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Form No………………...

Date of issue……………

NATIONAL SCIENCE CENTRE (National Council of Science Museums)

Bhairon Road, Near Gate No.1 PragatiMaidan,

New Delhi 110001

NOTICE INVITING TENDER Tender No. 14 /2014-15

Tender for AMC of General purpose PCs, Printers, displays and Peripherals in National Science Centre, Delhi

1 LAST DATE OF SALE OF TENDER: (25.09.2014, 16.00 Hrs.)

2 LAST DATE OF RECEIPT OF TENDER: (26.09.2014, 15:30 Hrs)

3 DATE OF OPENING OF TENDER: (26.09.2014, 16:00 Hrs)

4 COST OF TENDER DOCUMENT: Rs. 100/-

5 EARNEST MONEY : `10,000/- (Rupees Ten Thousand only) ISSUED TO

M/S ….............................................………………………………………………….

………….……………………………………………………..........................................

………….........................……………………………………………………..................

Important Note: -Original/Downloaded Tender document must be submitted with the bid. As far as possible columns given in this document should be used to provide information and each page should be signed with official seal of the agency duly affixed thereon otherwise the bid is liable to be rejected.

of 1 Signature of bidder and Seal

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SECTION-I


Ministry of Culture, Government of India Bhairon Road, Near Gate No.1, Pragati Maidan,

New Delhi 110001 TERMS AND CONDITIONS

Sealed Tenders are invited in two separately sealed bids, one Technical (Part I) and the second

Commercial (Part II), for the work of Comprehensive Annual Maintenance Service Contract for

Computers, Monitors, Printers, UPS, Scanners, Plotter, Laptops, LCD Projectors and accessories

like graphics cards, memory, Hard Disk, Motherboard, Touchscreen, keyboards, Mouse, web cam,

connectors, tablets, cables, UPS batteries and maintenance and upkeep of Windows systems in

LAN etc. already existing at National Science Centre, Delhi on contract basis. The service includes

preventive maintenance/repair/replacement of accessories included in the systems for which the

contract is executed. Consumables and burnt parts will be excluded from this contract. However,

parts if burnt owing to non-maintenance/improper maintenance of the equipment by the agency

shall be replaced by the agency free of cost. For parts not covered under AMC, the agency taking

up the contract will repair the system and produce separate bill mentioning separate charges for

the material and service and the same will be paid on case to case basis. On termination or expiry

of the contract, the equipment must be left functioning and no part repaired or installed can be

removed or taken away by the firm. Essential conditions of the Tender are as below:

Estimated Cost EMD Tender Document FEE Date of opening (in Rs.) (in Rs.) (in Rs.) (at 16.00 Hrs)

3,50,000/- 10,000/- 100/ 26/09/2014

1. Tender form can be obtained by hand from National Science Centre by depositing ` 100/- cash on cash counter of NSCD or producing Crossed Demand Draft drawn on any Schedule bank in favour of National Science Centre, Delhi, payable at Delhi on any working day between 10:30 to 16:00 hours by submitting an application.

2. Tender document may be downloaded from website www.nscdelhi.org & tender document cost should be submitted with the bid as per details given in point 1 above. If at any stage of the tendering process it is found that the downloaded document has been altered / manipulated, the bid shall stand cancelled and EMD shall be forfeited.

3. Tender form cost is neither transferable nor refundable. 4. The firm should have ISO 2000-1 and ISO 9001:2008 with valid URL at internet. 5. The firm must have turnover of minimum of `50.00 lakhs or above for latest two

financial years. 6. The firm must have the valid TIN/VAT/PAN Nos, Service Tax & VAT Registration

Certificate.

http://www.nscdelhi.org/

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7. The firm must have ESIC/EPF registration with last three months returning/challan. 8. Minimum 5 years of experience in Govt. Organization/Undertaking/PSUs/reputed

Pvt. Firms in rendering Comprehensive AMC of Computer Hardware & Networking (copy of Performance certificate/work orders required).

9. The Agency must have one past contract (executed) and one running contract of minimum 5 lakhs or above in Govt. Organization/Undertaking/PSUs in maintenance of Computer Hardware and must have one maintenance contract of any Govt. deptt. continuously executed for two years in continuation in last five years.

10. Resident Service Engineers should be qualified Diploma/ITI in Computer hardware or equivalent and having minimum 03 years of experience in maintenance of computer hardware.

Annexure – I to Section –I CHECK LIST

This Checklist is to be filled in after reading complete bid document & to be submitted in technical bid (Envelope – ‘A’). Please Tick or Fill in the appropriate clauses. Please strike off not applicable clause.

Envelope – ‘A’ EMD - Demand Draft drawn in favour of ’ National Science Centre’ payable at Delhi

(i) NO. …………………………Amt. ……………………Bank …………………………… Valid up to……………………………

(ii) Filled checklist (Annexure I to Section-I) -Yes / No / N.A. ………. (iii) Attested copy of firm’s partnership/proprietorship deed /Memorandum of association -Yes / No / N.A. ……….

(iv) Power of Attorney in favor of the person -Yes / No / N.A. ………. signing the Bid

Envelope – ‘B’

(i) Bid form duly filled in, signed & with official seal affixed thereon -Yes / No ……….

(ii) Price bid duly filled in, signed and with official seal duly affixed thereon -Yes / No ………. (Section –IV)

Signature of Authorised Signatory Name :- Desig. : Dated :

IMPORTANT NOTE: - All pages of Bid should be numbered by the bidder & page number

should be filled in above checklist. & Statements of deviations, if any, should be enclosed

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SECTION-II PROFILE OF THE BIDDER

Tender is to be submitted in this form only. Tender submitted by the tenderer in their own proforma is liable to be rejected. Separate sheets may be attached where space provided against any clause is insufficient.

1. Full Name of the bidder

2. Address

3. Telephones/Fax numbers

4. Whether proprietary/partnership/company

(documents to be enclosed)

5. Name(s) of proprietor/partners/All directors

6. Name(s) and particulars of collaborators, (If any, and type of collaboration with documentary evidence)

7. Address of works/Lab

8. No. of employees Types of employees Number

i) Service Engineers/Computer

Professionals

ii) Others

9. i) PAN No.

ii) TIN No.

iii) Service Tax Reg. No.

iv) DVAT Reg. No.

(Documents should be enclosed)

10. EPP/ESI No.

(Documents should be enclosed)

SIGNATURE OF TENDERER

Date :

Office seal

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SECTION-III

1. GENERAL CONDITIONS OF THE TENDER

1.1 EMD: EMD should be in the form of bank draft in favour of National Science Centre, Delhi issued by any scheduled Bank payable at New Delhi or original cash receipt issued by the National Science Centre. The tenders not having prescribed earnest money will not be considered and shall be summarily rejected.

1.2 Submission of tender: The 1st sealed envelope, duly marked as ‘Technical Bid (Part I)’, should contain the following documents to establish the Bidder’s eligibility to the bid and his qualification to perform the contract if his bid is accepted.

a. EMD furnished in accordance with the clause 1.1 above. b. The issued bid document (excluding Section-V, viz. Price Bid), signed on each page by the

authorized signatory of the bidder. c. Document(s) establishing that the bidder is having office in Delhi or NCR with adequate

number of engineers, spare-parts and infrastructure like telephone, fax, pager, mobile etc. d. Attested copy of the firm’s partnership/ proprietorship deed/Memorandum of Association. e. Power of Attorney in favor of the person signing the bid. f. Attested copy of registration certificate of E.P.F, E.S.I. & Service Tax department.

Note-The documents at (f) above may be submitted with agreement if not submitted with bid.

Any bid without the document mentioned at “a “ above will not be evaluated. Agencies for whom ESI is not applicable must be clearly mentioned on the company letter head.

The 2nd sealed envelope, duly marked as ‘Commercial Bid (Part II)’, should contain “Price Bid”, duly filled in, signed and official seal duly affixed thereon by the authorized signatory of the bidder.

The 3rd sealed envelope should contain the 1st and the 2nd sealed envelopes.

All the three envelopes should contain the name/address/seal of the bidder and the tender number. The bid should be addressed to “The Administrative Officer, National Science Centre, Delhi.”

The sealed envelope should be dropped in the tender box kept in the room of Administrative Officer, NSCD addressed above, on scheduled date and time as mentioned in the NIT. These will be opened as per schedule in the presence of bidders or their authorized representatives.

The bid must remain valid for 60 days after the date of bid opening. A bid valid for shorter period shall be summarily rejected.

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2. DETAILED TERMS AND CONDITIONS OF THE TENDER

OPENING OF BIDS BY NATIONAL SCIENCE CENTRE

The National Science Centre shall open bids in the presence of bidders or their authorized representatives who chose to attend, at 16:00 hrs on due date. The bidder’s representatives, who are present, shall sign in an attendance register.

A maximum of two representatives of any bidder shall be authorized and permitted to attend the bid opening.

The bidder’s names, Bid prices, modifications, bid withdrawals and such other details as the National Science Centre, at its discretion, may consider appropriate will be announced at the time of opening.

The date fixed for opening of bids, if subsequently declared as holiday by NSCD, the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened on next working day, time and venue remaining unaltered.

The Bids will be opened in two stages i.e. the Tender Opening Committee (TOC) shall open first the technical Bid and check the documents with reference to bid security and fees of tender document. For those bidders, who fulfill the eligibility conditions without any material deviation, the TOC shall open the Commercial bid (Part II) at a later date. Date of opening of the Commercial bid (Part II) will be notified on the date of opening the Technical bid (Part I). To those bidders not present, the date will be communicated over phone/fax.

Forfeiture of EMD: In case the successful bidder fails to furnish security deposit or fails to submit the required documents at the time of agreement or does not turn up for agreement within the prescribed time limit, the EMD of the bidder shall be forfeited and the tender approval shall be cancelled.

Performance Security: The successful bidder will have to deposit the prescribed security

(10% of the approved tender value) in the form of Cash/DD payable to NSC, Delhi.

Earnest money deposited by the successful bidder will automatically be adjusted towards the security deposit. No interest will be payable on earnest money or security in any case. The security deposit shall be payable to NSCD as compensation for any loss resulting from the contractor’s failure to complete its obligations under the contract. The successful bidder will have to sign the contract agreement and furnish the required security deposit within 15 days of the acceptance of the tender. The security deposit is liable to be forfeited in case the bidder violates the terms and conditions of the agreement in any manner. The rates shall be inclusive of all taxes including service tax; compliance to this shall be responsibility of the bidder. The security deposit will be returned after 3 months of the expiry of AMC period of the last order under the contract, after deducting dues, if any, payable to NSCD. In the event of any breach of any terms and conditions or delay or default, the contract will be terminated and the security deposit will be forfeited by the NSCD. Conditional tenders in modification to the terms and conditions given in this document are liable to be rejected. The computer Hardware that is to be considered under AMC will be in working condition at the time of starting of AMC. The order will be placed to the lowest acceptable bidder.

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3. CONTRACT Validity of the approved rates shall be upto Three years from the date of issuing the Letter of Intent and the contract may be extended beyond the first year by the discretion of the NSCD authorities and subject to satisfactory performance by the agency during the previous year of contract.

If the contractor fails to comply with the terms and conditions of the agreement, NSCD may terminate the agreement upon 30 days written notice to the contractor, specifying any such breach.

The quantum of work mentioned in the NIT is approximate and may be increased or decreased up to 25% of the quantity.

Order for AMC may be placed in phases or in lumpsum.

4. PAYMENT TERMS

Quarterly payment of the AMC value shall be made at the end of the each quarter on presentation of bill duly verified to the effect that the Software and Hardware has been maintained and there has been no interruption of service. Preventive maintenance certificate as per clause 5.4 should be enclosed with the bill. While submitting the bill the contractor will supply the following information in respect of E.P.F. MISC.Previous Act 1952 and E.P.F. scheme 1952. a)List showing the details of Labourers/Employees engaged. b)Duration of their engagement. C)Amount of wages paid to such labourers/ Employees for the duration in question. d)Amount of E.P.F. contributions(by both employees and Employer i. e. Contractor) e)Copies of authenticated documents of payment of such contributions to E.P.F. authorities. f)A declaration regarding compliance of the condition of EPF Act 1952 (to be given by the contractor.) While submitting the bill the contractor will supply the following information in respect of ESI Act 1948.This Act is applicable to employees earning monthly wages upto Rs. 10.000/-only. a)List showing the details of Labourers/Employees engaged. b)Duration of their engagement. c)Amount of wages paid to such labourers/ Employees for the duration in question. d)Amount of E.S.I.contributions(by both employees and Employer i e Contractor.) e) Copies of authenticated documents of payment of such contributions to E.S.I. authorities. f)A declaration regarding compliance of the condition of ESI Act 1948 (to be given by the contractor.) The bill passing authority will check this information submitted by the contractor while checking the bills of the contractors. The contractor will keep the records of the labourers and payment made to them.

The vender has to separately show the “Service Tax” component in the raised bills so as to enable NSCD for CENVAT credit.

The contractor shall comply with the provision of the State/Central government rules and regulations under Minimum Wages

Act 1948, Contract Labour (Regulations and abolition) Act 1970, Employees Liability Act 1938, Workman’s Compensation

Act 1923, Industrial Disputes Act-1947 or any modifications thereof or any other laws relating thereto and rules made thereunder from time to time.

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5. SCOPE OF WORK

1. Comprehensive on-site maintenance, installation, trouble-shooting and restoration of hardware, operating system and software for equipment listed in annexure-1 of section IV. The comprehensive annual maintenance contract (AMC) inclusive of all tasks detailed above shall be initially for a period of one year which may be extended beyond the first year by the discretion of the NSCD authorities.

2. The contractor shall be responsible for keeping the hardware fully operative by repairing/replacing faulty hardware and reloading concerned software (Windows, MS Office & Antivirus software, any other software and also in case of HDD crash recovery of data is to be done by contractor) in case of any hardware/OS crash or otherwise and solving the software problems in the hardware under AMC, which may occur due to malfunctioning of hardware or otherwise.

3. During the contract period also, any hardware can be shifted to any location/application within the NSC Premises. It will be the contractor’s responsibility to relocate and maintain the hardware ordered for AMC installed at any location/for any application within the NSCD premises and within the list at Annexure-A of Section IV.

4. The contractor shall help the hardware user in system administration activities and virus checking and cleaning.

5. Network connectivity of all equipment and nodes should be maintained under the contract. Any failure from hardware or software side should be rectified.

6. Contractor shall provide preventive maintenance and check-up once a quarter at every site and furnish a certificate to this effect, signed by the concerned sectional head with the bill for each quarter, and in case of failure, proportionate deductions shall be made from the AMC charges payable to the agency.

7. Periodical network connectivity checking with suitable test equipment must be done as and when required.

8. Periodical installation and maintenance of Operating System, Device Drivers, Application Software etc. must be done.

9. Subcontracting of the job will not be allowed.

10. The AMC will include maintenance and servicing of equipment (listed in annexure-1) and replacement of defective parts if any. Parts replaced have to be new equivalent or better in performance. Storage devices, if crashed, shall be replaced by new ones and the old defective device is to be deposited with the department without fail.

11. The AMC will be awarded on as is and where is basis. No claim for pre-AMC maintenance of computers and peripherals as well as cables/connectors/HUBs/Switches shall be entertained.

12. Two well-trained/qualified resident hardware technicians shall be deployed on site by the contractor to resolve the hardware problems between 10:00 a.m. and 5:30 p.m. on all working days. These engineers are also liable to work on all holiday and Saturday/Sunday (if services are required) and no additional amount will be paid. The engineers deputed by the contractor are to be approved by the National Science Centre, Delhi (NSCD). In case NSCD finds any of the engineers to be unacceptable, he/she is to be replaced following a written advisory from NSC authorities. Once an engineer is deputed with due approval of the NSC, he/she cannot be changed and replaced by the contractor without the permission of the NSC. In the event of such unauthorized and

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un-called for changes, NSCD reserves the right to prematurely terminate the contract without any notice and in case of such termination security deposit of the contractor will be forfeited.

13. In case any fault is not rectified by the resident technicians, the contractor shall have to attend and rectify the fault within 24 hours of log booking (by computer cell or user). Fault may be booked telephonically by any supervisor or officer of the NSCD Computer section.

14. Before taking the hardware under this agreement inspection will be carried out by the vendor in presence of NSC representative. No excuse towards neglecting the maintenance showing non-awareness of costly internal components or location of the equipment or the age and condition of the listed equipment after the acceptance of the contract will be entertained and due penalty clauses will be applied in such events of default.

15. Transportation and safety of hardware from NSCD site to repair centre and vice versa shall be sole responsibility of contractor.

16. The obsolescence of components shall not be taken as an excuse for declaring faulty hardware Repair Not Possible (RNP). In case it becomes impossible to maintain the hardware due to obsolescence of the technology, the contractor, in order to maintain further, shall suitably upgrade them without any extra charge.

17. The decision of Curator (Computer) or the Technical Officer (Computer) shall be final on the functional acceptability of the repaired hardware.

18. Components used by the contractor will be from the sources, which are well established and are passed through strict inward goods inspection.

19. Repair of the hardware shall be done by contractor only in no case repairing through subcontractors will be acceptable. If it is found that sub-contractors are employed for the repair of hardware than this contract may be rescinded.

20. All hardware items of the systems in Annexure–A including Printer heads, Teflon, UPS Batteries, DMB ribbons and Printer Image Drum shall be covered under AMC except Toner /cartridges, plastic parts and other consumables.

21. After the end of contract, hardware will be made over by the contractor to NSCD representative in same condition as at the time of entering into the agreement. No faulty hardware other than the joint list prepared at the time of commencement of the contract will be accepted by NSCD.

6. PENALTY CLAUSE

Delay will be calculated from the date and time of making over the fault to the contractor. In case of delay in rectification of the fault beyond 48 hours, a penalty of Rs. 100/-per day per fault on computer, display, touch-screen, monitor, UPS & printer and 300/-per day on Workstations will be levied. In case of delay in rectification of the fault beyond 7 days, the penalty of Rs. 200/-per day per fault and on Workstations a penalty of Rs. 1000/-per day per fault will be levied. In such an event, NSCD may get the faults rectified by third party and such cost of repairs shall have to be borne by the contractor, in addition to the penalty. In case contractor fails to pay the penalty and/or cost of the repairs (by third party) it shall be deducted from the security deposit/bill. The total penalty during the period of AMC, in each order, under this contract, shall not be more than 10% of the concerned order value. More than one half of a day shall

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be treated as a day.

7. DELAYS IN CONTRACTOR’S PERFORMANCE

Delay by the Contractor in the performance of its contractual obligations regarding performance of services shall render the Contractor liable to any or all of the following sanctions:

a) Penalty/cost of repairs as per clause 6 above.

b) Forfeiture of its Security Deposit

c) Termination of the contract for default. The termination of the contract for default shall be at risk and responsibility of the contractor.

If at any time during performance of the Contract, the Contractor should encounter conditions impending timely delivery of the goods and performance of service, the Contractor shall promptly notify to the NSCD in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Contractor's notice, the NSCD shall evaluate the situation and may at its discretion extend the period of performance of the services ordered after mutual discussion with the Contractor.

8. RIGHTS OF NSC Delhi

1. NSCD reserves the right to accept or reject any or all the tenders in part or full, without assigning any reason whatsoever.

2. NSCD is not bound to accept the lowest tender. 3. NSCD reserves the right, to award the work to one or more bidders. 4. NSCD reserves the right to terminate the contract at any time by giving one month’s notice

in writing without assigning any reason.

5. In case of violation of terms and conditions of the contract or unsatisfactory maintenance of the systems, NSCD reserves the right to terminate the contract by giving 15 days’ notice to the contractor and forfeit the security deposit.

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9. SET OFF

Any sum of money due and payable to contractor (including security deposit refundable to him) under this contract may be appropriated by the NSCD and the same may be set off against any claim of the NSCD, or such other person or persons for payment of a sum of money arising out of this contract made by the contractor with the NSCD or such other person or persons contracting through NSCD.

10. ARBITRATION

In case of any dispute arising out of this contract between the Centre and the Agency, the matter shall be referred to the sole arbitration of a person to be appointed by the Director General of National Council of Science Museums on receipt of an official request with details of the dispute, from either the Centre or the Agency. The award of the arbitrator so appointed shall be final, conclusive and binding on all parties to the contract. The submission shall be deemed to be submission to arbitration under the Arbitration and Conciliation Act, 1996 or any statutory modifications or reenactment thereof and of the rules made there under for the time being in force.

Name: ………………………………………………………………………………………

Capacity in which signed: ……………..………………………………………….

Date: …………………………………………………………………………………………

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SECTION-V

Relationship Certificate

This is to certify that I/We have no close relative as an employee of the National Council of

Science Museums (close relative means : Father, Mother, Brother, Sister, Son, Daughter and spouse)

nor any such close relatives are associated with us as proprietor / partner/share holder /director and

like.

Signature of the Tenderer(s)

Address :__________________

_________________________

_________________________

Official seal with date

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ANNEXURE-I

NEAR RELATION CERTIFICATE

NOTE: In case of Company / Institution/ Body corporate, a list of all Board of Directors may

be submitted along with the bid.

In case of Company / Institution/ Body corporate, “Near Relative Certificate” are required by all the Directors of Company / Institution/ Body corporate excluding Government of India / Financial Institution nominees and Independent non-official part time Directors appointed by Government of India or the Governor of State.

In case of Proprietorship firm, certificate will be given by the proprietor.

For Partnership firm, certificate will be given by all the partners.

The ‘Near Relative Certificate’ should be submitted as per clause 1 of section-VII.

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Near Gate No.1, Pragati Maidan NEW DELHI- 110001.

OFFER FORM

Tender for AMC of General purpose PCs, Printers, displays and peripherals in National Science Centre, Delhi as per specification in section IV of the tender

I/We have read, understood and accepted all the Terms and Conditions for Comprehensive Annual Maintenance Service contract for Computers, associated peripherals and LCD Projectors at National Science Centre, Delhi as per specifications as laid down in Section IV of the tender papers. I/We hereby offer my/our rates for the said tender

01. Name of the Tenderer (if the offer is : _____________________________

made by a file/company, address of the _____________________________

registered office including jurisdiction of ______________________________

the police station should be given) ______________________________

02. Permanent address (in case of Film/ : ________________________________

Company, Address of the registered office _________________________________

Including Jurisdiction of the police station __________________________________

should be given) ________________________________

03. Telephone No. a) Office : __________________________________

b) Workshop __________________________________

04. Name of the Bankers and their address: : ____________________________________

05. AMC Price Bid :

Sl. No. Description Qty. Amount in Rs.

01. Charges for Comprehensive Annual Maintenance

Service contract for Computers, associated peripherals

and LCD Projectors at NSC, Delhi as per specifications in Section IV of the tender.

As per

section IV

annexed

06. Excise Duty (if any) :

07. Sales Tax / VAT (if any) :

08. Work Contract Tax (if any) :

09. Any Other Charges/Duties/Taxes etc. :

10. TIN/WCT/PAN No. :

The above rates quoted by us for annual maintenance of computers, associated peripherals

and LCD Projectors at NSCD are strictly in accordance with the Centre’s specifications and

requirements.

Date:

Signature of the Tenderer

Official Seal

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Section IV

List of Computers & Periperals to be covered under AMC

S No.

Name of Equipments Qty. Offered Rate Amount

1 Touch Screen(20"/23") 3

2 TFT Monitor (19"/20"/21"/23") 38

3 TFT Monitor (18.5") 26

4 TFT /CRT (15"/17") 39

5 Touch Screen (15"/17"/19") 30

6 Computer System (CPU (p4/core 2duo/dual core 2/i3/i5/i7) + Keyboard+Mouse+Speaker)

139

7 Computer System with High End Graphic Card (Nvidia420/440/450,Nvidia FX 3500, Nvidia Quadro 4000, Nvidia GT 8400)

20

8 Laptop 3

9 Printer(Laserjet/Deskjet/Dot Matrix) 22

10 Printer (Officejet) 1

11 Printer(Color Laserjet) 3

12 Printer(Color Laserjet Heavy Duty) 1

13 Scanner(Scanjet Heavy Duty) 1

14 Scanner(Scanjet) 3

15 Plotter(DesigneJet) 1

16 Projector (Sanyo) 2

17 Projector (Panasonic) 3

18 Projector(Toshiba) 4

19 I/O Ports 50

20 Wireless Router 3

21 Wireless PCI Cards 1

22 Wireless Router 5

23 Wireless Access Point 1

24 Switch (8port) 7

25 Switch(16 Port) 4

26 ADSL Router/ Modem 2

27 UPS 500 VA 8

28 UPS 650 VA 5

29 UPS 800 VA 5

30 UPS 1 KVA 9

31 UPS 2 KVA 6

32 UPS 3 KVA 3