request for proposal for empanelment of vendors for … · ict related services like system...

No.10 (82)/2015-NICSI

NATIONAL INFORMATICS CENTRE SERVICES INC.

(NICSI)

(A Government of India Enterprise under NIC) Ministry of Electronics & Information Technology

Hall No. 2&3, 6th Floor, NBCC Tower, 15, Bhikaji Cama Place, New Delhi – 110066.

Tel – 26767300, Fax - 26105212

TENDER NO. NICSI/DESKTOP SYSTEMS/2016/28

Request for Proposal for Empanelment of

Vendors for Supply, Testing and Installation of

Desktop Systems and Related Additional Items

RFP for Empanelment of Vendors for Supply, Testing and Installation of Desktop Systems and Related

Additional Items

of 102

Disclaimer

The sole objective of this document (the Request for Proposal or the RFP) is to solicit

Techno commercial offers from interested parties for taking part in the empanelment

process leading to empanelment of vendor(s) for the scope of work as mentioned in this

document. While this document has been prepared in good faith, no representation or

warranty, express or implied, is or will be made, and no responsibility or liability will be

accepted by NICSI or any of their employees, advisors or agents as to or in relation to the

accuracy or completeness of this document and any liability thereof is hereby expressly

disclaimed.

Interested Parties may carry out their own study/ analysis/ investigation as required before

submitting their Techno commercial proposals.

This document does not constitute an offer or invitation, or solicitation of an offer, nor does

this document or anything contained herein, shall form a basis of any agreement or

commitment whatsoever.

NICSI Representatives, its employees and advisors make no representation or warranty

and shall incur no liability under any law, statute, rules or regulations as to the accuracy,

reliability or completeness of the RFP Document

Some of the activities listed to be carried out by NICSI subsequent to the receipt of the

responses are indicative only. NICSI has the right to continue with these activities, modify

the sequence of activities, add new activities or remove some of the activities, as dictated

by the best interests of NICSI.


Additional Items

of 102

TABLE OF CONTENTS

1 INTRODUCTION .................................................................................................... 5

2 OBJECTIVE / SCOPE ............................................................................................ 5

3 EMPANELMENT TERMS ....................................................................................... 7

4 GUIDELINES FOR PMA COMPLIANT ITEMS ........................................................ 8

5 CRITERIA FOR EVALUATION ............................................................................... 9

6 BIDDING PROCESS ............................................................................................ 16

7 BID SUBMISSION ................................................................................................ 18

8 BID OPENING AND EVALUATION ...................................................................... 21

9 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE ..................... 29

10 GENERAL TERMS AND CONDITIONS ............................................................. 31

11 TERMINATION OF CONTRACT ........................................................................ 32

12 PRICE VARIATION ............................................................................................ 34

13 AWARD OF WORK............................................................................................ 36

14 DELIVERY OF SERVICES ......................... ERROR! BOOKMARK NOT DEFINED.

15 ACCEPTANCE TESTING PROCESS ................................................................. 37

16 STOCK ENTRY & BILLING TO END USER ....................................................... 39

17 DELIVERY AND INSTALLATION ...................................................................... 39

18 ONSITE WARRANTY MAINTENANCE .............................................................. 42

19 PAYMENT TERMS ............................................................................................ 44

20 PENALTY .......................................................................................................... 46

21 CONFIDENTIALITY AND SECURITY ................................................................ 47

22 INDEMNITY ....................................................................................................... 48

23 LIMITATION OF LIABILITY ............................................................................... 48

24 FORCE MAJEURE ............................................................................................ 49

25 DISPUTE RESOLUTION .................................................................................... 50

26 APPLICABLE LAW............................................................................................ 50

ANNEXURE 1 - COVERING LETTER FOR BID ....................................................... 51

ANNEXURE 2 - FACT SHEET ................................................................................. 54


Additional Items

of 102

ANNEXURE 3 - BID SUBMISSION PROCEDURE ................................................... 55

ANNEXURE 4 - DOMESTIC VALUE ADDITION – SELF CERTIFICATE .................. 58

ANNEXURE 5 - FORMAT FOR PROJECT REVIEW CERTIFICATE ...............ERROR!

BOOKMARK NOT DEFINED.

ANNEXURE 6 - SITE NOT READY CERTIFICATE .................................................. 60

ANNEXURE 7 - DELIVERY AND INSTALLATION CERTIFICATES ......................... 61

ANNEXURE 8 - SUPPORT INFRASTRUCTURE AVAILABLE WITH

BIDDER/AUTHORIZED PARTNER ........................................................................... 63

ANNEXURE 9 - TECHNICAL ................................................................................... 65

ANNEXURE 10 - OEM-PARTNER UNDERTAKING ................................................. 82

ANNEXURE 11 - FINANCIAL BID ........................................................................... 84

ANNEXURE 12 - STATEMENT OF DEVIATIONS FROM TECHNICAL

SPECIFICATIONS 1


Additional Items

of 102

1 INTRODUCTION

a) National Informatics Centre Services Incorporated (NICSI) was set up in 1995 as a

Section 25 company and is the corporate extension of National Informatics Centre

(NIC), Department of Electronics & Information Technology (DeitY), Government of

India.

b) NICSI specializes in procurement, installation, commissioning and maintenance of the

state-of-the-art ICT Products and services; Video conferencing systems and services,

Computer Hardware & software along with extensive consultancy services and other

ICT related services like system Integration, Application Software Development, Data

Centre and Network Installations, Operations Management Service etc. at most

competitive prices.

c) To discharge the social obligations of the Government in Information Technology

domain, NICSI in association with NIC has designed and developed major software

and technology infrastructures for various Government departments both at the Centre

and in the States.

d) NICSI manages its procurement and supplies of IT-hardware, software, Video-

conferencing & Network equipment, hardware, software and Network installations,

Application Software/Website Development, Technical Support Services and other

services through:

OEM’s empaneled for specific periods against open tenders for the supply of

IT-hardware, Peripherals, UPS systems and other equipment.

Service specific vendor empanelment against open tenders for network

Installation and maintenance, provision of technical support services for

software development and training, Technical manpower outsourcing etc.

Strategic Alliances/Agreements directly with the OEMs for supply of IT

products, software and other services etc.

e) NICSI plays the role of a facilitator and actual requirement usually come from the end

user. NICSI floats the tenders through various advertisements based on anticipated

requirements (as per past practice) and finalizes the rates.

2 OBJECTIVE / SCOPE

1. NICSI would like to have a panel of vendors to cater to NIC, NICSI’s users & own

requirements. The empaneled vendors will supply Desktop Systems and relevant


Additional Items

of 102

additional items at the rates finalized through this tender during the period of

empanelment/extended empanelment except for revision in rates as per provisions of

Section 12 – PRICE VARIATION of the tender.

2. A bidder can quote for any or all the configurations/annexures from any or all the

categories of ANNEXURE 8 - TECHNICAL, however should also quote relevant

additional items in ANNEXURE 8 - Technical (VIII) of quoted Desktop configuration.

Each Desktop Configuration of ANNEXURE 8 - (Technical I to VI) and Thin Clients:

Annexure-9 - (Technical-VII) will be treated as a separated tender for purpose of

evaluation, processing and ordering.

3. All the Desktop System OEMs who have participated directly in any Govt. tender in

the past, shall bid directly for this tender. Such bidders will be allowed to nominate one

Authorized Partner in addition to the option of doing it directly, for execution of

empanelment (supply, testing, installation and maintenance).

4. For the remaining part of this tender document, following terms will be interpreted as

per the definition given against each term.

i Bidder A firm which is bidding in this tender. This tender allows only

Original Equipment Manufacturers (OEM) to bid, if the OEM

has, in the past, quoted directly in Govt. tenders

ii Vendor A firm to whom empanelment has been awarded after

successful evaluation of their bid.

iii Authorized

Partner

A firm nominated by the bidder (if any) for delivery, testing,

installation and warranty support of the ordered items.

iv Alternate

Partner

A firm, nominated by the Bidder (if OEM is bidding directly), who

will be considered at a later stage of empanelment as

Authorized Partner, if the already empanelled Partner is not

performing according to tender requirements. However, there

will be only one Authorized Partner empanelled at any given

time.

v Supplier A firm to whom the Purchase Orders will issued by NIC/NICSI.

Supplier is either Vendor (OEM/) or their Authorized Partner (of

the OEM, ) as the case maybe. NIC/NICSI reserves the right to

issue Purchase Order either to the Vendor or its Partner or both.


Additional Items

of 102

3 EMPANELMENT TERMS

1. NICSI will form a panel of vendors for the period of empanelment, which will be

initially for one year only. Depending on the project requirements, NICSI may extend

the period of empanelment for additional 1 (One) year through mutual consent after

obtaining revised financial bids/ascertaining reasonability of rates with reference to

prevailing market rates. The size of the panel for each configuration/annexure shall

include the L1 bidder and the bidders falling within 120% of L1 value or other bidders

(to form a panel of at least 2 vendors) if there is no bidder falling within 120% of L1

value. The decision of NICSI on the panel size shall be final.

2. As per CVC Circular No.03/01/12 dated 13.1.2012:

a. In a tender, either the Indian Agent on behalf of the OEM or the OEM itself

can bid but both cannot bid simultaneously for the same item/product in the

same tender.

b. If an agent submits bid on behalf of any OEM, the same agent shall not

submit bid on behalf of another OEM.

c. Multiple agents of the same OEM cannot participate in bid for the same

item/product.

3. If the execution model proposed by the qualified bidder (OEM) involves Authorized

Partner, a tripartite agreement will be signed between NICSI, bidder and Authorized

Partner for honoring all tender terms and conditions.

4. All terms and conditions governing prices and supply given above, as applicable to

NICSI, will be made equally applicable to NIC.

5. As a matter of policy and practice and on the basis of Notification published in Gazette

of India dated 14th March, 1998, it is clarified that services of the agency selected

through this tender can be availed by both National Informatics Center [NIC] and

National Informatics Center Services Incorporated [NICSI], as the case may be

depending on the project, and the selected agency shall be obliged to render services

to both or any of these organizations as per the indent placed by the respective

organization. In other words, the selection procedure adopted in this tender remains

applicable for NIC as well, and in the event of rendering services to NIC, the selected

vendor shall discharge all its obligations under this tender vis-à-vis NIC. Any default

or breach in discharging obligations under this tender by the selected vendor while

rendering services to NIC, shall invite all or any actions / sanctions, as the case may

be, including forfeiture of security deposit.


Additional Items

of 102

6. The empanelment under this tender is not assignable by the selected agency. The

selected agency shall not assign its contractual authority to any other third party. The

vendor should not assign or sublet the empanelment or any part of it to any other

agency in any other form than defined in this tender. If found doing so, shall result in

termination of empanelment and forfeiture of Security Deposit.

7. In case the empaneled vendor is found in breach of any condition(s) of tender or supply

order, at any stage during the course of supply / installation or warranty period, the

legal action as per rules/laws, shall be initiated against the vendor and EMD/Security

Deposits shall be forfeited, besides being liable to be debarred and blacklisted for at

least three years, for further dealings with NICSI.

4 GUIDELINES FOR PMA COMPLIANT ITEMS

1. Department of Electronic & IT. (DeitY) vide Notification No. 33(3)/2013-JPHW dated

23.12.2013 has laid down the PMA policy for providing preference to domestically

manufactured products in procurement of Electronic goods. Under this policy DeitY

and DOT have notified multiple items. Notifications may be gone through at

http://deity.gov.in/esdm/pma. Further notifications by various departments may be

issued from time to time in this regard. The Guidelines may be treated as an integral

part of the tender document.

2. NICSI as a nodal agency shall promote the policy for providing preference to

domestically manufactured electronic products based on notification issued under the

policy by the DeitY, DOT and any other department in public procurement by

Government and its agencies

3. Bidders availing preference under the aforementioned policy are required to submit an

affidavit regarding domestic value addition in prescribed Form I (given in ANNEXURE

4 - DOMESTIC VALUE ADDITION SELF CERTIFICATE). Quoting false information

may lead to the cancellation of their empanelment and EMD/Security Deposit may also

be forfeited.

4. The vendors shall have the option to upgrade the domestic value addition against their

active empanelment through the Affidavit as per Form I but no downgrade shall be

accepted. NICSI shall accordingly update the empanelment without affecting the price

and all supplies made after the date of such updation shall be with upgraded domestic

value addition only.

5. Bidders are also required to indicate the domestic value addition in terms of BoM for

the quoted product, in terms of aforesaid guidelines, in their bid in the following format.

http://deity.gov.in/esdm/pma


Additional Items

of 102

Item

No.

Item

Description

Manufacturer/

Supplier

Country of

Origin Value

Domestic Value

addition in

percentage

6. NICSI shall conclude its empanelment of vendors as per existing procedure and

incorporate the domestic value addition in its empanelment. However, the

Government User Departments /indentors shall be fully responsible to ensure

compliance of the PMA policy while placing orders against the empanelment.

7. In case of any complaint against the domestic value addition, the empaneled bidder

shall provide information/documents in support of the domestic value addition as may

be required to verify the complaint without a any cost to NICSI. In case the complaint

is not established, there shall be no liability on the empaneled bidder.

5 CRITERIA FOR EVALUATION

5.1 Prequalification/Eligibility Criteria

1. Eligibility Criteria for Bidder

# Requirements Documents Required Compliance

(Yes/No)

and

Reference

Page No.

1. Bidder should be a manufacturer (OEM)

of Desktop systems for past three years.

Required authentic documents shall be

submitted to prove the credential as

manufacturer of the quoted items. Such

bidder will have option to execute the

empanelment directly or through an

authorized partner engaged in sale &

service support of their products.

In addition to the Authorized Partner, the

bidder can nominate one more firm as

1. Proof of manufacturing

(OEM)

2. Copy of Covering letter as

per ANNEXURE 1 -

Covering Letter for Bid

3. If the business model

proposed by the bidder

involves an

Authorized/Alternate

Partner then an agreement


Additional Items

of 102

Alternate Partner who can be

considered for evaluation and

empanelment if the First Partner either

becomes ineligible or not performing the

Contractual Obligations as per NICSI

Tender requirement. However, such a

change of Partner will be permitted only

once during the empanelment. Request

for changing Partner will be decided by a

duly constituted committee of NICSI,

after examining the performance of the

Partner.

A firm can become partner (either as

Authorized Partner/Alternate Partner) of

only one OEM for this tender.

as per ANNEXURE 9 -

OEM Partner Undertaking

duly signed by both OEM

and Partner’s

representatives.

2. The bidder’s annual sales turnover from

sale of IT products and services within

India should be at least Rs.100 Crores

(Rupees One hundred Crores), during

each of the years 2013-14, 2014-15 and

2015-16. However, for OEMs who are

meeting all required criteria of “Domestic

Value Addition” and hence qualified as

“Preferred Domestic Manufacturer”, the

annual turnover requirement is further

relaxed to Rs.20 (Twenty) Crores.

The turnover refers to the company

participating in this tender and not the

composite turnover of its

subsidiaries/sister concerns etc..

1. Certificate from CA

(Statutory Auditor) clearly

stating the turnover from

sale of IT products and

services within India during

each of the Financial Years

2013-14, 2014-15 and

2015-16.

(Quote value in Rs. Crore)

3. The bidder should be an ISO 9001:2008

or ISO 20000-1 certified Company. The

bidder should enclose a copy of quality

certificate from a recognized institution

for their manufacturing / assembly /

system integration facilities anywhere

located in INDIA. This certification

1. Copy of Valid Registration

Certificates clearly

specifying the Name of the

Agency, the validity date

and other relevant

information.


Additional Items

of 102

should be from any globally recognized

institution.

4. The Bidder/OEM must have country

wide infrastructure support in the form of

direct/Authorized Partner/Franchisee

support centers in at least 15 States/UTs

including one North Eastern States.

For the aforementioned, in absence of

agreement/undertaking document for

service support in case of support

through franchisees bidders bid may be

rejected straightway. Bidders should

also provide escalation matrix for their

sales & support function.

1. Details as per ANNEXURE

7 - SUPPORT

INFRASTRUCTURE

AVAILABLE

2. If the Warranty Support

model involves Authorized

Partner/Franchisee,

submit valid agreements

with such Authorized

Partner/Franchisee

5. The bidder should have a valid:

i) Service Tax Registration Number

ii) Income Tax/PAN Number

iii) VAT Registration Number

1. Copy of Valid Service Tax

Registration Certificate

2. Copy of PAN Card

3. Copy of VAT Registration

Certificate

6. The bidder should be a Company

registered in India under the Companies

Act 1956 or registered co-operative

society or a partnership firm registered

under the India Partnership Act 1932.

It is mandatory that the bidder should

have a registered office in India for at

least 3 years from the date of publishing

of this tender. Companies that have not

completed 3 years of establishment in

India will be disqualified.

1. Certificate of Incorporation

Or

Registration Certificate (for

co-operative societies)

Or

Partnership Deed (for

partnership firms)

2. Proof of having a

registered office in India

clearly specifying the

number of years of

establishment.


Additional Items

of 102

7. The bidder or authorized partner should

be registered for raising their

bills/invoices to NICSI from Delhi.

1. Proof of bidder’s/partner’s

billing location

8. To confirm in Yes or No, whether the

bidder falls under the Micro, Small and

Medium Enterprises Development Act,

2006. If yes, a copy of the Registration

Certificate must be provided to NICSI.

Further, it shall be the responsibility of

the bidder to keep NICSI informed if

there is any change of the status of the

company. Non-compliance in this regard

during the course of

empanelment/extended empanelment

shall lead to disqualification of the bidder

from empanelment.

1. Relevant Certificate of

Registration


bidder qualifying to be a ‘Preferred

Domestic Manufacturer” with reference

to the guidelines issued by Department

of Electronics & IT, Govt. of India

1. Self-certification on 100/-

Rupees stamp paper as

per ANNEXURE 4 -

DOMESTIC VALUE

ADDITION


bidder the bidder is availing benefits

under “Startup Standup India” Policy? *

1. Relevant Certificate of

Registration

*Note: OEMs which falls under the category of Start Ups as defined under “Startup

Standup India” initiative of Government of India (www.startupindia.gov.in) would

be eligible and evaluated as per the stipulated guidelines.

2. Eligibility Criteria for Authorized Partner (if Authorized Partner is being proposed)

For this criteria, supporting documents (as asked below), of only the First Partner need to

be submitted. For Alternate Partner, the eligibility documents will be required to be

submitted at a later stage if need arises.


Additional Items

of 102

# Requirements Documents Required Compliance

(Yes/No)

and

Reference

Page No.

1. Partner of bidder/OEM for the Supply,

Testing, Installation & maintenance

Support of quoted product along with

authorized partners agreement on Rs

100/- Non Judicial stamp paper in

support that nominated authorized

partner agrees that they will supply,

install and maintain the systems as per

empanelment conditions and rate. A

bidder can authorize only one partner

initially. Hence bidder should ensure that

nominated authorized partner meets the

eligibility criteria defined for them.

Alternate partner nominated bidder may

be considered during empanelment only

in case first partner defaulted in

execution of empanelment obligations.

However eligibility of alternate partner

has to be same as defined in this tender

for first partner.

1. An agreement as per

ANNEXURE 9 - OEM

Partner Undertaking duly

signed by both OEM and

Partner’s representatives.

2. The bidder’s partner’s annual sales

turnover (averaged) from sale of IT

products should be at least Rs.20

Crores (Rupees Twenty Crores) with

positive Net Worth, during each of the

years 2013-14, 2014-15 and 2015-16.

The turnover refers to the company

participating in this tender and not the

composite turnover of its

subsidiaries/sister concerns etc..

1. Certificate from CA

(Statutory Auditor) clearly

stating the Net Worth and

turnover from sale of IT

products during each of the

Financial Years 2013-14,

2014-15 and 2015-16.

(Quote value in Rs. Crore)


Additional Items

of 102

3. The bidder’s partner should be an ISO

9001:2008 or ISO 20000-1 certified

Company.

1. Copy of Valid Registration

Certificates clearly

specifying the Name of the

Agency, the validity date

and other relevant

information.

4. The bidder’s partner must have country

wide infrastructure support in the form of

direct/Authorized Partner/Franchisee

support centers in at least 15 States/UTs

including one North Eastern States.

1. Details as per ANNEXURE

7 - SUPPORT

INFRASTRUCTURE

AVAILABLE

2. If the Warranty Support

model involves Authorized

Partner/Franchisee,

submit valid agreements

with such Authorized

Partner/Franchisee

5. The bidder’s partner should have a valid:

i) Service Tax Registration Number

ii) Income Tax/PAN Number

iii) Delhi VAT Registration Number

1. Copy of Valid Service Tax


2. Copy of PAN Card

3. Copy of Delhi VAT


6. The bidder’s partner should be a

Company registered in India under the

Companies Act 1956 or registered co-

operative society or a partnership firm

registered under the India Partnership

Act 1932.

1. Certificate of Incorporation

Or

Registration Certificate (for

co-operative societies)

Or

Partnership Deed (for

partnership firms)

7. The partner must have executed at least

one Purchase Order during each

financial year i.e. FY 13-14, 14-15, 15-16

for minimum 100 Systems of similar type

1. Enclose copy of Purchase

Oder clearly indicating the

Name & Address of issuing

department and the


Additional Items

of 102

(Desktop Systems) as quoted in this

tender for. Clubbing multiple POs for

achieving the required quantity will not

be permissible.

Quantity and type of

System ordered.

8. The Partner must have entered into at

least one AMC contract with any Govt.

organization/PSU/Bank for maintaining

Desktop/Laptop Systems for each in last

three years

1. Copy of AMC

5.2 Technical Criteria

Details of equipment to be empaneled/procured and their Technical Specifications are

given in ANNEXURE 8 - TECHNICAL SPECIFICATIONS - Technical (I to VIII).

1. The following documents shall be enclosed by every bidder in their Technical bids: -

a. Make and model of all items quoted should be mentioned in the technical bid

and complete technical details should be provided in the form of brochures and

write ups.

b. Necessary detailed technical write-up highlighting the features of the System

quoted.

c. Reports published in journals comparing the quoted product with other similar

product.

d. Information on future planned upgrade and compatible products along with the

anticipated time frame.

e. List of important installation sites.

f. Any other document which the Bidder may feel necessary in support of their

product.

g. Certificate to the effect that the offered/quoted products conform to the tender

specification.

2. Bidder shall furnish a compliance statement (Point-wise) of specifications & features

of offered equipment with the Technical Bid. Deviations from technical specifications


Additional Items

of 102

should be furnished as per ANNEXURE 11 - STATEMENT OF DEVIATIONS.

Deviation on lower side of specifications will not be considered. No deviations in terms

& conditions of the tender document will be accepted in any case.

3. Hardware Configuration Evaluation Mechanism

a. All the sub-annexures under ANNEXURE 8 - TECHNICAL SPECIFICATIONS

would be evaluated during Technical Evaluation.

b. The Bidders have to comply to all the technical specifications/requirements for

each quoted Annexure.

c. The quoted Items will be physically evaluated at NICSI/Vendor’s works

premises located anywhere in India.

d. The bidders have to mention the make and model/Version of all the proposed

Systems and software quoted.

e. Self-certified technical specifications data sheet, compatibility matrix,

functionality report and reliability test report for each quoted items should be

enclosed with the technical bid.

f. The reliability testing of 24 hours (or as defined by TEC) on each offered system

will be conducted using latest version of AMI Diags/OEM diagnostic utilities.

The required utilities, device drivers & OS flavors will be arranged by the bidder.

Only those bidders that qualify the technical criteria shall be considered qualified for commercial evaluation stage.

6 BIDDING PROCESS

6.1 Availability of Tender Documents

The tender document is available at NICSI e-procurement site https://eproc-

nicsi.nic.in/nicgep/app & http://nicsi.com/tenders.asp

Prospective bidders desirous of participating in this tender may view and download the

tender documents free of cost from the above mentioned website.

At any time prior to the last date for receipt of bids, NICSI may, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective bidder,

modify the tender documents by an amendment/corrigendum. The

amendment/corrigendum will be notified at the above mentioned websites, which will be

binding on the prospective bidders to consider for quoting.

https://eproc-nicsi.nic.in/nicgep/app


http://nicsi.com/tenders.asp


Additional Items

of 102

The bidders are expected to examine all instructions, forms, terms, project requirements

and other information in the RFP documents. Failure to furnish all information required as

mentioned in the RFP documents or submission of a proposal not substantially responsive

to the RFP documents in every respect will be at the bidder's risk and may result in

rejection of the proposal and forfeiture of the bid security.

NICSI reserves the right to cancel this tender or modify the requirement at any stage of

Tender process cycle without assigning any reasons. NICSI will not be under obligation

to give clarifications for doing the aforementioned.

6.2 Time Schedule

As per “ANNEXURE 2 - Fact Sheet”.

No Bid will be accepted after the expiry of the above mentioned time schedule

In order to allow bidders a reasonable time to take the amendment/corrigendum(s) into

account in preparing their bids, NICSI, at its discretion, may extend the deadline for the

submission of bids.

6.3 Pre-Bid Meeting

1. NICSI shall hold a pre bid meeting with the prospective bidders as per the schedule

mentioned in “ANNEXURE 2 - FACT SHEET” for any clarifications regarding tender

technical specifications and tender terms & conditions.

2. Queries received in writing, or over email, as per the schedule mentioned in

“ANNEXURE 2 - FACT SHEET”, shall be addressed.

3. The queries should be sent to NICSI in the following format (preferably in an excel file)

through email at [email protected] or faxed on 011-26105212.

Company name M/s.

S.

No.

RFP Page No. Relevant Section /

Annexure of RFP

Relevant

Content from

RFP

Vendor’s Query /

Comment


Additional Items

of 102

4. All interested bidders along with one representative of Authorized Partner can

participate in the pre-bid conference.

5. NICSI is not bound to clarify any query after the pre-bid meeting.

6. NICSI will endeavor to provide a complete, accurate, and timely response to all queries

raised by the bidders. However, NICSI makes no representation or warranty as to the

completeness or accuracy of any response, nor does NICSI undertake to answer all

the queries that have been posed by the bidders and bidders shall not assume that

their unanswered queries have been accepted by NICSI.

6.4 Bidding Cost

The bidder shall bear all costs associated with the preparation and submission of their

bids. NICSI will, in no case, be responsible or liable for those costs, regardless of the

outcome of the tendering process

6.5 Right to Terminate the Process

NICSI reserves the right to accept or reject any proposal, and to annul the bidding process

and reject all proposals at any time prior to award of agreement, without thereby incurring

any liability to the affected bidder or bidders or any obligation to inform the affected bidder

or bidders of the grounds for actions taken by NICSI.

NICSI makes no commitments, express or implied, that this process will result in a

business transaction with anyone.

6.6 Acceptance of part / whole bid / modification – Rights there of

NICSI reserves the right to accept or reject wholly or partly bid offer, or modify the

technical specifications / quantities / requirements mentioned in this RFP including

addition / deletion of any of the item or part thereof after pre-bid, without assigning any

reason whatsoever. No correspondence in this regard shall be entertained.

7 BID SUBMISSION

7.1 Instructions

1. Each Desktop Configuration of ANNEXURE 8 - TECHNICAL (Technical I to VII) will

be treated as a separated tender for purpose of evaluation, processing and ordering.

2. The bidder can quote for any number of Desktop Configurations from the ANNEXURE

8 - TECHNICAL (Technical I to VII), on submission of respective EMDs for particular


Additional Items

of 102

segment as mentioned in Clause 7.4. However, applicable additional Items

(ANNEXURE 8 - TECHNICAL: Technical VIII) shall be quoted along with the Main

Annexure.

7.2 Mode of Submission

Submission of bids shall be in accordance with the instructions given in “ANNEXURE 3 -

BID SUBMISSION PROCEDURE”

7.3 Validity of Bids

1. The bids shall be valid for a period of not less than 180 days from the last date of bid

submission. A proposal valid for a shorter period shall be rejected as nonresponsive.

2. On completion of the validity period, NICSI may (if required) request the Bidder(s) for

an extension of the period of validity. The validity of the EMD as requested should also

be suitably extended if called upon to do so by NICSI. The request and the responses

thereto shall be made in writing.

7.4 Earnest Money Deposit / Bid Security

1. The bidder shall furnish as part of its bid, an EMD/bid security, of amounts as per the

below table, in the form of an Account Payee Demand Draft or Bank Guarantee from

any of the Commercial Banks in India in favour of NICSI payable at New Delhi.

Bid submitted for* Amount (Rs.)

ANNEXURE 8 - Technical(I) 3,00,000

ANNEXURE 8 - Technical(II) 3,00,000

ANNEXURE 8 - Technical(III) 3,00,000

ANNEXURE 8 - Technical(IV) 3,00,000

ANNEXURE 8 - Technical(V) 3,00,000

ANNEXURE 8 - Technical(VI) 3,00,000

ANNEXURE 8 - Technical(VII) 1,00,000

*The EMD must to be submitted for each annexure - Technical (I to VII) for which the

bid is being submitted.

2. The bid security, for the amount mentioned above, of successful bidder would be

returned upon submission of Security Deposit (as required in the tender document).

The bid security of all unsuccessful bidders will be refunded by NICSI at the earliest

post signing of agreement and submission of the Security Deposits by the successfully

empaneled bidders.


Additional Items

of 102

3. The bidders who are registered with NSIC under Single Point Registration Scheme or

have an Udyog Aadhaar registration, shall be considered for exemption from

furnishing the Tender Fee and EMD by the Competent Authority. In such cases, an

attested copy of the Registration Certificate from NSIC must be furnished. Merely

registration as a SSI Unit does not qualify the Firm for exemption from furnishing the

Tender Fee/EMD. In the absence of a valid registration certificate relevant to the scope

of requirements of the tender or proper Bank Draft/Bank Guarantee of Tender

Fee/EMD amount, such bids shall be rejected straightway. . Bidders in the process of

obtaining the relevant registration certificates, as required above, will not be

considered for EMD exemption. Submission of false/inappropriate documents in this

regard will result in summary rejection of Bid and such bidder will be debarred from

participating in future tenders for a minimum period of three years

4. NICSI shall not be liable to pay any interest on the Bid Security and the same shall be

interest free.

5. The bidder, by submitting its application pursuant to this RFP, shall be deemed to have

acknowledged that without prejudice to NICSI’s any other right or remedy hereunder

or in law or otherwise, the Bid Security shall be forfeited and appropriated by NICSI as

the mutually agreed pre-estimated compensation and damage payable to NICSI for,

inter alia, the time, cost and effort of NICSI in regard to the RFP including the

consideration and evaluation of the Proposal under the following conditions:

a. If a bidder submits a non-responsive proposal;

b. If a bidder engages in any of the prohibited practices specified in this RFP;

c. If a bidder withdraws its proposal during the period of its validity as specified in

this RFP and as extended by the bidder from time to time;

7.5 Non-Responsive Proposals

A proposal may be construed as a non-responsive proposal and ineligible for

consideration:

1. If it does not comply with the terms & conditions, requirements of this RFP, failure to

comply with the technical requirements, and acknowledgment of receipt of

amendments

2. If a proposal appears to be “canned” presentations of promotional materials that do

not follow the format requested in this RFP for prequalification, Technical and

Commercial proposals or do not appear to address the particular requirements of the

tender, and any such bids may also be disqualified.


Additional Items

of 102

3. If the technical or commercial proposal of the bidder does not adhere to the Bid

Requirements of this RFP, the bid shall be declared as non-responsive and will not be

evaluated further.

7.6 Language of the Bid

The Bid prepared by the Bidder, as well as all correspondence and documents relating to

the Bid exchanged by the Bidder and NICSI shall be written in English. Supporting

documents and printed literature furnished by the bidder may be in another language

provided they are accompanied by an accurate translation of the relevant pages in

English. For the purposes of interpretation of the bid, the translation shall govern.

Information supplied in another language without proper translation shall be rejected.

7.7 Rights to the content of the Bid

All bids and accompanying documentation of the Technical proposal will become the

property of NICSI and will not be returned after opening of the Technical proposals. The

Commercial proposals that are not opened will be returned to the bidders. NICSI is not

restricted in its rights to use or disclose any or all of the information contained in the

proposal to experts/ consultants engaged in the evaluation of bid responses and can do

so without compensation to the bidders. NICSI shall not be bound by any language used

by the bidder in the proposal indicating the confidentiality of the proposal or any other

restriction on its use or disclosure.

7.8 General Instructions

1. Proposals must be direct, concise, and complete. All information not directly relevant

to this RFP should be omitted. NICSI will evaluate bidder’s proposal based on its clarity

and the directness of its response to the requirements as outlined in this RFP.

2. Bidders shall furnish the required information on their Techno Commercial proposals

in the required formats only.

3. Undertaking for subsequent submission of any of the required documents will not be

entertained under any circumstances

8 BID OPENING AND EVALUATION

8.1 Bid Opening Sessions

1. Total transparency will be observed while opening the proposals/bids.

2. NICSI reserves the rights at all times to postpone or cancel a scheduled bid opening.


Additional Items

of 102

3. The bids will be opened, in two sessions, one for Bid Security and Eligibility Proposal

and one for Commercial proposals of those bidders who qualify the Technical

Evaluation Criteria, in the presence of bidders’ representatives who choose to attend

the Bid opening sessions on the specified date, time and address.

4. One authorized representative of each of the bidders would be permitted to be present

at the time of aforementioned opening of bids.

5. The bidders’ representatives who are present shall sign a register evidencing their

attendance. In the event of the specified date of bid opening being declared a holiday

for NICSI, the Bids shall be opened at the same time and location on the next working

day. However if there is no representative of the bidder, NICSI shall go ahead and

open the bid of the bidders.

6. During bid opening preliminary scrutiny of the bid documents will be made to determine

whether they are complete, whether required bid security has been furnished, and

whether the bids are generally in order. Bids not conforming to such preliminary

requirements will be prima facie rejected.

7. The EMD / bid security envelope will be opened first by NICSI for Pre-

Qualification/Eligibility bid evaluation. The Bid Security envelope of the bidders will be

opened on the same day and time, on which the Eligibility bid is opened, and bids for

which the requisite Bid Security has not been received by NICSI or whose Bid Security

is not in order shall be rejected.

8.2 Overall Evaluation Process

1. A three tiered evaluation procedure will be adopted for evaluation of proposals, with

the eligibility evaluation being completed before technical evaluation and technical

evaluation being completed before the Commercial proposals are opened and

compared.

2. Eligibility/Technical evaluation will be done by a Technical Evaluation Committee of

Officers (TEC) and Commercial Proposal will be evaluated by a Financial Evaluation

Committee (FEC) against the Eligibility/Technical and Financial Criteria respectively

and any other requirements as laid down in the RFP.

3. Pursuant to the eligibility criterion, bidders will be short listed for Technical evaluation.

4. NICSI will review the Technical bids, on the basis of the technical evaluation criteria

as laid out in this RFP, of the short-listed bidders to determine whether the Technical

bids are substantially responsive. Bids that are not substantially responsive are liable


Additional Items

of 102

to be disqualified. NICSI may seek inputs from their professional, external experts,

external consultants in the Eligibility, Technical and Commercial evaluation process.

5. The Commercial bids for the technically qualified bidders will then be opened and

reviewed to determine whether the Commercial bids are substantially responsive.

6. NICSI may seek clarifications from the Bidder on the Eligibility, Technical, &

Commercial Proposal.

i. NICSI may seek any specific clarifications or missing document(s) to meet the

tender requirement during the eligibility/technical and commercial evaluation

stage. Irrespective of date of issuance of such document, the document

submitted under clarification should be complying with the tender conditions

before last date of submission of bid. If there is any lack of clarity in the

submitted documents, TEC may ask concerned bidder representative to be

present physically to prove their eligibility.

ii. If there are conditions attached to any financial proposal/bid, which shall have

bearing on the total cost, the Financial Evaluation Committee shall reject any

such proposal(s) as non-responsive. However, if the Committee feels it as

necessary to seek clarification on any financial proposal(s) regarding taxes,

duties or any such matter, NICSI may invite response(s) in writing.

iii. NICSI may call for clarifications/missing document(s) from the bidders and give

them reasonable time period i.e. not exceeding more than 15 days. The bidder

has the option to respond or not to respond to these queries.

iv. If the bidder fails to respond, within the stipulated time period or the

clarification(s)/documents submitted is non-conforming to requirement of

tender conditions, no further time will be given for submitting the

clarification(s)/document(s) and the bid will be summarily rejected.

v. The request for clarification/missing document(s) shall be in writing and no

change in quoted prices or substance of the bid shall be sought, offered or

permitted. No post bid clarification at the initiative of the bidder shall be

entertained.

vi. All such clarifications will be sent to the contact person of the bidder indicated

in their proposal by email. All the bidders shall share the additionally asked

documents/clarifications via email on or before the particular date and time (as

per NIC server email time) as mentioned in the email seeking additional

documents/clarification. All documents/ clarifications received up to particular


Additional Items

of 102

date & time shall be considered as a part of the offer and evaluated along with

the tender. No document / clarification shall be accepted after the particular

date and time as mentioned in the email.

8.3 Technical Proposal Evaluation

1. The TEC will short list the Technical bids on the basis of technical parameters including

possible visit to inspect manufacturing and supply facilities either in India or abroad, if

considered necessary. The short listed Bidders will be asked to bring one of each

quoted model or improved latest model of same make as per specifications set out in

ANNEXURE 8 - Technical (I to VII) for technical evaluation, along with their own test

and measuring equipment, hardware/software and technical manpower at NICSI

HQ/bidder premises or any other site as finalized by NICSI and as per the schedule

intimated by NICSI. Bidders should be ready with quoted models by the scheduled

date for technical evaluation. No request for subsequent extension of schedule (if

informed) will be entertained.

2. During Technical Evaluation the quoted product will be physically verified for the

required tender specifications, tested for reliability, through-put, functionality and other

features as decided by the TEC. In case the bidder fails to bring the quoted products

within the time frame given by NICSI for evaluation, the bid shall be rejected and EMD

forfeited.

3. If during the technical evaluation, any of the System fails then no subsequent

opportunity will be given to the Bidder (s). However, alternate item (1) of already

quoted make and model or (2) improved latest model of same make on account of

technological trends which meets all the tendered technical specifications and superior

in specifications than the quoted model, if available instantly on the spot could be

considered by TEC for evaluation only once. Based on the demonstration/evaluation

test results, bidders will be short listed.

4. For Technical Evaluation, Bidders have to ensure the availability of appropriate

specialist, along with every type of documentation and consumable required, from their

organization for interacting with TEC and evaluation team. In case a bidder does not

make the required specialist along with proper documentation available, then such

defaulting bidder shall be taken off the tender evaluation process and the bid will stand

rejected.

5. Technical Bids will be evaluated as per the “Clause 2 of Section 5.2 - Hardware

Configuration Evaluation Mechanism”. However NICSI reserves the right to amend /

modify the evaluation procedure any time in the overall interest of the Tender.


Additional Items

of 102

6. The Systems to be supplied should work under the all the version of Operating

Systems such as Windows & GNU/Linux.

7. Bidders are advised to ensure that the systems brought for evaluation conform to all

technical parameters and is a tested system. Equipment not meeting complete tender

specifications will not be considered for evaluation.

8. NICSI will bear the expenditure towards traveling, boarding & lodging of its technical

officials visiting for technical demonstration/evaluation.

8.4 Financial Proposal Evaluation

1. Unless explicitly indicated, the bidder must not include any technical information

regarding the services in the Financial proposal.

2. If considered necessary, revised Financial Bids may be called from the technically

shortlisted Bidders, before opening the original Financial Bids.

3. The financial bids of only technically qualified bidders will be opened in the presence

of their representatives, should they chose to attend the financial bid opening at the

date and time as notified by NICSI

4. Financial Bid will be opened for each technically qualified bidder only for the qualified

configuration/annexure.

5. Criteria for deciding L1 bidder and lowest Unit rate for each

configuration/annexure for ANNEXURE 10 - Financial Bid for Technical (I-VII):

i. Each Desktop Configuration & Thin clients mentioned in the ANNEXURE 10 -

FINANCIAL BID will be evaluated as a separate tender and L1 bidder for each

item/configuration/annexure will be worked out separately.

ii. The foreign exchange rate for the foreign currency indicated (as import

component) on last date of bid submission shall be taken as reference for

Financial Bid Evaluation and selection of L1 bidder.

iii. L1 bidder in each of the configurations/annexures will be the bidder quoting the

least Grand Total Value in the respective configuration/annexure i.e. the bidder

quoting the least value of

GTVDS1A will be determined as L1 bidder for DS1 Config-A

GTVDS1B will be determined as L1 bidder for DS1 Config-B



Additional Items

of 102








GTVDSTC will be determined as L1 bidder for Thin Clients

iv. Only GTV value shall form the basis for the determination of the L1 bidder

and the detailed breakup in the financial bids for the calculation of GTV in

each Configuration/Annexure shall not be compared. Initially only GTV

will be opened for each configuration. Detailed financial bid of only L1

bidder will be opened next. No representation of any kind in this regard

shall be entertained

v. However, for all technically qualified bidders, and those bidders who are eligible

for Financial Bid Opening, L1 would also be taken for the %Import Component.

Decision of NICSI in this regard will be final and no representation of any kind

will be entertained.

For Example, (where L1 is lowest Financial bid; and L’1 is the Lowest

percentage imported component)

# Bidder Name

Financial

Bid % Import Component

i. B1 L2 L’3

ii. B2 L1 L’2

iii. B3 L4 L’1

iv. B4 L3 L’4

From the above table, bidder B2 shall be identified as L1 bidder;

However, B2 shall match the L’1 percentage imported component of B3 and

same shall be used as reference percentage of import component for all

empanelled vendor for any revision in price due to fluctuation in foreign

exchange rate.


Additional Items

of 102

vi. In case more than one bidder quotes the same value of GTV then the bidder

having maximum total turnover as per the CA certificate submitted for eligibility

will be reckoned as L1. A list of L1, L2, L3…..and so on will be prepared.

vii. If L1 bidder as decided on the basis of GTV quotes zero or incredibly low rates,

failed to quote in any of the constituent items in the detailed cost breakup, its

bid will be rejected and EMD will be forfeited. The next successive lowest

quoting bidder will be declared as L1, if found in order as per tender terms and

conditions and so on.

viii. Panel Formation: A panel of bidders for each configuration/annexure will be

formed. For this NICSI will ask other technically qualified bidders whose

quote fall within 120% of the L1 value (GTV) of the respective

configuration/annexure to match the L1 rates. Thus, by way of giving

successive opportunity for matching the L1 rate, a panel of bidders will be

formed for each configuration/annexure. The decision of NICSI arrived at above

will be final for empanelment and no representation of any kind shall be

entertained. If none of the bidders L2, L3, L4 agree to match L1 rates then L1

alone shall be on the panel. In case none of the bidder quoted GTV fall within

120% of L1 GTV, then to have a panel of maximum two bidders for each

desktop configuration and thin clients, NICSI may ask other bidders to match

the L1 GTV in chronological order of their quote, however, if none of the bidders

L2, L3 ..so on agree to match the L1 rates then L1 shall alone be on the panel.

Prices of individual components as quoted by the L1 bidder will be applicable

to all bidders matching the Grand Total Value (GTV) of the L1 bidder. While

calculating NICSI purchase cost, input CENVAT credit available to NICSI will

be taken into account.

ix. In case any selected L1 bidder refuses to sign empanelment within the time

frame given by NICSI, the offer would be treated as withdrawn and the bidder’s

EMD will be forfeited and tender will be scrapped. If other bidders refuse to sign

the empanelment after matching L1 rates, their EMD will be forfeited and offer

will be extended to other qualified bidders to make a panel. The defaulting

bidder may also be debarred from participating in NICSI tenders for a period of

three years.

6. Criteria for deciding L1 bidder and lowest Unit rate for each

configuration/annexure for ANNEXURE 10 - Financial Bid for Technical (VIII):

Financial bids for Additional items will be opened for all the eligible bidders and L1

value will be arrived at by identifying the lowest quote for each line item among all

bidders. L1 bidder for main categories Technical Annexure (I) – (VII) will have to match


Additional Items

of 102

corresponding L1 value in the Additional Item category. However if L1 rate of a line

items happen to be incredibly low or zero, those rates will not be considered for

empanelment. The basis of identifying incredibly rate for such items would be the

market survey, previous empanelment rate or empanelled rate of such item in any

Government organization under similar terms and conditions.

7. Prices quoted in the bid must be firm and final. No adjustment of the commercial price

(to be mentioned in the empanelment) shall be made on account of any variations

except for changes in rate of taxes or provisions of the clause – PRICE VARIATION

as stated in the tender document. A proposal submitted with an adjustable price

quotation or conditional proposal may be rejected as non-responsive.

8. Correction of Error;

i. Bidders are advised to exercise adequate care in quoting the prices. No excuse

for corrections in the quoted figures will be entertained after the proposals are

submitted to NICSI. All corrections, if any, should be initialed by the person

signing the proposal form before submission, failing which the figures for such

items may not be considered.

ii. Arithmetic errors in proposals will be corrected as follows:

i. In case of discrepancy between the GTV and the total cost provided for

the component in the detailed cost break up sheet, the following

methodology shall be adopted

1. If GTV is LESS than sum total of all the weighted values of each

item in the detailed financial sheet, then the values for constituent

items will be reduced proportionately and the revised costs will be

recalculated accordingly. Thus revised rates of constituent items

will be applicable.

For e.g. If GTV=98 & item wise sum of the costs in the detailed

cost break up sheet is 100 , then each item in Financial Bid will

be multiplied by a factor 98/100. Thus the new item wise values

shall be the final quote. If L1 bidder fails to accept the individual

unit rates rationalized as per above procedure, their bid will be

treated as cancelled and EMD will be forfeited.

2. If GTV is GREATER than sum total of all the weighted values of

each item in the detailed cost break up sheet, then sum total of

all the weighted values shall be treated as GTV.


Additional Items

of 102

ii. If L1 bidder fails to accept the individual unit rates rationalized as per

above procedure, their bid will be treated as cancelled and EMD will be

forfeited.

9. The rates quoted by L1 bidder in Financial Bids shall be accepted as the tender

rates.

10. In order to create a panel of agencies, the L2, L3..Ln would sequentially be asked to

match the tender rates as defined in the previous point. If L2 agrees, the bidder will be

considered for empanelment otherwise the opportunity will be extended to L3 and so

on. In case none of the L2, L3..Ln. agree to match tender rates then L1 alone shall be

on the panel.

8.5 Price Preference

In tender, participating Micro and Small Enterprises registered with any of the Bodies

listed in M/o MSME notification dated 23.03.2012 and quoting price within price band of

L1+20% shall be allowed to render services for a portion of requirement by bringing down

their price to L1 price in a situation where L1 price is from someone other than a Micro

and Small Enterprise and such Micro and Small Enterprise shall be allowed to cater up to

20% of estimated business though this empanelment.

20% from the 20% of the estimated business (i.e. 4% of the estimated business) offered

to the MSE‟s shall be reserved for MSE’s owned by SC/STs. In the event of failure of

such MSE to participate in tender process or meet tender requirements and L1 price, 4%

quantity for MSEs owned by SC/ST entrepreneurs shall be met from other MSEs.

In case of more than one such Micro and Small enterprise, the supply shall be shared

proportionately (to estimated business) as mentioned in M/o MSME notification dated

23.03.2012.

NICSI will form a panel as per the normal evaluation process and specify the

presence of MSME in its empanelment. The responsibility shall lie with the

government user departments and agencies under their control to make

procurements in compliance with the criteria prescribed in the notified policies &

guidelines regarding procurement from MSME.

9 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE

All incidental charges whatsoever such as premium; commission etc. with respect to the

Security Deposit/Performance Bank Guarantee shall be borne by the bidder. The security

deposit/Performance Bank Guarantee may be discharged/ returned by NICSI upon being


Additional Items

of 102

satisfied that there has been due performance of the obligations of the bidder under the

empanelment/work orders. However, no interest shall be payable on the security deposit

or the performance bank guarantee.

9.1 Security Deposit

1. All the successful vendors empaneled against this tender, irrespective of their

registration status etc., have to furnish a Security Deposit (to be submitted by both

OEM (bidder) and its Authorised Partner (if a partner is proposed) in the form of a

Bank Guarantee from a Nationalized/Scheduled Commercial Bank for the amount as

per the below table:

Category of

Empanelment Security Deposit to be submitted

For Technical - I to VI

Rs.200000/- (by Bidder/OEM) and Rs.100000/- (by

Authorized Partner). If no authorized partner is

proposed, then Bidder will have to submit BG for

Rs.300000/-.

The security deposit of above amounts has to be

submitted for each category, if the bidder is empaneled

for multiple categories

For Technical - VII Rs.100000/- (by Bidder/OEM) and Rs.100000/- (by

Authorized Partner).

2. The Security Deposit should be furnished within 15 days from the issuance of Letter

of Empanelment and should be valid till the entire term of the empanelment and for an

additional period of 90 days after the completion of term of empanelment. In case the

duration of the empanelment is extended by NICSI then the successful bidder will have

to extend the Bank Guarantee by that period.

3. Bid security would be refunded to the successful bidder on receipt of Security Deposit.

9.2 Performance Bank Guarantee

1. Supplier vendors shall be required to submit Performance Bank Guarantee of amount

equal to 8.5% of PO value in the form of a Bank Guarantee from a

Nationalized/Scheduled Commercial Bank at the time of bill submission.


Additional Items

of 102

2. Performance Bank Guarantee should remain valid for a period of 63 months from

the date of delivery of systems.

3. The Supplier will have to renew Performance Bank Guarantee (PBG) for such further

periods till satisfactory free warranty support has been provided by the Vendor for all

the Systems supplied and installed, and thereafter the PBG shall be returned to the

supplier without any interest. This PBG will be invoked in case of non-compliance of

maintenance schedule during warranty period. For the sake of easy management and

maintaining of PBGs in NICSI, empaneled vendor (supplier) may also give one lump-

sum consolidated PBG for expected POs value and desired period instead of PO-wise

on each occasion.

10 GENERAL TERMS AND CONDITIONS

1. NICSI, without assigning any reason can reject any tender(s), in which any prescribed

condition(s) is/are found incomplete in any respect and at any processing stage.

2. NICSI may use this tender for executing any projects anywhere in India during the

validity of this tender.

3. The empaneled vendor should not use NICSI empanelment to take orders directly

from any other departments. Doing so will result in cancellation of empanelment and

forfeiture of Security Deposit and the vendor will be debarred from participating in any

NICSI Tender for at least three years.

4. The decision of NICSI arrived during the various stages of the evaluation of the bids

is final & binding on all bidders.

5. Printed/written conditions mentioned in the tender bids submitted by vendors will not

be binding on NICSI.

6. Upon verification, evaluation / assessment, if in case any information furnished by the

bidder is found to be false/incorrect, their total bid shall be summarily rejected.

7. NICSI will not be responsible for any misinterpretation or wrong assumption by the

bidder, while responding to this tender.

8. NICSI may by written notice sent to the empaneled bidder; terminate the work order and/or the empanelment, in whole or in part at any time of its convenience. The notice of termination will specify that termination is for NICSI’s convenience, the extent to which performance of work under the work order and /or the empanelment is terminated, and the date upon which such termination becomes effective. NICSI reserves the right to cancel the remaining part and pay to the selected vendor the amount for partially completed Services.


Additional Items

of 102

9. All bidders/empaneled agencies agree with NICSI for honoring all aspects of fair trade practices in executing the work orders placed by NICSI.

10. In the event of an empaneled company or the concerned division of the company being

taken over /bought over by another company, all the obligations and execution

responsibilities under the agreement with the NIC/NICSI, should be passed on for

compliance by the new company in the negotiation for their transfer.

11. If the name of the product is changed for describing substantially the same in a

renamed form; then all techno-fiscal benefits agreed with respect to the original

product, shall be passed on to NIC/NICSI and the obligations with NIC/NICSI taken by

the Vendor with respect to the product with the old name shall be passed on along

with the product so renamed.

12. During the empanelment period, if the empaneled product becomes end of life, the

empaneled vendor must ensure that an equivalent or better product is offered to

NICSI. Due to any unavoidable circumstances, if the vendor is not in a position to

execute future orders, NICSI should be intimated the same with convincing

justifications, at least three months in advance. NICSI will conduct independent

enquiry about such claims and the availability of equivalent/better product. The

decision arrived at by NICSI in such matters will be final. If the inability shown by the

vendor is only due to some financial/technical reasons, such requests will not be

considered. However for all cases in which the User Department has transferred fund

to NICSI for procurement, the vendor must supply equivalent or better product to fulfill

NICSI’s obligation to the User Department. Any failure to adhere to this will result in

forfeiting the Security Deposit and debarring the vendor from participating in NICSI

tenders for minimum three years.

13. In case of empaneled vendor is found in breach of any condition(s) of tender or work

order, at any stage during the course of service, appropriate legal action as per

rules/laws, may be initiated against the vendor and Security Deposit shall be forfeited,

besides debarring and blacklisting the bidder concerned for at least three years, for

further dealings with NIC/NICSI..

11 TERMINATION OF CONTRACT

1. NICSI may, terminate this Contract by giving the Selected Agency a 30 (Thirty) days

prior and written notice indicating its intention to terminate the Contract under the

following circumstances:

a. NICSI is of the opinion that there has been such event of default on the part of

the Selected Agency which would make it proper and necessary to terminate


Additional Items

of 102

this Contract and may include failure on the part of the Selected Agency to

respect any of its commitments with regard to any part of its obligations under

this Contract.

b. The Selected Agency has failed to commence the provision of Services, or has

without any lawful excuse under these conditions suspended the work for 30

consecutive days.

c. Where it comes to NICSI’s attention that the Selected Agency is in a position of

actual conflict of interest with the interests of the Purchaser in relation to any of

Terms and Conditions of the Contract or has without authority committed

breach of Terms of the Contract in best judgment of NICSI.

d. In the event of the quality of Temporary Staffing Personnel and/or services as

per the Scope of Work under the Contract with NICSI not found acceptable by

NICSI/User Department.

e. The Selected Agency has neglected or failed to observe and perform all or any

of the terms acts, matters or things under this Contract to be observed and

performed by it.

f. The Selected Agency has acted in any manner to the detrimental interest,

reputation, dignity, name or prestige of NICSI.

g. The Selected Agency has been declared insolvent/bankrupt.

2. Consequences of Termination

a. NICSI shall have the right to carry out the unexecuted portion of work either by

itself or through selecting other Empaneled Agency.

b. In the event of termination of this Contract, NICSI shall be entitled to impose

any such obligations and conditions and issue any clarifications as may be

necessary to ensure an efficient transition and effective business continuity

which the Selected Agency shall be obliged to comply with.

c. In the event that the termination of this Contract is due to the expiry of the Term

of this Contract, a decision not to grant any (further) extension by NICSI, or

where the termination is prior to the expiry of the stipulated term due to the

occurrence of any event of default on the part of the Selected Agency, the

Selected Agency herein shall be obliged to provide all such assistance to the

successor or any other person as may be required by NICSI.


Additional Items

of 102

d. Where the termination of the Contract is prior to its stipulated term on account

of a default on the part of the Selected Agency or due to the fact that the survival

of the Selected Agency as an independent corporate entity is threatened/has

ceased, NICSI shall pay the Selected Agency for that part of the Services which

have been authorized by NICSI and satisfactorily performed by the Selected

Agency up to the date of termination. Without prejudice any other rights, NICSI

may retain such amounts from the payment due and payable by NICSI to the

Selected Agency as may be required to offset any losses caused to NICSI as a

result of any act/omissions of the Selected Agency.

e. NICSI may take possession of the works and all deliverables of the Selected

Agency and use or employ the same for completion of the work or employ any

other Selected Agency or other person or persons to complete the works. The

Selected Agency shall not in any way object or interrupt or do any act, matter

or thing to prevent or hinder such actions, other Empaneled Agencies or other

persons employed for completing and finishing or using such deliverables.

f. When the Contract is terminated by NICSI for all or any of the reasons

mentioned above, the Selected Agency shall not have any right to claim

compensation on account of such termination.

12 PRICE VARIATION

1. During the validity of the empanelment including the extended period, if any, if the

vendor quotes, sells or exhibits written intention to sell any empaneled item of the

same or equivalent configuration to any other Department/ Organization at a price

lower than the price fixed for NICSI under same terms and conditions as defined in

this tender, the vendor shall voluntarily pass on the price difference to NICSI. The

effective date will be date of selling / intent to sell at lower rate.

2. In the event of lowering of government levies subsequent to the finalization of the

panel, the bidder shall automatically pass on the benefits to NICSI, and in the event of

increasing of government levies subsequent to the finalization of the panel; NICSI shall

consider the case on merit and the pro-rata benefits to the vendor may be considered

if full reference with documentary evidence is submitted.

3. During the validity of the empanelment including the extended period, if any, in case

NICSI notices that the market rates have come down from the time the rates were

finalized or selection of new system configuration based on market trends or for the

reasons of technological changes, NICSI may ask the technically qualified bidders

to re-quote the prices and the vendor(s) will be selected on the basis of financial

evaluation procedure given earlier. All those technically qualified bidders, whose EMD


Additional Items

of 102

have been returned by NICSI during/after the evaluation of the tender, will have to

submit the EMD of the same amount along with the revised price quotations. The time

gap between such re-quotes will be minimum 3 months except in case of the Union

Budget.

4. Exchange Rate Fluctuation: Bidder will submit the foreign exchange rate (USD)

applicable on tender submission date, as given on the RBI website. The foreign

exchange rate published at RBI site on the last day of bid submission (closing rate)

will be recorded as the reference rate, and during the validity of the panel, in case

there is an increase or decrease of 10% (Ten percent) or more in the US Dollar ($)

Price than the US Dollar ($) price taken as reference, then NICSI/ empaneled vendor

shall automatically pass on the pro-rata benefits to the empaneled vendor/NICSI. If

the fluctuation is downwards, NICSI tender division will automatically initiate the

process for reducing the rate.

The following method shall be adopted for Exchange Rate Variation Calculation

B1 = Base Rate, as per RBI website as of last date of bid submission

B2 = Current Rate, as of date when calculation of payment to be processed.

FC = Foreign Currency Component (in %)

L1 = Empanelment Rate before Exchange Rate Variation,

ERV = {[(B2 – B1)/B1] x FC% x L1}

For example:

Foreign Exchange of INR 60/$ is assessed from RBI website (closing rate) during

financial evaluation and is finalized as Base Rate.

During issuance of PI, it is assessed that foreign exchange rate is INR 66/$ (i.e.

+10%).

Base rate “B1” will now shift from INR 60/$ to INR 66/$ for all calculation purposes.

Note: Base Rate “B1” changes as-and-when a variation of ±10% is assessed

during issuance of PI or as indicated by the rate revision committee.

5. For subsequent revisions, the rate revision committee will record the foreign exchange

rate applicable on the finalization date. In such cases, NICSI will take decision of giving

complete / partial benefit of the variation by examining other existing similar

government empanelment and prevalent market rates. NICSI may also invite revised


Additional Items

of 102

financial bid from technically qualified bidders (if number of such bidders is more than

two) and empanelment size will be reduced to at most two vendors Decision of NICSI

in this regard will be final and no representation of any kind will be entertained.

6. The time gap between any rate revisions will be minimum 3 months except in case of

the Union Budget

13 AWARD OF WORK

1. On written communication from NICSI for having qualified for empanelment, the bidder

will sign the contract (letter of empanelment) within 7 days of such communication.

Failing which the offer will be treated as withdrawn and EMD forfeited. NICSI reserves

the right to extend the offer to the next eligible bidder.

2. NICSI has the right to choose any subset of the tendered resource categories for

placement of work orders.

3. In case Work Orders are placed on more than one agency, the distribution of work

orders will be at the sole discretion of NICSI or the User Department.

4. Work/Purchase order will be placed on the empaneled vendor (or partner) in hardcopy

format or in softcopy mode either through e-mail containing the scanned copy of the

Purchase Order or an alert through e-mail for downloading the Purchase Order from

Web Site.

5. Objection, if any, to the Purchase Order must be reported to NICSI by the supplier

within Seven (7) working days counted from the Date of Purchase Order for

modifications, otherwise it is assumed that the supplier has accepted the Purchase

Order in totality. This is applicable in case of electronic publishing/delivery of Purchase

Order also.

6. After receiving the Purchase Order, amendment if any, is requested by the supplier or

done by NICSI, the timelines of the work/purchase order shall be from the amendment

date and not from the original Purchase Order date.

7. Subsequent to the issue of Purchase Orders, the supplier shall collect necessary

related documents (copy of final Pro-forma Invoice from NICSI issued in the name of

user-department) from NIC/ NICSI/End User for getting State Entry/Road Permit

(wherever required) for complete, safe and timely delivery of the ordered products.


Additional Items

of 102

8. In the case of Vendors who have Authorized Partners also empaneled, NIC/NICSI

reserves the right to issue Purchase Order either to the Vendor or Authorized Partner

or to both and of their choice of configuration.

14 ACCEPTANCE TESTING PROCESS

1. The Systems must be supplied in full as per ordered configuration for acceptance

testing.

2. No system with short supply or alternate product with different technical specifications

shall be taken up for acceptance testing under any circumstances. The supplier must

ensure the availability of ordered items/spares in their stock before accepting the

purchase order. The acceptance tests will include the verification of specification of

ordered item, functional testing and reliability test, running of the evaluation test as

conducted during technical evaluation of the items quoted by vendor. The systems

must give same performance results as shown during initial Technical Evaluation

tests. In case of urgent user requirement, the process of acceptance testing may be

relaxed to successful installation of equipment at customer site. In such cases

user/project manager’s request is mandatory.

3. The offered systems, in addition to meeting the evaluation tests, should also contain

the same subsystems (Brand/Manufacturer) as were given at the time of initial

evaluation tests.

4. Failure to fulfill any of the aforementioned conditions will entail cancellation of the

Purchase Order along with forfeiture of the Security Deposit/Performance Bank

Guarantee. Further, NIC/NICSI can procure same items from alternate sources at the

risk and cost of the defaulting vendor.

5. No acceptance testing will be undertaken by NIC/ NICSI unless the Technical

Verification Data Sheet (TVDS) concerned with offered products, is provided to

NIC/NICSI, at least 15-Days in advance prior to date from which the actual acceptance

testing is to start.

6. During empanelment period, on subassembly level if any item’s specifications / model

changes & becomes non-available due to obsolescence/ up-gradation of technology,

vendor within already approved cost may offer the item with equivalent or having better

features in terms of performance and specifications. The item should be offered to

NICSI for evaluation with full configuration at least one month prior to the acceptance

testing date. The item(s) so offered will be evaluated at NICSI /any other site as

decided by NICSI for its acceptance. The vendor should provide detailed technical

documents and technical manpower support so as to enable NICSI to carry out the


Additional Items

of 102

evaluation process again on the new item. In evaluating such change request, only

the tender specification will be referred. In the case of main components, any change

in the empanelled configuration due to technological up-gradation/ non-availability will

be permitted by equivalent/better item of the same OEM. If no equivalent product

meeting tender specification is available with that OEM, a communication from the

OEM is mandatory in this regard before offering product of a different OEM.

7. The tentative schedule for conducting of acceptance testing shall be provided along

with comprehensive material details by supplier within 15 working days from the date

of purchase order to NICSI, so that all the related documentation work by NICSI could

be completed and tested products can be delivered and installed within the stipulated

time frame as per purchase order.

8. The testing of items must be generally completed as specified in the purchase order

before the delivery date as per purchase order.

9. Normally, testing and acceptance of the Systems will be done at the Factory

premises/Testing Lab of the Vendor/Authorized Partner, or at NIC/NICSI

Headquarters in India (as the case may be) or any other premises in India or abroad

suggested by supplier where it will be tested as per ordered specifications where

representatives from supplier and NIC/NICSI will be present. The testing

location/premises must be suitable/ agreeable to NIC/NICSI.

10. NIC/NICSI reserves the right to reject any item, if found unsuitable and /or not

conforming to the approved specifications. The rejected items, if any, shall have to be

taken back and replaced by good items forthwith at the cost of the vendor. No payment

will be made for rejected items.

11. The items which are accepted after testing should be sealed inside carton under the

joint signatures of the representative(s) of NIC/NICSI and supplier's representative

and then sent along with the packing list giving serial numbers and part numbers of all

possible Items and copy of the acceptance test report to the specific location or to the

actual sites of installation. The top cover of the carton must have a label carrying the

complete NIC/NICSI Purchase Order Number, supplier’s bill number and Delivery

location.

12. A sticker mentioning the Service Support Call Centre Number of the vendor and

warranty details should be pasted by vendor on each box.

13. For a product becoming end of life, it is the responsibility of the empanelled vendor to

get the replacement product approved pro-actively. If there is no replacement product

available, the same has to be communicated to NICSI with justification from OEM, at


Additional Items

of 102

least three months in advance so that NICSI do not quote rate for such product to

users. For all such cases where either NICSI has issued Pro-forma Invoice (PI) or the

fund has come to NICSI from user departments, the vendor will supply Systems, if

necessary with higher configuration at the empaneled rates. If the vendor fails to follow

the above requirement, Security Deposit of that vendor will be forfeited and

empanelment may be cancelled. If the vendor follows the procedure of intimating

NICSI well in advance about the non-availability with proper documentary evidence,

the empanelment can be kept in suspension till a suitable and equivalent product is

approved by NICSI. However, for any pending POs such relaxation will not be

applicable.

15 STOCK ENTRY & BILLING TO END USER

1. The suppliers will have to raise their invoices from New Delhi in the name of NICSI

New Delhi, for all NICSI procurements.

2. After carrying out the Acceptance Testing, the supplier will have to submit its

invoice/bill and the copy of the Acceptance test report/Certificate at NICSI Stores at

New Delhi, so that NICSI can book the purchase and issue their Sale-Invoice in the

name of user-department.

3. For all NICSI procurements under projects, after collecting the Sale-Invoice from

NICSI, the supplier has to ensure the safe and onward transportation of the items from

NICSI store /Delhi to the end user location at their own responsibility and expenditure.

The Supplier is responsible for safe and secure delivery and installation of these items

at user location(s). By having an insurable interest in the consignment, the supplier

must get it insured on the basis of purchase order issued by NICSI and settle the claim,

if any, directly with insurer. NICSI may issue NOC in favor of supplier if needed for

settling the claim.

16 DELIVERY AND INSTALLATION

16.1 Delivery Process

1. All aspects of safe delivery shall be the exclusive responsibility of the vendor. The

schedule to be given for delivery at site is to be strictly adhered to in view of the strict

time schedule for implementation of various Projects. Proof of Delivery as per the

format provided in ANNEXURE 6 - DELIVERY AND INSTALLATION CERTIFICATE

duly signed by the NIC/ NICSI Project Coordinator/User Department, should reach

NIC/NICSI Head Quarters (as the case may be), New Delhi within 4 weeks of the

delivery.


Additional Items

of 102

2. At the destination site, the cartons will be opened only in the presence of authorized

person/user and vendor’s representative.

3. Supplier must apply to the respective authority for issue of road permit /waybill well in

time. Necessary documents needed for applying for Road Permit will be collected by

the vendor from NIC/NICSI/End User immediately on getting the Purchase Order from

NIC/NICSI. If after proper and timely communication with the User Department, there

is any delay in the issuance of road permit, the vendor will be entitled to get appropriate

extension for delivery period provided that the acceptance testing was done and

complete material was ready for dispatch 7 days before the due date of delivery as

specified in purchase order.

4. Delays on account of getting relevant permits shall not make vendor eligible for waiver

of penalties.

5. In case any discrepancy with regard to sign, stamp or date etc on the delivery

certificate, a mail from concerned user/NICSI Coordinator/NIC user may be treated as

delivery challan.

6. The vendor shall provide equipment manual and User manual along with each

equipment, even if more than one equipment is ordered for a single location.

16.2 Installation Process

1. The Supplier should install all the items at specified site without any additional charge.

2. Only the items technically tested/accepted as per Purchase Order shall be installed.

3. The items to be supplied should work under the specified Operating Systems viz.

Windows and GNU/Linux (Latest Version). It shall be the exclusive responsibility of

the Vendors supplying the items to provide appropriate device drivers and solutions

for these system software platforms.

4. Consolidated Installation certificate as per ANNEXURE 6 - DELIVERY AND

INSTALLATION CERTIFICATE, duly signed by the NIC/ NICSI Project

Coordinator/User Department, should reach NIC/NICSI Head Quarters (as the case

may be), along with the bills.

5. Supplier, after receiving the Purchase Order will consult/visit the user department for

ascertaining the compatibility of the ordered item within the existing setup. If there is

any requirement of additional components for the installation, the same need to be

communicated to the user department and NICSI well in time before delivering the


Additional Items

of 102

ordered items. No such requests, which will result unnecessary delay in the

implementation, will be considered after the delivery of items is made.

6. For Site Not Ready (SNR) cases, the vendor needs to submit SNR certificate as per

format provided in ANNEXURE 5 - SITE NOT READY CERTIFICATE signed by

NIC/NICSI Coordinator/ User Department. However, regarding readiness of site, the

decision of the User Department/NIC/NICSI Project Coordinator will be final. No

penalty will be imposed for SNR cases, however, supplier has to install the items within

15 days of receipt of Site Ready notice from User/NICSI/NIC else it will attract penalty.

7. A sticker with the Service Support Call Centre Number of the vendor as well as OEM

should be pasted on each item.

8. If the items are not installed at site within the stipulated time after delivery, due to the

non-responsiveness of the vendor, appropriate penalty will be applicable.

16.3 Timelines for Delivery and Installation

1. The following timelines need to be adhered to by the vendor for delivery and

installation of products ordered under this empanelment:

Particulars Timelines of Delivery Timelines of

Installation

NE States ( including

Sikkim, J&K, Lahual-Spiti &

Kinnaur in HP, Andaman &

Nicobar and Lakshadweep

Islands)

60 days from the date of

Issuance of Purchase

Order

15 days from the

scheduled or actual

date of delivery,

whichever is later

For the Rest of India 50 days from the date of

Issuance of Purchase

Order

15 days from the

scheduled or actual

date of delivery,

whichever is later

2. If the scheduled date of delivery/ installation falls on holiday / non-working day (at the

delivery location), the next working day shall be treated as due date of delivery /

installation. All aspects of safe delivery shall be the exclusive responsibility of the

supplier.


Additional Items

of 102

3. At the destination site, the Cartons will be opened only in the presence of user official

and vendor’s representative. The intact position of the Seal, for not being tampered

with, shall form the basis of certifying the receipt in good condition.

17 ONSITE WARRANTY MAINTENANCE

1. All quoted Systems and relevant additional items should be under Five Years on-site

comprehensive warranty support from the date of its successful

installation/commissioning and acceptance at the site (whichever is later), including

free spare parts, kits etc and excluding the consumable items. During warranty period,

all the parts of the product shall be considered non-consumable and vendor shall

have to maintain all such parts at no extra cost whenever required.

2. During warranty period, besides service/maintenance of Hardware and System

Software and all driver software up-gradation, installing patches and services shall

also be provided at no extra cost.

3. All empaneled vendors shall have to enter into a written agreement with NICSI for

honoring all tender conditions and warranty maintenance support, through a Web-

based monitoring system, in executing the purchase orders placed by NICSI/NIC.

4. User shall also have option to log complaint of procured systems directly to the OEM.

A toll free number and Web Complaint systems of OEM should be provided with each

supplied systems in the form of a sticker. It will be responsibility of OEM to provide

support for all such cases. User should also be able to see the warranty support period

of procured systems of OEM website by entering a service tag/serial number of

system.

5. During warranty period, besides service/maintenance of Hardware and System

Software and all driver software up-gradation, installing patches and services shall

also be provided at no extra cost. It is the responsibility of the vendor to provide all

necessary support and loading of systems software patches etc.

6. The vendor should fulfill the following conditions during warranty period:

a. Supplier will maintain enough spares in India (not less than 10%) so as to

provide satisfactory on-site comprehensive maintenance services during the

warranty period. Supplier will indicate the level of spares, which will be stored

by them in India for providing comprehensive on-site warranty services to

NICSI/User sites. Vendor will also provide a status report every six months

through e-mail to NICSI/user about the support related complaints lodged by

different users and availability of spares at the vendor warehouse.


Additional Items

of 102

b. Supplier as well as OEM would provide the helpdesk support services through

telephone/e-mail where users can lodge their complaint. Each user will be

assigned a unique trouble ticket number through which user should be able to

track the action taken on his complaint through a support portal.

c. Under the warranty support, any failure in the system or a subsystem thereof

should be rectified within maximum period of 48 hours of lodging complaint at

State Capitals and Sites with-public air-transport facilities. Normal transit time

not exceeding 24 hours additionally will be allowed if the Site happens to be

other than State Capital and Sites without public air-transport facilities. Failing

which, penalty will be charged or recovered from the withheld amount as per

the provision of Section 19 - PENALTY. If holiday / non-working day falls within

rectification time, the holiday/non-working day will not be counted for penalty

calculation.

d. Any system, failing at subsystem level at least three times in three months,

displaying chronic system design or manufacturing defects or Quality Control

problem will be totally replaced by the Vendor at his cost and risk within 30

days, from the date of last failure. Failing which, penalty will be charged or

recovered from the withheld amount as per the provision of Section 19 -

PENALTY.

e. Vendor shall visit each site at least once in a year to carryout preventive

maintenance and fine-tune the performance of the system besides regular

service calls during warranty period. The preventive maintenance may also be

clubbed with regular service visit if any.

f. Vendors shall attend the complaints lodged by the NIC/NICSI/users during

warranty period. In case of default by the vendor, penalty will be imposed as

specified in the Annexure: Penalty.

7. On completion of the Warranty period, the Security Deposit without any interest

accrued shall be released after satisfying that proper free warranty support has been

provided during warranty period for all the equipment as the case may be. If

considered necessary, suitable amount of penalty shall be recovered from the Vendor

out of either already due payments or from their Security Deposit or by raising claims

while releasing the Security Deposit. After expiry of warranty, NICSI has option to

enter into Annual Maintenance Contract with the supplier for post warranty

maintenance of the systems as per the agreed rates.

8. If NIC/NICSI desires, the empaneled vendors will be asked to provide same support

as post warranty support at rates finalized after mutual consent. The service tax, as


Additional Items

of 102

applicable will be extra. Vendor has to sign an agreement with NICSI/NIC/ Customer

for same type of support at finalized extended warranty rate. The payment will be made

quarterly at the end of the quarter. If vendor refuses to honor this post warranty/AMC

support, vendor may be debarred from participating in similar future tenders.

9. After the warranty maintenance of five years, if NICSI/NIC or its users decide to go in

for in-house maintenance or through a third party, the supplier shall supply the spares

to NICSI users/NICSI/NIC or a party designated by NICSI. If NICSI wants to enter into

an AMC contract with the empanelled bidder on the expiry of Warranty, the bidder

should be ready to sign AMC for atleast two years after warranty period. A separate

contract will be signed for AMC and AMC charges will be paid at the end of each

quarter after deducting down time penalty if any.

18 PAYMENT TERMS

1. The agency will submit Pre-receipted bills in triplicate (having details of concerned

work-order number, Date and Project-Number of NICSI) in the name of National

Informatics Centre Services Incorporated, New Delhi along with relevant supporting

documents. Payment will be made only upon submission of the Bill along with all the

completed documents. An invoice will contain the items ordered under one

Purchase Order only. Bill / Invoice shall not be combined for more than one

purchase order.

2. Payment shall be done as per the following schedule:

a. 85 % on delivery of all items included in the purchase order

b. 15% on completion of installation of all items in the purchase order

3. For payment on Item Delivery:

a. The vendor will deliver the items at designated locations as per the purchase

order and obtain signature with date and stamp on Delivery Proof (s) of the

concerned user.

b. The vendor will submit a copy of Proof of Delivery along with the bill duly signed

by the NIC/NICSI/User Department Project Coordinator, with his name, date of

delivery, designation and office seal, legibly recorded.

c. The vendor will submit the bills along with original excise duty gate pass &

original delivery certificate to the NICSI Head Quarters, New Delhi. Bank


Additional Items

of 102

Guarantee will also be required to be submitted at the time of bill submission

for payment to be made.

d. Entry Tax etc. if payable will be reimbursed for which Supplier has to submit all

original documents along with the bills. Such claims shall neither be processed

separately nor on any post-facto basis.

e. Pre-dispatch Inspection Report issued by NICSI Testing division must be

submitted along with the bills

4. For payment on Item Installation:

a. Vendor has to install the ordered items and will prepare installation report for

each location as per the purchase order and get it signed by the concerned

User/Officer In-charge or his/her authorized person/officer.

b. The vendor will submit all original installation reports, to NICSI Headquarters,

New Delhi.

c. For Technical Annexure (I) –(VII), in the case of vendor unable to bring

installation report even after 180 days of delivery of the System and there is no

written complaint from the User about the System Installation, it will be assumed

that the installation is complete and the bills will be processed

5. Payments shall be subject to deductions of any amount for which the supplier is liable

under the empanelment or tender conditions. Further all payments to agency will be

made subject to deduction of applicable penalty and TDS (Tax deduction at Source)

as per the income Tax Act, 1961, and other taxes, if any, as per Government of India

rules.

6. Proof of Delivery/Installation duly signed by the user/NIC/NICSI Project Coordinator,

with his name, date of delivery, designation and office seal, legibly recorded, should

reach NICSI Head Quarters, New Delhi within 30 days with the bills, after the date on

which the item(s) was delivered / installed.

7. In case the submission of bills to NICSI, along with the necessary documents,

is delayed by the agency beyond 30 days from the date of issue of bill, the entire

liability towards payment of interest/penalty to the tax authorities would be on the cost

of respective agencies. The entire amount will be deducted from the payment due to

respective vendor.

8. All the Vendors/Channel Partners should raise their bills in the name of National

Informatics Centre Services Incorporated, New Delhi. However, the ordered items


Additional Items

of 102

should be delivered to the user locations as per the Purchase Order by the Supplier,

after Stock Entry and billing at NICSI Headquarters.

9. All payments will be made through RTGS only.

19 PENALTY

S.

No Activity Rate

1

Failure in

maintaining

the delivery

schedule

Any unjustified and unacceptable delay in delivery schedule will

render the vendor liable for liquidated damage at the rate of 0.1%

(point one percent) of the purchase order value per day for first 10

days, 0.2%(point two percent) per day for next 10 days, 0.3% (point

three percent) per day for next 10 days, subject to maximum 30

days in total. This penalty will be imposed on complete purchase

order value if the delivery is delayed for more than 20% of total

purchase order value. In case delivery is delayed for less than or

equal to 20% of purchase order value then penalty will be imposed

on delayed items only. After that the purchase order may be

cancelled.

2

Failure in

maintaining

installation

Schedule

0.2% (Zero point two percent) of the purchase order value per day

subject to maximum of 10 days, thereafter NICSI holds the option

to complete the installation work through alternate sources at the

risk and cost of the defaulting vendor.

The un-installed items can be taken back by the vendor.

During installation at site, if any item is found to be defective

or broken, it will be replaced with new one by the Vendor at its

own cost and risk within 30 days from the date on which the vendor

has been informed of such damage. If the items are not replaced

and installed at the site within the stipulated time, a penalty of 0.2

(point two) percent of the PO value per day for 15 days and 0.4

(point four) percent of PO value for next 15 days subject to a

maximum of 30 days will be applicable.


Additional Items

of 102

3 Maintenance

during

warranty

period

Under warranty support, penalty per day per equipment at the rate

of 0.2% (point two percent) of the purchase value of the equipment.

Maximum penalty will be limited to 10% of the purchase order

value. If system remains down beyond 30 days, NIC/NICSI will

have option to get it rectified through alternate source. The cost of

repair on such default shall be recovered from the supplier from

outstanding payment or BG/PBG.

4 Replacement

of the faulty

system

Any system, failing at subsystem level at least three times in three

months, displaying chronic system design or manufacturing

defects or Quality Control problem will be totally replaced by the

Vendor at his cost and risk within 30 days, from the date of last

failure. If supplier fails to replace the system within 30 days, penalty

will be charged at the rate of 0.2% of system purchase value per

day per system.

5 Limitation of

Liability

Taking into consideration all the above cases, the total liability shall

be governed by the clause 22 – Limitation of Liability

6. In case of delays beyond four weeks, for reasons solely attributable to the agency,

NICSI reserves the right to cancel the purchase order and levy purchase order

cancellation charges at 10% of purchase order value.

7. For three consecutive cases of cancellation of work orders on account of delays by

the agency, NICSI reserves the right to either invoke the termination Clause or

terminate the Contract altogether.

8. NICSI also reserves the right to invoke the Security Deposit furnished by the Selected

Agency at the time of signing the Contract with NICSI, if for any reason of default

stated in the tender, the Contract of the Selected Agency is terminated.

20 CONFIDENTIALITY AND SECURITY

1. The selected agency and their personnel will not, either during the term or after

expiration of this contract, disclose any proprietary or confidential information relating

to the services, contract or business or operations of NICSI or its clients without the

prior written consent of NICSI or the concerned User Department.

2. The agency will ensure that no information about the software, hardware, and

database, the policies of NICSI/User Department is taken out in any form including

electronic form or otherwise, from the client site by the manpower posted by them.


Additional Items

of 102

21 INDEMNITY

1. The Selected Agency shall indemnify NICSI from and against any costs, loss,

damages, expense, claims including those from third parties or liabilities of any kind

howsoever suffered, arising or incurred inter alia during and after the Contract period

out of:

a. Any negligence or wrongful act or omission by the Selected Agency or any third

party associated with Selected Agency in connection with or incidental to this

Contract or;

b. Any breach of any of the terms of this Contract by the Selected Agency, the

Selected Agency’s Team or any third party

c. Any infringement of patent, trademark/copyright arising from the use of the

supplied goods and related services or any party thereof

2. The Selected Agency shall also indemnify the Purchaser against any privilege, claim

or assertion made by a third party with respect to right or interest in, service provided

as mentioned in any Intellectual Property Rights and licenses.

3. NICSI/User department stand indemnified from any employment claims that the hired

manpower / agency’s manpower may opt to have towards the discharge of their duties

in the fulfillment of the work orders.

4. Each party also stands indemnified from any compensation arising out of accidental

loss of life or injury sustained by such party’s manpower while discharging their duty

towards fulfillment of the purchase orders caused by the negligence or willful

misconduct of the other Party or its agents and representatives.

22 LIMITATION OF LIABILITY

1. Neither Party shall be liable to the other Party for any indirect or consequential loss or

damage (including loss of revenue and profits) arising out of or relating to the Contract.

2. Except in the case of Gross Negligence or Willful Misconduct on the part of the

Selected Agency or on the part of any person acting on behalf of the Selected Agency

executing the work or in carrying out the Services, the Selected Agency, with respect

to damage caused by the Selected Agency including to property and/or assets of

NICSI or its clients shall regardless of anything contained herein, not be liable for any

direct loss or damage that exceeds (A) the Contract Value or (B) the proceeds the

Selected Agency may be entitled to receive from any insurance maintained by the


Additional Items

of 102

Selected Agency to cover such a liability, whichever of (A) or (B) is higher. For the

purposes of this Clause, "Gross Negligence" means any act or failure to act by a Party

which was in reckless disregard of or gross indifference to the obligations of the Party

under the Contract and which causes harmful consequences to life, personal safety or

real property of the other Party which such Party knew, or would have known if it was

acting as a reasonable person, would result from such act or failure to act.

Notwithstanding the foregoing, Gross Negligence shall not include any action taken in

good faith for the safeguard of life or property. "Willful Misconduct" means an

intentional disregard of any provision of this Contract which a Party knew or should

have known if it was acting as a reasonable person, would result in harmful

consequences to life, personal safety or real property of the other Party but shall not

include any error of judgment or mistake made in good faith.

3. This limitation of liability slated in this Clause, shall not affect the Selected Agency’s

liability, if any, for direct damage by Selected Agency to a Third Party's real property,

tangible personal property or bodily injury or death caused by the Selected Agency or

any person acting on behalf of the Selected Agency in executing the work or in carrying

out the Services.

23 FORCE MAJEURE

If at any time, during the continuance of the empanelment, the performance in whole or

in part by either party of any obligation under the empanelment is prevented or delayed

by reasons beyond the control of a party such as war, hostility, acts of public enemy, civil

commotion, sabotage, fires, floods, explosions, epidemics quarantine restrictions, strikes,

natural calamities, lockouts, acts of state or acts of God (hereinafter referred to as

"events"), provided notice of happenings of any such event is duly endorsed by the

appropriate authorities/chamber of commerce in the country of the party giving notice, is

given by party seeking concession to the other as soon as practicable, but within 21 days

from the date of occurrence and termination thereof, neither party shall, by reason of such

event, be entitled to terminate the empanelment/contract, nor shall either party have any

claim for damages against the other in respect of such nonperformance or delay in

performance, and deliveries under the empanelment/contract shall be resumed as soon

as practicable after such event has come to an end or ceased to exist, provided further,

that if the performance in whole or in part or any obligation under the empanelment is

prevented or delayed by reason of any such event for a period exceeding 60 days, NICSI

may at its option, terminate the empanelment. Neither Party shall be liable for any failure

or delay in the performance of its obligations under the contract or Work Orders hereunder

to the extent such failure or delay or both is caused, directly, without fault by such Party,

by reason of such event. NICSI shall however, be responsible to pay the empaneled


Additional Items

of 102

vendor for the services successfully rendered to the satisfaction of NICSI/user department

under the work orders/ purchase orders issued pursuant to the contract.

24 DISPUTE RESOLUTION

The Bidder and NICSI shall endeavor their best to amicably settle, by direct negotiation,

all disputes arising out of or in connection with the empanelment.

In case any dispute between the Parties, does not settle by negotiation, the same may

be resolved exclusively by arbitration and such dispute may be submitted by either party

for arbitration. Arbitration shall be held in New Delhi and conducted in accordance with

the provisions of Arbitration and Conciliation Act, 1996 or any statutory modification or

re-enactment thereof. Each Party to the dispute shall appoint one arbitrator each and the

third to be appointed by the Department of Information Technology, Government of India.

The “Arbitration Notice” should accurately set out the disputes between the parties, the

intention of the aggrieved party to refer such disputes to arbitration as provided herein,

the name of the person it seeks to appoint as an arbitrator with a request to the other

party to appoint its arbitrator within 45 days from receipt of the notice. All notices by one

party to the other in connection with the arbitration shall be in writing and be made as

provided in this tender document.

Each Party shall bear the cost of preparing and presenting its case, and the cost of

arbitration, including fees and expenses of the arbitrators, shall be shared equally by the

Parties unless the award otherwise provides. The Bidder shall not be entitled to suspend

the Service/s or the completion of the job, pending resolution of any dispute between the

Parties and shall continue to render the Service/s in accordance with the provisions of

the Contract/Agreement/Empanelment notwithstanding the existence of any dispute

between the Parties or the subsistence of any arbitration or other proceedings.

25 APPLICABLE LAW

The empanelment/work-order(s) will be governed by the laws and procedures established

by the Govt. of India within the framework of applicable legislation and enactment made

from time to time concerning such commercial dealings/processing. All disputes in this

connection shall be settled in Delhi jurisdiction only.


Additional Items

of 102

ANNEXURE 1 - COVERING LETTER FOR BID

(To be submitted on the letterhead of the bidder)

To

The Managing Director,

National Informatics Centre Services Incorporated (NICSI)

Hall No. 2-3, 6th Floor, NBCC Tower,

Bhikaji Cama Place, New Delhi-110066

Subject: Submission of Bid for Tender No. <<>>

Dear Sir,

This is to notify that our company is submitting bid in response to Tender No NICSI/… for

Empanelment of Vendors for <<<>>>. Primary & Secondary contact for our company

are as follows:

Primary Contact Secondary Contact

Company Name

Name

Title

Address

Phone

Mobile

Fax

E-mail

Whether availing benefits under MSME notification dated

23.03.2012? Yes/No

If response to item above is “Yes”, then is the MSME owned by

SC/ST? Yes/No

Whether availing preference under Preferential Market Access

Policy? Yes/No

Whether availing benefits under “Startup Standup India” Policy? Yes/No

For the purpose of supplying items/delivering services under this tender we are appointing

<Name of Authorized Partner> (if applicable) as our Authorized Partner and < Name of

Alternate Partner> (Optional) as our Alternate Partner.


Additional Items

of 102

We agree to supply and install the products empaneled though this tender, either directly

(by OEM) or through partner (Authorized Partner/ Indian Agent) and provide maintenance

support and warranty as per tender conditions and rate.

We are responsible for communicating to the NICSI in case of any change in the Primary

or/and Secondary contact information mentioned above. We shall not hold NICSI

responsible for any non-receipt of bid process communication in case such change of

information is not communicated and confirmed with NICSI on time.

By submitting the proposal, we acknowledge that we have carefully read all the sections

of this tender document including all forms, schedules and appendices hereto, and are

fully informed to all existing conditions and limitations. We also acknowledge that the

company is in agreement with terms and conditions of the tender and the procedure for

bidding, evaluation and selection.

We have enclosed the earnest money deposit as per the tender Conditions and we

understand that it is liable to be forfeited in accordance with the provisions of tender

documents.

We confirm that information contained in this response or any part thereof, including

documents and instruments delivered or to be delivered to NICSI are true, accurate,

verifiable and complete. This response includes all information necessary to ensure that

the statements therein do not in whole or in part misled NICSI in its evaluation process.

We fully understand and agree that on verification, if any of the information provided here

is found to be misleading the evaluation process or result in unduly favours to our

company in evaluation process, we are liable to be dismissed from the selection process

or termination of the contract during the empanelment with NICSI.

We understand that you are not bound to accept the lowest or any bid you may receive.

It is hereby confirmed that I/We are entitled to act on behalf of our

corporation/company/firm/organization and empowered to sign this document as well as

such other documents, which may be required in this connection.

Yours sincerely,

On behalf of [bidder’s name]

Authorized Signature [In full and initials]:

Name & Title of signatory:


Additional Items

of 102

Name of Firm:

Address:

Seal/Stamp of bidder:

Place:

Date:


Additional Items

of 102

ANNEXURE 2 - FACT SHEET

Date of publication

03/03/2017

at NICSI e-procurement site https://eproc-

nicsi.nic.in/nicgep/app & http://nicsi.com/tenders.asp

Start of Sale of Tender

Document: 03/03/2016

Seek clarification start

date 04.03.2017 at 10:00 Hrs onwards

Seek Clarification end

date 13.03.2017 till 1700 Hrs.

Last Date for written

Queries by bidders: 13.03.2017 till 1700 Hrs.

Pre-bid Meeting

15.03.2017 at 1130 Hrs. at

National Informatics Centre Services Inc., Hall No. 2 &

3, 1st Floor, 15 NBCC Tower, Bhikaji Cama Place, New

Delhi-110066

Nature of Bid Process Single Stage Bidding

Bid submission start date 16.03.2017 at 09:00 Hrs. onwards

Bid submission end date 27.03.2017 at 15:00 Hrs

Opening of Tender Bids

Eligibility 28.03.2017 at 15:30 Hrs

Opening of

Commercial Bids To be Informed Later

Address for

Communication

Tender Division NICSI

National Informatics Centre Services Inc.

First Floor, 15 NBCC Tower,

Bhikaji Cama Place,

New Delhi 110066

Email: [email protected]

Phone: 011-26767300



http://nicsi.com/tenders.asp


Additional Items

of 102

ANNEXURE 3 - BID SUBMISSION PROCEDURE

1. The bids for this tender have to be submitted in accordance with the instructions given

below:

(a) Online Submission

The packets as mentioned below have to be uploaded online on the NICSI e-procurement

portal http://eproc-nicsi.nic.in. For this the Agencies must have obtained a class 2 digital

signature certificate as described on the afore-mentioned portal.

Packet – 1

The file should be saved in a PDF version and marked as:

“EMD_Tender Fee_<Bidder’s Name>.pdf” and should comprise of

the following items:

Scanned copy of Covering Letter as per ANNEXURE 1 -

COVERING LETTER FOR BID

Scanned copy of EMD/Relevant Registration Certificate incase

claiming exemption from EMD

The PDF file not containing the above documents or containing the

financial bid in explicit / implicit form will lead to rejection of the bid.

Packet -2

The file should be saved in a PDF version and marked as

“Eligibility_<Bidder’s Name>.pdf” and should comprise of the following items:

Duly filled Eligibility Criteria as given in the “Section 5.1 : Pre-

qualification/Eligibility Criteria”

Information asked in Section 5.1 : Pre-qualification/Eligibility

Criteria



Packet -3

The file should be saved in a PDF version and marked as

“Technical_<Bidder’s Name>.pdf” and should comprise of the following items:

Items being quoted as per the ANNEXURE 8 - Technical (I to

VIII). Use separate sheet for each configuration clearly

indicating Make & Model of the quoted product.

Technical literature about the Systems offered.

http://eproc-nicsi.nic.in/


Additional Items

of 102



Packet – 4

The file should be saved in a XLS version and marked as

“Unpriced Financial _ <Bidder’s Name>.xls”.

The Financial Bids are expected to be submitted in hardcopy

format, hence, an unpriced file needs to be uploaded in Packet-4

and should NOT contain any financial information.

(b) Hardcopy Submission

The bidder is required to submit the envelopes as required in the table below to the

address mentioned in the “ANNEXURE 2 - FACT SHEET” on or before the last date

& time of submission of bid.

Envelope – 1

Submission of Covering Letter as per ANNEXURE 1 - COVERING

LETTER FOR BID and Earnest Money Deposit.

In case the bidder is claiming exemption from submitting EMD, then

relevant certificates justifying the claim should be submitted in place

of Demand Draft/Bank Guarantee for EMD.

The envelope should be superscripted as “EMD <Bidder Name> <

Tender No.>”.

Scanned copy of the Demand draft/Bank guarantee also needs to be

uploaded as a part of Packet 1 of the bid.

Envelope – 2

Submission of Financial Bid

The bidder is required to submit the Financial Bid as per the format

provided in ANNEXURE 10 - Annexure-8 ANNEXURE 7 -

FINANCIAL BID to the address mentioned in the “ANNEXURE 2 -

FACT SHEET” on or before the last date & time of submission of bid.

The envelope should be sealed and superscripted as “Financial Bid/

<Bidder Name> / < Tender No.>”. This envelop should contain within

it separate envelopes (sealed) for each quoted Desktop

Configuration and Thin Clients as per ANNEXURE 10 -

ANNEXURE 7 - FINANCIAL BID Financial (I – VII). Bid for each

Desktop Configuration and Thin Clients should be submitted in

individually sealed envelopes superscripting the relevant category

“Financial Bid – Category …… ”.


Additional Items

of 102

2. NICSI will not accept delivery of proposal in any manner other than that specified in

this section. Proposal delivered in any other manner shall be treated as defective,

invalid and rejected.

3. Bid submission (online or hardcopy as required above) must be uploaded/submitted

on latest by the time as mentioned in the “ANNEXURE 2 - FACT SHEET”.

4. Eligibility/Technical proposal should not contain any commercial information.

5. If any bidder does not qualify in technical evaluation, the Commercial proposal of that

bidder shall not be considered for evaluation.

6. All pages of the bid being submitted must be sequentially numbered by the bidder.

7. NICSI will not be responsible for any delay on the part of the bidder in obtaining the

terms and conditions of the tender notice or online/hardcopy submission of the bids.


Additional Items

of 102

ANNEXURE 4 - DOMESTIC VALUE ADDITION – SELF CERTIFICATE

Form - I

Format for Affidavit of Self Certification regarding Domestic Value Addition in an Electronic

Product to be provided on Rs.l00/- Stamp Paper.

Date:

I ....................S/o, D/o, W/o ................Resident of..................... . do hereby solemnly

affirm and declare as under:

That 1 will agree to abide by the terms and conditions of the policy of Government of India

issued vide Notification No. 33(3)/20 13-IPHW dated 23.12.2013.

That the information furnished hereinafter is correct to best of my knowledge and belief

and I undertake to produce relevant records before the procuring authority or any authority

so nominated by the Department of Electronics and Information Technology, Government

of India for the purpose of assessing the domestic value-addition.

That the domestic value addition for all inputs which constitute the said electronic product

has been verified by me and I am responsible for the correctness of the claims made

therein.

That in the event of the domestic value addition of the product mentioned herein is found

to be incorrect and not meeting the prescribed value-addition norms, based on the

assessment of an authority so nominated by the Department of Electronics and

Information Technology, Government of India for the purpose of assessing the domestic

value-addition, I will be disqualified from any Government tender for a period of 36

months. In addition, I will bear all costs of such an assessment.

That I have complied with all conditions referred to in the Notification No. wherein

preference to domestically manufactured electronic products in Government procurement

is provided and that the procuring authority is hereby authorized to forfeit and adjust my

EMD and other security amount towards such assessment cost and I undertake to pay

the balance, if any, forthwith.

I agree to maintain the following information in the Company's record for a period of 8

years and shall make this available for verification to any statutory authorities.

i. Name and details of the Domestic Manufacturer (Registered Office, Manufacturing

unit location, nature of legal entity)


Additional Items

of 102

ii. Date on which this certificate is issued.

iii. Electronic Product for which the certificate is produced.

iv. Procuring agency to whom the certificate is furnished.

v. Percentage of domestic value addition claimed.

vi. Name and contact details of the unit of the manufacturer.

vii. Sale Price of the product.

viii. Ex-Factory Price of the product.

ix. Freight, insurance and handling.

x. Total Bill of Material,

xi. List and total cost value of inputs used for manufacture of the electronic product.

xii. List and total cost of inputs which are domestically sourced. Please attach

certificates from suppliers, if the input is not in-house.

xiii. List and cost of inputs which are imported, directly or indirectly.

For and on behalf of ....................................... (Name of firm/entity)

Authorized signatory (To be duly authorized by the Board of Directors) Insert Name,

Designation and

Contact No.


Additional Items

of 102

ANNEXURE 5 - SITE NOT READY CERTIFICATE

1 Vendor Name

2 Project No.

3 Purchase order No. & date

4 Equipment Name

5 Date of delivery

6 Date of Ist Visit for installation

7 Site not ready reason

8 Tentative date of site being

ready for installation

9

Contact detail of vendor for

getting equipment installed, if

site gets ready.

10 Certificate

There is no delay on the part of

vendor in getting the equipment

installed

Name of user / NIC Project Coordinator / NICSI Project in charge:

____________________________________________________________

Designation :__________________________________________________

Signature:____________________________________________________

(with official seal)

Date:________________________________________________________


Additional Items

of 102

ANNEXURE 6 - DELIVERY AND INSTALLATION CERTIFICATES

Delivery Certificate

Empaneled Vendor’s Name

1 Project No.


3 Invoice No. with date

4 Product Name & Description

5 Product serial nos.

6 Date of intimation of call for Delivery

7 Delivery Date

8 Certificate All terms & conditions mentioned in the PO for delivery have been successfully completed.

Name of user / NIC Project Coordinator / NICSI Project in charge: ______________________________ Designation: ______________________________ Signature: ______________________________ (with official seal) Date: ______________________________

Name of Empaneled Vendor’s Representative: ______________________________ Designation: ______________________________ Signature: ______________________________ (with official seal) Date: ______________________________

Please ensure that signatures are taken on each page of the report with date & rubber

stamps.


Additional Items

of 102

Installation Certificate

1 Empaneled Vendor’s Name

2 Project No.


4 Invoice No. with date

5 Product Name & Description

6 Product serial nos.

7 Date of Delivery as per Delivery Certificate

8 Date of intimation of call for Installation (As per PO terms & conditions)

9 Installation Date (As per PO terms & conditions)

10 Certificate All terms & conditions mentioned in the PO have been successfully completed.

Name of user / NIC Project Coordinator / NICSI Project in charge: ______________________________ Designation: ______________________________ Signature: ______________________________ (with official seal) Date: ______________________________

Name of Empaneled Vendor’s Representative: ______________________________ Designation: ______________________________ Signature: ______________________________ (with official seal) Date: ______________________________

Please ensure that signatures are taken on each page of the report with date & rubber

stamps.


Additional Items

of 102

ANNEXURE 7 - SUPPORT INFRASTRUCTURE AVAILABLE WITH BIDDER/AUTHORIZED PARTNER

S.

No. State Name

Own /

Franchisee

Support

Centre*

Address

of

support

centre

Phone

number

of

Person-

in-

charge**

Email of

Person-

in-

charge**

Size of

Manpower

1 Andhra

Pradesh

2 Bihar

3 Chandigarh

(UT)

4 Chhattisgarh

5 Delhi

6 Goa

7 Gujarat

8 Haryana

9 Himachal

Pradesh

10 Jammu &

Kashmir

11 Jharkhand

12 Karnataka

13 Kerala

14 Madhya

Pradesh

15 Maharashtra

16 Orissa

17 Puducherry

18 Punjab

19 Rajasthan

20 Sikkim

21 Tamil Nadu

22 Telangana

23 Uttar Pradesh


Additional Items

of 102

24 Uttrakhand

25 West Bengal

26 Andaman &

Nicobar

27 Lakshadweep

28 Dadra Nagar

& Haveli

29 Daman & Diu

NORTH

EAST

1 Assam

2 Arunachal

Pradesh

3 Manipur

4 Meghalaya

5 Mizoram

6 Nagaland

7 Tripura

Total

*In the case of Support Centre operated by franchisee, enclose a copy agreement between

the bidder and franchise, clearly indicating the Validity, State for which this agreement is

applicable etc., in each such case.

There should be no mismatch between information provided in this Annexure and the said

agreements.

**For each support centre, separate contact details like phone number and official e-mail

IDs should be provided. General customer care phone number and e-mail ID will not be

considered.


Additional Items

of 102

ANNEXURE 8 - TECHNICAL

Technical – I Desktop System (DS1: Config-A)

Desktop System (DS1: Config-B)

Technical - II Desktop System (DS2: Config-A)


Technical – III Desktop System (DS3: Config-A)


Technical – IV All-in-One Desktop System (DS4: Config-A)

All-in-One Desktop System (DS4: Config-B)

Technical – V All-in-One Desktop System (DS5: Config-A)

Technical – VI All-in-One Desktop System (DS6: Config-A)

Technical – VII Thin Clients (Windows 7 Embedded)

Thin Clients (Linux Embedded)

Technical– VIII Additional Items


Additional Items

of 102

Technical (I)

Desktop System: (DS1)

Desktop Computer System with following configuration. Make & Model:

S.

No

.

Item Complete Description

Technically

Compliant

(Yes / No)

1 Motherboard &

Chipset

Suitable chipset for quoted processor based

motherboard with minimum one free PCI/PCI-x slots.

Motherboard should be of Small Form Factor (SFF)/

Micro ATX form factor.

2 Video Integrated Graphic controller

3 Network Integrated Gigabit Ethernet controller

4 Ports

1x serial port, 4x USB 2.0 or higher ports (2 ports on

front), 1xKeyboard port, 1xMouse port, 1xRJ45

Ethernet port

5 HDD

Controller Integrated dual port SATA-III or higher controller

6 Sound

Controller Integrated sound controller

7 Memory 4GB DDR-4 2133 MHz or higher expandable up to 8

GB

8 Storage 1TB or higher SATA-III or higher HDD (7200 or

higher RPM)

9 Optical Drive Dual Layer DVD Writer

1

0

Keyboard &

Mouse

104 Keys OEM Keyboard and OEM Optical Scroll

Mouse with Mouse pad

1

1 Monitor

19" or higher LCD/LED TFT Monitor with 5 ms or

better response time, TCO 06 certified.

1

2

Power

Management

& DMI

System with Power management features & Desktop

Management Interface implementation

1

3

System

Chassis

Micro ATX/ SFF System chassis with suitable power

supply to sustain full load including possible future up

gradations. Complete system should be energy star

6.0 compliant / BEE Star certified.

1

4

OS Support &

Certification Latest Version of Windows and Linux

1

5 Accessories

System user manual and all other necessary

accessories


Additional Items

of 102

DS1: Config-A - Above configuration based on Latest Generation Intel i3 (Dual Core

with multi thread, 4MB Cache, 3.7GHz base Clock Speed) or higher processor

launched in year 2015/2016 and preloaded with OEM Pack Windows 10 Professional

(64 Bit), all necessary Plugins/utilities and driver software, bundled in CD/DVD Media.

DS1: Config-B - Above configuration based on AMD A8 (Quad Core, 4MB cache,

3.6GHz base Clock Speed) or higher processor launched in year 2015/2016 and

preloaded with OEM Pack Windows 10 Professional (64 Bit), all necessary

Plugins/utilities and driver software, bundled in CD/DVD Media.


Additional Items

of 102

Technical (II)

Desktop System: (DS2)

Desktop Computer System with following configuration.

Make & Model:

S.

No. Item Complete Description

Technically

Compliant

(Yes / No)

1 Motherboard &

Chipset


motherboard with minimum one free PCI/PCI-x

slots. Motherboard should be of Small Form Factor

(SFF)/ Micro ATX form factor.



4 Ports

1x serial port, 4x USB 2.0 or higher ports (2 ports

on front), 1xKeyboard port, 1xMouse port, 1xRJ45

Ethernet port

5 HDD Controller Integrated dual port SATA-III (6Gbps or higher)

controller

6 Sound


7 Memory 8GB DDR-4 2133 MHz or higher expandable up

to 16GB. Minimum 4 DIMM Slots.

8 Storage 1TB or higher SATA-III or higher HDD (7200 or

higher RPM)


10 Keyboard &

Mouse

104 Keys OEM Keyboard and OEM Optical Scroll

Mouse with Mouse pad

11 Monitor 19" or higher LCD/LED TFT Monitor with 5 ms or

better response time, TCO 06 certified.

12

Power

Management &

DMI

System with Power management features &

Desktop Management Interface implementation

13 System

Chassis

Micro ATX/ SFF System chassis with suitable

power supply to sustain full load including possible

future up gradations. Complete system should be

energy star 6.0 compliant / BEE Star certified.

14 OS Support &


15 Accessories System user manual and all other necessary

accessories


Additional Items

of 102

DS2: Config-A - Above configuration based on Intel i5 (Quad Core, 3.2GHz base

Clock Speed, 6MB Cache) or higher processor launched in year 2015/2016 and

preloaded with OEM Pack Windows 10 Professional (64 Bit), all necessary

Plugins/utilities and driver software, bundled in CD/DVD Media.

DS2: Config-B - Above configuration based on AMD A10 (Quad Core, 3.9GHz base

Clock Speed) or higher processor launch in year 2015/2016 and preloaded with OEM

Pack Windows 10 Professional (64 Bit), all necessary Plugins/utilities and driver

software, bundled in CD/DVD Media.


Additional Items

of 102

Technical (III)

Desktop System (DS3: Config-A)

Desktop Computer System with following configuration.

Make & Model:

S.


Technically

Compliant

(Yes / No)

1 Processor

The desktop should have latest generation

launched in year 2015/2016) single Intel i7

(Quad Core with Multi Thread, 8MB Cache,

3.4GHz base clock speed) or higher

processor launched within last one year.

1 Motherboard

& Chipset


motherboard with minimum one free PCI/PCI-

x slots. Motherboard should be of Small Form

Factor (SFF)/ Micro ATX form factor.

2 Video Processional Graphic controller with 1GB

DDR3-1600MHz or higher buffer memory


4 Ports

1x serial port, 4x USB 2.0 or higher ports (2

ports on front), 1xKeyboard port, 1xMouse

port, 1xRJ45 Ethernet port

5 HDD

Controller

Integrated quad port SATA-III (6Gbps or

higher) controller

6 Sound


7 Memory 8GB DDR-4 2133 MHz or higher expandable

up to 32GB with minimum 4 DIMM slots.

8 Storage 2TB or higher SATA-III (6Gbps or higher)

HDD (7200 or higher RPM)


10 Keyboard &

Mouse

104 Keys OEM Keyboard and OEM Optical

Scroll Mouse with Mouse pad

11 Monitor 19" or higher TFT LCD/LED Monitor with 5 ms

or better response time, TCO 06 certified.

12

Power

Management

& DMI


Desktop Management Interface

implementation

13 System

Chassis

Micro ATX System chassis with suitable

power supply to sustain full load including


Additional Items

of 102

possible future up gradations. Chassis should

be able to house full height PCI cards.

Complete system should be energy star 6.0

compliant / BEE Star certified.

14

OS Support

&

Certification

Latest Version of Windows and Linux


accessories

16 Operating

System

Preloaded EM Pack Windows 10 Professional

(64 Bit), all necessary Plugins/utilities and

driver software, bundled in CD/DVD Media


Additional Items

of 102

Technical - IV

Desktop System: All-in-One (DS4)

Desktop Computer System Integrated within 19” or higher TFT screen having following

configuration.

Make & Model:

S.


Technically

Compliant

(Yes / No)

1 Motherboard

& Chipset


motherboard



4 WiFi Integrated WiFi

5 Ports 2x USB 2.0 or higher ports, 1xKeyboard port,

1xMouse port, 1xRJ45 Ethernet port.

5 HDD

Controller Integrated dual port SATA-III or higher controller

6 Sound


7 Memory 4 GB DDR-4 2133MHz or higher expandable up to

8GB

8 Storage 500GB SATA 3Gbps or higher HDD

9 Optical Drive DVD WRITER

10 Keyboard &

Mouse Keyboard & optical scroll mouse with pad

11 Display

19” or higher TFT display with inbuilt webcam of

minimum 1.0MP or better resolution & stereo

speakers of at least 1W each.

12

Power

Management

& DMI



13 OS Support &



accessories

15 Compliance Energy Star 6.0 Compliance and BIS Certified.


Additional Items

of 102

DS4: Config-A - Above configuration based on Intel i3 (Dual Core with multi thread,

3.2 GHz base Clock Speed, 4MB Cache) or higher processor launched in year

2015/2016 and preloaded with OEM Pack Windows 10 Professional (64 Bit), all

necessary Plugins/utilities and driver software, bundled in CD/DVD Media.

DS4: Config-B - Above configuration based on AMD APU (Quad Core, 1.3GHz base

Clock Speed) or higher processor launched in year 2015/2016 and preloaded with

OEM Pack Windows 10 Professional (64 Bit), all necessary Plugins/utilities and driver

software, bundled in CD/DVD Media.


Additional Items

of 102

Technical - V

Desktop System: All-in-One (DS5) Config-A

Desktop Computer System Integrated within 21” or higher TFT screen having following configuration.

Make & Model:

S.


Technically

Compliant

(Yes / No)

1 Processor


(launched in year 2015/2016) single Intel i5

(Quad Core, 3.2GHz base clock speed, 6MB

Cache) or higher processor launched within last

one year.

2 Motherboard &

Chipset


motherboard.



5 WiFi Integrated WiFi

5 Ports 2x USB 2.0 or higher ports, 1xKeyboard port,

1xMouse port, 1xRJ45 Ethernet port

6 HDD Controller Integrated dual port SATA-III or higher

controller

7 Sound


8 Memory 8GB DDR-4 2133MHz or higher upgradable to

16GB

9 Storage 1TB SATA 6Gbps or higher HDD


11 Keyboard &

Mouse Keyboard & optical scroll mouse with pad

12 Display

21” or higher Touch Screen TFT display with

inbuilt HD webcam of minimum 1MP or better

resolution & stereo speakers of at least 1W each.

13

Power

Management &

DMI


Desktop Management Interface implementation

14 OS Support &



Additional Items

of 102


accessories

16 Operating

System

Preloaded with OEM Pack Windows 10

Professional (64 bit), all necessary Plugins/utilities

and driver software, bundled in CD/DVD Media



Additional Items

of 102

Technical - VI

Desktop System: All-in-One Config-A (DS6)

Desktop Computer System Integrated within 23” or higher TFT monitor having

following configuration.

Make & Model:

S.


Technically

Compliant

(Yes / No)

1 Processor


(launched in year 2015/2016) single Intel i7 (Quad

Core with Multi Thread, 2.8GHz base clock speed,

8MB Smart Cache) or higher processor launched

within last one year.

2 Motherboard

& Chipset


motherboard.

3 Video Professional Graphic controller with 2GB DDR4

2133MHz or higher dedicated graphics memory.


5 WiFi &

Bluetooth Integrated WiFi & Bluetooth enabled

5 Ports 3xUSB 2.0 or higher ports, One RJ45 Ethernet port,

Headphone & mic out

6 HDD

Controller

Integrated dual port SATA-III (6Gbps or higher)

controller

7 Sound


8 Memory 8GB DDR3 1600MHz or higher expandable up to

32GB

9 Storage 2TB SATA 6Gbps or higher HDD 7200

RPM


11 Keyboard &

Mouse

Wireless (Keyboard & optical scroll mouse with pad)

with heavy duty batteries

12 Display

23” or higher TFT display supporting a resolution

2520x1440 and with inbuilt HD webcam (2MP or

higher) supporting 30fps, built in stereo speakers of

1.5W each and mic.


Additional Items

of 102

13

Power

Management

& DMI



14 OS Support &



accessories

16 Operating

System

Preloaded with OEM Pack Windows 10 Professional

(64 bit), all necessary Plugins/utilities and driver

software, bundled in CD/DVD Media



Additional Items

of 102

Technical (VII)

Item 1: Thin Client (Linux Embedded) (TC-L)

S.

No Hardware Specifications

Technically

Compliant

(Y/N)

Make &

Model

1 Industry standard 2GHz or higher speed processor

2 Built-in 10/100/1000 Ethernet Interface with WOL

support and IPV6 Compliant

3

One serial port, 2 USB port (Free), 1 parallel port, Audio

Port (If no serial & parallel then 2 USB ports should be

extra in place of serial & parallel port.), One RJ45

Ethernet port.

4 Optical mouse with pad and 104 Keys keyboard

5 2 GB RAM

6 8 GB Flash ROM

7 With 18.5” TFT LCD Flat Monitor; TCO 06 certified

8 Ultra Small form factor chassis mountable at rear side

of monitor with Vesa kit

Software

9 Linux and open office Embedded in Flash ROM

10 Thin client should be latest Linux stable kernel based

11 Support for SSH, telnet, XDM protocols and VNC.

12 Should have applications such as Web Mail client,

Browser, PDF reader etc.

13 Should support plug and play USB Drives

14

Multilingual support. Unicode complaint (Indian

Language support – English, Hindi & Local Language)

with three key board layouts.

15 Samba support for sharing printers and file-systems

16 Remote administration such as Telnet, FTP, NFS,

Samba, SSH Client with secure copy, etc.

17 Automatic hardware detection

18 GUI tools for configuring devices such as printers,

Network cards etc.

19 Thin Client should have Gnome/KDE Window manager

20 Thin Client should have support for NIS, LDAP

authentication


Additional Items

of 102

Item 2: Thin Client (Microsoft Windows Embedded) (TC-W)

S. No Hardware Specifications

Technically

Compliant

(Y/N)

Make &

Model

1 Industry standard 2GHz or higher speed

processor

2 Built-in 10/100/1000 Ethernet Interface with

WOL support and IPV6 Compliant

3

One serial port, 2 USB port (Free), 1 parallel

port, Audio Port (If no serial & parallel then 2

USB ports should be extra in place of serial &

parallel port.), One RJ45 Ethernet port

4 Optical mouse with pad and 104 Keys keyboard

5 2 GB RAM

6 8 GB Flash ROM

7 With 18.5” TFT LCD Flat Monitor, TCO 06

certified

8 Ultra Small form factor chassis mountable at

rear side of monitor with Vesa kit

Software

9 Windows XP/7 Embedded in Flash ROM

10 JVM Support – for IE 7.0 or latest version

11 Should support VT100/VT220/ANSI emulations

12 Full PPP/ Multisession/Multi host support under

window environment

13 Multilingual support & thin client management

software

14

OS Support : Microsoft Windows 2003 or latest

Server TSE, Unix and Linux Server (using

emulation suite).

15 Support for telnet protocol and VNC.

16 Should have applications such as Web Mail

client, Browser, PDF reader etc.

17 Should support plug and play USB Drives


Additional Items

of 102

18

Multilingual support. Unicode complaint (Indian

Language support – English, Hindi & Local

Language) with three key board layouts.

19 Samba support for sharing printers and file-

systems

20 Remote administration such as Telnet, FTP,

NFS, SSH Client with secure copy, etc.

21 Automatic hardware detection

22 GUI tools for configuring devices such as

printers, Network cards etc.


Additional Items

of 102

Technical (VIII)

Additional Items

S.

No.

Applicable

Categories Item Description

Technically

Compliant

(Y / N)

Make &

Model

1 Technical (I to III)

19” or higher LCD/LED TFT

Monitor with 5 ms or better

response time, TCO 06 certified.










104 Keys Bilingual Keyboard with

engraved keys and rupees

symbol

5 Optional Optical USB Scroll Mouse with

Mouse pad

6 Technical (I to VI)

OEM/Microsoft Wireless

Keyboard with rupees symbol &

Wireless optical scroll mouse

with pad and heavy duty batteries


External Stereo Speakers 2x2

(RMS) with Stereo Microphone &

Headphone


Microsoft Office Professional 2010

with media


Additional Items

of 102

ANNEXURE 9 - OEM-PARTNER UNDERTAKING

(To be submitted on Rs.100/- Non Judicial Stamp Paper)

Ref: Date:

To,

The Manager

Tender Division,

National Informatics Centre Services Inc.,

Hall No. 2 & 3, 6th Floor, NBCC Tower

15, Bhikaji Cama Place, New delhi-66

Subject: OEM-Partner Undertaking against Tender No: ........................................................

Sir,

We, <OEM/ Manufacturer name>, <OEM/ Manufacturer Registered Address> an established and reputed manufacturer of Computer Systems and <OEM’s Authorized Partner Name>, <Authorized Partner’s Registered Address>, confirm:

1) That we have understood the delivery, testing, installation and warranty support time lines defined in the tender,

2) That we have mutually worked out all necessary logistics and pricing agreements and there won’t be any delay in delivery, testing, installation and support due to any factors.

3) That we have mutually agreed to fulfill NICSI’s tender requirements during empanelment period.

4) That we both have clarity on the roles and duties to be performed by us in the execution of this tender and

5) That the second party (Authorized Partner) is the sole authorized partner of the first party (OEM) for Supplying and installing the ordered items in this tender.

As bidder, <OEM Name> we are proposing <OEM’s Authorized Partner Name> as our authorized partner who will meet NICSI tender requirements.

<OEM Name> further confirm that:

1. In case of product becoming end of life (EOL), we shall proactively inform NICSI about the replacement product (with matching specifications) along with proper comparison and sample for evaluation. We also undertake that incase of non-


Additional Items

of 102

availability of equivalent product, we shall supply product with higher specification during the empanelment.

2. The Authorized Partner will Deliver, test, Install & maintain the ordered items and ensure that the warranty Support is provided to the customer as per tender requirements. We also confirm that user will have option to log complaint directly on us through toll free number or web based portal during complete warranty period.

3. In the event of Authorized Partner not meeting the contractual obligation including warranty support, the Bidder (OEM) will take all necessary steps to ensure that the same is provided to the customer at no additional cost.

For <OEM/ Manufacturer name> For <OEM’s Authorized Partner>

<(Authorized Signatory)> <(Authorized Signatory)>

Name : Name :

Designation : Designation :

E-mail : E-mail :

Note: 1. On behalf of the OEM this undertaking should be signed by authorized signatory of

OEM Company. Attach authorization letter. Any deviation from the above Pro-forma will lead to summary rejection of such bids.


Additional Items

of 102

ANNEXURE 10 - FINANCIAL BID

Guidelines for filling the Financial Bid:

1. Prices should be quoted in Indian Rupees 2. Bidders quoting incredibly low value of items with a view to subverting the tender

process shall be rejected straight away and EMD of such bidder will be forfeited. 3. For consideration of the financial bid, the rates of excise duty and VAT and other

components must be quoted as per the given proforma. It is mandatory to provide all the required information, otherwise bid will be rejected.

4. Lowest quoting bidder (L1) will be decided on the basis of the lowest quoted Grand Total Value (GTV). The Grand Total Value (GTV) will only be used for deciding L1 bidder. The actual purchase orders will be placed on the basis of individual item rate finalized after breakup of this total value.

5. The quoted rates should be inclusive of all accessories like Power cables (as per Indian Environment), Driver Software, related accessories, documentation of sub-assemblies of quoted item and operating manuals of the equipment; packing, forwarding, freight, insurance, installation, commissioning, warranty or any other charges for supply anywhere in India. The bidder is responsible for safe and secure delivery at user location. By having an insurable interest in the consignment, the bidder can get it insured on the basis of purchase order issued by NICSI and settle the claim if any directly with insurer. NICSI may issue NOC in favor of bidder if needed for settling the claim.

6. The bidder shall indicate clearly under Financial Bid, the following: i. The foreign currency affiliated with the equipment (as import component); and ii. Foreign Exchange Rate as per RBI website (closing rate) as at XX.XX.2016

and as applicable against the respective Foreign Currency (for example: Dollar, Great Britain Pound, Chinese Yen, etc., as applicable).

7. The foreign exchange rate for the foreign currency indicated (as import component) on last date of bid submission shall be taken as reference for Financial Bid Evaluation and selection of L1 bidder.

8. To deal with the foreign exchange fluctuation, ERV clause will be used as defined in tender document.

9. For all bidders quoting for imported components, relevant proof(s) shall be submitted in the form of bills on Custom Duties paid, etc. proving the quoted imported component.

10. Total Cost with 5 year on-site warranty will be the sum of Basic Cost, Duty and Taxes. All the bidders are required to quote individual breakup of Duty and Taxes. Quoting all-inclusive Price and not quoting tax breakup will lead to rejection of their bids.

11. Entry Tax / Octroi will be reimbursed as per actual wherever applicable 12. Ambiguous bids will be out rightly rejected


Additional Items

of 102

FINANCIAL BID PROFORMAS

(Grand Total Value)

Name of the Bidder:

Financial Bid for all Items as per Annexure-8: Technical

Prices in Financial Bid should be quoted in the following format, as per the

specifications in respective Annexures.

Prices should be quoted for Five-year on-site comprehensive warranty support.

Prices should be quoted in Indian Rupees and indicated both in figures and words.

Figures in words will prevail.

Quoting incredibly low value of items with a view to subverting the tender process shall

be rejected straight away and EMD of such vendor will be forfeited.

Table-1

An

ne

xu

re

Item Description Grand Total Value (All

inclusive)

Grand Total Value (All

inclusive) (in Words)

Col (1) (2) (3)

1

Example: Desktop

System DS1-Config-A

(Annexure-8 :

Technical-I)

Grand Total Value of Detailed

Financial Bid Performa Desktop

System DS1-Config-A

(Annexure-8 : Technical-I)

Foreign Exchange rate on day of bidding:

Note:

1. L1 will be the bidder quoting the least grand total value. 2. Initially only financial bid Performa of Grand Total value will be opened for all

technically qualified bidders. The detailed financial bid Performa of only L1 bidder will be opened later.

3. Must submit separate Financial Performa for each Desktop Configurations of Annexure-8: Technical (I to VI) and Thin Client of Annexure 8: Technical (VII).

4. The Grand Total value mentioned above must match the Grand total value of detailed financial bid Performa of Desktop Configurations of Annexure-8: Technical (I to VI) and Thin Client of Annexure 8: Technical (VII).. In case there is any discrepancy, the value written in word will prevail. If Grand Total value mentioned above is lower than the total value mentioned in detailed financial bid, the lowest value will prevail and L1 bidder has to accept that value. In this case value in detailed financial bid Performa will be


Additional Items

of 102

adjusted proportionately. If L1 bidder refuses to accept the adjusted prices, then its bid will be rejected and EMD will be forfeited.

Authorized Signatory

Name:

Date:

Place:

SEAL


Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (I) - (DS1: Config-A)

Bidder's Name:

Make & Model:

Note: 1. All prices should be quoted with 5 years comprehensive on-site warranty support 2. Cells highlighted in yellow need to be quoted by the bidder and cells highlighted in grey shall be auto-calculated for determination of GTV 3. Bidders are required to take due care that all the cells in yellow and grey are correctly filled

Sl No

Description Quote Amount

1a Basic Cost - Desktop System (DS1: Config-A) (exclusive of all taxes and duties)

0.00 0.00

1b Excise Duty/Custom Duty (%) 0.00% 0.00

1c Vat (%) 0.00% 0.00

1d Installation Charges (% of Basic cost (1a)) 0.00% 0.00

1e Service Tax + SBC + KKR on Installation (%) 0.00% 0.00

1f All Inclusive Cost [A= Sum of 1a to 1e] 0.00

2a Above quoted Desktop System with latest version of Linux OS (Redhat /CentOS/Ubuntu/OpenSuse) in-lieu of Windows OS: Basic Cost (exclusive of all taxes and duties)

0.00 0.00

2b Excise Duty/Custom Duty ( % ) 0.00% 0.00

2c Vat ( % ) 0.00% 0.00



2f All Inclusive Cost [B= Sum of 2a to 2e] 0.00

3 Upgrade Cost of 4GB DDR-4 21333MHz or higher Memory (All inclusive, 5 Yr Warranty) [C]

0.00 0.00

4 Cost of 1TB or higher SATA-III 7200 or higher RPM Drive (All inclusive, 5 Yr Warranty) [D]

0.00 0.00

5

Cost of Single user Latest version antivirus software for windows platform with free upgrade of viruses definition & engine files, capable to remove all existing viruses, adware, spyware & Trojan horses. The software should also be capable to remove & proactively prevent system from all new viruses, spyware, adware & Trojan horses. (All inclusive with one year validity) [E]

0.00 0.00

6 Grand Total Value [GTVDS1A = A+B+C+D+E] 0.00

7 Percentage of the basic cost quoted for which foreign exchange is involved (Import Impact Factor)

0.00%

8 Foreign Exchange Rate on date of bidding. 0.00


Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (I) - (DS1: Config-B)

Bidder's Name:

Make & Model:


Sl No


1a Basic Cost - Desktop System (DS1: Config-B) (exclusive of all taxes and duties)

0.00 0.00


1c Vat (%) 0.00% 0.00




2a Above quoted Desktop System with latest version of Linux OS (Redhat /CentOS/Ubuntu/OpenSuse) in-lieu of Windows OS: Basic Cost (exclusive of all taxes and duties)

0.00 0.00


2c Vat ( % ) 0.00% 0.00



2f All inclusive Cost [B= Sum of 2a to 2e] 0.00


0.00 0.00


0.00 0.00

5


0.00 0.00

6 Grand Total Value [GTVDS1B = A+B+C+D+E] 0.00


0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (II) - (DS2: Config-A)

Bidder's Name:

Make & Model:


Sl No



0.00 0.00


1c Vat (%) 0.00% 0.00




2a Above quoted Desktop System with latest version of Linux OS (Redhat /CentOS/Ubantu/OpenSuse) in-lieu of Windows OS: Basic Cost (exclusive of all taxes and duties)

0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (II) - (DS2: Config-B)

Bidder's Name:

Make & Model:


Sl No


1a Basic Cost - Desktop System (DS2: Config-B) (exclusive of all taxes and duties)

0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (III) - (DS3: Config-A)

Bidder's Name:

Make & Model:


Sl No



0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5

NComputing multi user kits with required driver & desktop virtualization software supporting minimum 5 multiusers or more in LAN environment. Each multiuser kit should be equipped with port for Keyboard, mouse, monitor, USB & speaker. Virtualization Software should be capable to virtualize all version of Windows and Linux OS, all application Software like MS Office / Open Office, adobe, real player etc. The Kit shall also include ncomputing PCI card with five 10/100mbps or higher Ethernet ports and five CAT 6 patch cords of 10 meter length each. [E]

0.00 0.00

6 Cost of Five unit of 19” or higher LED/LCD TFT monitor with 5 msec or better response time, TCO 06 certified. [F]

0.00 0.00


Additional Items

of 102

7 Cost of Five unit of Bilingual Keyboard & mouse with pad having same interface as available in offered ncomputing kit. [G]

0.00 0.00

8

NComputing multi user kits (Five nos.) with required driver and five CAT 6 patch cords of 10 meter length each. Each multiuser kit should be equipped with port for Keyboard, mouse, monitor, USB & speaker. [H]

0.00 0.00

9

Cost of Single user Latest version antivirus software for windows platform with free upgrade of viruses definition & engine files, capable to remove all existing viruses, adware, spyware & Trojan horses. The software should also be capable to remove & proactively prevent system from all new viruses, spyware, adware & Trojan horses. (All inclusive with one year validity) [I]

0.00 0.00

10 Grand Total Value [GTVDS3A = A+B+C+D+E+F+G+H+I] 0.00


0.00%


Note: The nComputing card may be used with any Desktop system of Annexure-I to III. The

bidder will be allowed to supply suitable size of system chassis, whenever any of these

desktop configuration is procured with nComputing card.


Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (IV) - (DS4: Config-A)

Bidder's Name:

Make & Model:


Sl No


1a Basic Cost - All-in-One Desktop System (DS4: Config-A) (exclusive of all taxes and duties)

0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (IV) - (DS4: Config-B)

Bidder's Name:

Make & Model:


Sl No


1a Basic Cost - All-in-One Desktop System (DS4: Config-B) (exclusive of all taxes and duties)

0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (V) - (DS5: Config-A)

Bidder's Name:

Make & Model:


Sl No



0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (VI) - (DS6: Config-A)

Bidder's Name:

Make & Model:


Sl No



0.00 0.00


1c Vat (%) 0.00% 0.00





0.00 0.00


2c Vat ( % ) 0.00% 0.00





0.00 0.00


0.00 0.00

5


0.00 0.00



0.00%



Additional Items

of 102

Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (VII) - (Thin Clients: Item

1 and Item 2)

Bidder's Name:

Make & Model:


Sl No


1a Basic Cost - Item1(TC-L): Thin Client (Linux) (exclusive of all taxes and duties)

0.00 0.00


1c Vat (%) 0.00% 0.00




2a Basic Cost - Item2(TC-W): Thin Client (Windows) (exclusive of all taxes and duties)

0.00 0.00


2c Vat ( % ) 0.00% 0.00




3 Grand Total Value [GTVTC = A+B] 0.00


0.00%


Detailed Financial Bid Proforma for ANNEXURE 8 - Technical (VIII) – Additional Items

RFP for Empanelment of Vendors for Supply, Testing and Installation of Desktop Systems and Related Additional Items

Page 2 of 102

Bidder's Name:

Make & Model:


Sl No

Description Applicable Categories

Basic Cost (Rs) [A]

Excise Duty/Custom Duty (%)

[B]

Vat (%) [C]

Total Cost

(with 5 years

warranty) [D]

Percentage of the basic cost quoted at

col (1) for which foreign exchange is

involved (Import Impact Factor)

in

Percentage Amount

in Percentage

Amount

1 18.5” or higher LCD/LED TFT

Monitor with 5 ms or better response time, TCO 06 certified.

Technical (I to III)

0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

2 21” or higher LCD/LED TFT Monitor with 5 ms or better



0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

3 23” LCD/LED TFT Monitor with 8 ms or better response time,

TCO 06 certified.


0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%


Page 3 of 102

4 104 Keys Bilingual Keyboard with engraved keys & rupees

symbol


0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

5 Optical USB Scroll Mouse with

Mouse pad Optional 0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

6

OEM/Microsoft Wireless Keyboard with rupees symbol &

Wireless optical scroll mouse with pad

Technical (I to VI)

0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

7 External Stereo Speakers 2x2

(RMS) with Stereo Microphone & Headphone

Technical (I to VI)

0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

8 Microsoft Office Professional

2010 with media Technical (I to VI)

0.00 0.00% 0.00 0.00% 0.00 0.00 0.00%

Note:

1. For consideration of Desktop Configurations ANNEXURE 8 - Technical (I to VI), the corresponding additional items must be quoted. Item marked as optional in applicable category column is not mandatory. Bidders may quote as per the availability with them.

2. L1 rates of each additional item will be vendor independent viz. the lowest rates quoted at column [D] for an item by any of the technically qualified bidders, will have to be accepted by the L1 vendor qualifying for Annexure I to VI. In case a bidder does not qualify in main desktop configuration of ANNEXURE 8 - Technical (I to VI), its rate of corresponding additional items will not be considered for financial evaluation.

3. For working out the L1 rates of additional items, the incredibly low rates or rates quoted by mistake or zero rates will not be considered. EMD of such bidders will be forfeited and their bid will be rejected. If L1 refuses to match the lowest additional item rates for the qualified configuration their EMD will be forfeited.

4. The above rates are inclusive of packing, forwarding, freight, insurance and delivery at the NICSI’s client location anywhere in India. 5. The prices quoted for additional items must be in proportion to the quoted rate for main items. In case of difference, bidders may be

asked to give breakup of bundled cost of main item and subsequent to match on pro rata basis. 6. To deal with the foreign exchange fluctuation, ERV clause will be used as defined in tender document.


Page 4 of 102

7. Duties and Taxes are to be quoted explicitly.

8. In case NICSI/User Dept wants to procure Desktop system without pre-loaded OS, the bidder shall accept such PO by deducting Windows OS price in Annexure (VIII) from the Main System price.

Authorized Signatory

Name: ………………………………………..

Contact Number: …………………………

Date:

Place: SEAL

ANNEXURE 11 - STATEMENT OF DEVIATIONS FROM TECHNICAL SPECIFICATIONS

(Please submit separate sheet for each item mentioned in ANNEXURE 8 - Technical (I to

VII))

Name of the Bidder:

Equipment Offered: Make:____________________ Model:______________________

LINE ITEM

DESCRIPTION OF

ITEM

SPECIFICATION

WHERE

DEVIATING

DEVIATION IN

THE OFFER

BRIEF REASON

FOR THE

DEVIATION

Note: Deviations on the lower side of technical specs will not be accepted.

Date: Signature:

Place: Name:

COMPANY SEAL