No. 25/10/2013-Admn.
Government of India
Ministry of Mines.
Shastri Bhawan, New Delhi.
Dated the 10th January, 2014.
Comprehensive
Annual Maintenance & service maintenance
Contract for KTS
exchanges,
Plan Telephone
instruments
& Single Telephone
instruments
installed in the Ministry.
Sealed quotations are invited from the reputed/registered firms for the award of
Comprehensive repair & Maintenance Contract for 6 nos. KTS [2 nos. of Samsung
Office Servo 7070 KTS, one NEC Aspila KTS, one NEC 308 KTS and two Panasonic
KXT 7730 - all functional], 29 nos. of Panasonic make 3282 model instruments, 1 no. of
Beetal make Plan Phone,
53 nos. of Single Telephone instruments, 65 nos. of
Samsung (24 0 & 280 KTS instruments - all functional), One Panasonic Cordless
KTTG2338 and one Panasonic Push Button Phone installed in the Ministry as per
details mentioned at Annexure "A" for a period of one year from the date of award of the
contract.
The rates may be quoted as per plan and single Telephone instrument basis
including replacement of adapter.
In addition, the rates for supply of Telephone
instruments, cable channel etc., (as per list attached as annexure-A), may also be
quoted. The rates quoted should be for all inclusive maintenance including genuine
spare parts. Interested parties can inspect the above mentioned sites on any working
day. The firms must have adequate experience and should have undertaken this kind
of job in atleast 5 Ministries/Departments.
The firms should also furnish a copy of the
PAN, Service Tax Registration, DVAT and "Experience Certificate" from their respective
organizations, while submitting their quotations.
2.
It is, therefore, requested to send the rate quotation for the above mentioned
items in a sealed cover super-scribed
as "QUOTATIONS FOR COMPREHENSIVE
ANNUAL
MAINTENANCE
CONTRACT
FOR TELEPHONES".
It should be
completed in all respect & be dropped in the tender box kept at the Information &
Facilitation Centre of the Ministry of Mines, Garage No.23, Ground Floor, "A"
wing, Shastri Bhawan,
New Oelhi-110001
by 12.00 Hours by 31.01.2014.
Earnest money of Rs. 10,000/- (Rs. Ten thousand only) may please be attached with
the quotation in the form of Demand Draft in favour of "The Pay & Accounts Officer,
Ministry of Mines". The quotations should also indicate the response time and service
commitment. The tenderers should have sufficient staff and communication facilities to
respond in the shortest possible time.
3.
The selected firm will raise the bills on Quarterly basis and the payment shall
be released in four quarterly instalments.
Contd ..... 2/-
2
4.
The quotations received will be opened by the Tender Opening Committee in
the Ministry at 3.30 PM on the same day i.e. 31.01.2014. The tenderers or his
representative may, if they so desire, be present at the time of opening of quotations.
5.
The terms & conditions of the contract will be as follows:-
I.
The Comprehensive Annual Maintenance Contract (CAMC) shall be operative
immediately after award of the contract. The Ministry shall, however, has right
to terminate the contract at any time if the services are not found satisfactory.
ii.
The rates quoted shall remain in force for the full period of contract. No demand
for revision of rates on any account whatsoever shall be entertained during the
currency of the contract.
iii.
The Contract shall be on a comprehensive maintenance service basis i.e. no
extra charges for supply of adapter, spare parts, replacement of any
defective parts will be paid by this Ministry.
The AMC should be
comprehensive including replacement of Battery for Backup of KTSs
except installation charge.
iv.
During the validity of the contract, the company will render preventive
maintenance services of the equipment at the frequency of at least once in
every month. The equipment will be thoroughly cleaned, tested, repaired and
kept in working condition all the time. In case the machine is idle for
replacement of the parts, the company will replace the parts in reasonable time
which in any case will not be more than 48 hours from the registration of
complaint otherwise the company will be liable to pay penalty of Rs. 100/- per
day to the Ministry.
v.
If the equipment/system is to be taken to the Service StationNVorkshop for
repairs, etc. with the permission of the Ministry, the company will provide
standby equipment/system. Ministry of Mines will not pay any charges for
standby system and will not be responsible for any damage occurred in the
standby equipment/system.
vi.
The existing numbers of Single Telephone instruments/Plan Phones and KTS
exchanges as mentioned in the Annexure - A may change during the currency
of the contract.
For any such alterations, intimation shall be given to the
contractor and if any new addition is not maintained through warranty clause
but through AMC, proportionate charges for maintenance shall be payable to
the contractor.
Similarly, the deletion shall also be intimated to the contractor
and proportionate charges shall be deducted for the purpose of payment to
contractor.
Contd ..... 3/-
=
3
=
vii.
The Contractor will attend to all the calls from Ministry of Mines on all working
days. The urgent, immediate and unavoidable calls are also to be attended
before and after the usual office time and on holidays.
However, the
reasonable time would be allowed for the specific jobs on the merits of the jobs.
Ministry of Mines reserves the rights to decide any job as urgent or unavoidable
depending upon the nature and venue of the job.
viii.
The contractor shall have to depute one well qualified service engineer having
experience in the field of maintenance/repairing of telephone sets on full time
basis for the service of the telephones, KTS & Plan phones working in this
Ministry and its CGO complex/Udyog Bhawan office. The service engineer
shall be provided with suitable communication system (like cell phone) so that
he may be contacted at any time. The service engineer will sign the attendance
register at 0900 Hrs. on all working days and be available up to 1800 Hrs. in the
evening and beyond, if required.
ix.
There should not be loose cables hanging boards, naked live cables in the
corridor of the Ministry.
x.
The firm will undertake the necessary work of earthing wherever required.
xi.
The contractor will not attend to any job directly unless directed/ordered
Admn. Section/Authorised person.
xii.
The Ministry of Mines reserves the right to terminate the contract at any time by
giving one month's notice to company/firm. Any decision of this Ministry with
regard to the AMC will be binding on the contractor.
xiii.
In case of shifting of telephones from one room to other on account of shifting
of officer/rooms or renovations etc., the services should be provided by the
contractor without any extra charge for labour etc. except for the cost of cabling
on actual basis.
xiv.
The Company/firm shall enclose copies of performance certificates from atleast
five [5] Government clients.
xv.
The successful Firm will have to deposit a Performance Security of Rs.15,000/(Rupees Fifteen thousand only) in the form of Bank Guarantee pledged in the
name of "The Under Secretary (Administration), Ministry of Mines".
However
in case the services of the firm are not found satisfactory during AMC period
the Bank Guarantee will be encashed.
xvi.
The quoted price should clearly indicate the details of taxes also.
by the
Contd ..... 4/-
=
4
xvii.
No other charges will be payable like transportation, fare etc. for providing the
services.
xviii.
It shall be responsibility of the contractor to hand over the system and its
accessories as shown in the CAMC to this Ministry in fully working condition,
after the CAMC is over.
XIX.
The representatives
of the firm may inspect the KTS Systems/Plan
PhonesfTelephone instruments on any working day by obtaining appointment
from Section Officer(Admn.) before they submit their rates for CAMC.
XX.
The firm will have to attend to complaints or repair the system within the 24
hrs..
If complaint is not attended, the Ministry will get repairs carried out from
outside and expenditure so incurred on such repair will be deducted from
CAMC payment, due to the firm.
xxi.
The rates may be quoted as per Annexure-A, Taxes (VAT, Service Tax) if any,
may be separately indicated in the quotation.
xxii.
The
service
Engineer
deputed
by
the
selected
firm
for
the
service/repair/maintenance
of KTSs exchanges, Plan telephones & single
telephone instruments will be governed by the provisions of minimum wages
act of Government of NCT Delhi and other mandatory provisions of Law i.e.
ESI, EPF, etc.
xxiii.
In case it is found that the selected firm is engaged in malpractices, the contract
will be terminated and they will be banned from having business relations with
the Ministry.
7.
All the tenderers are requested to read and understand the terms and
conditions of the contract as detailed out in the foregoing paragraphs before sending
their quotations.
Jt~
( Adhir Kumar Mallik )
Under Secretary to the Government of India
V: 23384743
3lIl11
m D IADHIR KUMAR MALLIK
I Under Secretary
I ~J1inistry of Mines
11ITfj men" I Govt. of India
~ ~
I New Delhi
3rcR ~
<:<rr.l
~!l
ANNEXURE-A
,,-\lame of the Firm:
.
Registered/Postal Address
Telephone No.
.
.
.
E-mail
PAN No.
VATITIN No.(if applicable)
.
Service Tax Registration (if applicable)
.
Qty.
Job details/Name of the Items
1.
Samsung office Servo 7070 KTS with instruments
02
2.
NEC Aspila with instruments
01
3.
NEC 308 KTS with instruments
01
4.
Panasonic KXT 7730 with instruments
02
5.
Panasonic
29
3282 instruments including plan phone
Price quoted
instruments
6.
Samsung
7.
Beetal Plan instruments (1+ 1)
01
8.
Single Phone instruments of different make
53
9.
Panasonic Cordless KT TG 2338 phone
01
10.
Panasonic Push Button Phone
01
11.
Price for new Panasonic Plan (1+ 1) Telephone instrument
[Model No.3282J
Each Set
12.
Price for new Beetal Plan (1+ 1) Telephone instruments
(without caller 10)
Price for new Beetal Plan (1+1) Telephone instruments
(with caller 10)
Price for (1+1 Speaker plan) telephone instrument
(without caller 10)
Price for Plan (1+2) telephone instrument
Each set
13.
14.
15.
(240 & 280) phones
caller
10
Each set
Each set
Each set
i.
Price for new Caller
instrument
M51 [caller 10J
ii.
M 52 [caller 10J
Each
iii.
M 70 [caller 10J
Each
iv.
B 11 (without caller 10)
Each
v.
B 25 (without caller 10)
Each
16.
10/without
65
telephone
Each
Contd ..... 2
=
2
=
17.
Price for 04 pair cable
Per mtr.
18.
Price for 03 pair cable
Per mtr.
19.
Price for 02 pair cable
Per mtr.
20.
Price for 01 pair cable
Per mtr.
21.
Price for 01 pair cable
Per mtr.
22.
Price for 1" Channel
Per mtr.
23.
Price for 1 W' Channel
Per mtr.
24.
Price for conduit Pipe 1"
Per mtr.
25.
Price for conduit Pipe 1W'
Per mtr.
26.
Installation charges for single Telephone instrument
27.
Installation charges for plan 1+1 Telephone
28.
Installation charges for 1+2 Telephone instrument
29.
Any other item(s)
Particulars
of EMD :
(i)
DO No
.
(ii)
Date
(iii)
Amount
.
(iv)
Bank (drawn on)
.
Signature with seal