total Hardware maintenance including repair and replacement of faulty parts, (Please

refer items mentioned in Annexure-D) excluding consumable item.

II. The bidder shall be responsible for taking backup data and program available on

PCs/Laptop/Server before attending the fault and shall also be responsible for reloading

the same. The backup copies are to be returned to the users, under acknowledgement.

All the existing configurations to the corresponding computer have to be restored back by

the bidder. Even in case of hard disc failure or virus infection, the bidder should make all

the attempts to recover the data wherever possible.

III. The bidder shall have the required drivers (CD/DVD/Hard disc etc) for maintaining the

PCs and peripherals for configuring them. Details of items kept for this purpose should be

informed to Administrative Department in writing.

IV. Half yearly Preventive Maintenance of hardware devices, etc., as per Annexure -D and

submission of report thereof. The bill for that quarter will be paid only after the bidder

submits preventive maintenance report to the satisfaction of MMB.

V. Half yearly preventive maintenance also includes regular cleaning of individual Desktop

Computers, Printers, Multifunctional Devices, Scanners, and Laptops including their

interworking with other equipment‘s.

VI. Regular virus cleaning of all Desktop Computers/Servers as per requirement of MMB.

VII. Shifting and reinstallation of Desktop Computers/Printers, etc., as and when required by

MMB.

E. Part Replacement

Bidder is required to keep with him sufficient stock of spares for each item under

AMC at the beginning of the contract period. If required Bidder shall replace the faulty

parts. MMB shall pay additionally in case any hardware require replacement. The

rates of the various parts shall be submitted along with the proposal, MMB shall


8

adhere to the same rates. In case proposed rates seems high from the prevailing

market rate, then authority at its discretion may disqualify the bidder.

F. Faulty Repair and Up-Time

I. A logbook in physical form as well as in electronic form shall be maintained in which the

Service Provider shall record all the complaints related to computers and peripherals and

submit a weekly report with all the complaints along with root cause analysis (RCA). All

the complaints received shall be attended by them in following manner: (A) Critical* faults

immediately, on same working day. (B) Major# faults within 24 hours by replacement

method, with the available spares, if instructed by the Admin Department. Other Major

faults within 48 hrs, which are to be got serviced from authorized service centres of

manufactures. Minor$ fault in Desktop and peripherals may also be attended as early as

possible with the convenience of the User, not beyond 72 hours.

Note: * Critical = The situation is causing high impact on the related work/business and the dependents are also suffering; # Major = Important work of individual is affecting causing loss of man hours; $ Minor = OS Updation, patch Updation, Updation of software, corruption of browser etc paper jam message on printer, ups beeping etc.

If the bidder fails to rectify the faults of the system, even after the Quarterly maximum limit of penalty of ten per cent (10%) of the amount for the whole year has been reached, MMB, at its discretion, may terminate the contract and get faults rectified or the faulty parts replaced through a third party and recover the cost of such repair or cost of replacement of the faulty parts and other expenses, if any, incurred by it for getting the faults rectified, from the bidder either from the pending bills of the bidder or by encashment of the bank guarantee / security deposits, as the case may be. All additional resources required/deployed by the bidder to meet uptime shall be provided without any additional cost to MMB

II. The fault reported shall be attended immediately by the service engineers of the bidder.

The repairs shall be carried out on-site it-self. However, in case the equipment is required

to be taken to the workshop of the bidder, a prior approval of MMB shall be required. The

bidder shall provide stand-by equipment equivalent to repairable machine in complete

working order till such repair is carried out.

3. Qualifying criteria

Bidder shall accept all the Terms and Conditions and sign, stamp on each and every page of

Part-1, Part-2 and Part-3 and Annexure from A to F of the tender Document which shall be

serially numbered and certified by the bidder that Bid contain ___ number of pages as token of

acceptance.

The annual turnover of the Bidder shall not be less than Rs. 50 lakhs (Rupees Fifty Lakh) out of

which at least Rs. 30.00 lakh or more in ICT hardware Maintenance Service only in the three

preceding financial years. Turnover certificate from Chartered Accountant indicating that the

turnover is from the above mentioned Service in this regard shall be enclosed.


9

The Vendors/ Service providers having their office in Mumbai will only be considered. Stationing

of Service Engineer in Mumbai shall be a must. Detail of current resources deployed may be

submitted along with technical bid.

If the application is made by a partnership firm, current address of the firm and full names and

current address of the partners of the firm shall accompany the application. Any supporting

documents as called for by the MMB as and when required shall be submitted by the firm.

If the application is made by a limited company, it should be signed by duly authorized person

holding the power of attorney. Any supporting documents as called for by the MMB as and when

required shall be submitted by the Company.

Documentary proof with respect to the details furnished in the application form regarding eligibility

criteria shall be furnished along with the application form. In this regard, copies of the work order

and completion certificates shall be submitted. Incomplete applications or applications without

proper proof for establishing their credentials will be summarily rejected and no correspondence

will be entertained in this regard.

The bidder shall provide performance certificates of minimum five years‘ experience (of which at

least two year experience with Government Organizations/ PSU) doing maintenance of Desktop

computers approximately 100 or more devices p.a.)

The bidder shall provide the list of its customers along with their contact address and phone

number (present and past) for verification.

The bidder shall enclose testimonials in support of experience mentioned in the preceding para.

The bidder shall furnish copies of PAN/TIN/GST registration certificate along with the Audited

Profit and Loss and Balance sheet for last three years.

The bidder shall furnish the copies of Acknowledgements for the last three years for Income Tax

returns filed with Income Tax Department.

The firm shall have adequate physical infrastructure based in Mumbai to support AMC project,

such as in-house test cum repair centre and the bidder shall have more than 5 technical staff on

their pay roll.

The Bidder shall necessarily be a legally valid entity either in the form of a Limited Company or a

Private Limited Company registered under the Companies Act, 1956. Incorporation/Registration

certificate along with MoA/Bylaws (or similar document) should be furnished as documentary

proof.

The Bidding Agency should not have been black listed by any State Government, Central

Government or any other Public Sector undertaking or a Corporation as on the date of RFP

opening. An affidavit (Duly Notarized) to this effect should be submitted by the bidder on its letter

head.

Satisfactory service certificates should be produced from two of their existing major clients with

details of contact person, Telephone No., email etc.

4. Documents Supporting the Minimum Eligibility Criteria

The Technical Bid must contain:

Undertaking from the Bidder - as per format given in Annexure ‗A‘.

Compliance of Terms and Conditions - as per format given in Annexure ‗B‘


10

Annual financial statements viz. Balance Sheet, Profit & Loss Account together with

Income-tax Return of the company for the last three financial years.

Income Tax PAN Card Number and TIN.

Copy of GST registration Certificate.

Details along with proof for the last five financial years‘ experience of providing the

maintenance of Desktop (100 nos. or more) Computers and devices. Bidders shall

enclose experience certificates from three agencies out of which at least two year from

Govt. organization / PSU/ Bank. (Document shall contain Purchase order along with

successful completion certificate).

Details of similar nature of work performed during the past period by the firm in the

offices their names with period, along with documents supporting the same, along with

their contact numbers, addresses, etc.

An affidavit stating that in the last three years, they have not been blacklisted by any

firm/organization/PSU.

Signed copies of Part-1, Part-2 and Part-3 of the tender and Annexure A to D and F.

In proof of having fully adhered to the minimum eligibility criteria, attested copy of

Certificates of Incorporation issued by the respective registrar of firms/companies.

Financial Bids The Financial Bid should be in a separate sealed envelope super scribed as ―Financial Bid for Annual Maintenance Contract for Computers and peripherals‖.

The Financial Bid shall contain nothing but prices as per the format enclosed as Annexure

‗E‘. The bidders are advised to use the prescribed format only (Annexure-E), otherwise, the

Financial Bid will be summarily rejected.

In no case any terms and conditions or technical deviations or any other amendment shall be

included in the Financial Bid. Any additional options, terms, etc. shall be ignored while

evaluating the Financial Bid.

5. Earnest Money Deposit

Earnest money of Rs.50000- in words (Rupees Fifty Thousand only) shall be paid via online using

NEFT/RTGS or payment gateway mode. The said amount of earnest money shall not carry any

interest whatsoever.

The amount of earnest money will be refunded to the unsuccessful tenderer on deciding about

the acceptance or otherwise of the tender or on expiry of the validity period whichever is earlier.

In case of the successful tenderer, it will be refunded on his paying the initial security deposit and

completing the tender documents or will be transferred towards a part of security deposit to be

paid after awarding of the work. If successful tenderer does not pay the security deposit in the

prescribed time limit and complete the agreement bond, his earnest money deposit will be

forfeited.

Earnest money of the un-successful tenderers will be refunded on their application only after an

intimation of rejection of their tender is sent to them or on the expiry of the validity period

whichever is earlier.

Bidders shall not be permitted to withdraw their offer or modify the terms and conditions thereof.

In case the bidder fails to observe and comply with the stipulations made herein or backs out after

quoting the rates, the aforesaid bid security shall be forfeited.


11

The bids without Earnest Money shall be summarily rejected.

The bid security may be forfeited: (a) If the bidder withdraws his bid during the period of bid

validity specified by the bidder in the bid form; or (b) In case of successful bidder, if the bidder

fails to sign the contract in accordance with the terms of the tender document Or fails to furnish

required performance security in accordance with the terms of tender document within the time

frame specified by the Client OR Fails or refuses to honor his own quoted prices for the services

or part thereof.

6. Bid procedure

The technical bids of the tender shall be opened by a committee nominated by the CEO, MMB,

Mumbai in the presence of the authorised representatives of the bidders, if present, at 13.00 Hrs

on 15.07. 2017 in the main office of the MMB.

The technical bids, which do not contain full information and documents called for, shall be

rejected.

The technical bids shall be evaluated based on the available documents submitted by the bidder.

To assist in the examination, evaluation, and comparison of the bids, and qualification of the

bidders, the Client may, at its discretion, ask any bidder for a clarification of its bid. Any

clarification submitted by a bidder that is not in response to a request by the Client shall not be

considered. The Client's request for clarification and the response shall be in writing.

If a bidder does not provide clarifications of its bid by the date and time set in the Client's request

for clarification, its bid may be rejected.

Based on Technical Scoring, the Authority at its discretion may limit the number of qualified

bidders.

The Financial Bids of all the technically qualified Bidders shall be opened on the appointed date

and time in presence of the qualified bidders/their authorized representatives, who choose to be

present at the time of opening of the financial bids.

The financial bid price, as indicated in the financial bid submission form of each bidder shall be

read out on the spot, however, it shall be clearly stated that the final financial bid prices would be

arrived at after detailed scrutiny/correction of arithmetical error in the financial bid.

After evaluating the price bids received, the bidder who quoted the lowest (Grand total) (L-1)

Price will be awarded the work. Mere becoming the lowest bidder, prior to financial bid scrutiny

will not give any right to the lowest bidder to claim that he is successful in the bidding process.

In case the financial bid of more than one agency is same as L-1, then MMB will be assigning

marks to various eligibility parameters like turnover, number of years of relevant experience etc.

of such L-1 bidders and work will be awarded to the bidders who score highest marks, among the

L-1 bidders.

Conditional Bids will be rejected.


12

7. Penalty

The down-time penalty charges if not rectified within 72 hours or not replaced by stand by equipment shall be as follows:

SN Items Penalty Amount in Rs. Per day per device

1. Desktop/ laptop Rs 500.00

2 Printer / Fax Rs 200.00

3 Scanner Rs 200.00

Penalty on non-completion of Preventive Maintenance in time:

The preventive maintenance shall be completed within the particular Half year and any

slippage in this will attract a penalty of 3% of the annual contract amount.

Quarterly maximum limit of all the penalties taken together shall be limited to be of ten

per cent (10%) of the Annual contract amount.

8. Notification of Award by Issuance of “Letter of Acceptance”

After determining the successful evaluated bidder, Client shall issue a Letter of

Acceptance (LoA) in duplicate, who will return one copy to Client duly acknowledged,

accepted and signed by the authorized signatory, within seven (7) days of receipt of the

same.

9. Validity

Offers must be valid for acceptance for the minimum period of 120 (One hundred twenty days)

counted from the Bid Submission End Date. Offers without the minimum validity period will be liable

for rejection. In the absence of any categorical mention regarding validity of the offer, it will be

construed that the offer is valid as called for in the covering page and it will be incumbent on the

bidders to accept order, if any, when placed within such validity.

10. Payment terms

Payments due under this contract shall be made as per the payment terms described below:

After the end of every quarter, the service provider shall submit a report for the work

executed during the quarter. The payment will be made on quarterly basis, i.e., 25% of

the annual charges (total quoted amount) for each completed quarter, subject to the

completion of work to the satisfaction of MMB and only after the verification of bills

complete in all respects. If the work has not been performed to the satisfaction of MMB,

payments will not be made till the remedial measures are taken.

Due to administrative reasons, any hardware items may be withdrawn from the contract

by MMB. In such cases, payment for those items will be made to the bidder up to the

period the same was kept under AMC.

Tax at prevailing rates as per Income Tax Act will be deducted at source. The cost of the

Contract shall remain valid for a period of three years.


13

All payments shall be made in Indian Currency by means of Bank ECS/Account

Payee Cheque.

In addition to the Contract payments, the Client shall pay for any additional services

required by the Client, which are not specified in the Price Schedule.

In addition to this MMB shall pay in case any faulty item/hardware is required to be

replaced. The rates of various parts shall be submitted along with the proposal. MMB

shall adhere to the same rates. In case proposed rates seem high from the prevailing

market rate, then authority at its discretion shall disqualify the bidder.

11. Scrutiny and evaluation of proposals

i. Responsiveness of proposal

A responsive proposal is one which conforms to all the requirements of the Bid Document. A

proposal shall be treated non-responsive for any of the following reasons:

a. The information as indicated in Annexures is not furnished.

b. Validity of the proposal is not confirmed.

c. The proposal and supporting documents show significant variations and or

inconsistency/ies.

d. Proposal not duly signed by the authorized signatory.

e. Proposal containing interlineations, erasures or overwriting except corrections made by

the bidder duly initiated will be liable for rejection

f. Proposal containing incorrect statement and incomplete information.

g. MMB will reserve the right to accept / reject any offer either in full or in part or accept any

offer other than the lowest offer without assigning any reason whatsoever.

h. Conditional offers shall be liable for rejection.

ii. Scrutiny of Tender Submission

The responsive bids shall be examined in detail for their technical contents. The compliance of

the bidder with the Eligibility criteria as indicated in above para will be assessed. In the process of

this assessment some clarifications may become necessary. These shall be sought and furnished

in writing. However, the basic proposal shall not be permitted to be changed / altered either to

fulfil minimum qualifying criteria or to make a non-responsive proposal responsive or to qualify for

meeting the technical bid parameters. The proposals, which are found deficient or defective or

unacceptable due to any reason, shall be treated as non-responsive.


14

iii. Scrutiny of financial bid

Financial bids of responsive proposals that are found acceptable on scrutiny of technical contents

and satisfy the criteria for evaluation, as specified in above section of Tender Document will be

opened in the presence of authorized representatives of concerned Bidders who may wish to be

present.

12. Pre-bid meeting

The bidder or his official representative who have downloaded the bid document from

https://mahatenders.gov.in and interested to participate is invited to attend a pre-bid meeting

which shall take place as specified in the E-Tender Time Schedule in this document.

The purpose of the meeting will be to clarify issues and to answer questions on any matter

related to this tender that may be raised at that stage. The bidders are requested to submit any

question/clarification in writing or by fax or by e-mail to MMB, not later than 2 days before the

meeting.

13. Performance security:

i. The successful bidder shall furnish the performance security within 2 weeks of the receipt of the

work order failing which MMB reserves the right to annul the work order.

ii. In the event of bidder‘s failure to discharge its obligations under the contract, the Performance

Security shall be encashed and the proceeds thereof shall be forfeited without any further

reference to the bidder.

iii. The Performance Security amount shall not accrue any interest.

iv. The performance security should be kept valid one month more than the validity of contract. The

bidder will extend the validity of the Performance Security, if and whenever specifically advised by

MMB, at its own cost.

v. The Demand Draft or Pay order shall be enforceable at MMB.

vi. The amount of performance security shall be 4% of the value of the contract.

vii. Performance security will be discharged by MMB and returned to the Contractor within 30 days

following the date of completion of the Contractor‘s performance obligations, including any

warranty obligations, under the contract.

14. Opening of tenders:

i. The tenders will be opened as per the Bid Opening Date specified in the E-Tender Time

Schedule provided in this document.



15

ii. In case of an unscheduled holiday on the bid opening date, the bids will be opened on next

working day. Accordingly, bid closing date / time will get extended up to the next working day.

15. Liability:

Except as otherwise expressly provided, neither MMB nor its servants, agents, nominees, shall

have any liability or responsibility whatsoever to whomsoever for loss or damage to the

equipment and/or loss or damage to the property of successful bidder and/or its sub-contractors,

irrespective of how much loss or damage is caused unless caused by wilful and gross negligence

of MMB and/or its servants, agents, nominees, assignees.

The successful bidder shall protect, defend, indemnify and hold harmless MMB from and against

such loss or damage and any suit, claim or expense resulting there from.

Neither MMB nor its servants, agents, nominees, assignees, sub-contractors shall have any

liability or responsibility whatsoever for injury to, illness, or death of any employee of the

successful bidder irrespective of how such injury, illness or death is caused unless caused by

wilful and gross negligence of MMB and/or its servants, agents, nominees, assignees. The

successful bidder shall protect, defend, indemnify and hold harmless MMB from and against such

loss or damage and any suit, claim or expense resulting there from.

16. Force majeure:

i. In the event of either of the parties being rendered unable, wholly or in part by force majeure to

carry out its obligations under the agreement when entered into, it is agreed that on such party

giving notice and full particulars of such force majeure in writing or by telegram / telex / fax to

other party as soon as possible (within maximum one week), after the occurrence of the cause

relied on then the obligations of the party giving such notice with proper documentary evidence so

far as they are affected by such force majeure, shall be suspended during the continuance of any

inability so caused but for no longer period, and such cause as far as possible be remedied with

all reasonable effort.

ii. The term ―Force Majeure" as used herein shall mean ‗Acts of God‘ including Landslides,

Lightning, Earthquake, Fires, Storms, Floods, declared Wars, Blockades, insurrection, riots,

Government regulations etc., which are not within the control of the party claiming suspension of

its obligations within the meaning of the above Clause and which renders performance of the

contract by the said party completely impossible.

iii. The contract arising out of this tender shall be interpreted in accordance with and governed by

the laws of India. The personnel employed by the successful bidder shall be the sole

responsibility and liability of the successful bidder and also expenses in connection with their


16

employment shall be borne by the successful bidder. MMB shall not bear any responsibility or

have liability whatsoever arising out of this contract, including the liability under the Workmen‘s

Compensation Act or any other Act (s) applicable. The successful bidder shall comply with

provisions of various labour laws enacted by the Central /State Government, as amended from

time to time.

iv. All statutory requirements / obligations there under, as may be applicable to the contract labour,

will have to be adhered to by the successful bidder and any failure on his part on this account

shall be responsibility of the successful bidder. The successful bidder will abide by rules,

regulations, by-laws and statues, imposed by the Government and other local authorities etc. The

Successful bidder has to ensure that the payment of wages / salaries / allowances / overtime etc.

shall be subject to the minimum wage rates notified by the State Govt. from time to time. The

payment of wages shall be made directly by the successful bidder to his staff and not through

VENDORS or any other party or person. No amount shall be deducted from the wages of the

workmen by way of commission of any nature whatsoever, except for statutory deductions.

v. Liability on account of non-observance/no-compliance of any statutory requirement shall be

responsibility of successful bidder. The successful bidder shall keep MMB indemnified for any

claims/ damages / disputes that may arise under any provision of law at any point of time during

the currency of the contract or thereafter for the relevant period.

17. Arbitration:

All disputes and differences whatsoever arising between the parties out of or relating to the

construction, meaning and operation or effect of this Tender and consequent Contract or the

breach thereof shall be mutually settled. However, in case no such mutual settlement is arrived

at, the matter shall be settled by arbitration in accordance with the provision of arbitration of the

Indian Arbitration & Conciliation Act, 1996 and any statutory modification or re-enactment thereof

and the Rules made there under and for the time being in force. The venue of arbitration shall be

at Mumbai unless otherwise agreed by MMB.

18. Applicable law:

The contract arising out of this tender shall be interpreted in accordance with the Law of India.

19. Miscellaneous

MMB, in its sole discretion and without incurring any obligation or liability, reserves the right, at any time, to:

Suspend and/or cancel the Selection Process and/or amend and/or supplement the Selection Process or modify the dates or other terms and conditions relating thereto;


17

Consult with any Applicant in order to receive clarification or further information;

Retain any information and/or evidence submitted to the Authority by, on behalf of and/or in relation to any bidder; and/or

Independently verify, disqualify, reject and/or accept any and all submissions or other information and/or evidence submitted by or on behalf of any bidder.

ANNEXURE –A

Cover Letter Format (In letter head)

TENDERERS PARTICULARS FOR TENDER NO: ………………………………

To,

Chief Executive Officer,

Maharashtra Maritime Board, Mumbai.

Dear Sir,

Being duly authorized to represent and act on behalf of

_____________________________________hereinafter called ―The Tenderer‖ and having visited the

site and examined the Scope of work, Specifications, Schedules and the tender document for ― Tender for

Comprehensive Annual Maintenance Contract (AMC) of Computer Hardware and Peripherals at Head

office of Maharashtra Maritime Board‖

I/ we here by submit my/our offer as follows:

a) Technical Bid– (in separate sealed cover along with EMD of Rs. ___/- & other documents) (Cover I)

(b) Financial Bid– part of the tender document.

2. The two sealed covers containing technical bids and financial bids referred to above have been put in

main cover (Cover III) as required.

3. I hereby undertake to abide by various terms and conditions contained in your TENDER No:

____(Copy, duly signed, enclosed). We understand that MMB reserves the right to,

a) Amend the scope of tender


18

b) Reject or accept any tender including the lowest, cancel the tender process and reject all tender.

c) We agree that the MMB will not be liable for any such action and will be under no obligation to inform

the Tenderer of the grounds for such action.

d) I also certify that the details furnished in the bids, various enclosures and other documents are true and

correct.

4. I also express my willingness to sign the contract incorporating the Standard terms and special

conditions of the contract as contained in the Tender.

Yours Sincerely

(Signature of the Owner/ Bidder/ Authorized signatory and please indicate capacity which signed Viz. on

own behalf or as Power of Attorney or Authorized signatory of the owner. Please also include the contact

No. and address in the Place)

Note:-Please put this offer letter in Cover I (containing Technical Bid) along with other required

documents.


19

Annexure -B

FORMAT FOR SUBMISSION OF TECHNICAL BID

1) Name of the Organization / agency

2) Registered / Corporate Office Address

3) Address for communication (including fax and e-mail)

4) Organization details and brief profile

5) Certificate of incorporation/registration

6) Memorandum of Association and Article of Association or By-laws (in case of firm)

7) Brief details of Head Office and field/ branch offices

8) The bidder should submit the Income Tax return for last three previous years ending 31st

March 2017 with the Technical bid of Tender documents.

9) Copy of GST registration Certificate.

10) Details along with proof for the last five financial years‘ experience of providing the

maintenance of Desktop (1000 nos. or more) Computers and devices. Bidders shall enclose

experience certificates from three agencies out of which at least two year from Govt.

organization / PSU/ Bank. (Document shall contain Purchase order along with successful

completion certificate).

11) Details of similar nature of work performed during the past period by the firm in the offices

their names with period, along with documents supporting the same, along with their contact

numbers, addresses, etc.

12) Certificate of statutory auditor certifying the Annual turnover of the agency for each of the last

three financial years preceding the due date for submission of this tender

13) Duly Notarized affidavit by the Bidding Agency stating that it has not been black listed by any

State Government, Central Government or any other Public Sector undertaking or a

Corporation as on the date of RFP opening

The bids are liable to be rejected in case of failure to comply with any of the above requirements.

Signature:

Name of Authorised Representative:

Date:

Place:

Seal:


20

Annexure-C

Scope of Work

The bidder who is awarded the work shall be responsible for:-

Receiving of all complaints with respect to Computer Hardware and Peripherals installed in the

head office of the MMB or provide any other related service as may be instructed by MMB, issue

call numbers and monitor the rectification of lodged complaints so that the complaints lodged are

attended within stipulated time.

Integration and testing of complete system shall be done as and when required.

The personnel deployed should be capable and fully aware of application software, commands,

installation and re-installation of devices and any other associated work, etc.

The personnel deployed should be able to set various policies as and when required for the

smooth functioning.

Hardware maintenance which includes repair / replacement of all the parts/items of Desktop

Computers, Printers, Multifunctional Devices, Scanners, Xerox Machine, Laptops etc., in totality.

Replacement of Consumables- cartridge/ Toner/Printer Heads/ Mouse/ Key Boards is not

included under this contract.

Ensuring that all the Desktop Computers, Laptops have only licensed software.

Maintenance and operation of Computer Hardware and Peripherals.

Updating the users by rendering assistance if there is any software up gradation, introduction of

new software (e.g. MS Office, configuration of e-mail accounts in Outlook, etc.).

After repairing the device, the same should be made ready for use along with installation of the

applications, connecting to LAN, updating AV etc.

Half yearly preventive maintenance of hardware devices. This includes cleaning of dust from the

hardware items etc. The preventive maintenance shall in any case may be completed within the

particular Half year and any slippage in this will attract a penalty of 3% of the annual contract

amount.

Note: - The bidder shall make arrangement for skilled manpower near to head office so that calls may be attended within stipulated earliest time. Service engineers should have the knowledge of using tools for Data Recovery activities under Desktop/Laptop. Further if, due to any administrative reasons, a hardware item is withdrawn by MMB from the list of hardware items specified under Annexure D, no payment will be made to the bidder for that item from the date of withdrawal of such item from the scope of the AMC. We hereby declare that we have fully understood the above stated Scope of Work

Signature:

Name of Authorised Representative:

Date:

Place: Seal:


21

Annexure-D

S.N. Item Approximate Count

1.

Desktop PCs (includes make- Wipro, HP, HCL and

ACER )

60

2.

Laptop (includes make- Wipro, HP, HCL and ACER,Dell ) 15

3

Printers(includes make- Wipro, HP, HCL ,Rico )

25

4.

scanner

2

5

Fax Machine

2

*Count mentioned is approximate and actuals may vary.


22

Annexure- E

Financial Bid

(This Annexure is to be submitted in financial bid in a separate sealed envelope)

S.N Item Approx. Qty Rate per unit Amount (excluding taxes)

1

Desktop PCs (includes make- Wipro, HP, HCL and ACER )

60

2

Laptop (includes make- Wipro, HP, HCL and ACER,Dell ) 15

3

Printers(includes make- Wipro, HP, HCL ,Rico ) 25

4

scanner

2

5

Fax Machine

2

Grand Total

Total as above (before tax) Rs.____________________

Taxes, if any (rate of tax __________ %) (If the bidder is exempted from payment of applicable

taxes, he shall provide certificate for such exemption from the competent authority).

Rs.____________________

Grand Total (excluding taxes) Rs.____________________

Grand Total in words (excluding taxes) (Rupees ……………………………………..………….…..)

Note :

Any Hardware item can be withdrawn from AMC (due to administrative reasons) at any time and

payment be made only for the part period till such withdrawal.

In addition to this MMB shall pay in case any faulty item/hardware is required to be replaced. The

rates of various parts shall be submitted along with the proposal. MMB shall adhere to the same

rates. In case proposed rates seems high from the prevailing market rate, then authority at its

discretion shall disqualify the bidder.

The Financial Bid shall contain nothing but prices only.

Bidders are requested to ensure that after quoting the prices this Annexure is duly signed with

company seal. Financial bid submitted without sign and company seal will not be accepted

/ considered.

Signature & Seal of Tenderer

Name and Title of Signatory:

Name of Firm:

Address:


23

Annexure –F

Details Regarding Annual Turnover

Annual Turnover

SI. No Financial Year Annual Turnover in Rupees (Lakhs)

1 2014-15

2 2015-16

3 2016-17

Copies of the Audited Balance Sheet and Profit and Loss Account for the last three Financial Years 2013-14, 2014-15 and 2015-16 should be attached

Place:

Date :

Signature of the Tenderer with seal

Annexure- G

Details Regarding Similar Orders

SI. No Name of the Client

Nature of Job (Enclosed Purchase

Value of Purchase

Date of Commencement

Date of Completion


24

Orders) Order

Note: Mode of proof: Copy of Purchase Order/Contract for providing ‗Award of Work‘. Copy of Completion Certificate‘/Final Invoice/Letter indicating return of Security Deposit for providing satisfactory ‗Completion of Work‘. Should be furnished for each of the Projects.

Signature:

Name of Authorized Representative:

Date:

Place:

Seal: