indian institute of management calcutta · 5. time & date of submission of tender up to 14:00...
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Tender Form No……..
INDIAN INSTITUTE OF MANAGEMENT CALCUTTA Diamond Harbour Road, Joka, D. H. Road, Kolkata –700104
Telephone: (91) (33) 2467-8300-8306/8313 Home Page: http://www.iimcal.ac.in
REVISED TENDER DOCUMENT
NAME OF WORK:- SUPPLY, INSTALLATION, TESTING, COMMISSIONING AND MAINTENANCE OF
IP SERVER BASED PBX TELEPHONE SYSTEM AT IIMC CAMPUS, JOKA
PRICE: Rs. 1000.00 (Rupees One Thousand) only,
Payable in the form of DD in favour of INDIAN INSTITUTE OF MANAGEMENT CALCUTTA
LAST DATE OF SUBMISSION: 14.09.2016 AT 02.00 p.m. OPENING DATE & TIME: 14.09.2016 AT 02.15 p.m.
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INDEX
SL. SECTION PARTICULARS PAGE NO.
1. I Time Schedule for Invitation of Tender 3
2. II Notice Inviting Tender 6
3. III Instruction to Bidders 7-17
4. IV General Conditions of Contract 18-27
5. V Scope of Contract 28
6. VI Terms & Conditions of Service Contract 29
7. VII Technical Specifications including Compliance Sheets 30-48
8. VIII Bill of Quantities 49-50
9. Annexure-A: Price Schedule-I, II, III & IV 51-53
11. Annexure-B: Bid Form 54
12. Annexure-C: Warranty to Quality 55
13. Annexure-D: Special Instructions to Bidders 56
15. Annexure- E: Undertaking to be submitted by the
bidder regarding black-listing etc. 57
16. Annexure- F: Letter of Authorization for attending bid opening
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SECTION-I
TIME SCHEDULE FOR INVITATION OF TENDERS
1. Tender Enquiry No. & Date
NIT/IIMC/Telephone/34/2016-17 dated 31st August, 2016
2. Date of Issue of Tender
31/08/2016
3. Price of Tender document Rs.1000.00 (Rupees One Thousand) only, payable in the form of DD in favour of Indian Institute of Management Calcutta
4. Time & Date of 1st Pre-Bid Meeting:
Time & Date of 2nd Pre-Bid Meeting:
At 14:30 hrs. on 05.08.2016 At 14:30 hrs. on 16.08.2016
(The tender document has been prepared after taking into consideration the discussions held during the pre-bid meetings)
5. Time & Date of submission of tender Up to 14:00 hours on 14.09.2016
6. (i)
Time & Date of the Opening of Technical Bid
At 14:15 hours on 14.09.2016
(ii) Time & Date of the Opening of Financial Bid
(To be intimated later)
7. Minimum validity of tender offered
90 days from the date of opening of the tender
8. Consignee of Equipments
Indian Institute of Management Calcutta, Joka
9. Price to be Quoted in
Price Schedule (Annexure-A)
10. Earnest Money Payable
Rs. 2,00,000.00 (Rupees Two lakhs) only payable in the form of DD in favour of Indian Institute of Management Calcutta
11. Description of Stores (600 Analog expandable up to 2000 in future + 200 IP) Lines IP PBX for IIM Calcutta, as per description in sections VII to IX of the bid document.
12. Delivery Schedule and Completion schedule
Delivery to be made within 60 days and completion of work in all respect including commissioning, within (60+20) i.e. 80 days from the date of issue of Work Order.
13. Liquidated Damages In case, supply is not received within the stipulated period indicated above, penalty shall be levied @ 1.0 % (One per cent) per week of the value of the material not yet supplied, subject to a maximum of 10 % (Ten per cent) of the value of contract.
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IIMC is recognized as a Scientific and Industrial Research Organization (SIRO) by the Department of Scientific and Industrial Research under the Scheme on Recognition of Scientific & Industrial Research Organizations (SIROs), 1988 vide F. No. 13/104/1990-TU-V dated 22nd December, 2015, which is valid for a period of three years w.e.f. 01.04.2015 to 31.03.2018. As such, IIMC is entitled to avail Custom/Excise Duty exemption on purchase of equipment, instruments, spares thereof, consumable etc. used for research & development.
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Eligibility criteria of the vendors for the work “Supply, Installation, Testing,
Commissioning and Maintenance of IP Server based PBX Telephone System at IIMC
Campus, Joka.”
(All relevant documentary proofs, duly certified by the bidder, need to be submitted):
1. Only Original Equipment Manufacturer (OEM) or their authorized dealers, having
expertise for installation of similar telephone/ communication system, are eligible to apply
for participation in the bid procedure.
2. The applicant should have at least 03 (Three) years’ experience in the relevant telephone/
communication system. The applicant should have their registered establishment in India for
at least last three years (Documentary proof to be attached) and should have their own
Service Centre at Kolkata for at least last three years, towards providing service support
infrastructure including local after-sales service facility along with availability of spare parts
etc. pertaining to the PBX system offered in the tender, for which documentary evidence has
to be submitted with the bid.
3. The average annual turnover of the applicant during the last three years (2013-14, 2014-15
and 2015-16) should be approximately Rs.5,00,00,000.00 (five crores) per year (Balance
sheet duly audited by a registered Chartered Accountant to be provided).
4. The applicant should have credentials for completion in independent status for at least two
(2) similar works through HP/IBM/DELL Server , each costing not less than Rs.30 Lakhs
(Rupees thirty Lakhs), during last three years.
5. The applicant should provide Satisfactory Performance Certificates from the Clients for
minimum two (2) jobs, along with client details including name, contact address, e-mail id,
telephone number etc.
6. The applicant should submit a list of the major installation jobs completed in reputed
organizations (Govt./Semi-Govt./Private) by them for similar system, with not less than 800
lines’ Exchange per job, using HP/IBM/DELL server preferably within India, during last
three (3) years.
7. The applicant should be an ISO certified organization.
8. Any past record of Black-listing during the period of last three years by any Govt./Semi
Govt./Reputed Private Organization will be considered as disqualification for the purpose of
enrolment in the list of pre-qualified bidder.
9. The applicant should have back to back agreement with the OEM for minimum seven years,
whose product is being offered in the tender. The OEM should have their registered
establishment in India for at least three years (Documentary proof to be attached).
10. The applicant should provide details (name, years of experience, qualification, mobile No.
etc.) of the Service Engineers, posted at Kolkata, on their payroll.
11. The applicant should furnish their company profiles containing all details of the Organization.
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(Terms and conditions of NIT (Notice Inviting Tender)
The offer should be submitted in three envelope system.
Envelope 1 should contain the Earnest Money Deposit in the prescribed format as mentioned in the NIT.
Envelope 2 should contain the technical compliance sheets, general terms and conditions of other aspects of the work as have been detailed in various Annexures of the tender documents.
Envelope 3 should contain the commercial/financial bid only in the prescribed format as mentioned in Annexure B of the tender document.
A bigger sealed envelope should contain all the above three sealed envelopes super-scribing in the top left hand corner of the cover as “Tender for Supply, Installation, Testing, Commissioning & Maintenance of IP Server based PBX Telephone System at IIMC Campus Joka”.
(i) Envelope 1 will be opened first. On ascertaining the valid EMD in Envelope 1, Technical Bid of the offer will be opened as per time schedule in presence of the participants. Evaluation of the technical bid will be done by IIMC and based on such evaluation report, names of the technically qualified vendors will be announced and intimated to the concerned vendors alongwith time-schedule for opening of commercial bids, through e-mail/letter.
(ii) Commercial bid of only those vendors, who have qualified in the technical evaluation of their bid, will be opened. Regarding selection of technically qualified vendors, the decision of IIMC will be treated as final and binding to the participating vendors.
(iii) Final award of tender will be considered based on techno-commercial evaluation of offer.
(iv) Rates should be quoted both in figures and words. Part offer, conditional offer or conditional rebate will not be considered for acceptance under any circumstances. Institute reserves right to reject any or all such offers without assigning any reason thereof. In case the space provided in the BOQ of tender is not considered as adequate to quote rate in both figure and words, enlarged copy of BOQ may be used. However, the original BOQ issued from this end should also be submitted in bank with the certification regarding submission of enlarged BOQ.
(v) Regarding completion time for the work, schedule as mentioned in the NIT should be adhered strictly.
(vi) Successful bidder should provide Performance Security against the contract as mentioned below, in the form of Performance Bank Guarantee (P.B.G) drawn on any Scheduled Bank, in favour of “Indian Institute of Management Calcutta” and payable at Kolkata in the prescribed format of the Institute. IIMC will retain the said B.G upto the warranty period of the contract. The validity of B.G should accordingly cover the period of warranty of the contract.
Performance Bank Guarantee amounting to 10% (ten percent) of the contract value should be
furnished by the vendor before release of the last 25% payment. However, in case of Dollar
payment by opening Letter of Credit, 15% (fifteen percent) Performance Bank Guarantee needs
to be furnished by the vendor.
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SECTION-II
NOTICE INVITING TENDER
Sealed tenders in two parts, Technical and Financial bids, are invited from the short- listed bidders, by Sr. Administrative Officer (Purchase), on behalf of the Director, IIMC for “Supply, Installation, Testing, Commissioning & Maintenance of IP Server based PBX Telephone System at IIMC Campus Joka”, as mentioned in Annexure-A :
1. Tender Enquiry No. & Date
NIT/IIMC/Telephone/34/2016-17 dated 31st August, 2016
2. Date of Issue of Tender
31.08.2016
3. Time & Date of Pre-Bid Meeting
Time & Date of 2nd Pre-Bid
Meeting
At 14:30 hrs. on 05.08.2016
At 14:30 hrs. on 16.08.2016
(The tender document has been prepared after taking into consideration the discussions held during the pre-bid meetings)
4. Time & Date of submission of tender
Up to 14:00 hours on 14.09.2016
5. (i) Time & Date of the Opening of Technical Bid
At 14:15 hours on 14.09.2016
(ii) Time & Date of the Opening of Financial Bid
(To be intimated later)
6. Minimum validity of tender offered
90 days from the date of opening
7. Consignee of Equipments
Indian Institute of Management Calcutta, Joka
8. Price to be Quoted in
Price Schedule (Annexure-A)
9. Earnest Money Payable
Rupees Two Lakhs (Rs.2,00,000/-), in the form of Demand Draft of any of the Scheduled Banks drawn in favour of “Indian Institute of Management Calcutta” and payable at Kolkata.
10. Description of Stores (600 Analog expandable up to 2000 in future + 200 IP) Lines IP PBX for IIM Calcutta, as per description in sections VII to IX of the bid document.
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SECTION-III
INSTRUCTIONS TO BIDDERS
1. Definitions:
i) The “IP PBX” means Call Manager Server (in redundant configuration), Media Gateway for all
analog extensions and PRI lines, and any other associated hardware/software.
ii) The “Purchaser” means the Sr. Administrative Officer (Purchase), IIM Calcutta acting on behalf
of IIM Calcutta.
iii) The “Bidder” means the individual or firm who/which participates in this tender and submits
bid.
iv) The “Supplier” means the individual or firm supplying the goods and services under the contract.
v) The “Goods” means all the equipment, machineries, and/or other materials that the supplier is
required to supply to the Purchaser under the contract.
vi)The “Services” means service contract for maintenance of the exchange supplied and
commissioned by the supplier.
vii) The “Purchase Order” means the order placed by the Purchaser on the supplier signed by the
Purchaser including all attachments and appendices thereto and all documents incorporated reference therein. The purchase order shall be deemed as “Contract” appearing in the document.
2. Cost of Bidding:
The Bidder shall bear all costs associated with the preparation and submission of the bid. The Purchaser will, in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.
3. Bid Documents:
3.1 The bid documents include: All the documents as mentioned below, except Sl. No. 8, should be submitted in the envelope containing Technical Bid.
1. Time Schedule for Invitation of Tender 2. Notice Inviting Tender 3. Instructions to Bidders 4. General Conditions of Contract 5. Terms & Conditions of Service Contract 6. Scope of Contract 7. Technical Specifications 8. Annexure-A : Price Schedules (To be submitted in the Financial Bid) 9. Annexure-B : Bid Form 10. Annexure-C : Warranty to Quality 11. Annexure-D : Special Instructions to Bidders 12. Annexure-E: Undertaking to be submitted by Bidder regarding blacklisting etc.
13. Annexure-F: Letter of Authorization for attending bid opening.
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3.2 The Bidder is expected to examine all instructions, forms, terms and specifications in the
bid Documents. Failure to furnish all information required as per the Bid Documents or
submission of bids not substantially responsive to Bid Documents in every respect will be
at the Bidder’s risk and shall be liable for summary rejection of the bid.
4. Amendment of Bid Documents:
4.1 At any time, prior to the date of submission of bids, the Purchaser may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Bidder, modify the bid documents by amendment.
4.2 The amendments shall be notified in writing or by email to all prospective Bidders
on the address intimated in the EOI submitted by the Bidder and these amendments will
be binding on them and no deviation thereafter will be acceptable under any circumstances.
4.3 In order to afford prospective Bidders, reasonable time in which to take the
amendments into account in preparing their bids, the Purchaser may, at its discretion, extend
the deadline for the submission of bids suitably.
5. Documents comprising the Bid:
The bid prepared by the Bidder shall comprise the following components:
i) Earnest Money Deposit (EMD) furnished in accordance with Clause-10.
ii) Documents establishing goods in conformity to bid documents in accordance with
Clause – 9.
iii) The bid form and price schedule completed in accordance with Clause-7 and 8.
iv) Individual signing on the bid or other documents connected with the contract shall
indicate the full name below the signature and must specify whether he is signing as:
a) A sole proprietor of the firm or constituted attorney of sole
proprietor.
b) A partner of the firm, in which case he must have authority to represent
for arbitration of disputes concerning the business of the partnership firm
either by virtue of the partnership agreement or power of attorney.
c) Constituted attorney of the firm, if it is a Supplier.
v) In case of 6.iv)-b) above, a copy of the partnership agreement or general power of
attorney, in either case, attested by a Notary Public, or affidavit on stamp paper of
all the partners admitting execution of the partnership agreement or the General
Power of attorney should have to be furnished.
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vi) In case of partnership firms, where no authority to refer dispute concerning
the business of the partnership has been conferred on any partner, the tender
offer and all other related documents should be signed by every partner of the firm.
vii) A person signing the tender form or any other documents forming the part of the
contract on behalf of another shall be deemed to a warranty that he has authority to sign
such documents and if, on enquiry it appears that the person has no authority to do so,
the Purchaser may, without prejudice to other civil and criminal remedies, cancel
the contract and make or authorize execution of contract/intended contract at the
risk and cost of such person and hold the signatory liable to the Purchaser for all cost
and damages arising from the cancellation of the contract including any loss which the
Purchaser may have on account of execution of contract /intended contract.
6. Bid Form:
6.1 The Price Bid shall be submitted in the bid form and the appropriate Price Schedule
in the format furnished in the Bid Documents, indicating the goods to be supplied, a brief
description of the goods, quantity and prices.
6.2 Incomplete Bids are liable to be summarily rejected.
7. Bid Prices:
7.1 The Bidder shall give the unit prices, total bid prices and other prices of the goods it
proposes to supply under the contract as per the price schedule given in Annexure-A of the
Bid Document.
7.2.1 The Bidder shall give the total composite price for supply of goods, inclusive of all levies
& taxes, packing and forwarding, freight and insurance. The basic unit price and other
component price need to be quoted individually indicating the goods if proposed to supply
under the contract as per price schedule given in Annexure-A. Price of incidental services
should be quoted separately.
7.2.2 The offer shall be in Indian Rupees or in US Dollar, (including the custom clearance of the
consignment). Dollar rate as announced by RBI on the date of opening of the Financial
Bid will be used for conversion and price comparison in Indian Rupees.
7.2.3 Price indicated on the price schedule shall be entered in the following manner:
i. The prices of the goods shall be quoted inclusive of all taxes such as VAT,
Service Tax etc. and other applicable taxes and levies already paid or payable,
insurance and suitable packing required for easy transportation. However, a
break-up of cost for the goods to be supplied must be mentioned, showing the
tax liabilities separately.
ii) The supplier shall quote as per price schedule given in Annexure-B for all the items
given therein.
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7.3 The all-inclusive prices quoted by the Bidder shall remain fixed during the period of
original delivery schedule and shall not be subject to variation on any account except as
provided in the contract. If any bid is submitted with an adjustable price, the bid will be
treated as non-responsive and rejected summarily.
7.4 The all-inclusive price quoted by the Bidder shall be in sufficient detail to enable the
Purchaser to arrive at the prices of the equipment/system offered.
7.5 Discount, if any, offered by the Bidders, shall not be considered unless it is
unconditional and specifically indicated in the price schedule. Bidders desiring to offer
discount shall, therefore, modify their offers suitably while quoting and shall quote clearly
net price taking all such factors like discount, free supply etc. into account. 8. Documents establishing Goods’ Conformity to Bid Documents:
8.1 Pursuant to Clause-6, the Bidder shall furnish, as part of his bid, documents
establishing the conformity of all goods and services that he proposes to supply under the
contract.
8.2 The documentary evidence of the “goods and services” in conformity to the Bid
Documents may be in the form of literature, drawings, date and he shall furnish:
i) A detailed description of the good’s technical and performance characteristics.
ii) A clause-by-clause compliance on the Purchaser’s Technical Specifications demonstrating
substantial responsiveness to the Technical Specification and Commercial Conditions. In case
of deviations, a statement of deviations and exceptions to the provision of the Technical
Specifications and Commercial Conditions shall be given by the Bidder. The deviations may
or may not be accepted by the Purchaser.
8.3 For purpose of compliance to be furnished pursuant of clause 9.2 above, the Bidder
shall note that the standards for workmanship, material and equipment and reference to brand
names or catalogue number, designated by the Purchaser in its Technical Specifications are
intended to be descriptive only not restrictive.
9. Bid Security (Earnest Money):
9.1 Pursuant to clause-6, the Bidder shall furnish, as part of his bid, bid security for an amount
equal to Rs.2,00,000/- (Rupees Two Lakhs only).
9.2 The Purchaser shall not pay any interest on the Earnest Money deposited.
9.3 The bid security is required to protect the Purchaser against the risk of Bidders’ conduct,
which would warrant the security’s forfeiture pursuant to Para 10.8.
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9.4 The bid security shall be in the form of Demand Draft in favour of “Indian Institute of
Management Calcutta” and payable at Kolkata.
9.5 A bid not secured in accordance with Para 10.1 to 10.4 shall be liable to be
summarily rejected by the Purchaser as non-responsive.
9.6 The bid security of the unsuccessful Bidder will be discharged/ returned promptly after the
expiry of the period of bid validity prescribed by the Purchaser pursuant to clause-11 but
not later than 90 days after the release of the Purchase Order in favour of the successful
Bidder.
9.7 The successful Bidders’ bid security will be discharged upon the Bidder’s
acceptance of the Purchase Order and furnishing the Performance Bank Guarantee, as
mentioned in Clause No. (vi) at Page No.5.
9.8 The full amount of the Earnest Money will be absolutely forfeited:
i) If a Bidder withdraws his bid during the bid validity period of 90 days.
ii) In the case of successful Bidder, if the Bidder fails:
a) To sign the contract in accordance with Clause-28 or
b) To furnish performance security in accordance with Clause-27.
iii) If the successful Bidder seeks modification in the bid in any form,
subsequent to opening of the tenders.
10. Period of Validity of Bid:
10.1 Bid shall remain valid for 90 days after the date of bid opening prescribed by the
Purchaser. A bid valid for a shorter period shall be rejected by the Purchaser as non-
responsive.
11. Format and Signing of Bid:
11.1 The Bid shall be typed or printed and shall be signed by the Bidder or a person or persons
duly authorized by the Bidder. A letter of authorization should be attached in the bid. All
pages of the original bid, except for un-amended printed literature, shall be signed by the
person or persons signing the bid. The bids submitted shall be properly sealed. Unsealed
bids are likely to be rejected.
11.2 The bid shall not contain corrections, erasures or overwriting except as necessary to
correct errors made by the Bidder, in which case such corrections shall be signed and
attested by the person or persons signing the bid on all copies of the bid.
12. Sealing and Marking of Bids:
12.1 The Bidders shall duly seal the bid.
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12.2 i) The outer envelope shall be addressed to:
Sr. Administrative Officer (Purchase),
Indian Institute of Management Calcutta.
ii)
Two inner and one outer cover shall bear the Tender Enquiry Number.
iii)
The inner and outer envelopes shall indicate the name and address of the
Bidder to enable the bid to be returned unopened in case it is declared
“LATE”.
iv)
Tenders shall either be sent by registered post or to be dropped in the box
kept in the office of the Sr. Administrative Officer (Purchase), Indian
Institute of Management Calcutta. No separate acknowledgment shall be
issued. The responsibility for ensuring that the outstation tenders are
delivered in time shall rest with the Bidder and the Purchaser shall not be
responsible in any manner, whatsoever.
v)
Bids delivered in person shall be delivered to the Sr. Administrative
Officer (Purchase), Indian Institute of Management Calcutta before 15:00
hrs. on the due date. The Purchaser will assure no responsibility for the
bid’s misplacement or premature opening if the outer envelope is not wax
sealed and marked as mentioned at Para 13.2(iii).
vi) Both Technical and Financial bids shall be submitted in separate envelopes,
duly sealed and both envelopes, alongwith the envelope containing the EMD,
shall again be enclosed in an outer envelope. Financial bid should be as per
the format in Annexure-B and all other relevant details called for with
documentary evidence including VAT & Service Tax Registration
Certificate, Technical Specification, clause-by-clause compliance and various
other details, shall be submitted in Technical bid.
13. Submission of Bids:
13.1 Bids must be received by the Purchaser on the address specified under Para 13.2 not later
than 14.00 hrs. on the due date of receipt of tender.
13.2 The Purchaser has the right to alter the time of submission of the bids and opening of
the bids at his discretion.
13.3 The Purchaser has the power to modify, alter any terms and conditions, as long as they are
uniformly applied to all.
14. Late Bids:
Any bid received by the Purchaser after the date and time for submission of bids
prescribed by the Purchaser shall be rejected and returned unopened to the Bidder.
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15. Opening of Bids by Purchaser:
15.1 The Purchaser shall open technical bids in the presence of Bidders or his
authorized representatives (Authorization to be submitted as per Annexure-F) who may
choose to attend at 14.15 hrs. on due date after ascertaining the EMD in Envelope 1 is in
proper format and valid. No offer will be opened without valid EMD.
15.2 The financial bid of technically pre-qualified bidders will be opened by the Purchaser in
the presence of Bidders or his authorized representatives who may choose to attend at a
date and time to be announced by the Purchaser.
15.3 Financial bid of only those Bidders whose technical bid is found acceptable by IIMC will be
opened as per time-schedule to be notified.
15.4 A maximum of two representatives for any Bidder shall be permitted to attend the bid
opening. The Bidder’s representatives who are present shall sign an attendance register.
15.5 The Bidder’s names and other details as the Purchaser, at its discretion, may consider
appropriate will be announced at the opening.
15.6 If the date of opening happens to be an incidental holiday, the bid will be accepted and
opened on the next working day till 14.00 hrs and at 14.15 hrs respectively.
16. Clarification of Bids:
16.1 To assist in the examination, evaluation and comparison of bids, the Purchaser may, at
its discretion, ask the Bidder for the clarification of its bid. The request for clarification and
response shall be in writing. However, no post-bid clarification at the initiative of the Bidder
shall be entertained.
16.2 The Institute does not bind itself to accept the lowest or any tender and reserves
to himself the right of accepting the whole or any part of the tender and of altering
the quantities offered and supplier shall supply the same at the rate quoted.
16.3 If terms and conditions in the Acceptance of Tender (Purchase Order) are in conflict
with terms and conditions outlined herein (invitation to tender), it is to be understood that
those in the Acceptance of Tender (Purchase Order) will govern. In the event of any
ambiguity or discrepancy, the same shall be explained and adjusted by the Purchaser.
16.4 The Purchaser shall have the right to cancel the contract wholly or in part, on account
of any decline, diminution, curtailment or stoppage of the works and in that event, this will
be mutually discussed and settled depending upon the Status of the contract.
16.5 During the period of contract, if so, desired by the Purchaser, the bidder shall visit the
Purchaser at such place as may be prescribed by the Purchaser for discussions on design
matters, progress, expenditure etc. at his own cost.
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17. Preliminary Evaluation:
17.1 Purchaser shall evaluate the bids in respect to the substantive responsiveness of the bid
or otherwise. Thereafter, the Purchaser shall carry out detailed evaluation of the
substantially responsive bids. The Purchaser shall evaluate the bids to determine whether
they are complete, whether all the technical compliance are met, whether any
computational errors have been made, whether required securities have been furnished,
whether the documents have been properly signed and whether the bids are generally in
order.
17.2 Arithmetical errors shall be rectified on the following basis:
If there is a discrepancy between the unit price and total price that is obtained by
multiplying the unit price and quantity, the unit price shall prevail and the Purchaser shall
correct the total price. When there is a difference between rates in figures and in words,
the rates which correspond to the amount worked out shall be taken as correct. If the Bidder
does not accept the correction of the errors, his bid shall be rejected.
17.3 Prior to the detailed evaluation, pursuant to Clause-21, the Purchaser will
determine the substantial bid, determined as per responsiveness of these clauses. A
substantially responsive bid is the one that conforms to all the terms & conditions of the
Bid Documents without material deviations. The Purchaser's determination of bid's
responsiveness is final and binding and it will be based on the contents and the materials
submitted by the Bidder itself, without recourse to extrinsic evidence.
17.4 The bids which are determined substantially non-responsive will be rejected by the
Purchaser and shall not, subsequent to the bid opening, be made responsive by the Bidder
by correction of the non-conformity.
17.5 The Purchaser may waive any minor error or non-conformity or irregularity in a bid, which
does not constitute a material deviation, provided such waiver does not prejudice or affect
the relative ranking of any Bidder.
18. Summary Rejection of Bids:
18.1 Any one or more of the following action/commission are likely to cause summary
rejection of bid:
i) Any bid received late without conclusive proof that it was delivered before the
specified closing time.
iii) Any bid not accompanied by required Earnest Money Deposit (EMD).
iv) Any bid received unsealed or improperly sealed.
v) Any conditional bid or bid with conditional rebate.
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v) Any bid in which rates have not been quoted in accordance with specified
formats/details as specified in the Bid Document.
vi) Any bid received without VAT, Reg. No. and Service Tax Registration No. etc.
vii) Any effort by a Bidder to influence the Purchaser in the bids evaluation, bid
comparison or contract award decision.
viii) Any bid received with period of validity of bid shorter than 90 days
19. Evaluation and Comparison of Substantially Responsive Bids:
19.1 The Purchaser shall evaluate in detail and compare the bids previously determined to be
substantially responsive pursuant to Clause-19.
19.2 The evaluation for selection of L1 vendor shall be carried out on the total of (Price
Schedule-I + Price Schedule-II + Price Schedule-III) inclusive of all taxes but excluding the
AMC cost. Bidder shall be required to offer the schedule of prices in the prescribed price
schedule format as per Annexure-A as a total composite price inclusive of all taxes. The
basic price and all other components need to be individually indicated in the price schedule.
The Purchase Order shall be issued based on composite price but shall indicate the basic
price for the purpose of VAT and Service Tax. The financial bids shall be evaluated on the
basis of the composite price and the quantity of the individual items.
20 Post Tender Offer and / or Contacting the Purchaser:
20.1 No Bidder shall try to influence the Purchaser on any matter relating to its bid from the time
of the bid opening till the time the contract is awarded.
20.2 Any effort by a Bidder to influence the Purchaser in the Purchaser’s bid
evaluation, bid comparison or contract award decisions shall result in the rejection of the
bid.
21. Purchaser’s Right to vary Tendered Quantities:
21.1 The Purchaser reserves the right at the time of award of contract to increase or decrease
by up to 25% of the quantity of goods and services specified in the Schedule of
Requirements without any change in unit price of the ordered quantity or other terms
and conditions.
21.2 For any add-on order, price will be fixed after adjusting the price according to the taxes and
duties as on date on such order.
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22. Purchaser’s Right to Accept Any Bid and to reject any or all the Bids:
i) The Purchaser does not bind himself to accept lowest or any other tender. The
Purchaser reserves the right to accept or reject any bid, and to annul the bidding
process and reject all bids, at any time prior to award of contract without
assigning any reason whatsoever and without thereto incurring any liability to the
affected Bidder or Bidders on the grounds for the Purchaser’s action.
ii) Period of Execution:
a. The stores as specified in this query are to be supplied as per time
period specified in the “Time Schedule”.
b. In case, it is not possible to agree to the time period as specified in this
query, the Bidders may indicate the time period that can be guaranteed by
them. However, the Purchaser is not bound to accept the modified period.
23. Placement of Order:
23.1 Prior to the expiration of the period of bid validity, Purchaser will notify the
successful Bidder in writing by registered letter, mail or fax, that its bid has been accepted.
23.2 Upon the successful Bidder’s furnishing of performance security pursuant to Clause-4 of the
“General Conditions of Contract”, the Purchaser will promptly notify the successful Bidder
and will discharge others’ bid security, pursuant to Clause-11.
24. Annulment of Award:
Failure of the successful Bidder to comply with the requirement of Clause-27 shall
constitute sufficient ground for the annulment of the award and forfeiture of the bid
security in which event the Purchaser may make the award to any other bidder at the
discretion of the Purchaser or call for new bids.
25. Post Tender Offers:
No post-bid clarifications, at the initiative of the Bidders, shall be entertained and any effort
by the Bidders to influence the Purchaser in the Purchaser’s bid evaluation, bid comparison
or award of contract shall result in rejection of the bid.
26. Price for Ordering:
26.1 Payment towards any increase or decrease of taxes and duties will be considered as per
prevailing revised rate published by the Competent Authority.
26.2 In case of delayed supplies after delivery period, the advantage of reduction of
taxes/duties shall be passed on to the Purchaser and no benefit of increase will be permitted
to the suppliers.
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27. Placement of Order on Counter Offer:
27.1 The Purchaser is not bound to award contract at the lowest price received in the Tender
and reserves the right to negotiate to decide on fair and reasonable price of the product
tendered.
27.2 All other terms and conditions of the tender shall remain operative even if a counter
offer rate is offered to the Bidders.
28. Signing of Contract:
28.1 The issue of Purchase order shall constitute the award of contract on the Bidder.
28.2 The Competent Authority shall enter into an agreement on behalf of The Purchaser. The
terms and conditions of the agreement will be based on the “General Conditions of
Contract” (Section IV). However, minor modifications, additions or deletions may be done
on mutual consent.
29. Quality Assurance Requirements:
All items of stores shall be tested by the Telephone Department or by the nominated
persons of the Institute, on receipt.
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SECTION-IV
GENERAL CONDITIONS OF CONTRACT
1. Application:
The General Conditions shall apply in contract by the Purchaser for the procurement of
goods and services.
2. Standards:
The quality of goods supplied under this contract shall conform to the standards prescribed
in the Technical Specifications and the additional specifications.
3. Patent Rights:
The Bidder shall indemnify the Purchaser against third party claims of infringement of
patent, trademark or industrial design rights arising from use of the goods or any part
thereof.
4. Performance Security:
4.1 Within 15 days after the Bidder’s receipt of the Purchase Order, the Bidder shall furnish
Performance Security equal to Ten (10) percent on the quoted value by the successful
bidder.
4.2 The proceeds of the Performance Security shall be payable to the Purchaser as
compensation for any loss resulting from the Bidder’s failure to complete its obligations
under the contract.
4.3 In case of failure to replace the supply of defective or inferior quality goods to the
Purchaser by Bidder, the performance security shall also be liable to be invoked and
absolutely forfeited for any losses / damages caused to or suffered by the Purchaser by
reason(s) of any breach by the Bidder or violation of any of the terms and agreement.
4.4 The Performance Security shall be in the form of Bank Guarantee in favour of Indian
Institute of Management Calcutta and payable at Kolkata issued by a Scheduled Bank and
in the form provided in the Bid Document.
4.5 The Bank Guarantee will be discharged by the concerned Department of the Institute after
completion of two years warranty period.
4.6 The said Performance security deposit shall be liable to be absolutely forfeited for any
losses/damages caused to or suffered by the Purchaser by reason(s) of any breach by the
Bidder due to violation of any of the terms and conditions of the service contract.
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5. Inspections:
5.1 Before furnishing any document bidder(s) are advised to undertake a visit to the site
(during the office hours, on working days) to analyze the site conditions and scope of work,
surroundings, etc., at their own cost and risk. IIMC will provide assistance to show the site
for which prior appointment needs to be taken from the Officer-In-Charge (Telephones),
I.I.M.C. No claims for incomplete assessments, scope of work and site conditions shall be
entertained at a later stage.
5.2 The Telephone Department or any representative of the Purchaser (I.I.M.C) has the right
to inspect the delivered materials for their conformity to the prescribed specifications. In
case the Institute decides to conduct any inspection at the factory premises of the Bidder,
all reasonable facilities and assistance, access to drawings and production data shall be
furnished to the authorized representative of the Institute at no charge to the Institute. All
travel and incidental expenses will be borne by Institute.
5.3 If any inspected goods fail to conform to the specifications, the Purchaser may
reject them and the Bidder shall either replace the rejection of goods or make all
alternations necessary to meet Specification requirements free of cost to the Purchaser.
If any equipment or material or any part thereof, before it is taken over, is found to be
defective or fails to fulfill the requirements of the contract, the authorized representative of
IIMC shall give the Bidder notice setting forth details of such defects or failure and the
Bidder shall make the defective equipment good or after the same to make it comply with
the requirements of the contract forthwith and in any case within a period not exceeding
three months of the initial report the replacement shall be made by the Bidder free of all
charges at site. Should it fail to do so within this time, the Purchaser reserves the
discretion to reject and replace at the cost of the Bidder the whole or any portion of the
equipments as the case may be which is defective or fails to fulfill the requirements of the
contract. The cost of any such replacement made by the Purchaser shall be deducted from
the amount payable to the Bidder.
5.4 Nothing in Clause-5 shall not in any way release the Bidder from any warranty or other
obligations under this contract.
5.5 Inspection etc. shall be as per the provision in the generic specifications attached to the
bid.
5.6 The Purchaser, subsequent to the Issue of Purchase Order, shall decide the
Inspection Authority.
6. Delivery of Goods and Documents:
6.1 Delivery of the goods and documents shall be made by the Bidder in accordance with the
terms specified by the Purchaser in the bid document as well as the Purchase Order and the
goods shall remain at the risk of the Bidder until delivery has been completed and the
Exchange has been commissioned.
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6.2 The delivery of the equipment shall commence and shall be completed within time
schedule as specified in schedule of requirements and or as stipulated in the Purchase Order
or amendments thereof. The time schedule shall be deemed to be the essence of the contract.
7. Technical Assistance:
7.1 The Bidder shall provide proper training (both Hardware & Software) to the Technical
Staff of the Telephone Department, for installation, operation and maintenance of the
system free of cost, as required by Telephone Department of IIMC.
7.2 The Bidder shall provide all training materials, documents (pertaining to both Hardware &
Software) and aids.
7.3 The Bidder shall also provide Operators’ training to all operators; user’s training to all
officers/staff & all Faculty members of IIMC free of cost as required by the Institute.
8 . Installation, Testing & Commissioning:
The Bidder shall quote separate price for installation, testing and commissioning of the
equipment that will include the cost of the following:
i. Unpacking, assembling and installing the equipments.
ii. Integration with the existing cable plan and PRI/BSNL/SIP Link. (as applicable)
iii. Providing complete trained manpower, hardware items for assembly and the tools
& plants for the installation & testing.
iv. Testing and commissioning.
No help in terms of manpower, tools etc. shall be provided by the Purchaser.
9. Annual Maintenance Contract:
(i) The Bidder shall enter into an Annual Maintenance Contract (AMC) for the comprehensive
maintenance of the IP PBX, after expiry of two years’ warranty. The Warranty period shall
commence after the “Comprehensive Proof of Concept”, which shall be for a period of 01
(one) month, after successful commissioning of the system. The successful bidder will have to
carry out comprehensive maintenance of the System for the first 05 (five) years, commencing from
the date of expiry of the warranty.
(ii) The Bidder shall be fully responsible for the manufacturers’ warranty in respect of proper design,
quality and workmanship of all the equipment, accessories etc. covered by the tender for a period of 24
months from the date of acceptance of the completion of the Job. The bidder at his own cost shall replace
defective equipment on site within 4 (four) hrs. The Bidder should carry necessary inventory of equipment
locally with this respect.
(iii)Subject to satisfactory performance, payment for the AMC will be made on quarterly basis, post-
completion of the said quarter.
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(iv) A Register will be maintained by the Telephone department with all fault logs, date and time.
After rectification of the above faults, representatives of the bidder and the Telephone department will
sign jointly with remarks (if any). The photocopy of the above reports should be attached with the
AMC bills for payment process.
(v) The Institute reserves the right to appoint another agency for Annual Maintenance contract,
if IIMC is not satisfied with the service provider.
(vi) One qualified Service Engineer/ Technician (not below a Diploma Holder in Telecom
Engineering) is to be stationed at the IIMC campus throughout the AMC period of 05 years, on 6 days x 8
hours/day basis and available on call basis thereafter. In case the supplier fails to provide an Engineer on
regular basis, necessary penalty will be imposed. Cost of the same should be included in the AMC
amount.
(vii) The cost of comprehensive AMC shall be inclusive of the cost of repair/ replacement/ up-
gradation of all the items of hardware including IP Phones & software, supplied under the main contract
for IP PBX. The Bidder shall provide all features, software and hardware upgrades as part of AMC.
(viii) To ensure uninterrupted services at all times without deterioration of the quality, throughout the AMC period, the Bidder shall keep in stock and maintain all required materials including PSUs, cards etc. at their Kolkata office as a ready stock in order to enable smooth functioning of the system and minimize the down-time. In case of failure to maintain the same, suitable penalty, as decided by the Competent Authority, shall be imposed on the Bidder.
(ix) Under this contract, the Bidder shall ensure that the IP PBX functions at all time, during the
period of AMC, without any deterioration or breakdown in the services.
(x) The payment in respect of AMC shall be made quarterly and preferably within 30 (thirty)
working days after the submission of the bill. For this purpose, the Bidder shall furnish the bill in
the first week of the next quarter.
(xi) In the event of failure to provide satisfactory maintenance support, the Institute shall be at
liberty to forfeit the payment for the affected period on pro-rata basis. The decision of the Institute in
this regard shall be final & binding on the Bidder.
(xii) If the dissatisfaction in maintenance support continues beyond one quarter, I.I.M.C shall be at
liberty to appoint another agency for AMC, in consultation with the OEM, if required.
(xiii) The Bidder shall enter into a back-to-back agreement with the OEM(s) for providing spares
and support for the period of 07 (2 years’ Warranty + 5 years’ AMC) years of contract. A copy of the
agreement should be attached in the Bid.
(xiv) In case of change of OEM during the contract period/during process of tendering, the bidder
will have to submit the above-mentioned back-to-back agreement with the new OEM.
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10. Warranty:
10.1 The Warranty period of two years shall commence after the “Comprehensive Proof of
Concept”, which shall be for a period of 01 (one) month after successful commissioning of the
system.
The Bidder shall provide warranty that all the items to be supplied shall be new and free from all
defects and faults in material, workmanship and manufacture and shall be of the highest grade,
consistent with the established and generally accepted standards for materials of the type ordered
and shall perform in full conformity with the specifications and drawings. The Bidder shall be
responsible for any defects that may develop under the condition provided by the Bidder and under
proper use arising from faulty materials, design or workmanship such as corrosion of the equipment,
inadequate quantity of material to meet equipment requirements, deficiencies in circuit design and
or otherwise and shall incorporate such defects at their own cost when called upon to do so by the
Purchaser who shall state about the defects in writing. This warranty shall survive inspection, for
acceptance of goods, but shall expire except in respect of complaints notified prior to such date, two
years from the date of commissioning of the IP PBX.
10.2. If it becomes necessary for the Bidder to replace or renew any defective portion/ portions of
the equipment under this clause, the provisions of the clause shall apply to the portion/portions of
equipment so replaced or renewed or until the end of the above mentioned warranty period of two
years, whichever may be later. If any defect is not remedied within a reasonable time, the Purchaser
may proceed to do the work at the Bidder’s risk and expenses, but without prejudice to any other rights
that the Purchaser may have against the Bidder in respect of such defects.
10.3 Replacement under warranty clause shall be made by the Bidder free of all charges at
site including freight, insurance and other incidental charges.
11. Payment Terms for Supply of Goods:
11.1 (i) In case of Import, the Letter of Credit will be opened in foreign currency directly in
favour of I.I.M.C. on F.O.B, IIM Calcutta campus basis. Insurance should be covered by the
bidder, up to IIM Calcutta. The custom duty, insurance, freight, as mentioned in the price
schedule, will be paid in Indian rupees.
(ii) In other case, 50% (fifty percent) of the cost of equipment wi l l be pa id on receipt of
stores at site and receipt of Physical Inspection Report. 25% (twenty five percent) will be
paid after installation and successful commissioning of the system. The remaining 25% (twenty
five percent) will be paid after expiry of the period of “Proof of Concept” for one month, after
commissioning of the system. Performance Bank Guarantee amounting to 10% (ten percent) of the
contract value should be furnished by the vendor before release of the last 25% payment. However,
in case of Dollar payment by opening Letter of Credit, 15% (fifteen percent) Performance Bank
Guarantee needs to be furnished.
(iii) The payment for AMC will be made quarterly in equal installment after the successful AMC
services are rendered during the period.
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(iv) In case IIMC requires to purchase any related item/accessories in future, no advance payment
will be made to the vendor.
11.2 VAT/ Service Tax shall be paid at the rate quoted by the firm or the prescribed rate, on
actual presentation of the original voucher.
In case, there is any revision in taxes and duties after submission of tender but before issue of
Purchase Order, the same shall be taken into account for the purpose of revision of the all-
inclusive price.
11.3 In case of delayed supplies, increase in taxes and other statutory duties/levies after the expiry
of the delivery date shall be to the Bidder’s account. However, benefit of any decrease in
these taxes/duties shall be passed on to the Purchaser.
11.4 No payment shall be made (for indigenous supplies) for goods rejected at the consignee’s
end due to some valid reason.
11.5 All materials shall be dispatched F.O.R. IIM Calcutta, in case of indigenous supplies, on
FREIGHT PAID BASIS only. The cost of transportation up to the site of installation
shall be borne by the Bidder.
11.6 If required, Excise Duty shall be paid on production of advance payment
Certificate from the Excise authority. The bidder shall give whenever such information is
sought for a satisfactory reply, within one month. Failure to give satisfactory reply shall
result in withholding of future payment of Excise duty to the bidder. The paying authority
also reserves the right to go through the personal ledger account of the Bidder.
12. Transit Insurance:
The Purchaser shall not pay separately for the transit insurance. The Bidder shall be
responsible for all kinds of losses i.e. loss due to theft, damage, shortage or any other
reason, till the receipt of entire quantity of stores in good condition by the consignee in
IIMC’s premises.
13. Prices:
13.1 Increase and decrease of taxes and duties will not affect the price during the originally
offered delivery schedule.
13.2 For any add-on order, price will be fixed after adjusting the price according to the taxes and
duties as on date of such order.
14. Changes in Purchase Order:
14.1 The Purchaser may at any time, by a written order given to the Bidder, make changes
within the general scope of the contract in any one or more of the following:
(i) Drawings, designs or specifications, where goods to be furnished under the
contract are to be specifically manufactured for the Purchaser.
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(ii) The method of transportation or packing.
(iii) The place of delivery.
(iv) The services to be provided by the Bidder.
14.2 If any such change causes an increase or decrease in the cost or the time required for
the execution of the contract, an equitable adjustment shall be made in the contract price or
delivery schedule or both and the contract shall accordingly be amended. Any proposal by
the Bidder for adjustment under this clause must be made within thirty days from the date of
receipt of the changes in the order.
15 Sub-Contract:
The Bidder cannot assign/ transfer and sub-contract its interests/ obligations under the
contract without the prior written permission of the Purchaser.
The Bidder shall notify the Purchaser in writing of all sub-contracts awarded under
this contract if not already specified in his bid. Such notification, in his original bid or later
shall not relieve the Bidder from any liability or obligation under the contract.
16 Protective Clause:
16.1 The Purchaser reserves the right to disqualify such Bidders who have a record of not
meeting the contractual obligations against earlier contracts entered into with prestigious
clients.
17. Delays in the Bidder’s Performance:
17.1 Delivery of the goods and performance of services shall be made by the Bidder in
accordance with the time schedule specified by the Purchaser in its Purchase Order.
17.2 Delay by the Bidder in the performance of its delivery obligations shall render the Bidder
liable to any or all of the following sanction, forfeiture of its performance security
imposition of liquidated damages and/or termination of the contract by default.
17.3 If at any time during performance of the contract, the Bidder should encounter
conditions impending timely delivery of the goods and performance of service, the
Bidder shall promptly notify to the Purchaser in writing of the fact of the delay, its
likely duration and its causes(s). As soon as practicable after receipt of the Bidder’s notice,
the Purchaser shall evaluate the situation and may at its discretion, extend the period for
performance of the contract, after mutual discussion with the Bidder.
17.4 In case of delayed supplies after delivery period, the advantage of reduction of
taxes/duties shall be passed on to the Purchaser and no benefit of increase will be permitted
to the Bidders.
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18. Liquidated Damages:
18.1 The date of delivery of the stores stipulated in the acceptance of tender should be deemed
to be essence of the contract and delivery must be completed not later than the date
specified therein. Extension will not be given except in exceptional circumstances. Should,
however, deliveries be made after expiry of the contract delivery period without prior
concurrence of the Purchaser, and be accepted by the consignee, such deliveries will
not deprive the Purchaser of his right to recover liquidated damages under Clause-18.2
below. However, when supply is made within 21 days of the contract original delivery
period, the consignee may accept the stores and in such cases the provision of clause-
18.2 will not apply. The grace period of 21 days shall be applicable only for delivery of
stores and not for inspection.
18.2 Should the Bidder fail to deliver the stores or any consignment thereof within the period
prescribed for delivery the Purchaser shall be entitled to recover 1% (one percent) of the
value of the delayed supply for each week of delay or part thereof, subject to maximum of
10% (ten percent) of the value of the delayed supply, provided that delayed portion of the
supply does not in any way hamper the commissioning of the other systems. Where the
delayed portion of the supply materially hampers installation and commissioning of the
systems, liquidated Damage Charges shall be levied by the Purchaser as above on total
value of the Purchase Order. Quantum of liquidated damages assessed and levied by the
Purchaser shall be final and not challengeable by the Bidder and also should not fall under
the preview of arbitration clause.
19. Force Majeure:
19.1 If at any time, during the continuance of this contract, the performance in whole or in
part by either party of any obligation under this contract shall be prevented or delayed
by reason of any war or hostility, acts of the public enemy, civil commotion, sabotage,
fires, floods, explosions, epidemics, quarantine restriction, strikes, lockouts or act of God
(hereinafter referred to as events) provided notice of happenings of any such eventuality
is given by either party to the other within 21 days from the date of occurrence thereof,
neither party shall be reason of such event be entitled to terminate this contract nor shall
either party have any such claim for damages against the other in respect of such non-
performance or delay in performance and deliveries under the contract shall be resumed
as soon as practicable after such event may come to an end or cease to exist and the
decision of the Purchaser as to whether the deliveries have been so resumed or not shall be
final and conclusive, provided further that if the performance in whole or part of any
obligation under this contract is prevented or delayed by reason of any such event for a
period exceeding 60 days either party may at his option terminate the contract.
19.2 Provided also that if the contract is terminated under this clause, the Purchaser shall be
at liberty to take over from the Bidder at a price to be fixed by the Purchaser, which shall be
final, all unused, undamaged and acceptable materials, bought out components and stores in
course of manufacture in possession of the Bidder at the time of such termination or such
portions thereof as the Purchaser may deem fit excepting such materials bought out
components and stores as the Bidder may with the concurrence of the Purchaser elect to
retain.
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20. Termination for Default:
20.1 The Purchaser may without prejudice to any other remedy for breach of contract by
written notice of default sent to the Bidder to terminate this contract in whole or in part:
i) If the Bidder fails to deliver any or all of the goods within the time period(s)
specified in the contract or any extension thereof granted by the Purchaser pursuant of Clause-5.
ii) If the Bidder fails to perform any other obligation(s) under the contract and
iii) If the Bidder, in either of the above circumstances, does not rectify his failure within a
period of 30 days (or such longer period as the Purchaser may authorize in writing) after receipt
of the default notice from the Purchaser.
20.2 In the event the Purchaser terminates the contract in whole or in part pursuant to Para 17.1,
the Purchaser may procure, upon such terms and in such manner, as it deems appropriate, goods
similar to those undelivered and the Bidder shall be liable to the Purchaser for any excess cost for
such similar goods. However, the Bidder shall continue performance of the contract to the extent,
being not terminated.
21. Termination for Insolvency:
The Purchaser may at any time terminate the contract by giving written notice to the Bidder, without
compensation to the Bidder, if the Bidder becomes bankrupt or otherwise insolvent as declared by the
competent court provided that such termination will not prejudice or affect any right to action or remedy
which has accrued or will accrue thereafter to the Purchaser.
22. Arbitration:
22.1 Except as otherwise provided elsewhere in the contract, if any dispute, difference, question
or disagreement or matter whatsoever, shall, before or after completion or abandonment of work or
during extended period, hereafter arises between the parties, as to the meaning, operation or effect
of the contract or out of or relating to the contract or breach thereof, shall be referred to the sole
arbitrator of the Institute, to be appointed by Director of IIMC, at the time of the dispute.
22.2 If the arbitrator, to whom the matter is originally referred, dies or refuses to act or resigns
for any reason from the position of arbitration, it shall be lawful for the Director of the Institute
to appoint another to act as arbitrator in the manner aforesaid. Such person shall be entitled to
proceed with reference from the stage at which it was left by his predecessor if both the parties
consent to this effect failing which the arbitrator shall be entitled to precede de-novo.
22.3 It is a term of the contract that the party invoking arbitration shall specify all disputes
to be referred to arbitration at the time of arbitration under the clause.
22.4 It is a term of the contract that the cost of arbitration shall be borne by the parties
themselves.
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22.5 The venue of arbitration shall be at Kolkata.
22.6 Subject as aforesaid the provisions of the Arbitration and Conciliation Act 1996 and any
statutory modifications or re-enactment thereof rules made thereunder and for the time being in
force shall apply to the arbitration proceedings under this clause.
23. Infrastructure Capability:
The quotations received from manufacturers, authorized dealers or Bidders should give full details
of their infrastructure and other technical and mechanical details and capacity in support of their
bids and the substantial responsiveness of their bids would be decided on critical/technical
evaluation by the Purchaser either by conducting appropriate survey or by technical evaluation
of the bid by a Technical Evaluation Committee to be constituted for its purpose.
23.1 The Purchaser may, if it considers necessary, seek clarification from the Bidder on their
technical and financial offers and can obtain such clarifications in writing by sending queries. No
verbal communication or other measures are to be made.
23.2 The VAT and Service Tax registration certificate is to be enclosed along with the bid
invariably showing the details of items for the manufacturing of which or for sales or resale of
which the firm is registered with the VAT authority, to enable the Purchaser to verify the nature
and the type of business of the firm participating in the tender, for arriving at the eligibility
criterion of selection of technically, financially and commercially responsive bids. Non-
submission of such certificate and details constitute serious deviation of the tender conditions.
*************
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SECTION – V
Scope of Contract 1.0 The bid is invited in respect of the following: Supply, installation, testing &
commissioning and maintenance of the IP PBX (Media Gateway) along with specified number of lines.
2.0 Annual Maintenance Contract for IP PBX for five (05) years, after expiry of warranty
period of two (2) years. The warranty period shall commence immediately after the expiry
of the Proof of Concept, which is for one month after commissioning of the system. The
Bidder shall offer the following services to the subscriber:
Sl. No.
Particulars of Services
Frequency
i) Maintenance of lines and subscriber instruments (Analog/ VoIP/Digital/IP etc.)
Attend/resolve within 3 (three) hours
after the complaint registered by
mail/telephone call on all working days.
(Maintenance service for emergency
lines is to be provided f o r 24 hours
on all days including Gazetted
Holidays. This service is to be
provided on a need basis, as and when
required)
ii) a) Any break-down call reported by Phone
call/ by mail.
b) Other fault but not breakdown
a) To be rectified within 3 (three) hours on all days of the week including all Gazetted holidays. b) Other faults but not breakdown shall be attended & rectified within 4 hours.
iii) Thorough servicing Once in a month, total servicing of all the Exchanges, including servers alongwith other related jobs.
iv) Dusting for all Exchanges alongwith all control & peripheral cards/checking of all types of voltage/ thorough check-up of Software & Hardware for all Exchanges
Should be done monthly and recorded in a register of Telephone Department at IIM Calcutta.
v) Provision of one skilled and qualified Service Engineer/Technician (not below a Diploma Holder in Telecom Engineering).
To be stationed at the IIMC campus throughout the AMC period of 05 years, on 6 days x 8 hours/day basis and available on call basis thereafter.
3.0 Comprehensive Annual Maintenance Contract including cost of spares and supplied
items, up-gradation of hardware & software etc. for 05 years from the date of expiry of
two years’ warranty period. If IIMC is not satisfied with existing service provider, then
OEM should extend support through any alternative authorized vendor at the same cost in
consultation with the Officer-In-Charge, Telephone Department, IIMC.
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SECTION – VI
Terms & Conditions of Service Contract
1.0 If the Bidder does not commence any work in the manner described in the
contract document or if at any time in the opinion of the Institute:-
i) Fails to carry out the works in conformity with the contract document.
Or
ii) Substantially suspends the work without authority from the Institute.
Or
iii) Fails to carry out and execute the works to the satisfaction of the Institute.
Or
iv) Commits or suffers, or permits breach of any other kind, or observes or persists in
any of the above mentioned breaches of the contract, after notice in writing
shall have been given to the Bidder by the Institute requiring such breach to be
remedied.
Or
vi) If the Bidder abandons the works.
Then in any such case, the Institute shall have the power to enter upon the
premises and take possession thereof and of the materials in stock thereon and to
rescind the contract, and to carry on with the works by the Bidder’s workmen and
the supervisors, as the Institute in its absolute discretion may think proper,
without making any payment to the Bidder.
2.0 The Telephone Exchange premises shall be in possession of the Institute and the Bidder
and its personnel shall be only permitted to enter the premises to maintain the
Telecommunication Services. Whenever the service contract is terminated or concluded
and the Institute decides that the Bidder shall not run the services any more, the Institute
will be entitled to restrain the Bidder and its personnel from entering the Exchange
premises and IIM Calcutta Campus.
3.0 The Officer-in-Charge shall endorse the following certificate on the Maintenance bills,
before passing the bill for payment:
“Certified that the services during the period of the bill have been carried out as per the
scope, terms & conditions of the contract and to the entire satisfaction of the subscribers”.
4.0 The Bidder shall be responsible for the proper behavior of all the personnel employed
on the work and shall exercise a proper degree of control over them. In particular and
without prejudice to the said generality, the Bidder shall be bound to prohibit and prevent
any personnel from trespassing/ acting in any way detrimental or prejudicial to the interests
of the community or of the Institute. The Bidder shall be responsible thereof and relieve the
Institute of all-consequent claims or actions for damages or injury whatsoever. The decision
of the Institute upon any matter arising under this clause shall be final and binding on the
Bidder.
30
SECTION – VII
Technical Specifications
for
Server Base / IP PBX Telephone System
IIMC desires to deploy a latest SIP (Session Initiation Protocol) enabled IP Based communication
server, fully modular and fully non-blocking type, having distributed Server-Gateway architecture.
Full feature transparency of the Newly Installed System, CLI facility, ISDN PRI, trunks to provide
Level-DID together with all latest features and configuration of a modern Communication Server.
Supply, installation and commissioning of IP Server Based PBX Telephone System associated with
four remote/local units (RLU/Switch)) + one HIPATH-4000 (MDC). We would require 600 (Six
hundred) expandable up to 2000 analog for future and 200 (Two hundred) IP connections with
provision for future expansion alongwith comprehensive maintenance after the end of two years’
warranty as mentioned in details in the scope of the tender.
31
A. PART ONE : TECHNICAL PART
TECHNICAL BID
(To be submitted in a separate sealed Cover-I super scribed as “Technical Bid”.
The documents submitted should be self-attested)
1. Name & Address of the manufacturer (OEM) and their authorized
dealers/distributors/agency with name, email and telephone/mobile no.
2. Specify whether your firm/company is a manufacturer/authorized
dealer/distributor/Agency
3. Name, Address & Designation of the authorized person (Sole
proprietor/Partner/Director)
4. Have you previously supplied these items to any government/reputed private
organization? If yes, attach the relevant proof.
5. Please attach copy of your company’s Income Tax Return for last 3 years.
6 Please attach copy of balance sheet (duly audited and certified by Chartered
Accountant) for last three (3) years.
7. PAN No. (Please attach copy)
8. VAT/Service Tax Registration Number (Please attach copy)
9. Acceptance of terms & conditions attached (Yes/No). Please sign each page
of terms and conditions as token of acceptance and submit as part of tender
document with Technical Bid. Otherwise your Tender will be rejected.
10. Power of Attorney/authorization for signing the bid documents, if applicable.
11. Details of the DD for Bid Security (EMD) for an amount Rs.2, 00,000.00 in
favour of “INDIAN INSTITUTE OF MANAGEMENT CALCUTTA”.
DD No :
Date :
Payable at: Kolkata
Detail of cost of
Tender for Rs. 1000/-
(One Thousand)
[if downloaded from
website,
DD No.
Date :
Payable at: Kolkata]
Signature/Seal of Bidder
32
1. REQUIREMENTS
1.1. General Requirement:
a) The bidder must be a reputed manufacturer (OEM) or it’s Authorized Representative for
installation of such System. In case of Authorized Representative, a Letter of Authorization
from OEM, specific to the tender should be enclosed. The bids received without authority are
liable to be rejected. OEM and bidder should submitt at least 07 (seven) years’ service
agreement (service comfort letter) to IIMC for providing service support.
b) The Original Equipment Manufacturer (OEM) should have direct presence in India and they
must have service operation in Kolkata alongwith spare depot, for at least last three years (proof
to be attached).
c) Bidders must submit point-wise Compliance/Deviation statement against each point mentioned
in eligibility criteria and technical specification of the system. Documentary evidence / Data
sheets must be submitted along with offer, wherever it is mentioned, without which the bid shall
not be considered for evaluation and liable to be rejected as Non-responsive bid.
1.2. General Architecture and System Requirement:
a) The proposed PBX System shall be state of art, server and gateway based technology supporting
convergence of Voice, Data, Video and other Value Added Services like Multimedia Call
Handling, Voice Fax & e-mail integration.
b) The Switching system of the PBX should be designed with IP at the core, allowing fully
distributed IP solutions across data networks. It should support 100% IP or a hybrid of
IP/Analog/Digital technologies.
c) The System should support IP Communication Devices (wired and wireless) e.g. IP Phones
(Hard and Soft phones), Mobile IP Phones, multimedia PCs, SIP phones, Video phones (Hard &
soft Phone).
d) The system should support third party open standard phones like Voice SIP phone, Video SIP
phone ( Hard & Soft), Mobile (Wi-Fi), SIP & Analog phones etc. There should not be a card
based solution for IP phones and the IP phones should directly register with the server and not
with the Gateway. The gateway should be used for Analog/TDM/Digital and other connectivity.
The system should have support for intranet & internet Telephone calling from day one. e) The entire network shall be centrally administered for any moves/additions/changes i.e. if a new
numbering scheme is required to be implemented at a gateway in any other location, or an extension no. is to be changed, the same should be possible to be done centrally.
f) Any fault across network should be diagnosed & even rectified immediately. g) All features/functionality will be same across network. There should not be any need to deploy
applications separately at each example. For Example, if voice mail or unified communications application etc. is deployed at A Block, Main Exchange Room, the user can be of any location.
h) The Communication Architecture should be of Server-Gateway type to facilitate a true
distributed architecture with centralized and distributed call control over the IP backbone. Fully non-blocking for the designed capacity. The IP PBX must be highly reliable ensuring uptime at least 99.99%.
33
i) Proprietary Operating system is not acceptable. The system is to be provided with Open standard operating system like LINUX to provide High Performance, very high level of Security, enhanced functionality & rich feature set. Any 3
rd party application which improves
business process should be easily integrated with the call manager with the help of Open Standard SIP. The system will be based on open standards and must have in-built support for SIP.
j) Server at central location shall reside external to the Gateway and shall not be plugged inside the Gateway for better fault isolation and thereby enhancing redundancy of the system.
k) System should be able to connect existing DSLAM Switches and to provide seamless
connectivity with the Institute LAN connectivity at Residential area, when required.
l) The offered IP PBX should be capable to be configured to support/interwork with 3rd party PBX on QSIG protocol (PRI).
m) Complete voice network should work as single integrated network.
2. ESSENTIAL FEATURES:
1. Seamless Integrity amongst all three Gate-ways + one (HIPATH-4000, 30 channel through PRI)
remote Media Gate way together with (1) Main Media Gateway.
2. Call hunting facilities for all telephones terminating at the Main IP Server Based PBX
Telephone System.
3. Caller ID Storage for missed calls.
4. Caller ID (both incoming and outgoing numbers) display for all extensions.
5. Suspended call waiting & Reclaim call.
6. Last Number Redial, Account Code & Authorization code.
7. Internal Music on Hold & External Music on hold Support.
8. Bridged Appearance with group Paging.
9. Malicious call trace.
10. Two Operator–cum-Attendant Consoles for incoming call distributions on prorate basis.
11. Centralized call billing system.
12. Instrument locking for preventing outgoing calls for all intercom telephone numbers.
13. Call forwarding on no answer or busy.
14. Flexible numbering Scheme.
15. Block or Allow Selective External numbers.
16. Time of Day/and Date routing of Call.
17. Pulse / tone on both mode conversions.
18. Emergency dialing facility.
19. Surge protection for all telephone exchanges / switches and all telephone extensions.
20. Abbreviated dialing facility minimum 100 nos.
21. Dialing facility for Direct Inward Dialing (DID).
22. Group as well as direct call pickup.
23. Password protection of voice mail & outgoing calls.
24. Facility for Fax connection in every Remote switches including Main switch.
25. Executive Overwrite facility
34
3. TECHNICAL REQUIREMENTS FOR REMOTE GATEWAY (Media Gateway):
1) System Platform: The IP-Based PBX system must provide a truly open platform supporting all
major existing & emerging standards and powerful network management function to provide
the ultimate flexibility.
2) System Flexibility: The IP-Based PBX system should provide maximum flexibility to the user
in terms of Expansion, Programming and Numbering Scheme.
a) Choose the modules with the functions actually needed.
b) Structure the system according to available space.
c) Expansion of the system should be easy & less expensive
3) The system should have the option to connect Battery for backup in case of AC Power supply is
used.
4) The system should be totally 100% non-Blocking.
5) System shall be based on Universal port architecture and it shall not impose any restriction
whatsoever in terms of slots usage for a particular functional benefit.
6) The system should have preferably on board resources for DTMF; web based remote
maintenance, alarm and paging interface. This is required so that system does not occupy any of
the universal slots.
7) The system should be ready for CO, ISDN PRI, SIP (IP TRUNK without additional hardware)
interface cards in any of the universal slots of the system without any external interfaces or
adapters.
8) Numbering scheme shall be flexible / user friendly and programmable between 2 to 6 digits as
per requirements. It shall be possible to add or block the number of digits dialed by the
subscriber / operator as per requirements. All media gateways should work with existing data
networks.
9) Technical Parameters of the Gateway
19” Inch rack Mountable
Electrical : 230V regulated UPS power to be supplied by IIMC
CTI interface : RS 232 C or 10/100/1000 Base T
Environment : Heat Cooling : Fan Tray / Convection
Heat Dissipation: Vendor to mention
Operating Humidity : 20- 80% Relative Non Condensing
Operating Temperature : (0 – 45)◦C
Storage: 20 degree C to +70 degree C
10) Server at central location shall reside external to the Gateway and shall not be plugged inside
the Gateway for better fault isolation and thereby enhancing redundancy of the system.
11) Protocols Support:
Shall support following signaling Protocols:
ISDN PRI
ISDN BRI
VOIP supporting SIP
All the Common Signaling Standards adopted for ISDN / Non-ISDN connections to PSTN
(Public switching Telephone Network).
35
12) Configuration of Media gateway at various locations
The Gateway should be equipped with the following minimum configuration. No added
advantage will be given for additional capacities.
a) Analog CLI extensions
b) Analog CLI Trunks &
c) Digital CLI extensions, SIP & ISDN PRI
d) With two Ethernet Port minimum: with NIC 10/100/1000
e) IP extensions
f) pair with protection IPMs
g) With all Peripheral cards
h) With all duplicated control
4. TECHNICAL SPECIFICATION OF CALL CONTROL SERVER (IP SERVER)
(HP/IBM/DELL):
Servers hosting the telephony software shall be deployed in duplicated mode. Operating
system as required by OEM. Each of the servers should be equipped with or support:
a) Intel Xeon with 2.6 GHZ Octa Core processor
b) Linux OS
c) 12 GB RAM minimum DDR-4, 2400/3200 MHz
d) 1 TB storage minimum, SAS
e) Integrated PCI 3.0 slots minimum
f) RAID 5
g) Hot pluggable HDD
h) Redundant PSU
i) Rack mountable
j) The IP server should support IPv6.
k) 2 x 10/100/1000 NIC,
l) Keyboard, Mouse & 21” colour Monitor
5. TECHNICAL SPECIFICATION OF PC BASED OPERATOR CONSOLE:
The solution shall be provided with highly featured screen based operator’s application along
with IP Phone. This solution shall be capable of being centralized and distributed across
multiple locations. This application is required for attendants to manage high volumes of calls,
internal and external in a highly efficient manner .The solution shall specifically support the
functionality detailed below. All features shall be available from a screen based operator
console. Documentary evidence should be submitted for all features and functionalities
mentioned below:
a) The operator’s application shall integrate seamlessly with the system directory which shall be
accessible in a searchable format from the operator console. A window should pop up
automatically where the attendant can see activity and contact profile of the extension being
called.
b) Directory Integration (Multiple Queues External, Internal, Recall, Emergency etc.). This
feature shall support the prioritization of emergency calls.
c) Queue Threshold Alarms
d) Call queues monitoring minimum 6 calls on queue
36
e) Call Transfer ( Supervised and Unsupervised)
f) Call return on no answer, Call Split and Hold
g) Call Information Display (Calling party and called party)
h) Display of Extension status
i) Dial by name from Directory
j) Directory search by Name, Department, Keyword, Best match
k) Call return on no answer to operator who originally handled the call
l) Centralised receptionist
m) Executive overwrite facility
n) Incoming, outgoing, Missed Call details (Minimum 100 nos.)
o) Minimum fault diagnosis & solvation through Operator Console.
Software application should display following information in Screen:
Call handling fields, First-party call field, Routed calls field, Calls on hold field,
Waiting queues fields, Context-sensitive soft keys, Station status, Busy lamp field
window, System or user programmable keys window, Menu bar
Menu Bar should display Application activate, Activate/Deactivate Microphone,
Speaker and switch to hands free
Should display Icons for Phone, Fax, Hunt groups etc to indicate Idle state , including
Busy with internal party, Busy with external party , Absent or Do not disturb
information.
Technical Specification of PC for Operator console (make – HP/DELL)
a) Intel Core i5
b) Intel Chipset
c) Integrated graphics card
d) Microsoft Windows 10 64-bit (will be supplied by IIMC)
e) Supports 8 GB RAM
f) 4 number of USB 2.0/3.0 ports
g) Dual NIC 10/100/1000
h) Minimum 1TB HDD
i) 21” Monitor
j) Standard Keyboard
k) USB Mouse
l) Acoustic Speakers
m) USB Headphone with mike boom (Plantronics/Jabra) and hand-set
n) IIMC requires duplicate backup copy of software for server, console and billing unit (02
copies each).
o) Antivirus (will be supplied by IIMC)
6. TECHNICAL SPECIFICATION OF PC FOR CALL BILLING DETAIL
SOFTWARE (HP/DELL)
a) Intel Core i5
b) Intel Chipset
c) Integrated graphics card
d) Microsoft Windows 10 64-bit (will be supplied by IIMC)
37
e) Supports 16GB RAM
f) 4 number of USB 2.0/3.0 ports
g) NIC 10/100/1000
h) Minimum 1TB HDD
i) 21” Monitor
j) Standard Keyboard
k) USB Mouse
l) Acoustic Speakers
m) Anti-Virus (will be supplied by IIMC)
7. TECHNICAL SPECIFICATION OF LAPTOP FOR ADMINISTRATION
CONSOLE (HP/DELL)
a) Intel Core i5
b) Intel Chipset
c) Integrated graphics card
d) Microsoft Windows 10 64-bit(will be supplied by IIMC)
e) Supports 16GB RAM or more
f) 2 number of USB 2.0/3.0 ports
g) NIC 10/100/1000
h) Minimum 1TB HDD
i) Min 15” screen size
j) Antivirus (will be supplied by IIMC)
8. TECHNICAL SPECIFICATION OF IP PHONE (SAME MAKE AS IP PBX
FROM OEM ONLY, WE CAN USE IP PHONE OF OTHER AGENCIES
ALSO)
a) At least 3 Line Display
b) Integrated dual LAN mini-switch
c) Two way hands free talking
d) Power over Ethernet support (IP Phone Feature)
e) Support for G.711, G.729 a/b, G.722
f) Support for headset
g) Voice Encryption (needs to be provided from Day 1)
h) LDAP(Lightweight Directory Access Protocols) synchronization
i) Call Log (Call History)
j) Minimum 6 fixed function Keys
k) At least 5 freely programmable soft keys
l) Must support messaging and voice mail
m) NIC 10/100/1000
n) The IP phone should have all necessary SIP features of the offered
communication manager system.
38
9. TECHNICAL SPECIFICATION OF MDF (MAKE – KRONE)
Required sets of MDF accessories of required capacities shall be supplied, installed and
commissioned satisfactorily. The job includes the Supply, Installation, Testing and
Commissioning of connection modules of suitable capacity, fitted with Integrated Protection
Module (IPM) on all lines and stainless steel back-mount with acrylic cover on these modules.
The job also covers supply, laying and termination of all MDF cables from proposed system to
MDF in required cable racks/trenches. The cable shall be laid on cable rack/trenches in such
manner that rodent entry is blocked. The job also includes necessary civil and fabrication job
required to complete the project in all respect.
10. TECHNICAL SPECIFICATION OF RACK (MAKE: VALRACK, APW)
The racks will be as per rack height unit –”U” as demanded by the gateway chassis units
required at each location with provision free slots. The 19” network enclosures / racks shall
accommodate the Main Communication Server, Gateways, Ethernet switches; Unified
Messaging Server (If a bidder’s UM requires to be hosted in a server and not a high end PC).
All the different kind of components shall have atleast 1 U gap in-between them. The 19”
network enclosure / rack shall have fitted with at least 2 Nos. of Cooling fans, fitted with castor
wheels, metallic / glass front door, rear side should be of perforated steel sheet so as to
provision for ventilation, mechanical access control for locking and unlocking, appropriate
arrangements for providing cable paths so as to maintain aesthetics as well as provide ease of
working.
39
11. COMPLIANCE SHEET:
Sl.
No
Specifications of IP PBX Systems
Whether
features in
Basic Model
(Yes/No)
Remarks
01. System Architecture and Design
(a) The system should be based on server-gateway architecture
running on Linux OS supporting IP, Analog Digital and IP
Extensions. Servers are to be deployed in dual redundant
configuration geographically (Hot Stand-by/ Active-Active
mode i.e. ongoing calls should not drop).
(b) The IP server(s) should be of industry standard make like
HP/ DELL/IBM etc.
(c) System should provide call control mobility, internal and
external messaging supporting server.
(d) The system should support standards-based multi-site
networking, SIP trunks or advanced networking, to
interoperate with other EPABX's, allowing feature
transparency.
(e) The redundant server must have separate hardware, not
sharing elements like hard drives and RAM etc., to avoid a
single point of failure.
(f) System Should support from day one IP Phones (hard and
soft phones), Mobile IP phones (over Wi-Fi or 3G or latest),
soft clients on multimedia PCs, SIP phones, ISDN phones
etc.,
(g) The system should be scalable, distributable and modular.
(h) The system should have in-built 2 port auto-sensing
10/100/1000 Mbps LAN Switch.
(i) System should support legacy TDM communication
devices i.e. digital and analog 2 Wire telephone instruments
with Caller-id, Fax, modems etc.)
(j) The system should support SIP/PRI/CO Analog Trunks (IP
TRUNK without additional hardware) interface cards in
any of the universal slots of the system without any external
interfaces or adapters.
(k) The system should have internal MOH (Music on Hold),
which should be uploaded using the .Wav file and should
have an audio input port for external MOH connectivity
(l) System should support standards-based CTI integration
with 3rd party applications
(m) The system should support Vow LAN,
systems(GSM/CDMA gateways)
(n) The system should have voice encoding the following
standards:-
(i) G.711
40
(ii) G.729A/G7.22 WIDE BAND AUDIO
or latest /advance technique.
(o) The system should be suitable to accommodate both Pulse
(DP) and DTMF telephones.
(p) The system should support both IP/TDM DECT technology
and from same OEM
(q) The IP server & software should support IPv6.
02. System Capacity
(a) System should support 2200 users in any mix of IP, Digital,
and Analog.
(b) System should support 60 SIP trunks or more.
(c) System should support Voice Messaging ports for all users.
(d) System should support 12 x 4 audio conferencing ports or
any combination.
03. System Management
(a) System should support SNMP based network management
(b) In case SNMP (Simple Network Management Protocol) is
not available, system should be capable of sending event
notifications minimum 3 email addresses, each with a
different set of alarms
(c) The call server should be 100% non-blocking.
(d) Faults and Alarm management of all the incidents and fault
reports generated by the system, Generated reports and
graphics about the statistics of the alarms and its
correspondent resolution time.
04. Basic Telephone Features
Besides the normal Telephony features, the system should
support the following features.
Call Coverage
Call Forwarding with call hold
Executive overwrite
Call Intrude
Missed call alert
Call Park and call pickup
Ring Back When Free
Suspend Call Waiting
Reclaim Call
Distinctive and Personalized Ringing
Account Codes
Call Barring and time restricted call
Authorization codes
Bridged Appearance
Group Paging
Group Listen
Mobile Twinning
Least Cost Routes
Alternate Route Selection
41
Flexible numbering Schemes
Time of Day and Date Routing of Calls
Call Recording
Maximum Call Length
PIN Restricted Calling
Time Profiles
Queuing
Queue announcements
Call Detail Recording
SMDR
The system should provide distinctive ring for internal and
external calls.
Boss-Secretary Feature (One touch key for Boss Secretary,
Boss Secretary busy indication Reminder etc.)
Voice-mail Features
(a) System should have minimum 16 port voice mail system for
welcome message.
(b) Centralized Voicemail
(c) All extension should have voice mail capacity and Voice
mail system storage should be dependent on the hard disk
storage capacity.
(d) Voicemail to email option should be available
(e) System should support unified messaging with Microsoft
Exchange or any IMAP compliant email application.
(f) External Fax server integration should be available.
(g) VM should support text-to-Speech functionality
(h) VM should support Dial-by-Name functionality
(i) VM should support Auto Attendant
(j) IVRS (Interactive Voice Response System) functionality
should be available
(k) Voice Messaging System
05. Auto Attendant Features
(a) System should support minimum 8 configurable Auto
Attendants. with greetings per Auto Attendant
(b) System Should support Auto Attendant with automatic time-
out to callback number.
(c) Auto attendant supports Dial by Name and direct Dial by
Number (dial extension number without dialing access
digit).
06. Conferencing Features:
(a) System should have minimum 48-Party meet-me conference
support, simultaneously multiple conference of any
combination from day one.
42
(b) The conference should have unique PIN codes ensuring
security for conference calls
(c) The Conference should have indication for entry/exit tones
(d) Conferencing should have call recording facility at the time
of conferencing and other specified time.
(e) Conference scheduling facility
(f) Pre-fixed time and date to be scheduled for conference.
07. Terminal Support
System should support the following type of terminals
(a) Analog lines (with minimum 900 ohms loop resistance),
NOTE: Certification from both TEC (Telecom Engineering
Centre) and respective OEM (regarding loop resistance)
should be attached.
(b) Digital Phone
(c) IP Hard Phone
(d) IP Soft Phone
(e) Third party SIP phone
(f) Wireless IP phone
(g) DECT Phone - Optional
(h) SIP Phone RFC 3261/2/3/4/5, 2327 Protocol
8 Trunks Support
(a) System should support i) Analog Trunk, ii) PRI trunk iii)
SS7 and SIP
(b) System should support minimum 60 SIP trunks or more to
be provided from Day 1
9 Video Capability
(a) System should have IP Soft-phone capability with video
support for internal and External.
10 Wireless Support
(a) System should support wireless IP Phones which will work
through the Access Points which are being used for Wireless
Data network supporting.
11 Station Message Dial Recorder
(a) System should be able to store SMDR data
(b) SMDR should be able to send over LAN to a specified IP
address and port number or RS 232 port
12 Mobility Support:
(a) System should support a graphical interface for call control,
running Mobile handsets, also allowing a one-number service
for both incoming and outgoing calls from the same server.
(b) Extension should be graphically interfaced to the mobile
number of a person so that all incoming calls can land to the
extension numbers and/or mobile numbers and can get all the
information. So, call can be attended from any place.
43
N. B. Any technical bid not complying with the required features and specifications may
be rejected. Necessary product literature highlighting these features should also be included.
13 Call Billing Support:
(a) System should have capability to automatically as well as
manually record (both incoming and outgoing calls) and store
only voicemail box or a central database, for later retrieval.
(b) Supported Recording facility should be provided on the basis
Of the following
· User ID
· Account code
· Hunt Group
· Caller ID
· Incoming call route
· Time profiles etc.
(c) System should support automatic deletion of oldest
recordings, if needed
(d) At the time of dialing, if extension is busy, announcement is
required instead of getting engaged tone.
14 Phone management through PC:
(a) System should support an PC based application for every user
providing easy access to CLI display, telephony features, call
information and call control
(b) Application should support directory synchronization using
LDAP (Lightweight Directory Access Protocol)
(c) Extension should be graphically interfaced to the PC of a
person so that incoming and outgoing calls can be made from
the PC.
(d) Application should allow users to open or close up-to 2
external relays to activate external systems like security
camera etc.
(e) Application should provide to call history of 100 or more
incoming/outgoing/Missed calls each, to every user
15. Licensing:
a) Minimum 600 Nos. of Analog licenses
b) Minimum 200 Nos. of IP licenses
44
The following information should be filled up by the Bidder
Sl. No. Particulars Details to be provided
alongwith supporting
documents (if any)
1 Call Server:
Make
Model
PBX Software Make
PBX Software Version
2 GATEWAY:
Make
Model
3 IP Phone:
Make
Model
Features
4 PC Based Operator Console:
Make
Model
Features
5 Voice Mail System
Make
Model
6 LAPTOP
Make
Model
Processor
RAM
HDD
OS
Additional Software
NMS Software Make
7 PC
Make
Model
Processor
RAM
8 HDD
OS
Network Rack
Make
Model
45
Details of Hardware and Software to be supplied:
Hardware
1.
2.
3.
4.
5.
Software
1.
2.
3.
4.
5.
46
12. Detailed configuration (approximate) required at each location:-
a) Academic Block A: Media Gateway with 360 Analog ports expandable up to 550 ports (Free slots to
be available), 3 nos. ISDN PRI (30 channel), total 16 nos. CO ports; 175 Nos. IP Phones & 02 nos.
Operator Console with Centralised Call billing facility with PC and required software - 01 no. laser
printer (Speed minimum 200 dpi resolution, Make –HP/Samsung). Connectivity with E1 (HICOM-
353) & PRI (New Media Gateway) on temporary basis.
b) Computer Centre: Media Gateway with 48 Analog port expandable to 100 ports (Free slots to be
available), 10 Nos. IP Phone (05 for Library).
c) Tata Hall: Media Gateway with 96 Analog ports expandable to 150 ports (Free slots to be available)
and 05 nos. IP phone.
d) New Teaching Block: Media Gateway with 96 Analog ports expandable to 150 ports (Free slots to
be available) and 10 nos. IP phone + 1 PRI (30 channel) for connectivity with HIPATH system.
Note: - Bidders should consider the following while submitting their proposal:
1. MDF component with IPM Protection (4-level) with in-built GD Tubes and FLOBLO FUSE at
all location for all extension and trunk lines, cabling from System to MDF with PVC channel
and proper dressing.
2. Installation, Commissioning and Integration charges for the complete project.
A. Approximate Distribution of Port (location-wise) in the IIMC Campus
Sl
No. Location
Analog
Port IP Port
CO &
Digital
Port
PRI Port Future
Expansion*
01
Academic Blocks
(A, B, C, New
Academic Block,
Admn. Block,
Engg. Divn.,
Security and
Others)
360 175
16 CO
ports
3 no. PRI of 30
channels (one for
connectivity with
existing HICOM-353).
F-1 card will be
supplied by IIMC
550
02 Computer Centre
48
10
100
03 Tata Hall 96 05
150
04 New Teaching
Block 96 10
1 no PRI for inter-
connectivity with
existing HIPATH 150
TOTAL
600
(present
require
ment)
200
Up to 950 Analog
port (free slot) &
expandable up to
2000 port for
future + 200 IP
Port
47
*All control & peripheral cards will be of same type for all Media Gateways, So that we can use anywhere.
B. Connectivity across 4 (four) Exchanges:
Connectivity across three + One (HIPATH-4000 with 30 channels) Media Gateway together with
Main Media Gateway should be through multi/single mode Optical Fiber Cable. Prior to installation
and commissioning of this connectivity, necessary examination of existing OFC connectivity to be
done if it is required and if the tests reveal non-functionality of the existing OFC, necessary
replacement/fresh laying work needs to be done which is within the scope of this tender. However,
all charges for the mode of connectivity specified in this paragraph are to be quoted as well. After
installation, each and every trench dug out, should be filled up with earth and well rammed. GI pipe
of adequate size (in the opinion of Indian Institute of Management Calcutta) is to be provided where
any cable is crossing a road, drain, water supply pipelines, electrical cable(s), sewerage pipelines and
water bodies.
C. Connectivity within 4 RLUs in four different areas + 1 existing HIPATH-4000 at MDC
Connectivity within the exchanges including termination, if any, needs to be done by Cat 6 cables
through colored PVC conduits along the ceiling of walls. Installation and commissioning of this
connectivity is within the scope of this tender. The colour of the PVC conduit will be specified by
Indian Institute of Management Calcutta. However, all charges for the mode of connectivity
specified in this paragraph are to be quoted as well.
D. MILESTONES:
Site Preparation: The supplier shall inform to the Institute about the site preparation, if any, needed
for the installation of equipment, immediately after the receipt of the Purchase Order. The supplier
must provide complete details regarding space and all other infrastructural requirements needed for
the equipment, which the Institute should arrange before the arrival of the equipment to ensure its
timely installation and smooth operation thereafter.
The supplier shall visit the Institute and see the site whether the equipment is to be installed and may
offer his advice and render assistance to the Institute in the preparation of the site and other pre-
installation requirements along with a list of authorized personnel for the purpose within 5 working
days from the release of Purchase Order.
Closure: Closure will be defined as attainment of smooth working of the IP Server Based PBX
Telephone System, user documentation and training.
Warranty: The Warranty period shall commence after the “Comprehensive Proof of Concept”,
which shall be for a period of 01 (one) month after successful commissioning of the system. The
supplier will have to provide complete warranty for two years for all supplied equipment including IP
phones. After the warranty period is over, Annual Maintenance Contract (AMC) / Comprehensive
Maintenance Contract (CMC) for 5 (five) years will begin. Financial involvement should be quoted
accordingly. In case, supplier fails to repair/ rectify the equipment during the warranty period,
Institute may employ or pay other person for the repairing of the equipment; all such damages, loss
and expenses shall be recoverable from the supplier on consultation with OEM, if required.
48
Handover: Handover will take place after “Comprehensive Proof of Concept” with a formal sign-
off.
DEFINITIONS:
Comprehensive Proof of Concept: To ensure smooth working of the IP Server Based PBX
Telephone System for a period of 01 (one) month after which the Warranty period for two (2) years
will start.
Smooth Working of the IP Server Based PBX Telephone System will include: Continuous
availability of two (2) PRI for 30 channel + CO + telephone lines (Both analog and IP) and their
termination at the Main IP Server Based PBX Telephone System + installation of all IP phones.
All features mentioned in the IP Server Based PBX Telephone System should be demonstrated to
Indian Institute of Management Calcutta’s satisfaction. All expenses in this regard are to be borne by
the vendor.
Clarity of incoming and outgoing sound to the full satisfaction of Indian Institute of Management
Calcutta will be final and binding on the vendor.
49
SECTION – VIII
BILL OF QUANTITIES (BOQ) for Supply, Installation, Testing , Commissioning and
Maintenance of IP Server Base IP PBX (HARDWARE)
Below is the scope, as per specifications mentioned in the tender document
Description
Unit of
Measu
rement
Computer
Centre
Tata
Hall
NTB
Acad.
Blocks:
NAB &
ABC
Reside
ntial
Zone
Total
Nos.
Remarks
Compliance
1) IP Server
(Page-35) No.
1+1
2
2)IP PBX
Media gateway
(Page-34) Set 1 1 1 1
4
3)Analog
Extensions
(port)
No.
48
96
96
360
600
Analog
port
expandable
up to 950
(free slot to
be
available)
4) IP
Extensions (no.
of IP Phone
Licenses) No. 10 05 10 175
200
5)CO
ports(Analog
Trunk) No.
Minimu
m 16
Ports
2
6)PRI (30
Channel)
(Digital Trunk) No.
1 3
4
7) Power
Supply for gate
way – 1 no.
CPU for
gateway – 1 no,
Line card -2
nos. 1 Set
8) MDF (with
all protection
circuits ) Set 1 1 1 1
4
9)Call Billing
Software
(Page-36 & 37) No.
1
1
10)PC based
operator
console (Page-
35 ) No.
2
2
50
11)Admin
laptop (Page-
37) & printer
No.
1
1
12)PC for
Central Call
Billing System
(Page-36 & 37)
No.
1
1
13)IP Phone
with patch-
cord &
adaptor (Page-
37) No. 10 05 10 175
200
14)
Racks
Lot 1 1 1 1
4
15) 100 pair
distribution
Box (without
protection
circuit) with
required
krone, used for
cabling
purpose only. No. 4
16) 50 Pair
armoured Jelly
Filled Cable
Mtr.
175
17) 20 Pair
armoured Jelly
Filled Cable
Mtr
520
18) 5 years’
AMC (Pg-30) (To be quoted in percentage and should not be more than 10% (ten percent) on the quoted value for Price Schedule-I).
Job
1
51
ANNEXURE-A
(FINANCIAL BID)
Financial Bid should include the prices as per the following price schedule:
NOTE: ALL QUOTES SHOULD BE IN INR ONLY
PRICE SCHEDULE – I(TO BE SUBMITTED WITH THE PRICE BID ONLY)
[Items related to IP PBX System (Active components)]
Sl. No
Description of Item Basic Unit Price
after
discount,
if any
(without
taxes)
Excise/ Customs
Duty
(As
applicable)
VAT
Total Unit
Price
(Rs.)
Qty Total Price
(Rs.)
1. IP Server from Day 1 2 Nos.
2. License for 200 IP connection for
life time
1 set
3.i) Media Gateway (with 550 Analog Extensions) at Academic Block-A
1 set
ii) Media Gateway (with 100 Analog Extensions) at Computer Centre
1 set
iii) Media Gateway (with 150 Analog Extensions at Tata Hall
1 set
iv) Media Gateway (with 150 Analog Extensions ) Media at NTB
1 set
4. Licenses for 600 analog ports for
life time. .
1 Job
5. PRI Line card (30 channel) 4 nos.
6. C.O. Trunk for 16 ports 2 nos.
7 Power Supply for gate way – 1 no. CPU for gateway – 1 no., Line card -2 nos.
1 Set
8. IP Phones as per specifications 200 nos.
9. Laptop alongwith Printer
1 set
10. PC for Operator Console with
necessary software
02 Nos.
11. PC for Central Call Billing System
alongwith necessary software
11.1 Wired Media-gateway should be provided from Day One. 11.2. Detailed break-up should be provided for each item under Sl. No. 3 in a separate sheet. 11.3. All the rates shall be valid for two (02) years from the issue of the Purchase Order.
52
PRICE SCHEDULE-II (TO BE SUBMITTED WITH THE PRICE BID ONLY)
[Accessories related to IP PBX System (Passive components)]
11.4. All the rates shall be valid for two (02) years from the date of issue of the Purchase Order.
Sl.
No
Description of Item Basic Unit Price
after
discount,
if any
(without
taxes)
Excise/
Customs Duty (As
applicable)
VAT Any other taxes etc.
Total
Unit
Price
(Rs.)
Qty Total
Price
(Rs.)
1. Supply of 20 pair armoured jelly-filled cable alongwith all necessary accessories including laying with bricks, sand, pipe, PVC channel etc. [From NF1 to D2 : 200 metre and From NTB Exchange to New Power House and residence zone: 320 metre]
520 meter
2. Supply of 50 pair armoured jelly-filled cable alongwith all necessary accessories including overhead laying from A – Block to K block server.
175 meter
3. Cost of 100 pair DB box without protection Circuit but with required Krone. (For 20 & 50 pair cabling job mentioned in above points no. , 2 & 3.)
4 Nos.
4. Cost of required MDF with all
protection accessories, PVC channel &
required Krone at all 4 places to be
used for the Media Gateways at
different places (A-block/computer
Center /Tata Hall /NTB)
4 (four) Nos.
53
PRICE SCHEDULE- III (TO BE SUBMITTED WITH THE PRICE BID ONLY)
(Installation & Commissioning charges for IP PBX System)
Sl. No.
Description of Item Basic Unit Price after
discount, if any
(without taxes)
Excise/ Custom
Duty
VAT Any
other
taxes
etc.
Total
Unit
Price
(Rs.)
Qty Total
Price
(Rs.)
1. Cost of Installation, testing and commissioning of the entire system (Main Media Gateway + 3 remote Media Gateway).
1 (one) Job
PRICE SCHEDULE- IV (TO BE SUBMITTED WITH THE PRICE BID ONLY)
(Annual Maintenance Contract) Sl. No.
Description of Item Quantity Unit Unit Rate (Rs.)
Taxes etc. (Rs.)
Total Price
(Rs.)
1. Comprehensive Annual Maintenance Contract alongwith cost of all supplied materials including IP phones, spares and all maintenance charges with updated software modification, after the end of warranty period of 2 (two) years. (To be quoted in percentage and should not be more than 10% (ten percent) on the quoted value for Price Schedule-I). The rate should be inclusive of the cost of one Service Engineer/Technician (not below a Diploma Holder in Telecom Engineering), who should be stationed at IIMC campus, Joka on 6 days x 8 hours/ day basis for maintaining the entire system. (The vendor has to comply with all the statutory requirements)
5 years
Per Year
TOTAL FOR PRICE SCHEDULE-IV
…………..
Grand Total: (Price Schedule - I + Price Schedule–II + Price Schedule - III ) =
NOTE: THE L1 VENDOR WILL BE SELECTED ON THE BASIS OF PRICE SCHEDULES
(I + II + III)
(Signature of the Bidder)
54
Annexure – B
BID FORM Tender No. ………………………………….. Date …………………………..
A: To,
The Senior Administrative Officer (Purchase)
Indian Institute of Management Calcutta
Joke, D H Road
Kolkata- 700 104
Dear Sir,
1. Having examined the terms & conditions of the contract and specifications, the
receipt of which is hereby duly acknowledged, we, undersigned, offer to supply
and deliver the goods, in conformity with the said drawing, conditions of contract
and specifications and services as per the terms & conditions of the contract, for
the sums shown in the schedules of price attached herewith and made part of this
bid.
2. We undertake, if our Bid is accepted, to complete delivery within 50 days and to
complete installation & commissioning job within 65 days calculated from the
date of issue of your purchase order.
3. If our Bid is accepted, we will obtain the Bank guarantees of a Scheduled Bank
for a sum of Rs. ……………….as 10% of the contract sum in Price Schedule for
the due performance of the contract.
4. We agree to abide by this Bid for a period of 90 days from the date fixed for Bid
opening and it shall remain binding upon us and may be accepted at any time
before the expiration of that period.
5. Until a formal Purchase Order of Contract is prepared and executed, this
Bid together with your written acceptance thereof in your notification of award
shall constitute a binding contract between us.
6. Bid submitted by us is properly sealed and prepared so as to prevent any
subsequent alteration and replacement.
7. We understand that the Purchaser is not bound to accept the lowest or any bid that
it may receive.
Dated the day of
Signature of Witness____________
In capacity of Address____________
Duly authorized to sign the bid for and on behalf of Signature___________
55
Annexure – C
WARRANTY TO QUALITY The Bidder shall warrant that the materials / job be supplied / done as per Annexure-A
shall be free from all defects and faults and shall be of the highest grade and consistent
with the established and generally accepted standards for the materials / job of this type
and shall perform in full conformity with the specifications. The Bidder shall be
responsible for any defects that may develop during proper use arising from faulty
design, workmanship inadequate quantity of material to meet the requirements,
inadequate contact protection deficiencies in circuits design or other wise and shall
rectify such defects at his cost, when called upon to do by the Purchaser, who shall state
in writing in what respect the store/job if faulty. The warranty shall survive inspection or payment for and importance of goods/job
but shall expire except in respect of complaints notified prior to such date of installation
or minimum guarantee period of job.
If it becomes necessary for the company, as per contract, to replace or renew any
defective portion (s) of the equipment(s) under this clause, the provisions of the
clause shall apply to the portion(s) of the equipment (s) so replaced or renewed until
the end of the above mentioned period of 24 months, whichever may be late. Similar
provision will be applicable in respect of rectifications made to the job/works. If any
defect is not remedial within a reasonable time, the PURCHASER shall proceed to do the
work / supply at the Bidders’ risk and expenses but without prejudice to any other rights
which the PURCHASER may have against the Bidder in respect of such defects.
Replacement and/or rectification under warranty clause shall be made by Bidders free of
the charges / costs.
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56
Annexure – D
SPECIAL INSTRUCTIONS TO BIDDERS
Following instructions are to be followed while submitting the bids and in case of failure
to comply with any of the instructions by the Bidders, the bids will be liable to be
considered as invalid. 1. The price should be written in words as well as in figures in all the three price
quotations.
2. Last three years’ Balance Sheet and Profit & Loss account, dully certified by
Chartered Accountant must be submitted with the quotation.
3. VAT and Service Tax Registration. No. must be indicated and a copy of the
Registration certificate should be enclosed.
4. EMD valid for 90 days i n D e m a n d D r a f t drawn on any Scheduled Bank in
favour of Indian Institute of Management Calcutta.
5. The authority signing the bid must be duly empowered to do so.
6. Validity should not be less than 90 days.
7. Delivery must be in the name of Indian Institute of Management Calcutta
8. Bidder shall give declaration i n N o n - J u d i c i a l S t a m p p a p e r t o the
effect that he / she / it and / or his/her/its partners etc. have not been
blacklisted / debarred or removed from approved list of Bidders of Central / State
Govt./Public Sector Undertaking etc.
Senior Administrative Officer (Purchase)
57
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Annexure – E
(Bidder has to give an undertaking on a Non-judicial Stamp Paper worth Rs.100/- , duly
notarized.)
I/ We (Bidder) hereby give an undertaking that:
(i) I/ We have not been blacklisted during last three years by any Govt.
Department/ Govt. Autonomous Body/ Institution, etc.;
(ii) I/ We have not submitted any fake/ forged certificates/documents and later, if
any such ‘Certificates/ Documents’ found to be fake/forged or contains willful
wrong/ incorrect information; suitable legal action may be initiated against me/
us/ agency besides ‘forfeiture of Earnest Money Deposit’ and ‘Blacklisting’ etc.
(iii) I/ We shall not withdraw my/ our bid after opening of Technical Bid and if done
so, the IIMC shall be authorized to forfeit the EMD submitted by me/us.
(Signature of Bidder with seal).
Name:
Address: Date:
58
Annexure –F
LETTER OF AUTHORIZATION FOR ATTENDING BID OPENING
(To be submitted by the Bidder before Bid Opening)
SUB : Authorization for attending bid opening on
. date in the tender of
Following persons are hereby authorized to attend the bid opening for the tender in order
of preferences given below.
ORDER OF PREFERENCE ORDER SPECIMEN
SIGNATURE
I.
II.
Alternative Representative
Signature of Bidder
Or
Officer authorized to sign the Bid
Document on behalf of the Bidder
Note:
1. Maximum of two representatives will be permitted to attend bid opening. In cases
where it is restricted to one, first preference will be allowed. Alternative
representative will be permitted when regular representative are not able to attend.
2. Permission for entry to the hall where bids are opened may be refused in case
authorization as prescribed above is not recovered.
59
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