Page 1 of 95 KERALA STATE ELECTRICITY BOARD PART – I Tender No. SCM.36/2013-2014 Work:- Supply, Installation, Testing, Commissioning and Maintenance of Computer Systems and accessories (including warranty for three years and continued AMC for the next three years) at various Offices of Kerala State Electricity Board ORIGINAL / DUPLICATE / COPY Issued to: ……………………………………., ……………………………………., ……………………………………. Conditions of Tender & Pre-Qualification Bid (To be submitted in Envelope-II) Sd/- Chief Engineer (SCM) Ba\25.10.13 AE-2 -Tender\Computer - SCM. 36 -2013-14 -.doc Page 2 of 95 CONTENTS 1) Section - I - Conditions of Contract 2) Section - II - Pre-qualification Bid Page 3 of 95 KERALA STATE ELECTRICITY BOARD Office of the Chief Engineer (SCM) Vydyuthi Bhavanam, Pattom, Thiruvananthapuram – 695 004. Phone : 0471 – 2514484. E-mail:[email protected] No.TA.31/SCM Computer/2013-14/PCs&Accessories/ Dated /10/2013 Notice inviting Tender Tender No.SCM.36/2013-14 Sealed and Competitive Tenders in duplicate, are invited from Original Equipment Manufacturers/ Vendors of reputed brands of Personal Computer and Server Systems of state of the art technology, conforming to ISO:9001 and with high level of support facility in /near the location of installation, for Supply, Installation, Testing, Commissioning and Maintenance of Computer Systems and accessories (including warranty for three years and continued AMC for the next three years) of Servers, Personal Computer Systems and connected equipments in various offices of Kerala State Electricity Board in different locations of the State as per the details given in the Tender Document. Probable Amount of Contract : `5 Crore (Approx.) Earnest Money Deposit : `5 Lakh only Date of issue of Tender forms : Up to 15/11/2013 Last date & time of receipt of Tender : 29/11/2013, 1 pm Date & time of opening of PQ bid : 29/11/2013, 3 pm Kerala Government Public Sector Undertakings are exempted from furnishing Earnest Money Deposit. Tender forms and other details can be had from the office of the undersigned during office hours on all working days as mentioned above on written request. Cost of Tender forms shall be payable by DD drawn in favour of Chief Engineer (SCM), K.S.E.Board, Vydyuthi Bhavanam, Pattom, Thiruvananthapuram. Cost of Tender forms: Original + Duplicate - `39,375/- ( `37,500/- + KVAT 5%) Additional Copy - `13,125/- ( `12,500/- +KVAT 5%) All communication shall be addressed to the Chief Engineer (SCM) only. Further details, if any, required can be had from website of K.S.E.Board: www.kseboard. in . However the documents downloaded from website will not be accepted as the original documents for participating in the tender. The undersigned reserves the right to reject any or all the Tenders without assigning any reason. Tenders should be submitted in duplicate by Registered post / Speed post/ Hand delivery. Sd/- Chief Engineer (SCM) Ba\25.10.13 AE-2 -Tender\Computer - SCM. 36 -2013-14 -.doc Page 4 of 95 A) GENERAL INSTRUCTIONS :- 1) Name of work:- Supply, Installation, Testing, Commissioning and Maintenance of Computer Systems and accessories (including warranty for three years and continued AMC for the next three years) for various Offices of Kerala State Electricity Board. 2) Scope of the Tender:- Scope of the Tender shall include Supply, Installation, Testing, Commissioning and Maintenance of all components and materials as detailed in the Technical particulars including warranty for three years and continued Annual Maintenance Contract for the next three years. The supplier shall quote the annual rate for Annual Maintenance Contract (AMC) for three years after the expiry of three year warranty period separately (in Schedule-II of Price Bid). All accessories necessary for the Commissioning, Operation and Maintenance of the Computer System in the various offices (except Furniture and KSEB Mains power supply at a distance of below 1m from the location of installation) are also deemed to be included in the scope of supply without any additional cost to the Board. License fee, if any, for the software other than those mentioned in the tender which may be required to operate the equipments shall be to the Tenderer’s account along with any installation charge. Installation of OS will be the responsibility of the contractor. 3) Submission of Tender:- The Tenders are to be submitted in three separately sealed envelopes. The first envelope should contain the EMD as per clause-D.1 and Agreement in stamp paper in form given in Appendix-IV of General Conditions of Contract. This envelope should be superscribed “Envelope-I–EMD”. The second envelope should contain the Pre-qualification Bid along with all documents required to be submitted. This envelope should be superscribed “Envelope-II Pre-Qualification Bid and Conditions of Contract”. The third envelope should contain the Price Bid in the prescribed form. This envelope should be superscribed “Envelope-III–Price Bid”. The three envelopes should be put in one common envelope and sealed. The common envelope should be superscribed with the Full Tender No, Name of Work and the Date of Opening and should be addressed to the Chief Engineer (SCM), KSEB, Fourth floor, Vydyuthi Bhavanam, Pattom, Thiruvananthapuram – 695 004. The contents in Envelope-II and III should be submitted in duplicate. The Tenderer shall duly sign under seal on all the pages of the bid. Envelope-I:- • Earnest Money Deposit. • Agreement in format given in Part–I, Annexure-I/ Appendix-IV- General Conditions of contract. Envelope-II :- • Pre-qualification Bid and Documents signed on all pages under seal. • Documents to prove OEM/Authority if not OEM. • Letters from the manufacturers of bought out items authorizing the tenderer to deal with their products • Booklets/ pamphlets on products • Additional information on products • Power of Attorney authorizing the person to sign all the documents pertaining to this tender (in Stamp Paper worth Rs.300/-). Page 5 of 95 Envelope-III :- • Price Bid in Prescribed form. • Bid form in `100/- Kerala Stamp paper in the format given in Annexure-IV. The Tenderer should ensure that the envelopes are superscribed properly and verified for contents before sealing the covers . Tenderers alone will be responsible for any wrong submission of Tenders and such Tenders are liable to be rejected. 4) Opening of Tenders :- The Tenders will be opened on the date and time of opening, notified, in the presence of those tenderers or their authorised representatives who may be present at the time. After confirmation of the three envelopes in respect of all Tenderers, first one containing EMD and Agreement in format given in Annexure–I will be opened. Then the envelope containing the Pre-qualification Bid of those tenderers who have submitted EMD and agreement in format as specified in the tender will be opened. The price bid of those tenderers who were pre-qualified by the pre-qualification committee alone will be opened at a later date. The date of opening of price bid will be intimated to the pre-qualified bidder. 5) Unless accepted in writing, the conditions of the Tender document will be valid and no extension for submission of Tenders will be granted on any account. 6) The Board is not bound to accept the lowest offer and is having absolute right to reject any or all the tenders without assigning any reason. During evaluation of Price bids, if there is a tie in the all inclusive rate quoted by various firms, the basic price will be considered for arriving L1 . 7) Jurisdiction :- Even though the supply and installation is to be arranged in different locations of the State, the Court situated in Thiruvananthapuram City alone will have the right to entertain civil suits pertaining to this Contract. 8) The Tenderers are required to comply with the statutory requirements in respect of the Tender submitted by them. 9) The language of the Tender should be English and the corrections, if any, should be attested under seal. 10) The Tender should be submitted by the authorised signatory. Power of Attorney authorizing the person to sign all the documents pertaining to this tender shall be submitted in Envelope-II. 11) The Tenderers are to be aware of the conditions of the locations of supply and installation and should have a clear idea of the plan of action. 12) The Tenderer should be a reputed Original Equipment Manufacturer (OEM) or OEM Vendor having sound technical and financial capabilities and also having strong service network in Kerala. Documents to prove that the tenderer is an OEM/OEM vendor shall be submitted in Envelope-II . 13) The intending tenderer should have authorised service centres at all major towns in the State. The tenderer is required to submit in Form No.X along with the Pre- qualification Bid the full address including the telephone and fax numbers of the service centers at the above places. The list of technical service personnel and their qualifications in Form No.VII shall also be submitted along with the Pre- qualification Bid in the prescribed form. 14) Purchase Order for an additional quantity up to 25% over and above the original ordered or tendered quantity will be placed if the supplier is willing to supply the additional quantity at the same rates, terms and conditions of the original order and also accepts the Board’s refixation clause, viz., The materials if any, supplied after the scheduled delivery period noted in the order will be accepted only on Page 6 of 95 condition that price of such materials will be refixed taking into consideration the rate of new tender/Purchase Order of such materials on the date of actual supply, the rate as per the contractual delivery period or at the basic price as per this order, whichever is lower. The Chief Engineer’s decision in refixing the price will be final.