District Project Office - Purulia Zilla Parisad

District Project Office
␣
Sarva Shiksha Mission, Purulia
Memo No. – 690/PURSSM Date – 29.05.12
NOTICE INVITING TENDER (NIT)
TENDER NO. 02/CTS/2012-13 Tender for Supply & Installation of Branded Computer Set & Line Interactive UPS amongst
DGS&D Rate Contract enlisted items at Sub-District Level Office i.e. Circle Project through Open Tender Process
Sealed tender is invited for supply and installation of OEM Approved branded computer set (OS preloaded) & Line Interactive UPS
amongst DGS&D Rate Contract enlisted Items for the Circle Project Offices at Sub-district level as per the configuration and terms
and conditions listed in the enclosed Annexure.
1. This tender is restricted to Authorized Registered Distributors/ Vendors who will quote for all the item. No item should be
unquoted.
2. THE QUOTE FROM VENDORS OTHER THAN ABOVE WILL NOT BE ACCEPTED.
3. The necessary Tender Documents are attached in the form of Annexure as detailed below:
I. ANNEXURE - I contains instructions to the vendors for the tender. The Terms & Conditions (Annexure I) is to be signed
on each page by the authorized signatory of the company/participant under the company/participant seal and submit the
filled-in ANNEXURE – I format (with enclosures, if any) in a separate cover marked as ‘ANNEXURE – I : GENERAL
TERMS & CONDITIONS’
II. ANNEXURE – II is a composite format, which, besides detailing the technical specifications of the items with provides
space to indicate/ record your response in an unambiguous manner. The response / offer should be indicated with
details in the appropriate column for offered specification & also should be quote rate in terms of Basic Price and all
other charges for each item separately in piece/set/no form in Rate Quote Column. Vendors are invited for quote all the
items. No item should be left unquoted; otherwise the tender will be treated cancelled. For any other supplementary
information a separate sheet should be used in support of Technically Sound of Company/Participant including previous
experiences. On completion, you should sign on each page under your company/Participant’s seal and submit the filledin
ANNEXURE – II format (with enclosures, if any) in a sealed cover marked as ‘ ANNEXURE – II : ‘TECHNICAL WITH
COMMERCIAL BIDDING’
4. On quoted value of item(s) in total the vendor will be selected. In case the vendor is awarded the contract for supply &
installation of equipments, an amount of 1% of total quoted value as security deposit will be kept from the Earnest Money
Deposit after acceptance letter duly accepting terms and conditions of the order. The same will be released without interest
after successful delivery /installation of the equipments within the delivery period. In case the vendor fails to deliver / install the
equipments within the period specified in the order, the office may, at its discretion cancel the order and the security deposit
will stand forfeited without any prior notice to the vendor.
5. The Technical bids will be examined by the Technical Committee of the office which may call for clarifications/ additional
information from the vendors which must be furnished to the Technical Committee in the time stipulated by the Technical
Committee. It may happen that the Technical Committee may determine that a particular vendor is technically acceptable in
some categories of items only. So the rate quote of such vendors will be acceptable only in respect of such categories and
others will be discarded without showing any cause. The prices quoted inclusive of all taxes, duties, levies, VAT, transport,
transit insurance, loading-unloading, installation charges etc. but excluding Entry Tax, and Octroi. Entry Tax, and Octroi
wherever applicable will be paid by the vendor and the same will be reimbursed by the office based on actual expenses
Zilla␣Parishad␣Bhawan,␣(5 th ␣Floor),␣Jubilee␣Maidan,␣P.O.␣–␣Jubilee,␣District␣
␣Jubilee,␣District␣–␣Purulia,␣West␣Bengal␣Phone␣&␣Fax␣
␣Purulia,␣West␣Bengal␣Phone␣&␣Fax␣–␣(03252)␣
␣(03252)␣
229340␣Email␣–␣dpo.purssm@gmail.com
␣dpo.purssm@gmail.com␣

– 2 – May 29, 2012
incurred. The rate should be firm and valid for six months from the date of bidding. No price escalation on any ground
whatsoever will be entertained during the period of validity of the rates.
6. To ensure uniformity at the time of evaluation and finalization of offers you should strictly follow the format & procedure
indicated in the Annexure and also adhere strictly to the indicated configuration while submitting the offer.
7. The configurations given in the Tender Documents are the minimum level of configurations that are required. You may
choose to supply higher/better/enhanced systems/storage devices/peripherals, but the quotation should be for the
specified configuration only and no downward deviation from the specified configurations will be permitted. The
office for any offers with higher configuration will give no additional weightage.
8. Envelop should be accompanied by:
I. Properly filled-in Annexures wherever necessary and to be submitted in envelops as detailed below, duly signed by the
Authorised Signatory (ies) of the Company along with the Company Seal in all the pages.
i. ANNEXURE –I & II
II. A Banker’s Cheque/demand Draft/ Pay Order (payable at purulia) of a sum equivalent to @3% against quoted value for
participated item(s) favouring “District Project Officer, Sarva Shiksha Mission, Purulia “towards EMD & a Banker’s
Cheque/demand Draft/Pay Order (payable at Purulia) of Rs 200/- favouring “District Project Officer, Sarva Shiksha
Mission, Purulia “towards PURCHASE OF TENDER in separate envelop alongwith TENDER DOCUMENT.
III. Tender document not accompanied with the above Banker’s Cheques/Demand Drafts/Pay Order are liable to be
rejected. No Cash/ Account Payee Cheque will be accepted.
IV. Xerox copy of PAN, TAN, Tax Certificates, Company Registration certificates/ other statutory documents as applicable.
THE FIRM/VENDOR IS REQUESTED TO FOLLOW THE CHECK LIST AT THE TIME OF SUBMISSION OF TENDER DOCUMENT
WITHOUT WHICH THE OFFER IS LIABLE TO BE CANCELLED.
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CHECK LIST
1 Tender document fee by Demand Draft/Bankers Cheque/Pay Order only Submitted [Yes/No]
2 Earnest Money Deposit by Demand Draft/Bankers Cheque/Pay Order only Submitted [Yes/No]
3 Original Tender document must be signed all pages Submitted [Yes/No]
4 Valid Trade License Submitted [Yes/No]
5 PAN/TAN other statutory documents Submitted [Yes/No]
6 Rate quoted in original sheet of Annexure II Submitted [Yes/No]
Yours faithfully,
Sd/-
District Project Officer
Sarva Shisha Mission, Purulia
Memo No: 690(7)/PURSSM Date: 29.05.12
Copy forwarded for information and necessary action to:
1. The District Magistrate, Purulia & District Project Director, SSM, Purulia
2. The Sabhadhipati, Zilla Parishad, Purulia
3. The Addl. Executive Officer, Zilla Parishad, Purulia
4. The District Inspector of Schools (SE), Purulia
5. The District Informatics Officer, NIC with a request to please make an arrangement to publish the same in the official website of
Purulia.
6. The District Informatics Assistant, Z.P with a request to please make an arrangement to publish the same in the official website
of Zilla Parishad, Purulia
7. Office Notice Board, SSM, Purulia
Sd/-
District Project Officer

– 3 – May 29, 2012
Sarva Shiksha Mission, Purulia
TENDER DOCUMENT FOR PURHCASE OF COMPUTER HARDWARE - DESKTOP AND PERIPHERALS.
TENDER NO. 02/CTS/2012-13 Tender for Supply & Installation of Branded Computer Set & Line Interactive UPS amongst
DGS&D Rate Contract enlisted items at Sub-District Level Office i.e. Circle Project through Open Tender Process
DUE DATE : 02.07.2012 at 2.00 p.m.
DATE OF TIME OF OPENING : 02.07.2012 at 2.30 p.m.
NAME AND ADDRESS OF THE OFFICE : District Project Officer
Sarva Shiksha Mision,
Zilla Parishad Bhawan,
5 th Floor
Post Office - Jubilee
Purulia 723102
TELEPHONE NUMBER, FAX : 03252-229340
TENDER DOCUMENT AVAILABLE : http://puruliazp.in or http://purulia.nic.in
COST OF TENDER :
Rs. 200/- (If the Tender Downloaded from internet) Demand Draft No.
_______________________ date______________________ in favor of
District Project Officer, Sarva Shiksha Mission, Purulia
EARNEST MONEY DETAILS :
Demand Draft No. ____________________________dated__________.
Name of Bank :_____________________________________________
District Project Officer, Sarva Shiksha Mission, Purulia
.

– 4 – May 29, 2012
ANNEXURE – I
GENERAL TERMS AND CONDITIONS FOR SUPPLY/ INSTALLATION OF COMPUTER AND LINE INTERACTIVE UPS
Tender Forms and related documents only available to district’s
website - http://puruliazp.in and http://purulia.nic.in from
Last Date & Time of submission of completed Tender form in the
prescribed tender box:
Date & Time of Opening of Tender
Earnest Money alongwith Tender Document
Supply/Installation of Items to sub-district level
29.05.2012 To 02.07.2012 At any day upto
2.00PM
02.07.2012 upto 2.00PM
02.07.2012 at 2.30PM
A sum equivalent to 3% of quoted value
within 3 to 5 weeks
1. GENERAL:
The vendor(s) have to participate for all items; no item should left unquoted.
The vendor(s) should submit the detailed, relevant information/ document/ acceptance of all terms & conditions.
Certain clause /clauses may not be applicable in some cases. So, Tenderers are requested to ignore such clause
/clauses, which are not applicable in the instant case and inform accordingly.
The tender should strictly conform to the minimum specification.
Incomplete/ ambiguous tender will disqualified and rejected.
The office reserves the right to divert the delivery of order to any other location as desired by the office.
The office reserves the right to accept/reject any or all quotations without assigning any reasons therefore.
Any set of terms and conditions from the Vendor(s) are not acceptable to the office.
The office reserves the right to stop the tender process at any stage and go in for fresh tendering without assigning
any reasons.
The SELECTED rates finalized in the tender will be valid for 6 months and SELECTED vendors are bound to execute
the orders placed at SELECTED rates during the currency of the tender.
The office reserves the right to impose and recover penalty from the vendors who violate the terms & conditions of the
tender including refusal to participate in certain item or to execute the order placed on them for any reasons.
The vendor(s) who do not qualify in the tender will not be considered.
2. INSTRUCTION TO VENDORS:
NAME OF WORK: Supply & installation of computer set & Line Interactive UPS at Circle Project Offices of the Sub-
District level
Please read the terms & conditions governing the tender carefully.
Please fill in the relevant information in the blanks provided.
Please sign in full by the Authorised Signatory (ies) with Company Seal in all the relevant Annexure & return the
complete set in sealed cover.
Please also note that
The sealed Quotations must be superscribed "QUOTATIONS FOR SUPPLY OF COMPUTER HARDWARE
TO CIRCLE PROJECT OFFICE, SSM UNDER CTS ACTIVITY’’ - DUE DATE: 02.07.2012 and are to be
submitted by/before 2.00 P.M. at the office of the District Project Officer, Sarva Shiksha Mission, Zilla
Parishad Bhawan (5th floor), Post – Jubilee, Purulia, Pin – 723102, WB. The sealed envelope containing the
Technical Data & Rate quote shall be opened at 2.30 PM on same day at the office of the undersigned in the
presence of vendors or their duly authorised representatives empowered to negotiate on behalf of the
vendors, who choose to be present. Vendors' representatives shall produce a letter of authority in this regard.
The office reserve the right to open the quotations soon after their receipt from all the vendors without waiting
till the last date specified above.
No consideration will be given to a quotation received after the time stipulated above and no extension of time
will normally be permitted for submission of quotation.
The vendor will submit his quotation after carefully examining the document/conditions and the items covered
under the tender.

– 5 – May 29, 2012
Quotations not fulfilling any or all of the conditions prescribed or which are incomplete are liable to be
rejected.
No amount should be quoted as charges during warranty period or for training charges, violation of these
instructions would entail disqualification.
During the validity period of tender quotes, any upward change in the exchange rate/excise duty and
customs duty are to be borne by the vendor. In the event of any downward revision of levies/duties etc., the
same should be passed on to the office, notwithstanding what has been stated in the quotation or in the
Letter of Intent/ Purchase Order.
No price escalation adjustment or any other escalation will be payable.
The vendor should arrange for obtaining of requisite road permit wherever applicable. We will place orders
on vendor’s Head office.
All disputes and differences of any kind whatsoever arising out of or in connection with selection of
Vendor/Company/Manufacturer shall be referred to Purchase or Technical Committee/Higher Authority. The
decision of the Purchase or Technical Committee/Higher Authority regarding above selection & purchase
order is final. Canvassing in connection with quotations is strictly prohibited and quotations submitted by
vendors who resort to canvassing are liable to be rejected.
Unconditional confirmation from the SELECTED tenderer that they agree to supply the items covered under
the commercial bid at the quoted rate.
Responsibility for executing Contract: The contractor is to be entirely responsible for the execution of the
contract in all respects in accordance with the terms and conditions as specified in the acceptance of tender.
3. CONDITIONS GOVERNING THE TENDER
a. Signature: The authorized person(s) should sign the Tender Document and related Annexure only. A copy of the
letter issued by competent authority authorizing the person(s) to sign on behalf of the company should be enclosed.
b. Equipment: The vendor should supply Computer equipment, hardware and software to the Circle Project Office level
at various blocks and carry out their installation at SITE as per the requirement of the office. Unless otherwise
specifically referred, all the items of computers, peripherals, software and other items referred in the tender document
should be referred to as EQUIPMENT in this document.
c. Installation: The equipment should be installed at Circle Project Office level at various blocks, which shall be referred
to as SITE in this document. This would include installation of the operating systems, whether supplied by the vendor
or provided by the office.
d.
4. SELECTION OF VENDOR/ ITEM(S)
Each vendor must to quote for each item in per piece/set/no form in specified column of Annexure - II. No item should be
left as unquoted. Item(s) wise Total Quoted Value will be summed up against each TENDERER and amongst the Total
Tender Value the SELECTION of vendor will be made.
5. DELIVERY
a. The equipment should be delivered within 3 weeks to 5 weeks, from the date of placing the letter of Intent/Purchase
order and installed within one week thereafter. In case any vendor awarded the contract is unable to deliver
equipment by the stipulated delivery date, office will charge a penalty from order value for every week of delay,
subject to a maximum of 5% of the order value or will cancel the purchase order. The amount of penalty so
calculated shall be deducted at the time of making payment. In the event of cancellation of the order, the vendor shall
not be entitled to any compensation. Time shall be the essence of the contract.
b. After the delivery of equipments, any delay in completion of installation beyond 1 week will attract the same penalty as
indicated in para (a) above. The installation and testing should be done to the satisfaction of the Circle Project
Coordinator, SSM.
c. The office reserves the full right to take any action as it deems fit in case the vendors does not make delivery by the
stipulated delivery dates including invoking of the Performance Guarantee held with the office.
d. The hardware alongwith all peripherals should be supplied in full for the Circle Project Office and part shipment is not
acceptable unless otherwise mentioned in the letter of intent/ purchase order or with the prior permission of the office.
e. All internal components of the Desktop Computer should be valid components of that brand.
f. The vendor shall deliver, alongwith the Equipment, a complete set of systems documentation and software manual. In
the case of critical internal components like Hard disks, Mother Boards, Controller Cards, Tape/Disk/DAT dives etc.,

– 6 – May 29, 2012
the manufacturer’s literature/product system documentation describing the model/make and functionalities, features
etc., shall also be supplied along with equipment.
6. QUANTITIES LIABLE TO VARIES
The quantities are liable to alteration by omission, deduction or addition and it should be clearly understood that the contract is
not a lump-sum contract. Payment shall be regulated on the actual quantities of supply made or work done at the accepted
rates.
7. VENDOR NOT TO ALTERATION IN DOCUMENT
No alterations, which are made, by the vendor in the specifications or probable quantities accompanying this notice shall be
recognised, and if any such alterations are made, the quotation shall be invalid. Any quotation, which purports to alter, vary or
omit any of the conditions herein without noticing the office at the time of opening or selection, is liable to be rejected.
8. VENDOR TO GATHER ALL INFORMATION FOR/BEAR CONST OF SUBMITTING QUOTATIONS
a. The vendor must obtain for himself on his own responsibility and at his own expenses all the information necessary
including risks, contingencies and other circumstances to enable him to prepare a proper quotation and to enter into a
contract with the office.
b. The vendor should also bear all the expenses in connection with the preparation and submission of his quotation.
c. The vendor whose quotation is accepted shall not be entitled to make any claim for increase in the rates quoted and
accepted.
9. QUOTATION TO BE COMPLETE, ADEQUATE AND COVER ALL TAXES, CONTINGENT COSTS INCLUDING
INSURANCE
The quotation must be complete in itself and the rates quoted therein must be correct and sufficient to cover the vendor's
costs, overheads and profits etc., completely for the individual items of work including cost for all necessary materials and
labour, taxes, excise or any other such tax or duty levied by Govt., Central or State or Local Authority (except entry tax and
Octroi where applicable) as on the date of submitting quotations, if and as applicable, transit insurance and till the work is
completed at site and handed over to the Circle Project Offices.
10. QUOTED RATES NOT SUBJECT TO ESCALATION
The rates should not be subject to any escalation in prices of components, basic material, exchange rate, taxes, duties,
railway/freight and the like, labour rates, octroi (where applicable) etc.
The rate should be firm for a period of six months from the date of completion of tender process.
11. RIGHTS OF OFFICE
a. The office does not bind itself to accept the lowest quote and reserves the right to reject any or all the quotes
received, without assigning any reason therefor.
b. While placing the Purchase Order, the office further reserves the right to delete or reduce any item without assigning
any reason therefore.
c. The whole assignment may be distributed between two or three purchase order in different vendors with their
Make/Model & Quantity as decided by the Technical/ Purchase Committee.
d. Failing to supply/ for any alteration of tender documents/ breaching of tender norms by vendors or firm, penalty at its
discretion will be levied by the higher authorities.
12. ASSIGNING WORK
The work or any part of it should not be transferred, assigned or sub-let without the written consent of the office.
13. OTHER AGENCIES AT WORK
The vendor shall be required to co-operate and work in co-ordination with and afford reasonable facilities for such other
agencies/specialists as are/may be employed by the office on other works/sub-works in connection with the project/scheme of
which this work forms part and in this connection it shall be deemed that the vendor has prior to submitting the quotation
inspected the premises and taken all circumstances into consideration.
14. ACCEPTANCE TESTING (AT THE DISCRETION OF THE OFFICE)
a. Inspection/Acceptance test shall be carried out to the satisfaction of the office at the storing places and at site.

– 7 – May 29, 2012
b. The Inspection/Acceptance Test shall be designed by the office and conducted by the office’s officials to their
satisfaction. The vendor shall provide/extend necessary assistance to the office in the conduct of the acceptance
tests/inspection.
15. RELEASE OF SHIPMENT FROM THE CHECK POST
It is to be clearly understood that hardware and other peripherals shipped from factory, will be got cleared from Check post by
the vendor. In States where octroi is not applicable it will be the sole responsibility of the vendor to submit any form required for
release of shipment from the check post. The entry tax/ octroi paid if any should be claimed alongwith the Bill and
separate claim will not be entertained at a later date.
16. PAYMENT TERMS
The payment will be made as mentioned below. The vendor should submit the bills to the respective office that have issued the
relative Purchase Order. However, the payments will be processed and Crossed Account Payee Cheque/Demand Draft will be
issued directly by the Office/ by the Circle Project Office authority. In respect of offices/ departments coming under the direct
control of Head Office, the bills shall be processed at Premises Department, Head Office.
a. 90 % payment after the delivery and successful installation of the system subject to recoveries if any, on account of
penalties as provided for in this document. .
b. 10 % after obtaining the Performance Bank Guarantee for the equivalent amount in standard format. Performance
Guarantee to be valid till expiry of warranty.
c. Any financial claims relating to the order will not be entertained after 1 year from the date of purchase order.
d. In case site is not ready, the 90% payment will be made after the expiry of 30 days from the date of delivery upon
submission of ‘site not ready’ certificate signed by the authorized official(s) of the Circle Project Office.
e. DOCUMENTS TO BE ENCLOSED: Invoice(s) reflecting taxes and duties, delivery challan duly acknowledged by the
consignee, packing slip, Installation Report covering all the items supplied and duly signed by the consignee
office/branch evidencing satisfactory installation of the items supplied etc., all in duplicate. The Invoice and Delivery
Challans should indicate the Part Numbers of the various original components of OEM. A copy of the relative
Purchase Order should also to be submitted along with your claim. Any change in the parts/part numbers
other than those quoted in the tender is not acceptable and may lead to cancellation of order.
17. TRAINING
At the time of installation of equipments, vendor shall provide free on-site brief user training specific to the hardware supplied to
the authorities of the Circle Project Office of the district.
18. TRANSFER OF OWNERSHIP
Transfer of ownership of the property shall be effective as soon as the equipment is installed in Office, tested and accepted by
the Office after conducting acceptance tests as specified in clause 14.
19. INSURANCE
Vendor shall arrange for suitable transit insurance cover at no extra cost to the office, which will cover the period till the system
is installed as mentioned in para 9 and para 18.
20. WARRANTY
i. All the hardware supplied under this tender except Personal Computers mentioned against SL.No 1 of Annexure II should
carry 36 months unconditional onsite comprehensive warranty or standard warranty whichever is higher.
ii. Vendor shall provide to the Circle Project Office 12 months/36 months as detailed above, free maintenance service from
the date of installation of equipment or 15 months/39 months from the date of delivery whichever is earlier, which shall
include preventive maintenance, repair/replacement and free provision of spares, parts, kits (excluding consumables) as
and when necessary from the date of satisfactory commissioning of the EQUIPMENT by the vendor and acceptance by the
Circle Project Office in free of cost as applicable under guaranty/ warranty. This condition also applies towards system
software and application package delivered by the vendor alongwith the system. Detailed conditions and covenants
governing Repairs and Maintenance Services are furnished in para 25.
iii. On-site Repair and Maintenance Services: The Vendor shall arrange for services of qualified service engineers having
sufficient knowledge of both hardware and software, acceptable to the Circle Project Office at the time of installation and
during warranty period for trouble shooting, repair and replacement of all kits or parts and spare parts and to render such

– 8 – May 29, 2012
other support services, as may be necessary for satisfactory functioning of the EQUIPMENT, as stipulated in the para 24.
No charges, fees, accommodation, boarding etc. shall be paid or provided by the District office/Circle Project Offices to the
service engineer or his assistants, if any.
21. SUB-CONTRACTING
The vendor shall not, without the prior written consent of District Office/Circle Project Office, sub-contract or permit anyone
other than the vendor's own personnel to perform any of the work, services or other performance required of the vendor.
22. EQUIPMENT ATTACHEMENT
Circle Project Offices shall have the right to make changes and attachments to the EQUIPMENT provided such changes or
attachments do not prevent proper maintenance from being performed, or unreasonably increase the cost of performing repair
and maintenance service.
23. EARNEST MONEY DEPOSIT
The vendor shall have to deposit a sum of equivalent to 3% against quoted value for participated item(s) as Security Deposit
along with the Technical Bid. The deposit so collected will be refunded without interest to all the bidders except SELECTED
Vendor upon finalisation of the Tender. A 1% amount will be kept as Security Deposit from EMD of SLECTED bidder. The
deposit will be refunded without interest to the SELECTED Vendor only after the expiry of the validity of the tender price i.e. six
months and upon satisfactory performance of the orders placed in terms of the subject tender.
24. OTHERS
The vendor shall warrant that the repair and maintenance service/ products offered for sale do not violate or infringe
upon any patent, copyright, trade secret or other property right of any other person or other entity. The vendor shall
indemnify Circle Project Offices from any claim, directly or indirectly resulting from or arising out of any breach or
claimed breach of this warranty.
The vendor shall further explicitly absolve the office of any responsibility/liability for use of systems/software delivered
alongwith the equipment and of all cases of possible litigation /claims directly or indirectly arising out of any
breach/claimed breach of patent/copyright /license/trade secret or other entity of the equipment sourced either from
third parties or from themselves.
Application software packages/operating system software packages/software upgrades etc., alongwith license to use,
normally made available by the vendor to their customers/users shall be provided to the Circle Project Office and at no
additional cost.
The vendor and their employees shall strictly undertake not to communicate or allow to be communicated, to any
person or divulge in any way any information relating to the ideas, concepts, know-how, technique, data, facts, figures
and all information whatsoever concerning, or relating to the District Office/Circle Project Office and its affairs to which
the said employees have access in the course of the performance of their obligations to the District Office/Circle Project
Office.
Within the period of warranty/maintenance cover stipulated in para 20 above, the District Office/Circle Project Office
shall have the right to: -
- Shift the EQUIPMENT to an alternate site at its choice.
- Disconnect/connect/substitute computer systems and/or peripherals, acquired from another vendor also.
- Install electronic components such as circuit cards etc., to enhance the System’s performance.
The computer systems, peripherals, electronic components, circuit cards etc., referred to above may be obtained by
the District Office/Circle Project Office from the vendor after advance consultation with the representative of the vendor,
who would not unreasonably withhold consent in these matters. Circle Project Office shall bear the charges for such
shifting and reinstallation and vendor should provide necessary assistance to Circle Project Office for the smooth
reinstallation process. The conditions contained herein would continue to be binding on the vendor after such shifting
and reinstallation.
All disputes and differences of any kind whatsoever arising out of or in connection with this purchase order shall be
referred to arbitration. The arbitrator may be appointed by both the parties or in case of disagreement; each party may
appoint an arbitrator and the decision of the arbitrator(s) shall be final. Such arbitration shall be governed by the
provisions of the Indian Arbitration Act.
25. CONDITIONS GOVERNING REPAIR AND MAINTENANCE SERVICES (DURING WARRANTY )

– 9 – May 29, 2012
The Vendor should undertake to provide the office at least 12 months/36 months (as the case may be) free
maintenance service, which will include repair, maintenance of all kits or parts and spare parts & installation of OS
from the date of commissioning of the Systems. This is also applicable to system software. Thereafter, the District
Office may go for AMC after obtaining rates quote and found acceptable or may opt for comprehensive maintenance
by a third party, or undertake in-house maintenance if needed with the backup support from the vendors. The vendor
shall keep spares of essential & critical kits or parts of the EQUIPMENT, as may be required to ensure that related
problems are solved within a maximum period of 24 hours from the time of reporting of the call and to keep the down
time minimal. This should be kept either at the site/ location or a place within the district.
The vendor, if he chooses, may install his own standby system of identical specification. If such system is acceptable
to the Circle Project Office, the period of use of such system shall be deducted from the downtime for all purposes.
The vendor shall agree to maintain the EQUIPMENT in good working order and for this purpose shall provide the
following repair and maintenance services:
a) Preventive Maintenance during Maintenance Service Period: The VENDOR shall conduct Preventive
Maintenance (including but not limited to inspection, testing, satisfactory execution of all diagnostics, replacement
of unserviceable parts, cleaning and removal of dust and dirt from the interior of the EQUIPMENT, and necessary
repairing of the EQUIPMENT) at least once in three months, on a day and at a time to be mutually agreed upon.
Notwithstanding the foregoing, the VENDOR recognizes Circle Project Office’s operational needs and agrees that
Circle Project Office shall have the right to require the vendor to adjourn Preventive Maintenance from any
scheduled time to a date and time, not later than fifteen working days thereafter.
b) The vendor shall correct any faults and failures in the EQUIPMENT and shall repair and replace worn out
defective parts of the EQUIPMENT immediately. In case where unserviceable parts of the EQUIPMENT need
replacement, the vendor shall replace all such parts, at no extra cost to Circle Project Office with brand new parts
or those equivalent to new parts in performance. Provided that if the VENDOR is required to replace consumables,
these will incur additional charges. The VENDOR in effecting any such replacement shall not remove the
equipment or any part thereof until the vendor is ready to move in substitute equipment or part or parts to replace
it. If the replaced part or parts are not identical in all respects to the part replaced, the VENDOR shall inform Circle
Project Office in writing at the time of such replacement. Circle Project Office in such case have the right to request
the VENDOR to replace the parts with the original compatible parts only and the VENDOR comply with such
request forthwith.
c) The VENDOR shall ensure that faults and failures intimated by Circle Project Office as above are diagnosed
and repaired within twenty four hours. If the repair work is expected to be prolonged beyond twenty four hours of
downtime, the vendor shall replace the defective EQUIPMENT with STAND-BY EQUIPMENT immediately, and
restore operations.
d) Performance Expected: The vendor shall guarantee and ensure post installation System Uptime efficiency of
98% for the full configuration of the equipment, in every quarter.
Where Total Time is working hours on all working days not including Sundays and holidays. Down time is the
aggregate time lost due to any equipment malfunction and non-availability of remedial maintenance during the
quarter.
Penalty: Without prejudice to any of the Circle Project Office’s/ District Office’s other rights and remedies, a penalty
at the discretion of the Office may be levied subject to a maximum of Rs.1000/- per hour, for failure to deliver the
guaranteed uptime or defaults therein for downtime exceeding twenty four hours on any EQUIPMENT and shall be
deducted by the office from the 10% retention money held by the office/invocation of Bank
Guarantee/Maintenance Contract charges, Security Deposit etc., payable by the office, if any.
e) The vendor shall also guarantee that there shall not be more than three failures of critical components such as
PCs in any calendar quarter at any site. In the event of more than three failures in the critical components, the
vendor shall REPLACE the defective equipment with NEW compatible equipment, acceptable to the Circle Project
Office immediately.
f) In the event of repeated failures of Printers, the vendor shall REPLACE the defective equipment on demand
from the Circle Project Office.
g) SPARE PARTS AND TEST EQUIPMENT: The vendor shall undertake to maintain necessary tools, test
equipment, sub-assemblies, kits of parts, components and spare parts, to enable it to fulfill the obligations.
h) In the event the vendor decides to discontinue the supply of sub-assemblies, kits of parts, components and
spare parts for EQUIPMENT purchased after expiry of maintenance service, the vendor should assist Circle
Project Office to make alternative arrangements/contract.

– 10 – May 29, 2012
i) All engineering changes generally adopted hereafter by the VENDOR for equipment similar to that supplied shall
be made to the EQUIPMENT at no cost of Circle Project Office.
j) A log/register shall be maintained INDIVIDUAL OFFICE-WISE by the Service Engineer at the SITE to record
each incident of EQUIPMENT malfunction, errors, faults, failures, defects, etc., indicating the date and time at
which the vendor was informed or noticed the malfunction, errors, faults, failures, defects, etc., and the date and
time of commencement and successful completion of repair work and nature of repair work performed on the
equipment together with a description of the cause for work, either by description of the malfunction, errors, faults,
failures, defects etc., or as discovered, and repaired during the regularly scheduled Preventive Maintenance.
Circle Project Office shall use the same log for recording the nature of malfunction, errors, faults, failures, defects,
etc., observed in the equipment the date and time of their occurrence and the date and time of their
communication to the vendor. The entries in the register under the initials of a Circle Project Office representative
shall constitute conclusive proof of the malfunction, errors, faults, failures, defects, etc.
26. POSTING OF A QUALIFIED SERVICE ENGINEER RESIDENT AT SITE FOR ON SITE REPAIR AND MAINTENANCE
SERVICES
The vendor shall post qualified service resident engineer at the installation, and during warranty period for trouble shooting,
repair and replacement of all kits or parts and spare parts and render; such other support services, as may be necessary for
satisfactory functioning of the Computer systems and peripherals. The engineers shall be allocated by the VENDOR to the
various Circle Project Offices on a cluster basis as may be determined by the Circle Project Office in its discretion. The
engineers so posted shall ordinarily be located at one of the offices and will attend to calls received from the other office(s)
forming part of that cluster. The engineers shall not attend to calls received from any other source.
27. CERTIFICATION AND AUTHORISATION
In case any vendor offer to supply the brands of other OEMs, the vendor shall produce a declaration from the OEMs
extending full guarantee and warranty as specified in the tender by the office. Submission of the declaration signed by the
OEMs is compulsory, otherwise the bids will not be considered.
The vendor shall undertake that all the components/ parts/ assembly/ software shall be original new components/ parts /
assembly/ software from the respective OEMs of the products and that no refurbished/duplicate/second hand
components/parts/assembly/software are being used or shall be used.
ACCEPTED THE ABOVE CONDITIONS
SIGNATURE OF THE VENDOR

– 11 – May 29, 2012
HARDWARE TENDER – TECHNICAL DETAILS
ANNEXTURE – II
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Minimum Required Specifications
Upward
Your offered
Deviation
Specification
(If any)
i. Desktop Computer: Required Quantity : 45 Sets
1 Processor
Core 2 Duo CPU, 3.06 GHz or Higher, E7600, 3 MB L2 Cache
Memory
2 Chipset
Intel(R) G41 Express Chipset or higher (processor and chipset
should be compatible to each other)
3 Performance
Minimum 120 SYSMARK2007 points overall with applicable
chipset. OEM to provide Factory Testing Full Disclosure report
along with Bid.
4 Motherboard OEM Make Motherboard
5 Memory
2 GB DDR3 1066 MHz or higher SDRAM expandable to 8 GB
DDR3 1066 MHz
6 Hard Disk 320 GB SATA, 7200 RPM
7 Monitor
Min 18.5” Widescreen Flat Panel or better Colour TFT with same
OEM as the base PC
8 Ethernet
Integrated Gigabit (10/100/1000 NIC) LAN (Support WOL/PXE &
ASF 2.0)
9 Mouse
2 Button USB/PS2 scroll Mouse (same OEM make/brand as
system)
10 Keyboard
104 Keys USB/ PS2 Keyboard (same OEM make/brand as
system) with key skin
11 Optical Drive Internal SATA 16X DVD RW Drive
12 Graphics On Board integrated Graphics
13 Audio
Integrated High Definition Audio. Min 2 Channel Support with
volume control Two Speaker (in 25 W) One Microphone/
Headphone
14 I/O Ports
1 Serial (9 PIN) 6 or More USB 2.0 (at least 2 in front) 1 Ethernet
(RJ 45) 1 VGA out.
1 Stereo line in/out
1 Microphone Line in
1 Headphone (front)
15 Expansion Slots
Minimum: 1 PCI
1 PCI Express x 16
16 Security
Memory change alert through BIOS in Windows environment
and on Management Console, Serial, USB & Network Enable/
Disable port Control Power on password
Setup Password
17 Manageability Desktop Management interface Support Through OS
18 Power Supply
220-300 Watt (88%/ 90% efficient power supply, energy star 5.0
compliant)
19 Bays Minimum 3 Bays
20 Certification
Windows latest version certification/ Linux Latest Version
21 Compliance/ Certification
certification
For OEM: ISO 9001 and 14001 For quoted model: UL/CSA,
FCC or Equivalents, RoHS
22 Warranty 3 years On Site comprehensive OEM Warranty
23 Operating System Genuine Windows 7 Prof. preloaded
ii. Line Interactive UPS Required Quantity: 45 pcs.
1 Rating 0.5 KVA or Higher Line Interactive
2 Input Voltage Range 140-270 VAC
3 Cold Start (0 to 100% load) Yes

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4 Input Frequency 50 Hz
5 Nominal Frequency 50 Hz + 3 Hz
6 Protection
– 12 – May 29, 2012
Minimum Required Specifications
Input Battery Protection for deep discharge
Surge Suppression for spikes and surges at AC Input
7 Battery Back UP 10-15 Minutes on full rated load
8 Input Battery voltage To be specified by bidder
9 Battery Rating To be specified by bidder
10 Battery Make To be specified by bidder
11 Efficiency >93% on mains across entire range
12 Normal Output Voltage 230 VAC Units
13 Output Voltage Wave form Stepped Sine wave
14 Transfer Time 2-6 ms typical, 10 ms Max
15
Frequency (line mode) &
(Battery Mode)
Same as input, 50 Hz + 1 Hz
16
Short Circuit Protection line
Mode, Batter Mode
Fuse Electronic
17 Environmental 0C to +40 0C.0 TO 90% Relative Humidity (Non condensing)
18 Warranty 12 months onsite comprehensive warranty including battery
19 Credentials
Manufacturer should be ISO 9001:2000 Certified
Manufacturer should be ISO 14001 (Preferred)
Your offered
Specification
Upward
Deviation
(If any)
Note:
1. Rate to be quoted for one unit of each item
2. All items except SL. No 1 (Personal Computers) should be covered under warranty for 36 months.
3. Minimum configuration/ requirement must be followed