PrePre-Offer Document for Annual Maintenance Contract (AMC) of computers computers including printers and other peripherals installed

at the offices of KMDA

1.

Brief Outline of KMDA

Kolkata Metropolitan Development Authority (KMDA) is governed by the Town and Country (Planning & Development) Act 1979 and its subsequent amendments. The Act has designated KMDA as the statutory planning and development authority for Kolkata Metropolitan Area (KMA) that now extends over 1887 sq. km. KMDA is also the Technical Secretariat for Kolkata Metropolitan Planning Committee (KMPC) that has been constituted under provision of the West Bengal Metropolitan Planning Committee Act, 1994. KMDA is engaged in not only preparing long-term perspective and master plans, but also designing and implementing multi-sectoral urban infrastructure development projects/schemes within KMA.

In course of more than four decades of KMDAs existence, it has become an epitome for metropolitan Kolkatas development. In order to cope with increasing responsibilities and increase its operational efficiency, KMDA has introduced the use of computers at all levels and offers various e-enabled services to citizens as well as its own employees. A large number of computing devices and peripherals form the backbone of such services, some of which are extremely crucial from the point of view of citizen services and internal administration and are required to be rendered on emergency basis as well. This underscores the importance of ensuring that this huge computing infrastructure along with peripherals performs to its optimal capacity at all times without any disruption in services. For the sake of operational efficiency, the need for selecting a suitable service provider for rendering maintenance services in respect of the computers and peripherals is strongly felt.

KMDA intends to select a Service Provider by means of competitive bidding for rendering comprehensive maintenance services in respect of computers, servers, printers and peripherals, etc., at the least cost on Annual Maintenance Contract (AMC) basis. The selected Service Provider shall be appointed for a period of 1 year initially.

2.

Backdrop of proposal
The present proposal pertains to maintenance of desktop and laptop computers and various printers and peripherals, along with a LIPI T 6050 printer that are installed in different units/cells of KMDA at its office premises at Prashashan Bhavan and Unnayan Bhavan. In respect of Unnayan Bhavan, only Pension Cell and Computer Unit shall be covered under the proposed arrangement as of now. It shall also cover the Local Area Network (LAN) at the Computer Unit of KMDA. An indicative list of hardware proposed to be covered under the arrangement is shown in the Table below. Sl. No. 1 2 3 4 5 6 7 8 9 10 Desktop computer IBM server Laptop computer Deskjet printer (HP) Laserjet mono high range printer Laserjet mono low range printer DMP mono low range printer Mono all-in-one printer Line impact mono printer UPS Item description Quantity (approx.) 53 1 5 16 1 12 5 6 1 32

3. Scope of Offer
Sealed offers are invited from bonafide, reliable, experienced and resourceful agencies for maintenance of computers installed at the offices of KMDA on annual maintenance contract (AMC) basis. The applicant agencies shall be responsible for providing the following services, both on-site and off-site, as and when required during the tenure of the AMC.

Maintenance of desktop & laptop computers, printers and peripherals Provision of spares like motherboard, hard disk, CD/DVD drive, monitor and other peripherals Maintenance of operating software as per requirement Preventive maintenance of all the items of hardware shown in the indicative list furnished above, the frequency (non-negotiable) being once every month The service provider must be prepared to provide emergent services. Any service calls should be attended within 24 (twenty-four) hours of receiving the complaint. The time taken for attending to complaints and successfully providing the services shall be the essence of the AMC. The applicant agencies must mention in the Technical Bid the modality of preventive maintenance of hardware, how the complaints will be attended etc. The service provider should provide names and telephone/mobile numbers of persons to be contacted for the purpose of lodging complaints / follow-up services. The proposal excludes replacement of consumables such as Dot Matrix Printer Head, Ink Cartridges, Toner, Ribbon and UPS battery.

4.

Eligibility criteria
KMDA invites sealed offers from the reputed and experienced Service Providers fulfilling the eligibility criteria noted below: (i) Must have been engaged in similar kind of business for the last five years. (ii) Must possess valid licence/registration. (iii) Should have provided maintenance service to at least one government organization, bank, etc. (iv) Should have annual turnover of at least Rs.10 lakh in each of the last two financial years, i.e. 200910 and 2010-11.

Offers which do not meet the above criteria shall be summarily rejected.

5.

Submission of Offers

The Technical and the Financial Offers shall be submitted in two separate sealed envelopes. Envelope no.1 shall be marked (Technical Offer for AMC of computers including printers and other peripherals at Offices of KMDA) and envelope no.2 (Financial Offer for AMC of computers including printers and other peripherals at Offices of KMDA). One without the other will be an incomplete submission and hence liable to be rejected. The date and time of receipt of bid shall strictly apply in all cases. 5.1 Contents of Envelope (i) Envelope no.1 (Technical Offer) shall contain following documents: Income Tax PAN of the Offerer (a photocopy of the PAN Card shall be provided); Copy of license/registration; Copy of registration certificates for Sales Tax/VAT/Service Tax (whichever is applicable); Copies of audited/unaudited accounts for the financial year 2009-10 & 2010-11; Documents demonstrating experience of the applicant bidder in similar activities, annual turnover etc.; Technical proposal containing the modus operandi for undertaking maintenance services in respect of computers, servers, printers and peripherals, etc. to KMDA.

(ii) Envelope no.2 (Financial Offer) shall contain the following: The financial offer shall mention the annual fees that they would ask from KMDA for the services noted under the Scope of Work above. The applicants should note that payments shall be made by KMDA to the selected Service Provider on quarterly basis after submission of bills at the rate of 25% of the quoted/accepted annual fees, duly certified by respective officials, along with certification of satisfactory performance.

The quote of the offerer must be firm without any ifs and buts. The financial offer shall be given in the format prescribed in Annex-II. The offerer shall not quote his offer anywhere directly or indirectly in envelope no.1.

Both the sealed envelopes 1 & 2 shall be sealed in the third outer envelope marked as Offers for AMC of computers including printers and other peripherals at Offices of KMDA.

6.

Deadline for Submission of Offers

The offers shall be received in sealed cover in the manner as prescribed above, in the office of Administrative Officer (CS), KMDA, Prashasan Bhavan, Salt Lake, Kolkata 700064, not later than September 23, 2011 up to 3 p.m. The Tender will be opened at 4 p.m. on the same date. KMDA may at its discretion extend the deadline for submission of offer by issuing an addendum.

7.

Other Particulars of Offer

(i.) Intending Service Providers may inspect and examine all the computers, peripherals and printers, etc., proposed to be covered under the bid, during office hours (between 11 am and 4 pm) on any working day. (ii.) An applicant Service Provider shall submit only one offer in the same bidding process. (iii.) The offerer shall bear all costs associated with the preparation and submission of offer. (iv.) The financial offer quoted by the offerer shall be firm and net of all costs that the offerer would incur in providing then services. (v.) Validity of the offer will be 180 days from the date fixed for submission of the offer. (vi.) Offer submitted after the deadline/extended deadline of submission will either not be received or if inadvertently received will not be opened and shall be returned unopened to the applicant.

8.

Offer Opening and Evaluation

The offers will be opened in presence of the offerers/their authorized representatives who may choose to remain present in the Office of KMDA, Prashasan Bhavan, 4th floor, Salt Lake, Kolkata 700064 on date, time and venue to be notified to each applicant in due course. The Technical Offers will be opened first. A Committee, assisted by experts, shall examine the papers submitted by the offerers to check eligibility and carry out evaluation of the technical offers and mark each technical offer on a scale of 1-100, as part of technical offer evaluation. Total marks assigned to different criteria of technical evaluation shall be as follows: (a) past experience - 30 marks; (b) modus operandi for undertaking maintenance services in respect of computers, servers, printers and peripherals, etc. 70 marks. The technical evaluation shall be done for the purpose of shortlisting the technically qualified offerers. There shall be a cut-off mark of 60 for such technical evaluation. All the offerers who secure a score equal to or more than 60 in such technical evaluation shall be treated as technically qualified and at par technically. The financial bids of only the technically qualified offerers shall subsequently be opened at a date, time and venue to be communicated to each such offerer separately by telephone/letter/Fax. The offerer seeking the lowest annual fees from KMDA against the proposed services, as per the financial offer, shall be recommended for selection to the appropriate authority.

9.

Disclaimer/KMDAs Right to Reject

KMDA reserves the right to accept or reject any offer or to cancel the offer process and reject all the offers at any time prior to award of contract without assigning any reasons whatsoever and thereby incurring any liability to the affected offerers or any obligation to inform the affected offerers of the ground for KMDAs action. KMDA takes no responsibility for delay, loss or non-receipt of Offer or any letter sent by post either way.

10. The Offers must be accompanied by a forwarding letter in the format enclosed (Annex-I).

Annex-I [Technical Offer]

From: ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Telephone Number ------------------------ Fax Number ------------------------------To: The Administrative Officer (CS), KMDA, Prashasan Bhavan, Salt Lake, Kolkata 700064 Sub: Technical Offer for AMC of computers including printers and other peripherals at Offices of KMDA Sir, Pursuant to the Notice inviting Offer on the subject above, we hereby submit our Offers for being appointed on contract for providing the captioned services during the contractual period. We have thoroughly read and understood the instructions to the Offerers/ Bidders. Submission of Offers will not devolve any right on us to be considered for selection. We agree to keep this Offer of ours open for acceptance by KMDA up to 180 days after the last date of receipt of Offer and agree not to revoke our Offer at any time during such period. In the event of our Offer being accepted by KMDA, we agree to duly execute the necessary Contract with KMDA within the stipulated period. Yours faithfully,

Date:

(Name & designation of the person signing with office seal)

Annex-II [Financial Offer]

From: ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Telephone Number ------------------------ Fax Number -------------------------------

To:

The Administrative Officer (CS), KMDA, Prashasan Bhavan, Salt Lake, Kolkata 700064 Sub: Financial Offer for AMC of computers including printers and other peripherals at Offices of KMDA

Sir, Pursuant to the Notice inviting Offer on the subject above, issued by Kolkata Metropolitan Development Authority, Kolkata, we hereby undertake to provide the captioned services to KMDA including attending to any number of service calls during the contractual period against payment by KMDA the following annual fees to us: Rs. ________________________ (Rupees .)

We undertake to sign the Contract/Agreement on a Rs.10 Non-Judicial Stamp Paper as per the schedule to be stipulated in the award letter, in case we turn out to be the successful agency. The above financial quotes are firm and without any ifs and buts. Thanking you, Yours faithfully,

Date:

(Name & designation of the person signing with office seal)