National Institute of Science Communication & Information Resources & Information Resources

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Dr. K.S. Krishnan Marg, (Near Pusa Gate), New Delhi – 110012 Ph: 25843182, 25846303-07, Fax: 11-25849949

No.3/2(38)/2004-Pur Dated: 7.12. 2004 NOTICE INVITING TENDER

Sealed tender in two bid system are invited from original equipment manufacturers for supply and installation of following items:

Description of item EMD Cost of Tender document Package-I: Computers, Servers, Printers, Rs.1, 00,000/- Rs.2000/- Scanners Package-II: UPS Rs.50,000/- Rs.500/-

Tender document (non-transferable) containing eligibility conditions, detailed specifications and requirement can be obtained from NISCAIR Book Shop, National Institute of Science Communication & Information Resources, Dr.K.S. Krishnan Marg (Near Pusa Gate), New Delhi-110012 on all working days between 10.00 a.m. and 4.30 p.m. by remitting tender cost (non-refundable) by way of Demand Draft drawn on any schedule Bank in favour of the Director, NISCAIR payable at Delhi, against request letter up to 31.12.2004.

Complete Tender Document can also be downloaded from our website www.niscair.res.in and DD towards the cost of the tender document may be submitted with the tender, such tenders without tender document cost will not be entertained.

Director, NISCAIR reserves the right to accept or reject any or all bids in part or full without assigning any reason thereof.

Sd/- Stores &Purchase Officer NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES & INFORMATION RESOURCES (NISCAIR)

Bid Document Request For Proposal (RFP) For Hardware Products

(i) Last Date of Collecting Tenders: 31.12.2004 (ii) Last Date for Submission of Bids: 3.1.2005 Time: 14.30 Hours (iii) Date of Opening of Technical Bid: 3.1.2005 Time: 15:00 Hours (iv) Indicative Date of Opening of Financial Bid: 24.1.2005 Time: 11.00 Hours

Cost of Bid Document: Package-I Rs.2000/- Package-II Rs. 500/-

National Institute of Science Communication and Information Resources Dr. K S Krishnan Marg (Near Pusa Gate), New Delhi- 110 012

2 Bid Document No.3/2(38)/2004-Pur. Date of Issue ......

Name of the Firm: ...... ……………………… ...... … ......

Important Notice

An incomplete offer and/or late bid is liable to be ignored. To aid the Bidders in submitting complete offers, a checklist is included in the bid document (Annexure - 0). The bidders must fill this and submit along with their offer in their own interest.

3 CONTENTS

SECTION - I

Invitation for the Bids ... 4

SECTION - II

Technical Specifications and System Requirements ...5

SECTION - III

Instructions to Bidders ...14

SECTION - IV

General Terms and Conditions of Contract ...20

SECTION - V

Annexures/Formats for Bid Submission ...25

4 SECTION – I

INVITATION FOR THE BIDS

For the Supply and Installation of Hardware Products–Computers, Servers, Printers, Scanners, and UPSs.

1.1 Sealed bids in two parts, i.e., Technical Bid & Earnest Money Deposit (EMD), and Financial Bid valid for 90 days are invited for the supply and installation of hardware products – Package-I: Computers, Servers, Printers, Scanners, and Package-II: UPS. All the respective contents, i.e., Technical Bid, Financial Bid and Earnest Money Deposit should be submitted in three different envelopes duly sealed and clearly marking the type of content on the envelop, bidder’s name & address on the top of the sealed envelopes.

1.2 For hardware products only original equipment manufacturers (OEM) of branded products or the manufacturer should authorized one authorized distributor to participate in the tender having their own maintenance facilities (for computers & server with at least 20 or more qualified engineers at Delhi/New Delhi having professional degrees from University). The firm should have a turn over of one crore or more in computers/servers during the last three years. The bidder should be ISO-9001 and ISO-14001 certified company. For maintenance facility, the following details must be provided: Contact person, Names of the Engineers along with their Designations, Qualifications and Approximate Experience in years.

Only manufacturers having (i) an annual turn over of at least 1.00 crore or above per annum from UPS & CVT, (ii) must have completed a minimum of three or more orders of more than 30 lakh each per year in the last three years and (iii) submit Safety Certification (‘S’Mark) Scheme and STQC EMC Compliance Certification from Ministry of IT, Govt. of India

1.3 The bids complete in all respects addressed to the Director, NISCAIR should reach at the following address latest by 14.30 hours on ------

NISCAIR BOOK Shop National Institute of Science Communication & Information Resources (NISCAIR) Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012 Phones: 25843182; Fax:25849949 & 25847062; E-mail: [email protected]

1.4 The Technical Bid will be opened in the Conference Hall of NISCAIR on the same day (last date of submission of the Bid) at 15:00 hours in the presence of bidders who choose to be present and whose EMD is in order.

5 SECTION – II

TECHNICAL SPECIFICATIONS AND REQUIREMENTS OF EQUIPMENT

2.1 Introduction

The National Institute of Science Communication & Information Resources (NISCAIR) is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D Programmes being under taken at NISCAIR are geared towards meeting the information needs of the different segments of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in Science Communication & Information Resources, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books, reports, etc.

NISCAIR is located in Pusa Campus (near Pusa Gate), Dr. K S Krishnan Marg, New Delhi 110012 and 14 Satsang Vihar Marg, New Delhi 110 67.

2.2 Scope of work including System Requirements and Technical Specifications

It is proposed to acquire Hardware products such as Computers, Servers, Printers, Scanners, and UPS so that the future working of the NISCAIR can be automated and modernized to make it conform to the latest trends in Information Technology.

Potential suppliers of IT hardware products are invited to submit their proposals and costing for (a) the supply, installation and commissioning of the hardware products that will provide an operational environment for the automated services, and (c) on- going maintenance and support for the installed hardware and software products for the above options at both the locations of NISCAIR i.e. Pusa Campus and 14, Satsang Vihar Marg, New Delhi

2.2.1 Requirements and Specifications

The requirements and functional specifications set out in this Section present an overview of the total requirements and associated needs so that supplier(s) can get the total problem prospective. In broad terms, the requirement is to provide to NISCAIR with a maintainable and sustainable contemporary IT infrastructure facility. This environment is to enable system users effective access for the storage and retrieval of information related to the responsibilities of NISCAIR so that the users are able to access and disseminate information via web for its operations. The IT infrastructure is to be based upon the Client/Server technology where ‘Client’ refers to a single-user system and the ‘Server’ refers to a combination of multi-user hardware, database, application software and other services. Support during warranty on hardware and software products, gateway components and activities such as OS configurations are the essential components, which must be clearly indicated. There are a total of two packages against which the suppliers/bidders are expected to give their proposals and costing for the supply, installation and commissioning of hardware and software products separately. These packages provide suggested

6 specifications, scope of work and expectation of services, etc. All the items in a given package are required to be quoted completely. However, the supplier may bid/quote for one or more packages. The Configuration of individual item/equipment is given in Clauses 2.2.2 to 2.2.9 indicated below. Bids may be submitted for the following packages:

Package I Hardware – Servers, Computers, Printers, Scanners, DAT Drive etc. Package II Uninterrupted Power Supply (UPS) Systems.

For awarding the contract, each package will be considered independent of the other. It is essential to bid for all the items in a package. Bidders at their option may bid for one or more packages. The suppliers are expected to give their proposals in a tabulated form as enumerated in Annexure VIA, VIB, and VIC.

Package I 2.2.2 Computers: Scope: -- The basic scope of the work include: Supply of Pentium IV Computers including the Operating System (Windows XP or its latest version). i. Installation of software - MS Office 2000 Professional and anti-virus software that will be provided by NISCAIR. ii. Configuration of the computers in the network environment to share files and resources. iii. Maintenance of the computers and their configuration in the networking mode. Specifications of the computers are as follows:

a. Computer (2 Nos.)

Processor: Intel Pentium 4 with HT Technology

Architecture Net Burst Clock Speed 3.60 GHz. Chipset: Intel 925X Chipset Cache: 1MB L2 Cache System Bus Speed 800 MHz Memory: 1 GB 333 MHz DDR SDRAM Expandable to 2GB Hard Disk: 80 GB (7200 RPM) EIDE

Floppy Disk: 1.44 MB

Graphics: Integrated Intel Extreme Graphic 2

Video Bus PCI Express 16 X (bandwidth is 4 GBps in each direction) Monitor: 20.1” UXGA Flat Panel Color Monitor, Calibrated for Color Correction Ports 1 Serial, 1 Parallel, 4 USB Ports & other standard ports Slots: Minimum 3 free PCI slots

7 Optical disk: 52 X CD-ROM drive

CD Re-Writer: 52 X CDRW Audio: C-Media High Definition Audio 8-channel CODEC Communication: 10/100 Ethernet NIC

Mouse: USB or PS/2 Optical Scroll Mouse & 104 Keys Keyboard Operating System: MS Windows XP Professional with media Warranty: Three years on-site comprehensive Certification: Microsoft Windows 2000/XP/2003 compatibility

b. Computer (55 Nos.)

Processor: Intel Pentium 4 with HT Technology

Architecture Net Burst Clock Speed 3.60 GHz. Chipset: Intel 925X Chipset Cache: 1MB L2 Cache System Bus Speed 800 MHz Memory: 512 MB 333 MHz DDR SDRAM Expandable to 2GB Hard Disk: 80 GB (7200 RPM) EIDE

Floppy Disk: 1.44 MB

Graphics: Integrated Intel Extreme Graphic 2

Video Bus PCI Express 16 X (bandwidth is 4 GBps in each direction) Monitor: 15” SVGA Color Monitor

Ports 1 Serial, 1 Parallel, 4 USB Ports & other standard ports Slots: Minimum 3 free PCI slots

Optical disk: Combo Drive (24X-R/10X-RW/24X- RW/8X-DVD) Audio: C-Media High Definition Audio 8-channel CODEC Communication: 10/100 Ethernet NIC

Mouse: USB or PS/2 Optical Scroll Mouse & 104 Keys Keyboard Operating System: MS Windows XP Professional

8 Warranty: Three years on-site comprehensive Certification: Microsoft Windows 2000/XP/2003 compatibility

Note: (i) Vendors should mention the Make and Model No. of the system and supply the supporting technical literature. The systems should be certified for Microsoft Windows 2000/XP compatibility. (ii) Quantity of computers may increased by 80 Nos. 2.2.3. Notebook (laptop) computers (Two):

Scope: Supply, installation and commissioning of Notebook Computers. The technical specifications of the Notebook computers are: Intel Pentium Mobile (Centrino Technology) Processor at 2.80 GHz/3.0 GHz with 1MB L2 Cache 512 MB RAM 80 GB HDD 256MB USB 2.0 Memory Key Optical Drive Type: CD-RW/DVD-ROM Combo or DVD-RW 15” TFT (1400 ´ 1050 resolution) Combo card (Modem & Ethernet card facilities) External FDD External Roller mouse Pointing Device Type: Touch Pad + Pointing Stick 2 or 3 USB port + Fire Wire (IEEE 1394) Port Windows XP preloaded 3-Years Comprehensive Warranty

2.2.4. Server (1 No): Scope: The basic scope of the work include: 1. Supply and installation of Servers (OS Windows 2003 Server) and other related software components of MS Back Office. 2. Maintenance of the Servers including the hardware & software product support. 3. On-site support services for operating system and the server.

Server Specifications: Architecture Tower Processor type Intel Xeon Number of Processors Two Processor speed 2.8 GHz; 533MHz FSB Processor cache 512 KB Full speed L2 Cache per CPU or Matching cache Hard Disk Drive 73 GB ( 3 Nos) 10K Ultra 320 SCSI Memory 1GB ECC DDR SD RAM upgradeable to 4GB Graphics 8 MB SD RAM & PCI Bus Interface Network Interface 10/100 Mbps Fast Ethernet Card (2 Nos.) Card Optical drive 48X EIDE CD-ROM Ports Serial: 1; Parallel: 1; USB: 2 (desirable 4);

9 Mouse: 1(PS/2); Keyboard: 1(PS/2) Keyboard Standard Slots Total 6; (minimum 3x64 bit 100 MHz or above PCI) Mouse Scroll PS/2 Mouse with Pad Monitor 15” SVGA Color Security Cover key lock, Power-on password, Flash EPROM write protection, Selectable boot Operating System Windows 2003 Server pre-installed with media Operating System Windows NT; Windows 2000/2003 Server; Support Linux Power Supply Hot- Swap (N+1) Redundant auto start/sensing Warranty Three years on-site, comprehensive Note: Vendors should mention the Make and Model No. of the system and supply the supporting literature in support thereof. Also supply Proof of Certification of Microsoft/Unix/Linux Certified Systems.

2.2.5. Printers Scope: Supply, installation and commissioning of printers The technical specifications of the different printer are specified below:

a. Black & White Printer (15 No.) Print Speed: 20 ppm B&W Print Technology: Laser Memory: 16 MB expandable up to 144 Resolution: Fast 1200 DPI Mirror Image Postscript Option Paper Size: Letter, A4, and Executive Inbuilt automatic duplex Duty Cycle: 10000 pages per month Paper Tray: Minimum 250 sheets input and 125 sheets output Automatic Feed Tray USB / Parallel Port with cable Windows 98/2000/XP Compatible

b. Black & White Printer (1 No.) Print Speed: 30 ppm B&W Print Technology: Laser Memory: 64 MB Resolution: 1200 x 1200 DPI Paper Size: Letter, A4 and Executive Duty Cycle: 75,000 pages per month Paper Tray: Minimum 250 sheets input and 125 sheets output Automatic Feed Tray Automatic Duplex Printing USB / Parallel Port/Ethernet Port with cable Windows 98/2000/XP Compatible

10 c. Laserjet Network Printers (2 Nos.) Print speed, black (best quality mode) - Minimum 40 ppm Recommended volume, maximum - 200000 pages per month Print quality, black - Up to 1200 x 1200 dpi Paper handling / media Paper trays, 2-5 Input capacity, std. Minimum 300 sheets Standard envelope capacity minimum 5 envelops Output capacity, std.: minimum 200 sheets Duplex printing (printing on both sides of paper) Media sizes, std. - Letter, legal, executive, etc. Media types - Paper (plain, preprinted, letterhead, prepunched, bond, recycled, color, rough), transparencies, labels, envelopes Memory / print languages Memory, std. minimum 64 MB Connectivity, Hi-Speed USB 2.0 port, IEEE 1284-B compliant parallel port, 2 open EIO slots, Fast Ethernet Embedded Print Server OS – MS Windows 2000/nt/xp/unix Network Ready

d. Colour Laser Printer (Post Script) (1 No.) Print Speed: 16 ppm (B&W) min, 16 ppm (Color) Print Technology: Laser Memory: 384 MB RAM Resolution: 1200 x 1200 DPI Inbuilt automatic Duplex Windows 98/NT/2000/XP/2003 compatible, postscript Paper Size: Letter, A4, executive, US Legal, Paper handling support; envelops, transparencies, labels, plain papers and glossy papers Paper Tray: Minimum 2 Nos, Minimum 600 sheets input and maximum sheet capacity 1600, Automatic Feed Tray Connectivity: USB / Parallel Port with cable, 10/100 Base TX Interface Print Languages: PostScript Level 3 Emulation 80 Scalable True Type Fonts Auto Duplex Printing; Network Ready & Parallel Port with cable

2.2.6. Scanners (3 Nos.) Type: Flat bed with slide and transparency adapter Scan Area: A4 Size Resolution: 2400x2400 DPI optical Scan Speed: <25 second for 4”x6” Color Photo <50 seconds full page OCR Bit Depth: 48-bit color Connectivity: USB & SCSI (including Cables & Card) Automatic Document Feeder of Minimum 50 pages Software: Bundled Software (Photo & Imaging) and OCR Network Ready Operating System Support: Windows 98,2000 Professional, XP.

2.2.7. DAT Drive External (2 Nos.)

11 Capacity: 20 GB (native) / 40 GB (compressed) Data Transfer Rate: 2.4 MBps (native) / 4.8 MBps (compressed) Recording Standard: DDS-4

2.2.8. a. Pocket Size External Hard Drive (1 No.) 80 GB USB port external hard drive Data Transfer Rate: 480M/S for USB2.0 Port and 12M/S for USB1.1 Port

b. Pen Drive (10 Nos.) Hot plug & play installation Boot function

Sr. Parameter Specifications No. 1 Capacity 2 GB 2 Type USB 2.0 3 Write Speed Minimum 20 Mbps 4 Read Speed Minimum 20 Mbps 5 Operating Systems Compatibility Windows 2000, XP,ME 6 Warranty 1 Year

2.2.9. DVD Re-Writer (Internal) (Two):

Sr. Parameter Specifications No. 1 Type Internal 2 DVD+R 8X (10.8MB/sec) 3 DVD+R Double 8X (10.8MB/sec) 4 DVD+RW 4X (5.4MB/sec) 5 DVD-R 8X (10.8MB/sec)

6 DVD-RW 8X (10.8MB/sec) 7. DVD-ROM 16X (21.6MB/sec) 8. CD-ROM 48X (7.2MB/sec) 9. CD-R 48X (7.2MB/sec) 10. CD-RW 32X (4.8MB/sec) 11. Different Application Format DVD+R, DVD+RW, DVD-R, Supported DVD-RW, DVD-Video, DVD- ROM, CD-R, CD-RW, CD- ROM, CD-ROM/XA, CD- Audio, Video-CD, Photo CD, CD-I(FMV), CD-Extra, CD- TEXT

Package II 2.2.10. Uninterrupted Power Supply (UPS) System

a. UPS 620/650 VA (6 No.) Rating: 620/650 VA

12 MOSFET Based Technology With two Maintenance Free Batteries Input: 160-270 AC Output: 230 V AC ± 1, Quasi Sine Wave Backup Time: 30 Minutes b. UPS 5 KVA (4 No.) On-Line UPS -- Single Phase Input – Single Phase Output Digital PWM, IGBT Based Technology with Maintenance Free Batteries Input voltage: 160 V – 260 V, 50 +/-1.5% Hz Single Phase AC Output voltage: 230 V ±1%, 50 +/-0.5% Hz Single Phase AC Voltage regulation from no load to full load shall be within +/-1%. Pure Sine wave Load: 5 KVA Backup time: 1 Hours on full load; Min. VAH = 8000 Noise Level: <50 db at 1 meter distance Total Harmonic Distortion: 2% Maximum Power factor: Load Power factor better than 0.8 lagging Overload: The UPS shall withstand 10% overload for at lease 10 minutes Efficiency at Full Load: Inverter efficiency (Minimum) 90% Overall efficiency (Minimum) 85% Bypass: Automatic Crest Factor: 3:1 Monitoring System: Battery level monitoring on Front Panel Load level monitoring on Front Panel Fault diagnostic on Front Panel UPS should be provided with communication port for interface with computer Low battery indication and mains failure alarm Battery: Sealed Lead Acid Maintenance Free Branded Batteries sufficient to last up to one hour on full load (Excide/Panasonic/Base/Vision). The UPS should operate within all ratings over a temperature range of 0° to 45° C. Batteries should be provided inside a closed coated MS cabinet with wheels. Protection against tripping on surge load. c. UPS 1 KVA (2 No.) Digital PWM, IGBT Based Technology with Maintenance Free Batteries Input voltage: 160 V – 260 V, 50 +/-1.5% Hz Single Phase AC Output voltage: 230 V ±1%, 50 +/-0.5% Hz Single Phase AC Voltage regulation from no load to full load shall be within +/-1%. Pure Sine wave Load: 1 KVA Backup time: 1 Hours on full load; Min. VAH = 1600 Noise Level: <50 db at 1 meter distance Total Harmonic Distortion: 2% Maximum Power factor: Load Power factor better than 0.8 lagging Overload: The UPS shall withstand 10% overload for at lease 10 minutes Efficiency at Full Load: Inverter efficiency (Minimum) 90% Overall efficiency (Minimum) 85%

13 Crest Factor: 3:1 Monitoring System: Battery level monitoring on Front Panel Load level monitoring on Front Panel Fault diagnostic on Front Panel Management software enabling UPS management across the network UPS should be provided with communication port for interface with computer Low battery indication and mains failure alarm Battery: Sealed Lead Acid Maintenance Free Branded Batteries sufficient to last up to one hour on full load (Excide/Panasonic/Base/Vision). Protection against tripping on surge load. d. UPS 10 KVA (1 No.) On-Line UPS, Three-Phase Input – Single Phase Output Digital PWM, IGBT Based Technology with Maintenance Free Batteries Input voltage: 300 V – 450 V, 50 +/-1.5% Hz Three Phase AC Output voltage: 230 V ±1%, 50 +/-0.5% Hz Single Phase AC Voltage regulation from no load to full load shall be within +/-1%. Pure Sine wave Load: 10 KVA Backup time: 2 Hours on full load; Min. VAH = 32000 Noise Level: <50 db at 1 meter distance Total Harmonic Distortion: 3% Maximum Power factor: Load Power factor better than 0.8 lagging Overload: The UPS shall withstand 120% overload for at lease 10 minutes and 150% for 1 minute Efficiency at Full Load: Inverter efficiency (Minimum) 90% Overall efficiency (Minimum) 85% By-pass: Automatic Crest Factor: 3:1 Monitoring System: (a) Battery level monitoring on Front Panel, Indication 25%, 50%, 75% and 100% (b) Load level monitoring on Front Panel, Indication 25%, 50%, 75% and 100% (c) Fault diagnostic on Front Panel (d) Low battery indication with alarm (e) Mains failure alarm Battery: Sealed Lead Acid Maintenance Free Branded Batteries sufficient to last up to two hour on full load (Excide/Panasonic/Base/Vision). The UPS will operate within all ratings over a temperature range of 0° to 45°C. Batteries should be provided inside a closed coated MS Cabinet with wheels. Protection against tripping on surge load

14 SECTION - III

INSTRUCTIONS TO BIDDERS

3.1 Scope of Work - For detail please refer to Section II.

3.1.1 Supply and Installation of hardware products such as Computers, Servers, Printers, Scanners, and UPS. For detail please refer to Section II Clause 2.2.2 to 2.2.10.

3.2 Bidders

3.2.1 This invitation for bids is open to all as per Section-I.

3.2.2 Bidders must have executed similar types of orders for supply of Computers, Servers, Printers, Scanners, and UPS as per Section-I.

3.3 Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid, and NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.

3.4 The Bidding Documents

3.4.1 The goods and services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids the bidding documents include:

(a) Instructions to bidders (b) Schedule of requirements (c) Technical Specifications (d) General Conditions of Contract (e) Bid form and price schedule (f) Contract form, etc.

3.4.2 The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.

3.5 Preparation of Bids

The bids are to be submitted in two separate sealed envelopes

a. EMD & Technical Bid b. Financial Bid

3.5.1 Technical Bid: The Technical bid prepared by the bidder shall be provided in the following Model Response Format:

15 Model Response Format

(i) Status of bidder for different Packages as per Section I - (Please specify) Manufacturer/Authorized dealer/ Distributor (ii) Quality of the system (a) Whether Essential Features specified by NISCAIR will be supplied Yes/No (b) Additional remarks, if any (iii) Time Schedule (a) Installation (b) Fault Repair (iv) Commercial reputation of the brand of the systems supplied (v) After sales service facility provisions (a) Number of Local Service Stations (b) Number of qualified Hardware Engineers available with the supplier in Delhi (vi) Warranty Period (Number of years) (vii) The Annual Maintenance costs during the period of 2 years after completion of warranty period. (viii) Availability of all spare parts necessary for the proper and continued functioning of the system for the period of 3 years after warranty (ix) Hardware engineer should visit NISCAIR for attending complaints at both locations. (x) Copy of the audited balance sheet of the supplier’s annual financial statement indicating Turn over (xi) Bidder will provide documentary evidence about its capabilities and qualifications to satisfy purchaser that the bidder will assume the total responsibility for the fault free operation and maintenance during warranty period and provide the necessary services for 2 years after the end of the warranty period.

3.5.2 Financial Bid: (i) The financial bid shall indicate the Unit prices (wherever applicable) and total bid prices of the goods it proposes to supply under the contract. (ii) Quoted prices should be firm and inclusive of sales tax, octroi, freight and forwarding charges, handling charges, loading and unloading charges, insurance charges, any other tax/charges applicable and installation, testing and commissioning charges for all products inclusive of all direct and indirect taxes. (iii) Prices quoted by the bidder shall be fixed during the bidders performance of the contract and not subject to variation on any account. A bid submitted with an adjustable price, quotation will be treated as non-responsive and will be rejected. (iv) All prices and other information like discount etc. having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price/information, the higher price/information will be treated as final. (v) During the validity of this bid or during the extended period, if any, if the bidder sells any system or sub-system of the same configuration to any other Department/Organization in India at a price lower than the fixed price for the Purchases, the bidder shall automatically pass on the benefits to the Purchaser. (vi) Rates should be valid for 90 days from the date of opening of technical Bids.

16 3.6 Submission of Bids

3.6.1 Sealing and Marking of Bids

( i ) The bids shall be submitted in two separate sealed covers which shall be marked as “Technical Bid” and “Financial Bid” (ii) The outer envelope containing Technical Bid and Financial Bid shall be addressed to The Director, National Institute of Science Communication & Information Resources & Information Resources (NISCAIR), Dr K S Krishnan Marg, New Delhi 110 012, mentioning bid no. and due date. (iii) The inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.

3.6.2 Deadline for Submission of Bids

( i ) Bids must be received by NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received upto the appointed time on the next working day.

(ii) The Director, NISCAIR may, at his discretion extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of the purchaser and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

3.6.3 Late Bids Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder.

3.7 Bid Opening and Evaluation

3.7.1 Opening of Technical Bids by Purchaser

The Purchaser will open all technical bids if the EMD is submitted as per requirement in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in Section-I. The bidders’ representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declarecd a holiday for the Purchaser, the bids shall be opened at the appointed time and location on the next working day.

3.7.2 Clarification of Bids

( i ) During evaluation of the bids, the Purchaser 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.

(ii) No Bidder shall contact the Purchaser on any matter relating to its bid, from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of the Purchaser, it should be done in writing.

17 (iii) Any effort by a Bidder to influence the Purchaser in its decisions on bid evaluation, bid comparison or contract award decisions may result in rejection of the Bidder’s bid. (iv) The tenderers could also be called for discussion and could also be allowed to modify their technical bids to suit the organization’s requirements. The idea is to arrive at a threshold level of acceptability above which all the bidders shall be treated on par. Those whose technical specifications do not reach the threshold level of acceptability shall be allowed to withdraw their price bids and send again a revised bid in a sealed envelop or to adhere to the original price bid sent. These price bids shall be opened, evaluated and the contract awarded to the lowest evaluated bidder.

3.7.3 Evaluation of Technical Bid

(i) Detailed technical evaluation will be carried out pursuant to clause 3.5.1 and the Purchaser will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one, which conforms to all specifications & terms and conditions of the Bidding Documents without material deviations. (ii) A bid determined as not substantially responsive may be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the non- conformity.

3.7.4 Opening of Financial Bids

(i) The purchaser will open the Financial bids of only those bidders, which have been found to be technically qualified to undertake the job, pursuant to Clause 3.7.3.

(ii) The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on a specified date and time and Venue.

3.7.5 Evaluation and Comparison of Bids

( i ) The comparison shall be of all-inclusive price of goods, such price to include all costs as well as duties and taxes paid or payable. We are exempted from payment of excise duty and customs duty as per Notification No. 10/97 dated 1.3.97 and 51/96-Customs dated 23.7.1996 (Annexure XI and XII) on computers and software products. These items should be quoted net of excise duty/customs duty. We will provide exemption certificate as per these notifications. (ii) Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the supplier does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, whichever is the higher of the two shall be taken as bid price. (iii) Bidders shall state their bid price for the payment schedule outlined in the clause 4.7. Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they

18 wish to offer for such alternative payment schedule. The Purchaser may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on purchaser.

3.8 Award of Contract

3.8.1 Award Criteria

Subject to Clause 3.8.4, the Purchaser will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily.

3.8.2 Notification of award

Prior to the expiration of the period of bid validity, the Purchaser will place a firm order or notify the successful Bidder in writing by fax to be confirmed in writing by speed post or hand delivery that his bid has been accepted.

3.8.3 Signing of Contract

(i) At the same time as the purchaser notifies the successful Bidder that its bid has been accepted, the Purchaser will send the Bidder the Supply Order, incorporating major terms.

(ii) Within seven (7) days of receipt of the Order, the successful Bidder shall acknowledge the same.

(iii) Failure of the Successful Bidder to comply with the requirement of Clause 3.8.3(ii) shall constitute sufficient grounds for the annulment of the award and forfeiture of EMD in which event the Purchases may make the award to the next evaluated bidder or call for new bids.

3.8.4 Performance Security

The supplier should furnish performance security to the purchaser for an amount of 10% of the contract price in accordance with the Conditions of contract (Clause 4.4), in the Performance Security Form prescribed by the purchaser (Annexure-II) or another form acceptable to the purchaser. The payment will be released subject to the production of this document.

3.8.5 Corrupt or Fraudulent Practices

( i ) Bidders & Suppliers shall observe the highest standard of ethics during the procurement and execution of the contract.

(ii) The Purchaser will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

19 (iii) The purchaser will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid, or in executing the contract.

3.8.7 Miscellaneous

( i ) It will be imperative on each bidder to fully acquaint itself of all the local conditions and factors which would have effect on the performance of the work and its cost.

(ii) The Purchaser reserves the right to accept or reject any bid, in part or full, 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.

3.9 Factors affecting the Award of Contract

(i) All the goods to be supplied must bear reputed brands if bidder does not manufacture goods. Bidder must submit proof of authorisation from manufacturer. (ii) The bidders must have executed during last one year at least two orders of installing computer systems in Govt./Semi-Govt./Autonomous Organizations. (iii) The bidder should have their own after sales support facilities. The support facilities should be fully owned and managed by the bidder. (iv) Conformity with the Request for Quotation required and conditions. (v) The assessment based on the after sales service provision of the company (vi) The assessment based on the response to Technical Model Response Format (vii) The assessment of the capability of the bidder to meet the terms and conditions (viii) The cost of the computer systems and the discount offered, if any (ix) All other things equal, preference will be given to the established well-known manufactures of high quality computer system and peripherals directly selling to the purchaser (x) In case the first tenderer is debarred, the tender can be awarded to the next lowest bidder or Director, NISCAIR reserved the right to cancel the tender or call a fresh bid. (xi) As and when there is a downward revision in prices, the firm will provide revised pricing details. (xii) Inclusion of proven sate-of-the-art component and techniques shall be viewed favourably.

20 SECTION - IV

GENERAL TERMS AND CONDITIONS OF CONTRACT

4.1 Definitions and Interpretation

In this contract, the following terms shall be interpreted as indicated:

( i ) “The Contract” means the agreement entered into between the Purchaser and the Supplier as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein; (ii) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations; (iii) “The Goods” means all the equipment(s) and/or other material(s), which the Supplier is required to supply to the Purchaser under the Contract; (iv) “The Services” means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training and other obligations of the Supplier covered under the Contract; (v) “The Purchaser” means the organization purchasing the Goods, i.e., National Institute of Science Communication & Information Resources (NISCAIR). It means and includes an officer who is authorized on behalf of the Director, National Institute of Science Communication & Information Resources, Dr K S Krishnan Marg (Near Pusa Gate), New Delhi 110012. (vi) “The Supplier” means the firm(s) supplying the Goods and services under this Contract; (vii) “The Site” means the NISCAIR Campus (Pusa and 14, Satsang Vihar Marg, New Delhi) (viii) “Day” means calendar day.

4.2 Schedule of Requirements

(i) Potential suppliers should provide detailed activities time schedule, which represents the shortest practical time to complete all necessary tasks and meet the obligations of the requirements. All significant activities must be included, including those associated with the delivery, installation and commissioning of the hardware and quality certifications. (ii) The supplier must guarantee responsibility for all the hardware maintenance not withstanding the fact that the application and networking software running on the said hardware has been or may be provided to multiple vendors. The supplier will also be expected to propose continued hardware and software products support. The conditions and cost of guarantee must be set out in details (for example: hardware, preventive actions and supplier responsibilities, future development). (iii) The delay in meeting the activities schedule will call for a penalty of Rs. 200 per day per machine.

4.3 Acceptance Certificate

On successful completion of acceptability test, receipt of deliverables etc., and after the purchaser is satisfied with the working of the system, the acceptance certificate (Annexure – IX) signed by the representative of the purchaser and representative of the supplier will be

21 issued. The date on which such certificate is signed shall be deemed to be the date of successful commissioning of the systems. 4.4 Performance Security/Bank Guarantee

( i ) The Supplier should furnish performance security to the purchaser for an amount of 10% of the contract value, valid up to for 60 days after warranty period for performance obligation, including warranty obligations for the release of balance 30% payment. (ii) The purchaser can deduct as compensation from the Performance Security/Bank Guarantee for failures on the supplier’s part to complete its obligation under the contract. (iii) The performance security shall be in the form of a Bank Guarantee from a Scheduled Bank (Annexure – II) or A Bankers Cheque or Demand Draft (iv) In the event of any correction of defects or replacement of defective equipment during warranty period the warranty of the corrected/replaced equipment shall be effective from the date of replacement.

4.5 Inspection and Tests

(i) The purchaser has right to inspect and/or to test the goods to confirm their conformity to the contract specification at no extra cost to the purchaser. (ii) Should any inspected or tested goods fail to conform to the specification, the purchaser may reject them and the supplier shall either replace the rejected goods or make all alterations necessary to meet specification requirements free of cost to the purchaser.

4.5.1 Acceptance Test (i) The acceptance test on the basis of the parameters defined in Annexure – X shall be conducted by the supplier for physical verification. (ii) Vendor will demonstrate and make functional the features supported by respective hardware/software products. (iii) The acceptance will also involve trouble free operation for 10 consecutive working days. There should not be any additional charges for carrying out acceptance tests. No malfunction, partial or complete failure of any part of equipment should occur. (iv) The vendor will carry out 72 Hours burn test using AMIdiag software and the test report (soft coy) be provided with each system. (v) Peripherals, Dot-matrix/Inkjet Printers etc. will be subjected to 2 hours continuous test (vi) 72 hours burn test on full load for UPS and test for battery recharging & duration. 4.6 Penalty for delays in the Supply, Installation and Commissioning

1. In case of delay in supply/performance of contract liquated damages @ 1% per week subject to a maximum of 6% will be imposed after which order shall be cancelled without any notice. 2. Installation to the satisfaction of the purchases should be completed within 10 working days from the date of delivery of the goods or as per the activities schedule agreed upon. However, if the above condition is not complied with a penalty of Rs 200/- (Rupees two hundred only) per day per machine/per license copy of software will be levied.

22 4.7 Payment

1. 90% payment will be made on receipt of material in good condition against 100% Bank Guarantee and 10% will be paid within one month after installation in NISCAIR and signing of joint acceptance certificate and furnishing of a Bank Guarantee towards performance and warranty for an amount of 10% of the order value valid up to 60 days after warranty period. In case of delay the purchases is liable to pay interest to the supplier at the rate of 12% per annum. 2. Performance B.G. will be released within 3 months after the successful expiry of Warranty period.

4.8 Warranty

(i) Supplier warrants that the goods supplied under this contracts are new, unused, of the most recent or current models, and that they incorporate all recent improvements in design and material unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials or workmanship or from any act or omission of the supplier that may develop under normal use of supplied goods. (ii) The warranty period should be for 3 years for computers and servers and I year for other items from the date of final acceptance. The warranty includes free replacement of defective parts and components. If any product is not installed due to reasons beyond control of vendor, that product will carry warranty of 3 years from the date of successful installation. (iii) Any failure in the system or a sub-system should be rectified within a maximum period of 24 hours of lodging complaints. (iv) Any subsystem failure at least 3 times in 3 months, displaying manufacturing defect or quality control problem will be totally replaced within 30 days at supplier’s cost. (v) After completion of installation/commissioning of the product(s) supplied by the vendor, the vendor and the purchaser will prepare a joint report to the effect that all the products have been installed/commissioned to the satisfaction of the purchaser. The warranty period will start only after preparation of this joint report. In case any product has not been installed due to reason beyond control of vendor, the same should be mentioned in the joint report with detailed reasons.

4.9 Maintenance during Warranty and AMC

(i) The supplier should provide free maintenance services during the period of warranty. (ii) The company should quote additional rate required for comprehensive maintenance of products for additional two years after completion of warranty. (iii) On completion of the warranty period, if the purchaser decides, Annual Maintenance Contract (AMC) and repair of the entire system for next two years will be done by the supplier. (iv) The maximum response time for a maintenance complaint from the purchaser (i.e. time required for the Supplier Maintenance engineer to report to purchaser after a request call/fax is made or letter is written) shall not exceed 4 hours.

23 (v) In case the item is not usable beyond the stipulated maximum down time of 24 hours; the supplier will be required to arrange for an immediate replacement of the same till it is repaired. Failure to arrange for the immediate repair/replacement will be liable for penalty of Rs 200/- (Rupees Five hundred only) per day. The amount of penalty will be recovered from Bank Guarantee during warranty or annual maintenance period as the case may be. (vi) Payment during AMC will be made only after three months, i.e., on quarterly basis. Payment of each quarter will be made after rendering satisfactory AMC services and procuring the certificate for the same from the Competent Authority.

4.10 Earnest Money Deposit:

(i) The bidder shall have to deposit EMD of of Rs. 1,00,000 (Rupees one lakh only) for Package I, Rs. 50,000.00 (Rupees fifty thousand only) for Package II in the form of a Demand Draft or Bank Guarantee as per Annexure-II (A) in favour of the Director, NISCAIR, New Delhi along with their bids. Cheques will not be accepted. (ii) Any bid without EMD will be rejected and will not be opened. (iii) Unsuccessful bidder’s EMD will be returned as promptly as possible but not later than 30 days after the expiry of the period of the validity prescribed by the purchaser. (iv) Successful bidder’s EMD will be discharged when the bidder furnished the performance security pursuant to Clause 3.8.4. (v) The EMD may be forfeited: (a) if a bidder withdraws its bid during the period of bid validity specified by the bidder on the bid form. Or (b) In case of a successful bidder, if the bidder fails (i) to acknowledge the order in accordance with Clause 3.8.3.

4.11 Delivery of Goods:

(i) The items shall be delivered at the designated place of installation – FOR Destination by means of open delivery. The system must be supplied in full as per the ordered configuration for acceptance. (ii) The items should be original and new as received from the manufacturers. No item earlier used for demonstration or with soiled appearance will be accepted. (iii) Items found unsuitable and/or not conforming to the specification and not being able to pass the acceptance test will be rejected. Such items, if any, shall have to be taken back and replaced forthwith at the cost of the bidder. (iv) All items should be delivered within the stipulated activity schedule indicated by the vendor as per Clause 4.2 but in no case should the delivery period exceed 4- 6 weeks from the date of the purchase order failing which liquidated damages of 1% of the total value of the order per week will be levied, subject to a maximum of 10%. If delivery is delayed beyond the extended period, the order is likely to be cancelled and the EMD will be forfeited.

4.12 Indemnity Clause

24 The firm should sign an indemnity bond for software indemnity to safeguard against any pirated software being supplied to the purchaser.

4.13 Arbitration

Except where otherwise provided in the Contract, all questions and disputes relating to the meaning of the specifications, and instructions herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the Contract, Specification, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Director General, Council of Scientific & Industrial Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be Submission to Arbitration under the meaning of the Arbitration Act, 1940 or any satisfactory modification of reenactment thereof for the time being in force, conclusive and binding on all parties of the Contract.

25 SECTION –V

ANNEXURES/ FORMATS FOR BID SUBMISSION

Annexure - 0

Checklist for Bid Submission

The following check-list must be filled in and submitted with the bid document:

EMD: Have you submitted the EMD asked for by us? Yes/No

Technical Bid:

1. Has the bid document been issued to you? Yes/No 2. Have you attached the bid form shown in Annexure-I Yes/No 3. Have you attached a copy of the last audited balance sheet of your firm Yes/No 4. Have you attached proof of the manufacturer's authorization? Yes/No 5. Have you attached the details of the income tax registration and latest Yes/No income tax clearance certificate? 6. Have you attached the statement of deviations from the technical Yes/No specifications in the format specified in Annexure-III? 7. Have you provided details of your maintenance infrastructure facilities Yes/No including addresses of the service centers in the format specified in Annexure-IV? 8. Have you attached the technical details of the goods and services offered as Yes/No a part of this bid document? 9. Have you attached the copies of relevant work orders executed during the Yes/No last five years?

Financial Bid: 10. Have you attached the bid form in the format shown in Annexure-V? Yes/No 11. Have you attached the price schedule for the goods/services offered in the Yes/No

format specified in Annexure -VI?

26 12. Have you attached the statement of deviations from the Financial terms and Yes/No conditions in the format specified in Annexure-VI? 13. Have you attached the statement of post warranty Annual Maintenance Yes/No Charges in the format specified in Annexure- VIII?

Please arrange your bid document for each part as given below: EMD Demand Drafty; below that

TECHNICAL BID:

1. Bid Form (Annexure –I) below that 2. Copy of the last audited balance sheet of the company; below that 3. Income tax registration details and latest income tax clearance certificate; below that 4. Proof of Manufacturer’s authorization; below that 5. Technical details of the goods and services offered; below that 6. Statement of deviation from the technical specifications (Annexure –III); below that 7. Details of service centres at Delhi/New Delhi (Annexure-IV); below that 8. Copies of relevant work orders

FINANCIAL BID:

1. Bid Form (Annexure -V); below that 2. Estimated quantity and Financial Bid Analysis (Annexure -VI); below that 3. Statement of deviations from Financial terms and conditions (Annexure -VII); below that 3. Price schedule for Post Warranty AMC Charges (Annexure-VIII)

NOTE: If the bid is not submitted as per the format, the same is liable to be rejected.

27 ANNEXURE –I

BID FORM (Technical Bid)

(To be submitted on the firm’s letter head and signed by an authorised person)

The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi 110 012

Ref: Bid document No. dated------

Sir,

Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver goods as per the schedule of requirements and in conformity with the said bidding documents.

We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the bidding documents.

If our bid is accepted, we will submit a bank guarantee for the sum equivalent to 10% of the Contract Price for the due performance of the Contract, in the form prescribed by the National Institute of Science Communication & Information Resources.

We agree to abide by this bid for a period of Ninety days after the date fixed for opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

1. We declare: i) that we are the manufacturers/authorized agents/distributors of...... ……...

that we/our principals are equipped with adequate machinery for production quality control and testing of offered products manufactured/developed and used by us.

2. We hereby offer to supply the Goods/Services at the prices and rates mentioned in the Financial Bid.

3. We enclose herewith the complete Technical Bid as required by you. This includes: Bid form Copy of the last audited balance sheet of the company.

28 Details of income tax registration and Income tax clearance certificate Proof of Manufacturer’s authorization. Technical details of the goods and services offered Statement of deviation from the technical specifications Details of local service centers Copies of relevant work orders Product catalogues/user manual/other informative material about our products and services

4. We have carefully read and understood the terms and conditions of the bid document and the conditions of the contract applicable to the bid document and we do hereby undertake to supply as per these terms and conditions.

5. Certified that the bidder is:

A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor, or A partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney, or A company and the person signing the document is the constituted attorney.

(NOTE: Delete whatever is not applicable. All corrections/deletions should invariable by duly attested by the person authorized to sign the bid document)

6. We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us.

Dated this day of Signature of Bidder

Details of enclosures. Full Address:______Telephone No.______

Telegraphic Address:______

Fax No. ______E-mail

COMPANY SEAL

29 ANNEXURE –II

PERFORMANCE SECURITY FORM

To ______(Name of Purchaser) WHEREAS ……………………………………………….(Name of supplier) hereinafter called “the Supplier” has undertaken, in pursuance of contract No………………………….. dated ……………. 20 ……… to supply ……………………………..(Description of goods and Services) hereinafter called “the order”.

AND WHEREAS it has been stipulated by you in the said order that the supplier shall furnish you with a Bank guarantee by a recognised bank for the sum specified therein as security for compliance with the Supplier’s performance obligations in accordance with the order.

AND WHEREAS we have agreed to give the Supplier a Guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of ………………………………………………………………… (Amount of the Guarantee in Words and figures) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the order and without cavil or argument, any sum or sums within the limit of …………………… (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the ……….. day of ………..20……….

Signature and Seal of guarantors ………………………………… ………………………………… …………………………………

Date …………………..20……. Address :………………………. …………………………………. ………………………………….

All correspondence with reference to this guarantee shall be made at the following address:

______(Name & address of the lab)

30 ANNEXURE-II (A) BID SECURITY FORM (EMD)

Whereas ……………………… 1(hereinafter called “the Bidder”) has submitted its bid dated ……………………….. (date of submission of bid) for the supply of ………..… ………………………….………… (name and/or description of the goods) (hereinafter called “the Bid”).

KNOW ALL PEOPLE by these presents that WE ……………………… (name of bank) of …………………………… (name of the country), having our registered office at …………………….. (address of Bank) (hereinafter called “the Bank”), are bound unto …………………… (name of Purchaser) (hereinafter called “the Purchaser”) in the sum of ……………………………… for which payment well and truly to be made to the said Purchaser, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this ………………. day of …………… 20 ………… THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or 2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of bid validity: (a) fails or refuses to execute the Contract Form if required; or (b) fails or refuses to furnish the performance security, in accordance with the Instructions to Bidders.

We undertake to pay the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee shall remain in force up to and including forty five (45) days after the period of the bid validity, and any demand in respect thereof should reach the Bank not later than the above date.

…………………………….. (Signature of the Bank)

______1 Name of Bidder

31 ANNEXURE –III

STATEMENT OF DEVIATIONS FROM TECHNICAL SPECIFICATIONS AND SCHEDULE OF REQUIREMENTS

Dear Sir,

Following are the Technical deviations and variations from the Technical specifications and Schedule of Requirements. These deviations and variations are exhaustive. Except these deviations and variations, the entire work shall be performed as per your specifications and documents.

Sl.No. Item Statement of deviations/variations

Signature of the Bidder

Name: Date: Place: Business Address:

32 ANNEXURE - IV

MAINTENANCE INFRASTRUCTURE FACILITIES INCLUDING ADDRESSES OF THE LOCAL SERVICE CENTERS

LOCATION Address of the Name of the Total No. of Remarks Service Center Contact Person qualified with Telephone Service No., Fax No. and Engineers E-mail

Signature of the Bidder

Name: Date: Place Business Address::

33 ANNEXURE - V

Bid Form (Financial Bid) (On the letter head of the firm submitting the bid document)

The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi - 110012

Ref: Bid document No dated------

Sir,

Having examined the bidding documents and having submitted the technical bid for the same, we, the undersigned, hereby submit the financial bid for supply of goods and services as per the schedule of requirements and in conformity with the said bidding documents.

We hereby offer to supply the Goods / Services at the prices and rates mentioned in the Commercial Bid.

We do hereby undertake, that, in the event of acceptance of our bid, the supply of Goods/Services shall be made as stipulated in the schedule to the Bid document and that we shall perform all the incidental services.

The prices quoted are inclusive of all charges including installation and commissioning charges in the National Institute of Science Communication & Information Resources.

We enclose herewith the complete Financial Bid as required by you. This includes:

Bid Letter Price Schedule Statement of deviations from Financial terms and conditions Price schedule for post Warranty AMC Charges

We agree to abide by our offer for a period of 90 days from the date fixed for opening of the bid documents and that we shall remain bound by a communication of acceptance within that time.

We have carefully read and understood the terms and conditions of the bid document and we do hereby undertake to supply as per these terms and conditions. The Financial Deviations are only those mentioned in the statement of deviations from financial terms and conditions.

Certified that the bidder is:

34 A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of sole proprietor, or A partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/ by virtue of general power of attorney, or A company and the person signing the bid document is the constituted attorney.

(NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be duly attested by the person authorised to sign the bid document.)

We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us.

Dated this day of ______Signature of Bidder

Details of enclosures Full Address: Telephone No. Telegraphic Address: Fax No. E-mail:

COMPANY SEAL

35 ANNEXURE – VI A Estimated Quantity and Financial Bid Analysis

Sr. Item Name Qty. Manufacturer Model Name & Compliance Operating Unit Cost Total cost No. Version to suggested System Rs. (inclusive of all Tech Spec. in environment other charges) 2.2.2 to 2.2.9 Rs

1 2 3 4 5 6 7 8 9

1 P IV Computers 02

2 P IV Computers 55

3 Servers 01

4 A4 Scanner 03

5 Black & White Printer 15 20 ppm

6 Black & White Printer 01 30 ppm

7 Laserjet Network 02 Printers

8 Colour Laser 01 Printer (Post Script)

9 DAT Drive External 02

36 10 Pocket Size 01 External Hard Drive

12 Pen Drive 05

 Attach sheet giving detailed technical specification & deviations for the suggested systems  Seal & Stamp of the Bidder NOTE

( i ) For Financial bid comparison total value in Col. No. 9 shall be the basis. (ii) Actual payment shall be computed on the basis of value for Items at Sr. No.1 to Item 9. Unit value quoted in col. 8 and actual quantity of work shall form the basis. (iii) The Bid should have col. 3 ´ col. 8 = col. 9. Any error in the Table of any bidder is liable to be out rightly rejected. (iv) The price quoted should be inclusive of all charges including all applicable taxes, Octroi, freight and handling charges, and all other miscellaneous expenses. (v) In case of discrepancy between unit price and total price, the unit price will prevail. (vi) Annual maintenance charges for 2 years after warranty period are to be quoted separately in the annexed AMC schedule. (VII) Form C/D not applicable.

(Signature of the bidder) Name: Place: Date: Seal

37 Annexure VI B

Package II ………… Uninterrupted Power Supply (UPS) & CVTs

Sr. Item Qty. Manufacture Compliance Unit Cost Total cost No. Name to Rs. (inclusive suggested of all Tech Spec. other in 2.2.7 charges) Rs. 1 2 3 4 5 6 7 1 5 KVA 04 UPS 2 10 KVA 01 UPS 3 3 KVA 01 UPS 4 2 KVA 06 UPS 5 1 KVA 19 UPS 6 625/650 05 UPS VA 7 1 KVA 19 CVT

NOTE 1. For Financial bid comparison total value in Col. 8 shall be the basis. 2. Actual payment shall be computed on the basis of value of all the items. Unit value quoted in col. 7 and actual quantity of work shall form the basis. 3. The Bid should have col. 3 ´ col. 6 = col. 7. Any error in the Table of any bidder is liable to be out rightly rejected. 4. The price quoted should be inclusive of all charges including all applicable taxes, Octroi, freight and handling charges, and all other miscellaneous expenses. 5. In case of discrepancy between unit price and total price, the unit price will prevail. 6. Annual Maintenance Charges for 2 years after warranty period are to be quoted separately in the annexed AMC schedule. 7. Form C /D not applicable.

(Signature of the bidder) Name & Seal of Office Date:

38 ANNEXURE - VII

STATEMENT OF FINANCIAL DEVIATIONS Dear Sir,

Following are the Financial deviations(s) and variation(s) from the exceptions to the specifications and documents for the Bid document. These deviation(s) and variation(s) are exhaustive. Except these deviation(s) and variation(s), the entire work shall be performed as per your specifications and documents.

Sl. No. Section No. Clause No. Statement of deviation(s) and variation(s)

(Signature of the bidder)

Name: Place: Date: Seal

39 ANNEXURE - VIII

PRICE SCHEDULE FOR POST WARRANTY ANNUAL MAINTENANCE CHARGES (Comprehensive)

S.No Description of Qty Annual Charges/Unit Total charges for all . items Units for two years Rs.(in figures) Rs. in Rs. in figures words

(Signature of the bidder)

Name: Place: Date: Seal:

40 ANNEXURE –IX

Proforma of Certificate for Joint Inspection Report after Successful Commissioning of the Equipment

No. Dated:

M/s ______

Sub: Certificate of commissioning of equipment (Computer/Server, etc.)

1. This is to certify that the equipment as detailed below has/have been received in good condition along with all the standard and special accessories (subject to remarks in para 2). The same has been installed and commissioned.

(a) Contract No______dated______(b) Description of the equipment______(c) Name of the consignee______(d) Date of commissioning and proving/acceptance test______

1. Details of accessories/spares not yet supplied and recoveries to be made on that account:

Sl. No. Description Amount to be recovered

2. The proving test has been done to our entire satisfaction and users have been trained. The supplier has fulfilled his contractual obligations satisfactorily or The supplier has failed to fulfil his contractual obligations with regard to the following:

(a)……………………………… (b) ………………………….…. (c)……………………………… (d)……………………………...

3. The amount of recovery on account of non-supply of accessories and spares is given under Para No. 2. The amount of recovery on account of failure of the supplier to meet his contractual obligations is as indicated at Sr. No. 3.

For Supplier Signature………… Name……………. Designation……………

41 ANNEXURE – X

Acceptance Criteria for Hardware Supplied by the Vendor

Acceptance Criteria for the Hardware Supplied ______Represented by ______

SYSTEM S.No. SYSTEM 1. SERIAL No. 2. CABINET TYPE 3. PHYSICAL 4. NO. OF BAYS 5. LEDS 6. PHYSICAL LOCK 7. SERIAL PORTS 8. PARALLEL PORTS 9. MOUSE PORT 10. ON/OFF SWITCH 11. RESET SWITCH 12. EMBEDDED DIAGNOSTIC SWITCH 13. WORKMANSHIP CABLE LAYOUT ETC. 14. POWER SUPPLY RATING & NO. OF DEVICES TO BE CONNECTED 15. BOOT VIRUS PROTECT 16. PRELOADED WINDOWS 98 17. USB PORTS

CPU Sl. PHYSICAL VERIFICATION TESTING PROCEDURE No 1. MAKE 2. TYPE 3. CHIP UPGRADABILITY 4. HEAT SINK 5. PROCESSOR SPEED 6. MMX TECHNOLOGY

Sr. MOTHERBOARD

42 No. 1. MAKE & SR. No. 2. PROCESSOR SPEED 3. SLOT -ONBOARD -ADDL. SLOT 4. BIOS BIOS MESSAGE LISTING MAKE VERSION No. YEAR 5. CPUs SUPPORTED 6. BUS TYPE PCI EISA ISA 7. ON BOARD BIOS MESSAGE CONTROLLERS 8. CHIP SET USED 9. RTC WITH A BATTERY

RAM Sr. No. 1. TYPE 2. MAKE 3. SPEED 4. CAPACITY 5. EXPANDABILITY 6. ACCESS WIDTH

CACHE Sr. No. 1. TYPE 2. MAKE 3. SEED 4. CAPACITY BIOS SETUP 5. EXPANDABILITY DOCUMENTATION & EMDODDED DIAGNOSTICS 6. ACCESS WIDTH DOCUMENTATION

I/O CARD Sr. No. 1. SR. NO. 2. MAKE 3. NO. OF PARALLEL PORTS 4. NO. OF SERIAL PORTS HDD Sr.

43 No. 1. MAKE & MODEL 2. SR NO 3. MINIMUM 4. MAXIMUM 5. CONTROLLER TYPE 6. CAPACITY (Formatted)

HARD DISK CONTROLLER CARD Sr. No. 1. SR. NO. 2. MAKE 3. TYPE 4. CONTROLLER CHIP 5. CACHE SIZE 6. ACCESS TIME 7. ANY OTHER PERIPHERAL SUPPORTED ON THIS CARD 8. BIOS MAKE & VERSION 9. INTERRUPT NO. 10. ADDRESS 11. TYPE OF BUS 12. BUS MASTERING

FDD Sr. No. 1. MAKE & MODEL 2. SR. NO. 3. MIN 4. MAX 5. CONTROLLER TYPE 6. CAPACITY FORMATTED

KEYBOARD Sr. No. 1. TYPE 2. NO. OF BAYS 3. NO. OF FUNCTION KEYS 4. MAKE 5. MODEL 6. SR. NO.

44 MONITOR

Sr. No. 1. SR. NO. 2. MAKE 3. TYPE 4. RESOLUTION 5. SIZE 6. POWER REQUIRED 7. DISPLAY TYPE 8. INTER LACED/NON INTERLACED

ETHERNET CARD

Sr. No. 1. MAKE 2. MODEL 3. SR. NO. 4. WHETHER SUPPORTS: a. AUI PORT b. UTP PORT c. BNC PORT

CD-ROM

Sr. No. 1. MAKE & MODEL 2. SR. NO. 3. CAPACITY BY LOADING APPROPRIATE DRIVER AND TESTING 4. CONTROLLER TYPE 5. ACCESS TIME

MOUSE Sr. No. 1. MOUSE 2. PS/2 CABLE 3. MOUSE PAD

DISPLAY CONTROLLER CARD--- 1. SR. NO. 2. MAKE

45 3. TYPE 4. CONTROLLER CHIP 5. CACHE SIZE 6. ACCESS TIME 7. BIOS MAKE & VER 8. ADDRESS 9. TYPE OF BUS Laser Printer (Colour) Sr. No. 1. Make & Model No. Documentation & Self test Print of Various Fonts 2. Model 3. Speed 4. Resolution 5. Memory 6. Network Port 7. Fonts Supported 8. Emulation & paper handling

Laser Printer (B&W) Sr. No. 1. Make & Model Documentation & Self test Print of Various Fonts 2. Model 3. Speed 4. Resolution 5. Memory 6. Network Port 7. Fonts Supported 8. Emulation & Paper handling

Scanner Sr. No. 1. Make & Model 2. Resolution Documentation & Diagnostic test to Test the Scanner with various Resolutions

Multi Media Kit Sr.No. 1. Sound Blaster Card Stereo with MIDI Interface 2. Ampli Speakers 5 watt (with external battery & amplifier) 3. Microphone for recording voices on sound blaster 4. Software for editing sound, recording, playing back

46 5. Windows 98 Compatible

FTP Client Server Architecture Server-Unix & FoxBASE, Client, WINDOWS 98, File-Size – 37 MB

To Server Before 72 Hrs. After 72 Hrs. From Server Before 72 hrs. After 72 Hrs. Burn Test Burn Test Burn Test Burn Test Start Time: End Time:

Sorting of 30 Mb (Approx.) FoxBASE File

Before 72 Hrs. Burn Test After 72 Hrs. Burn Test Start Time: End Time: Difference:

47 ANNEXURE XI

NOTIFICATION No. 10/97-CENTRAL EXCISE New Delhi, the 1 st March, 1997 10 Phalguna, 1918 (Suku)

G.S.R. (E).-In Exercise of the powers conferred by sub-section (1) of section 5A of the Central Excise Act, 1944 ! of 1944), the Central Government, being satisfied that it is necessary in the public interest so to do, hereby exempts goods specified in column (3) of the Table below and falling under the Schedule to the Central Excise Tariff Act, (5 of 1986), from the whole of the duty of excise leviable thereon which is specified in the said Schedule, when supplied to the institutions specified in the corresponding entry in column (20 of the said Table, subject to the conditions specified in the corresponding entry in column (4) of the said Table.

TABLE

Sr. Name of the Institutions Description of Conditions No. goods (1) (2) (3) (4) 1. Public funded research (a) Scientific and (i) If the institution - institution or a university technical or an Indian Institute of instruments, (a) is a public funded research Technology or Indian apparatus, institution under the administrative Institute of Science, equipment control of the Department of Space or Bangalore or a Regional (including Department of Atomic Energy or the Engineering College, other computers): Defence research Development than a hospital Organization of the Government of (b) accessories India and produces a certificate to that and spare parts of effect from an officer not below the goods specified in rank of a Deputy Secretary to the (a0 above and Government of India in the concerned consumables: department to the manufacturer at the time of clearance of the specified goods; (c) Computer or software, Compact Disc-Read Only (b) is registered with the Government of Memory (CD- India in the Department of Scientific ROM), recorded and Industrial Research and the magnetic tapes, manufacturer produces at the time of microfilms, clearance, a certificate from the Head of microfiches, the institution in each case, certifying that the said “goods” are required for (d) Prototypes research purposes only.

(ii) The aggregate value of prototypes received by an institution does not exceed fifty thousand rupees.

48 2. Non-commercial research (a) Scientific and (i) the institution is registered with the institutions, other than a technical Government of India in the Department hospital instruments, of Scientific and Industrial Research; apparatus, equipment (ii) an officer not below the rank of a (including Deputy Secretary to the Government of computers); India in the said Department certifies in each case, that the institution is not (b) accessories engaged in any commercial activity and and spare parts that the institution is not engaged in any thereof and commercial activity and that the said consumables; goods are required for research p purposes only; (c) Computer software, Compact (iii) the goods are covered by a Pass- Disc-Read Only book issued by the said Department; Memory (CD- ROM), recorded (iv) the aggregate value of goods magnetic tapes, received under this exemption by an microfilms, institution does not exceed rupees two microfiches. crores in the case of consumables, rupees two crores in the case of (d) Prototypes consumables, rupees fifty thousand in case of prototypes and rupees five crores in other cases, in a financial year Explanation – For the purposes of this notification, the expression, - (a) “ Public funded research institution” means a research institution in the case of which not less than fifty per cent of recurring expenditure is met by the Central Government or the Government of any State of the administration of any Union Territory. (b) “University” means a university established or incorporated by or under a Central, State or Provincial Act and includes  an institution declared under section 3 of the University Grants Commission Act, 1956 (3 of 1956) to be a deemed university for the purposes of that Act;  an institution declared by Parliament by law to be an institution of national importance;  a college maintained by, or affiliated to, a University; (c) “Head” means –  in relation to an institution, the Director thereof (by whatever name called);  in relation to a University, the Registrar thereof (by whatever name called);  in relation to a college, the Principal thereof (by whatever name called); (d) “ Hospital” includes any Institution, Centre, Trust, Society, Association, Laboratory, Clinic or Maternity Home, which renders medical, surgical or diagnostic treatment. Sd/- (NAVNEET GOEL) UNDER SECRETARY TO THE GOVERNMENT OF INDIA

49 Annexure XII

GOVERNMENT OF INDIA Telegram : SCIENCTECH MINISTRY OF SCIENCE & Telephone : 667373, 662135 (PABX) TECHNOLOGY Telex : 73381, 73317, 73280 Department of Scientific & Industrial Research : 6863847, 6862418 Technology Bhavan, New Mehrauli Road, Email: [email protected] New Delhi 110016

Regn. No. TU/V/RG-CDE (419)/2001 October 13, 2003

Registration of a Public Funded Research Institution or a University or an Indian Institute of Technology or Indian Institute of Science, Bangalore or a Regional Engineering College, other than a Hospital for purposes of availing customs duty exemption in terms of Government Notification No. 51/96-Customs dated 23 July 1996 and Central Excise duty exemption in terms of Govt. Notification No. 10/97-Central Excise dated 1 March 1997 as amended from time to time.

CERTIFICATE OR REGISTRATION*

This is to certify that NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES, NEW DELHI is registered with the Department of Scientific and Industrial Research (DSIR) for purposes of availing customs duty exemption in terms of Government Notification No. 51/96-Cutsoms dated 23 July 1996 and Central Excise duty exemption in terms of Govt. Notification No. 10/97-Central Excise dated 1 March 1997 as amended from time to time.

This registration is valid 01.09.2001 to 31.08.2006.

Sd/- [Dr. V.V. SUBBA RAO] SCIENTIST - F

*Being issued in lieu of certificate No. TU/RG-CDE (419)/2001 dt. 14.09.2001, due to change in name of the Institution and merger of National Institute of Science Communication, New Delhi and Indian National Scientific Documentation Centre, New Delhi.