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1. have gone through the Terms and Conditions Scope of Work and Specification and will abide by them as laid down Tender Documents Technical bid and Price Bid I We hereby confirm that our Company was not blacklisted by any State Government Central Government Public Sector Undertakings during the last three years We also hereby confirm that our EMD SD was not forfeited by any State Government Central Government Public Sector Undertakings during the last three years due to our non performance non compliance with the tender conditions etc I We _ hereby declare that all the particulars furnished by us in this Tender are true to the best of my our knowledge and we understand and accept that if at any stage the information furnished is found to be incorrect or false we are liable for disqualification from this tender and also are liable for any penal action that may arise due to the above I We certify that no refurbished components are used in the manufacturing and supply of Laptop and related items tendered items The licences for the operating systems and other software to be installed in the computer systems to be delivered under this contract is certified as genuine and valid I We certify that we are liable and responsible for any disputes arising out of Intellectual Property Rights In case o
2. S Pro Description Initi Unit Instal Exci Custo Applic Service Total N duc al Pric lation se ms able Tax Unit Remarks t appr efor amp Duty Duty Local value Price Co ox FO Com with Rs Taxes per with all de Qty R missi CV CST unit for Taxes amp destijoning D per Colum and the nati charg per unit in n 6 in duties futur on P es amp unit Rs Rs Rs e on acki other Rs 5 6 7 RC ng charg 8 9 1 For es if 0 war any ding in and Rs Insu per ranc unit e wit h out TA XE S 2 3 4 6 gt 3 ao 11 12 1 DESKTOP 1 200 LAPTOP 1 Intel Pentium No Dual Core or Equivalent AMD Processor 2 201 LAPTOP Intel Pentium Dual Core or Equivalent AMD Processor with Linux Oo ELCOT Chennai 35 Page 67 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Annexure 3 COMPREHENSIVE WARRANTY COST FOR 4 AND 5 YEAR RATE CONTRACT REF NO ELCOT 32601 Desktop 2013 14 Comprehensive Warranty Cost Comprehensive Warranty S Pro Description Ini Unit for 4 Year Cost for 5 Year daci aee AM AM Sales Sale Total AM A Sale Sal Total Pem N Cod Ap for arks pr FOR C C Tax s Compr C M js es Com ox Dest Char Cha Servi Tax ehensi Cha
3. Due Date Time and Place of 07 01 2014 3 00 PM at the address mentioned in submission of Tender Column 1 above 9 Date Time and Place of 07 01 2014 3 15 PM at the address mentioned in opening of the Technical Column 1 above Bids 10 Date Time and Place of Will be intimated only to the Technically Qualified opening of Price Bids Bidders ELCOT Chennai 35 Page 8 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 3 1 General a b c d e 8 The Bidders are requested to examine the instructions terms and conditions and specifications given in the Tender Failure to furnish all required information in every respect will be at the Bidder s risk and may result in the rejection of bid Relaxation in submission of the documentary proof had been given ONLY to the existing suppliers and such relaxation from submission of documents is applicable wherever they are eligible to avail It will be imperative for each Bidder s to familiarise itself themselves with the prevailing legal situations for the execution of contract ELCOT shall not entertain any request for clarification from the Bidder regarding such legal aspects of submission of the Bids It will be the responsibility of the Bidder that all factors have been investigated and considered while submitting the Bids and no claim whatsoever including those of financial adjustments to the contract awarded under this tender will
4. 9 8 Supply installation and Commissioning a b c d I Delivery The ordered items should be delivered installed and commissioned within 28 days from the date of Purchase Order ii Delivery Schedule for Bulk Qty for Special Project like School Projects within 42 days from the date of issue of Purchase Order In view of making the first delivery quickly the successful bidder should keep minimum 500 Nos of Desktop ready for delivery with in 15 days from the date of issue of Tender Acceptance Letter The Successful Bidders after obtaining the Consignee address should visit the sites to assess the readiness of the site for installation A report in this respect should be submitted to ELCOT ELCOT may advise the customer to prepare the site ready for installation However the Customer is responsible for the site preparation before the scheduled installation dates ELCOT Chennai 35 Page 37 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 e 8 h i j k I The Successful Bidder is responsible for all unpacking assemblies wiring installations cabling between hardware units and connecting to power supplies The Successful Bidder will test all hardware operations and accomplish all adjustments necessary for successful and continuous operation of the hardware at all the installation sites The Successful Bidder selected for various equipments to be installed at single user prem
5. C Tax Tax preh Qt natio ges rges ce ve rges Ch ensiv n on jon Tax Serv Warra on arg Serv Ser e z Pack lin jice nty 6 Jes ice vic Warr iela in in Tax Cost jin jon Tax je anty ai ee Rs in for4 5 in Tax Cost ure ardin Rs year in in in for R gand Rs Rs Rs 5 C ia Caa year ance Re ae 12 Taxe 1 s 1 2 3 4 5 6 7 8 9 10 2 13 14 15 16 1 200 LAPTOP 1 Intel Pentium N Dual Core orj o Equivalent AMD Processor 2 201 LAPTOP 1 Intel Pentium N Dual Core or Equivalent AMD Processor with Linux Note Comprehensive warranty cost means cost toward all the spares service charge and all Taxes excluding consumable cost if any ELCOT Chennai 35 Page 68 of 68 Ver 1 0
6. failed in the specifications test The bidders should take utmost care to bring in the samples which should be equal to or better than the specifications given in the tender documents ELCOT reserves the right to reject a sample if it is found that it does not meet the specifications In such cases the bidder would be treated as failed in this test However ELCOT reserves its right to offer one last opportunity to the bidder to produce another sample for evaluation say within a short period of 2 3 days Such a sample would be evaluated again to find out whether the bidder gets pass in this test Offering this additional opportunity is solely at the discretion of ELCOT ELCOT would be pleased to provide such an opportunity ONLY if public interest healthy competition demands such a step In the normal course such an additional opportunity would not be given to the bidders Linux compliance test for Server and Desktop All the samples will be tested for Linux compliance in Redhat Suse If the system achieves trouble free installation by detecting the display system sound card Ethernet card modem card if any hard disks etc and it should comply all the parameters given in the annexure then it would be treated as Passed in the Linux compatibility test If a system fails in any of the parameters then it would be treated as failed in the Linux compatibility test The bidders must provide
7. manufacturing facility and copy of the certificate is submitted 9 Copy of Telephone Bills Rental Agreement to prove the existence of Office in Chennai ELCOT Chennai 35 Page 58 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 A1 2 Profile of the Bidder 1 Name of the Company Principal Bidder 2 Year of incorporation 3 Nature of the Company Registered Company or Partnership or Proprietary 4 Registered office Telegraphic Address Office Telephone Number Fax Number Contact Person Name Personal Telephone Number Email Address 5 Local presence at Tamil Nadu Telegraphic Address Office Telephone Number Fax Number Contact Person Name Personal Telephone Number Email Address 6 Registration Details Permanent Account Number VAT Registration Number CST Registration Number Service Tax Registration Number 7 Banker s Name Address and Account Number 8 ESI Registration No and ESI Remittance details for last 3 years 9 PF Registration No and PF Remittance details for last 3 years ELCOT Chennai 35 Page 59 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 1 Certificate of Incorporation 2 Manufacturing capacity 3 Annual Turn over INR 2012 13 2011 12 2010 11 4 Details of si
8. 1 Tender inviting Authority The Managing Director Designation and Address ELCOT II Floor MHU Complex 692 Anna Salai Nandanam Chennai 600035 e mail md elcot in and procurement elcot in URL www elcot in 2 A Name of the Work Supply installation and commissioning of Laptop and related items B Tender reference ELCOT PROC OT 32651 Laptop 2013 14 C Installation At the customer premises Throughout the State of Tamil Nadu 3 Tender documents available place Tender documents can be freely downloaded from www elcot in and www tenders tn gov in till closing date and time of the Tender The tender document fee is waived for downloading the Tender 4 Cost of Tender Document INR 1 100 per Tender Document for direct purchase from ELCOT The Tender document fee is waived for the downloaded Tender document 5 Earnest Money Deposit EMD Rs 3 00 000 Rupees Three Lakhs only should be paid by way of Demand Draft or Banker s Cheque drawn in favour of Electronics Corporation of Tamil Nadu Limited and payable at Chennai only 6 Tender submission Two Part Tender comprising of Technical Bid and Price Bid should be submitted MANUALLY Stage 1 Technical Bid Stage 2 Price Bid opening Tenders re ceived after the due date and time will be summarily re jected 7 Date and Place of Pre Bid 24 12 2013 11 00 AM at the address mentioned in meeting Column 1 above 8
9. Contents Tamil Unicode font with keyboard interface for typing in Word Spreadsheet and Presentation shall be sourced from Tamil Virtual Academy and pre loaded 22 Standard Power cable with three pin socket Accessories and plug power adopter and charger user manual Laptop Bag NOTE a The Bidders are requested to submit a Sample Laptop on the date of Technical Bid Opening itself b Laptop Bag should be supplied as per the Drawing ELCOT Chennai 35 Page 63 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 COMPLIANCE STATEMENT FOR ITEM Code 201 Laptop 1 Processor Intel Pentium Dual Core or Minimum Equivalent AMD Processor with Processor Speed of 2 0 Ghz or higher 2 Memory 2 GB DDR 3 SD RAM 1066 Mhz 3 Display Size 14 inch display 4 Display Resolution 1024 x 768 or Higher 5 Hard Disk Drive Minimum of 160 GB SATA with minimum 5400 rpm 6 Ports and Others T O Ports Minimum 3 USB Headphone Speaker out RJ 45 AC Power inbuilt speaker 7 Connectivity 10 100 LAN 8 Graphics Integrated Graphics supporting 128 MB VRAM or Higher 9 Keyboard Standard Keyboard with integrated touch pad 10 AC Power Adopter Input 170V 270V 50 Hz AC Power Adopter 11 Operation 0 55 Degree Centigrade Temperature 12 Battery Type Standard Rechargeable 6 cell Li on 45 Whr with minimum 2 hours back up 13 Construction and Metal Alloy reinforced hinges fo
10. GB SATA with minimum 5400 rpm 6 Ports and Others I O Ports Minimum 3 USB Headphone Speaker out RJ 45 AC Power inbuilt speaker 7 Connectivity 10 100 LAN 8 Graphics Integrated Graphics supporting 128 MB VRAM or Higher 9 Keyboard Standard Keyboard with integrated touch pad 10 AC Power Adopter Input 170V 270V 50 Hz AC Power Adopter 11 Operation Temperature 0 55 Degree Centigrade 12 Battery Type Standard Rechargeable 6 cell Li on 45 Whr with minimum 2 hours back up 13 Construction and Externals Metal Alloy reinforced hinges for display The casing is ABS of black or grey colour 14 Certifications RoHS and any other certificate 15 Operating System Compliance Microsoft Windows and BOSS Linux 16 Operating System Pre loaded with LINUX preferably BOSS Linux 17 Wireless Wireless 802 11 a b n 18 Laptop Form factor About 13 5 x 9 6 x 1 3 inches approximately ELCOT Chennai 35 Page 16 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 19 Warranty 1 year comprehensive warranty including battery 20 Qualifying bench mark BAPCO Sysmark 2007 overall score of minimum 115 or higher with Windows 7 professional and 2 GB Memory 21 Contents Tamil Unicode font with keyboard interface for typing in Word Spreadsheet and Presentation shall be sourced from Tamil Virtual Academy and pre loaded 22 Standard Accessories Power cable with three pin socket and plu
11. delivery or in case of goods or materials delivered by them not being of the stipulated quality and specifications or in the case of goods or materials being delivered without a correct invoice in duplicate ELCOT or anyone duly authorized by ELCOT shall have the power to reject any such goods or materials and to purchase from others instead of any goods or materials so rejected or not delivered Unless the successful Bidder shall themselves forthwith supply that shall be sufficient and satisfactory any excess of cost so incurred by the Purchaser s over the contract price together with all charges and expenses attending the purchase shall be recoverable by ELCOT Purchaser s from the Successful Bidder 12 A penalty will be levied at the rate of 0 25 per day on the un delivered portion of the material value subject to a maximum of 10 if the delivery has not been completed in full within the stipulated period subject to force majeure conditions The delivery period will effect from the date of receipt of confirmed consignee address Besides such performance may entail back listing of successful bidder If the Successful Bidder fails to supply even after the lapse of one month after the stipulated date of delivery then the orders contracts are liable for cancellation and the EMD Security Deposit will be forfeited in addition to ELCOT reserving the right to blacklist the suppliers for a period of three years from participating in ELCOT s tenders f
12. essential machinery or equipment power and water shortages 21 The following document shall be deemed to form and be read and constructed as part of this Contract a Technical Specifications b Tender Terms and Conditions c Amendments issued by ELCOT for the Tender document d Corrigendum Clarifications issued by ELCOT for the Tender Document e Detailed final offer of the Successful Bidder f Purchase Order s issued by ELCOT from time to time g Correspondence made by ELCOT to the Successful Bidder from time to time during the period of the contract Wherever the offer conditions furnished by the Successful Bidder are at variance with conditions of this contract or conditions stipulated in the purchase order the latter shall prevail over the offer conditions furnished bythe Successful Bidder ELCOT Chennai 35 Page 48 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 22 Unless otherwise provided in the agreement any notice request consent or other communication given or required to be given hereunder shall be given by mailing the same by registered mail postage prepaid return receipt requested in the case of the Successful Bidder to the Purchaser s at their respective addresses and set forth above or with other addresses and to the attention of such other person or persons as may hereafter be designated by like notice hereunder and any such notice sent by post shall be deemed to have been served on the
13. etc 3 Lack of communication about the delay in deliveries Installation etc 4 Poor warranty support etc 7 5 3 Price Bid Evaluation h The Price Bids of the Technically Qualified Bidders alone will be opened and evaluated The Price Bid should include all expenses towards this Tender The Price Bids will be opened in the presence of the Bidders at ELCOT The Bidders or their authorised representatives will be allowed to take part in the Price Bid Opening i All the taxes indicated in the Price Bid will be taken for the Price Bid evaluation as per the Tamil Nadu Transparency in Tender Rules 2000 with latest amendments j As this is a rate contract the following method of price evaluation will be adopted The Price Bid Evaluation shall include all Customs Duty Central Excise Duty and Value Added Tax VAT as part of the price as detailed below In evaluation of the price of an imported item the price shall be determined inclusive of the Customs duty with Counter Veiling Duty CVD In evaluation of the price of item is subject to excise duty the price shall be determined inclusive of such excise duty In respect of VAT where all the bidders are from within the State of Tamil Nadu or where all the bidders are from outside the State of Tamil Nadu the VAT will be included in the price bid evaluation OR ELCOT Chennai 35 Page 25 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 k Where the bidder
14. ready within 15 days of delivery 75 of total cost will be paid on submitting the proof of delivery and certificate from the customer that the site is not ready after receipt of funds from the Purchaser and balance 25 total cost will be paid on installation commissioning and handing over of the systems on submission of an irrevocable Bank Guarantee for 5 of the cost of the ordered value valid for 37 months during the warranty period If the Customer is not issuing an SNR Site Not Ready the Successful Bidder may give an Undertaking to ELCOT stating that the customer is not issuing an SNR The 75 of total cost of the invoice will be made to the Successful Bidder on verifying the same with the customer Bills will be honoured within 7 working days after submission of bills along with all supporting documents in complete shape The successful Bidder should file relevant invoices online using the web based procurement software in operation at ELCOT The Successful Bidder hereby agrees to get the refund of incentive excise duty and proportionate sales tax from concerned authorities and pass it on to Purchaser s if the Government or any other appropriate agency reduces the Excise duty or Sales tax or give incentive of any type retrospectively after supplying the Ordered items failing which action will be taken to recover the balance amount from the Successful Bidder under the Revenue Recovery Act or any other relevant act Penalty amount if a
15. system This would be matched with the specifications to find out whether the bidder had complied with the technical specifications asked for in the tender Only compliance with the tender specifications is sought to be ensured through the benchmark testing Any sub standard materials would be screened during the benchmark test and decision would be taken accordingly The bidder should secure the minimum sysmark points for the desktops as specified in the Tender Any system not satisfying this criteria would be disqualified Important Note The system shall be loaded with Windows XP including service pack 3 VGA Drivers and the Software loading to be done with single partition HDD only No other Software shall be installed during the Benchmark test in the case of sysmark and the Video mode to be set at 800 x 600 32 bits pixel Service pack version to be mentioned by the Bidder ELCOT Chennai 35 Page 35 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 9 6 Software to be pre loaded The Operating System device drivers and other productivity applications will be decided by ELCOT at the time of releasing the Work Order should be pre loaded in the computer hardware The pre loaded software should be original and should be licensed in the name of customers The original license copy should be submitted to the customers at the time of delivery ELCOT or its customer departments will not be liable or res
16. the necessary drivers in self installing rpms Linux compatibility test may or may not be carried out for the bidders who have produced Linux certification for Redhat Suse Ubuntu and BOSS However if they become L1 their product will be tested for Linux compatibility before issuing order If the bidder applied for Linux certification bidder should produce neccessary ELCOT Chennai 35 Page 34 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 documents related to this For these bidders Linux compatiblity will be tested 9 5 3 Linux Compatibility for peripherals a b c All the peripherals would be connected to the computer systems running Redhat Suse their own system or any other system arranged by ELCOT to find out whether they work under Linux environment in an efficient and trouble free manner All such operations would be carried out using GUI Xwindows procedures only If the peripherals work without any hitches then it would be treated as passed in the Linux compatibility test Otherwise it would be treated as failed The bidder or OEM should provide tested results for Suse Linux and Red Hat 9 5 4 Microsoft Windows based Benchmarking a b c For all the computer systems those who conform to the specification will be required to conduct bench mark tests using Si soft Sandra Professional 2007 in windows platform This would indicate the components used to build the
17. will be called as Successful Bidders If the Tender ends with only one Successful Bidder the value of the order will be restricted to the monthly licensed manufacturing capacity of the Bidder and remaining quantity will be rTendered Negotiations will be conducted with all the Successful Bidders for improvement in the Scope of Work Specification further reduction in price and advancement of delivery schedule Total quantity will be apportioned among the L1 Bidder and other Bidders who have agreed to match L1 rate as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and the Tamil Nadu Transparency in Tenders Rules 2000 and Terms and Conditions of the Tender No dispute can be raised by any Bidder who Bid has been rejected and no claims will be entertained or paid on this account ELCOT Chennai 35 Page 26 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Negotiate with the Bidder whose offer is the lowest evaluated price for further reduction of prices Insist on quality specification of materials to be supplied Modify reduce or increase the quantity requirements to an extent of the tendered quantity as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders Rules 2000 Change the list of areas of supply locations from time to time based upon the requirement of the purchase Ask other qualified Bidders to mat
18. 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 a b c d e g h mail contact with procurement elcot in to register your e mail id to the Tender A Pre bid meeting will be held for addressing the clarifications on the date and time mentioned in the Tender Data Sheet or any other date to be decided by ELCOT The Bidders are requested to participate in the Pre bid meeting and get the clarifications Before closing of the Tender clarifications and amendments if any will be notified in the websites mentioned in the Tender Schedule The Bidders periodically check for the amendments or corrigendum or information in the websites till the closing date of this Tender ELCOT will not make any individual communication and will in no way be responsible for any ignorance pleaded by the Bidders No clarifications would be offered by ELCOT within 48 hours prior to the due date and time for opening of the Tender Before the closing of the Tender ELCOT may amend the Tender document as per requirements or wherever ELCOT feels that such amendments are absolutely necessary Amendments also may be given in response to the queries by the prospective Bidders Such amendments will be notified in the websites mentioned in the Tender schedule ELCOT at its discretion may or may not extend the due date and time for the submission of bids on account of amendments ELCOT is not responsible for any misinterpretation of the provisions o
19. 10 25 BiG CUO Cy oenen fa Pee eras vgdeh nah da bges vy lund sas en vues veddesaseles sats EE 11 3 6 Contacting Tender Inviting AUthOrity eee eeseeceseeceeneeceseeceseeeesaeecsnecesaeessaeecsnaeeeeeeeeeaaeeeees 11 3 7 Force Maj Eeit scdtvesoccesasterccadesadensaneeabadevosdonngcesabesesdc ces devoabudeuascundedubona acs aagetivns yuda dense 11 3 8 Abia UON eenia g Ee RE alec sesaneaescesevctew sucess sacgencdeeuhenionectael vow ecestesnsussucsevesecdecuys 11 A Eligibility Criteriaicscctccsscceseis csticdsceseescesescoucveccvesescscsedecousteceeseccsasesdeserensteccsseteassseodsetescauavedcesasvevecsediys 12 AE EE NT E EEA T TE E EEEE 12 5 SPECIFICATIONS vi cvccivecccsccsesccdscesececascesusceccassceccuseseutsccecavessesseneunsececssansaccescesccbess sauseeseeetesesesseeeusestees 14 6 Bid Preparation and SUDMISSION ccsccsssccssssscssssecsssccsssccssssccsssscsssssesssssessnssessasesssssessenseees 19 6 1 Cost of Bidding nicesine ea a aa E E E REEE ES 19 6 2 Tender Document FeGisiisssierinero ieoi seii AEEA EA EEEE EE EIEEE EEEE EAEE 19 6 3 Earnest Money Deposit EMD c cccecsscceeeseneceeeeeneceeensaeceeenaeecesenaeeeenenneaaeeeeeeeeeeeeeeeeeeeeees 19 6 4 Letter of AUtHOLISATION woo ccc ccecccccccccccecceeeceeeeeeeeeeeceseceeeeceeeeeeeeeseeeesesuaaeesseuaaaneeeesa 19 6 5 TWO Part BIGGIN sii cescserese saxtnvsvecesscceeddecostacuuastesancurvesinsczensecvestacesasduast sasveevasteauneecduyvuaedntcerss 20 6 7 Bid dosing
20. 10 Execution of Work Oder aaran a a A a re 31 8 11 Assigning of Tender whole or in part essessessessssesessrississsssesressessrstesstsstsstesessessteseestesresrees 31 8 12 Liquidated Damages LD cccecccccessseceeseneeceseeeeeeeseneeeeeeaeeceseaeeecesaaeeesseneeeeseneeeeeseeeeeees 31 8 13 Penalty for Non Fulfilment of Tender cccceceeseeseceseceseceseeeseeeseeeeesseecseeceeeceeeeeeeeeeeeeaeees 31 8 14 Other COnditlon Se saiaren dcvad ca douda a aAa ia a e Ea aaa ee AENEA iki ao h iie 31 8 15 Arbitration and Jurisdiction 02 0 eee ce eeeeecceesneeeeeeeneeeeesneeeceeaeeeeceeaeeeeeseaeecessaeeceesaaeeeeeeeeeeeeeees 32 8 16 Other Documents to be Started ecccccccessseceeseneeeceesneeeeeseaeeeessnaeceesenaeeeeesneeeeeeeeeeeeeeeeeeees 32 9 SCOPE OF WOPK sisccvssssstsscivcsccessacacasbancsatessooseccsdoardensaguensoce quad E ESETE 33 9 1 Sample Submission cise eile ied leepedde Pele acd a alta oes en tha wih ge ede 33 9 2 Special Concession for ELCOT approved products cccccccssccessecsesseeeseeeeseeesseessseeensteeeeees 33 9 3 Compliance with Technical Specification cccceccccssseseseceseeesseeeseeeeseecsseeeseseeeeeesseeseeeeeees 33 9 4 Benchmark Test ReSUItS ccccsssccccsssscecsssncceessescccesseececessancecsssneecesnsaeesesssneceeeseeseseeeesesens 33 9 5 Analysis of Benchmark ReSUuIts ccsccsscessseseeeeseceseeeaeceaeceaeceaeeeseeeseesseesseeseeseeeseeeeeeeeeeaaees 34 D BETGONEV A ses
21. 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Successful Bidder should nominate and intimate ELCOT an Account Manager for Single Point of Contact SPOC who should be responsible for effective delivery of work complying with all the terms and conditions The Successful Bidder should ensure that the Account Manager fully familiarises with the Tender Conditions Scope of Work and deliverables The successful Bidder shall not assign or make over the contract the benefit or burden thereof to any other person or persons or body corporate The Bidder should not under let or sublet to any person s or body corporate for the execution of the contract or any part thereof without the written consent of ELCOT A penalty will be levied at the rate specified in the Agreement Format for non fulfilment of delivery schedule subject to the force Majeure conditions Even If the work is not completed in full beyond this period such performance may entail termination of contract and black listing of the Bidder from participating in any of the ELCOT s Tenders This alone will not relieve the Bidder and the difference in cost of the items purchased through other Technically qualified Bidders or any other alternative sources will be recovered from the successful Bidder A penalty will be levied at the rate specified in the Agreement Format in the event of non fulfilment or non observance of any of the conditions stipulated in the Agreement
22. Any amendments to the orders in terms of quantities or delivery period etc may be incorporated on a mutually agreed basis The delivery of goods to the destination is the responsibility of the Successful Bidder only The goods supplied under the contract should be covered for comprehensive insurance by the Successful Bidder till delivery and acceptance by the authority concerned 8 ELCOT is entitled to change the list of consignee address from time to time based on the requirement of the purchaser s In this situation the suppliers should not claim any additional charges except for any major amount involved which will be resolved mutually 9 The goods sold under this agreement shall not be taken back However any replacement necessitated as part of the warranty commitments shall be carried out by the Successful Bidder and faulty parts materials that arise out of such replacements shall be taken back by the Successful Bidder within a reasonable time 10 If the supply installation and commissioning of the Ordered items are not effected as specified in the purchase order Purchaser s ELCOT shall have the full authority to cancel the order and to take any such action that will be deemed fit in the circumstances ELCOT Chennai 35 Page 44 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 11 In case of failure by the Successful Bidder to deliver goods or materials demanded from them within the period specified for
23. Copy of Completion Performance Certificate for the above Purchase Order should be submitted OEM Bidder should have an Annual Turnover of Rs 100 Crores and above in the last successive three Audited Financial years Authorised Dealer Distributor should have an Annual Turnover of Rs 10 Crores and above in the last successive three Audited Copies of the Audited Annual Reports containing the Balance sheets and Profit and Loss account for the last 3 Audited Financial years ELCOT Chennai 35 Page 12 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Eligibility Conditions Documentary Proof to be submitted Financial years OEM Bidder should have executed a single order for supply installation and commissioning of Desktop Computer Laptop for a value of at least Rs 100 Lakhs and above for any Government Departments Organisations Public Sector Undertakings in India in the last 3 years Authorised Dealer should have executed a single order for supply installation and commissioning of Desktop Computer Laptop for a value of atleast Rs 50 Lakhs and above for any Government Departments Organisations Public Sector Undertakings in India in the last 3 years Relevant copies of Purchase Orders obtained and completion performance certificate obtained from the customers OEM bidder can submit the copies of the single order obtained directly in their name or in favour of
24. Gate and Me sessed esseccesessscbeledeceedsncesewestyoddcawsceabecsntdedeceueouestaueadasanangepvoieesnsneciys 21 67 1 Outer COVER rea A E a E Siaevendedsedssniretncnte esa E EON 21 6 8 Mode of Submission of BidS eee cecceeceeesceeseesseeeseesseeeseeeseeeseeeseeseeeessesseeaaaeeeea 22 6 9 Modification and withdrawal of BidS cccccccccccccccccccccccccceceseceesceesesssesesseesseeuuaeeseeuaaaneeeeea 22 7 Tender Opening and Evaluations icccccccsscsessaccsssseccasseccesscsussasssasseccesssescassesssacssesescseosesceasesssdasssassescia 23 ZV Technical Bid OPEN svevascieccacesicetsiencsasivevsscevadcednscveatavesdacdadnedoabaceveycondeclencadvynadagedecapnladavecguste 23 7 2 Tender Validity sciecsivecciesscecvecdiscccchundeelebovedecvevesenussavacnedovadenuabovusroeadeceaveucuusnevdeecsoyaleniengvdensvoleieeve gt 23 ZS AMMA SNY ni arae E E AEO E EAE ETA A 23 7 4 Clarifications by EL COT iissa eessen isee reee aea E a EESE NEE EEE EE aise 23 7 5 lender Evaltatlom ssccsecvecccvcevesieesedhcevacsecccsdesvexcuite A EEEE EEE EEEE E EONA T EEEE 24 7 5 1 Suppression of facts and misleading infOrmMation ccccccccccssccescccsssssseeeeessessseeeeees 24 7 5 2 Technical Bid Evaluatio rennene EEEREN EEEE 24 7 5 3 Prce Bid Evaluatio sses tieunes sneen a a E E E E E aE 25 LA Negotiation aserria E 26 Z7 AWA of COMWACK sic s een eA E adsl casey EEEE AEA EEE EE N N 26 7 8 ELCOT reserves The righi lO csacesssecsescdeccacevadeneaecevandcevstces
25. MIS Management Information System NABL National Accreditation Board for Testing and Calibration Laboratories OEM Original Equipment Manufacturer PC OEM Personal Computer Original Equipment Manufacturer RFP Request for Proposal ROHS Restriction Of Use of Hazardous Substances SAMEER Society for Applied Microwave Electronics Engineering amp Research SD Security Deposit SDK Software Development Kit SNR Site Not Ready SPOC Single Point of Contact SRS Software Requirements Specification ST Service Tax VAT Value Added Tax ELCOT Chennai 35 Page 4 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 1 ALL TENDERS WILL BE OPENED ONLY IN THE PRESENCE OF THE BIDDERS 2 THE BIDDERS HAVE A RIGHT TO INSIST ON PROCESSING OF TECHNICAL BIDS IN THE BIDDERS PRESENCE ONLY 3 PRICE BID OPENING AND PRICE COMPARISON WILL BE DONE ONLY IN THE 4 PRESENCE OF THE BIDDERS 5 VENDORS BIDDERS ARE ELIGIBLE FOR A VENDOR SIGNED COPY OF THE PRICE BID COMPARISON STATEMENT ON THE SPOT 6 PLEASE INSIST ON YOUR RIGHTS AND AVAIL THE SAME MANAGING DIRECTOR ELCOT ELCOT Chennai 35 Page 5 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 To The Managing Director Electronics Corporation of Tamil Nadu Limited 692 Anna Salai Nandanam Chennai 600035 Sir Sub Undertaking for participating in ELCOT s Procurement Tender Reg Ref Tender No ELCOT PROC OT 32651 Laptop 2013 14 I We
26. Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Adding Value through IT Supply installation and commissioning of Laptop and related items Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 ELCOT Chennai 35 Page 1 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Table of Contents Know Your RIQMHKS sicicciescccsssssisssasccncsessessedsasessesacsscssscsescsdsabesccssdsebceedsessesedansdeceslecussecsescdandeseuscscssdseaetcases 5 Letter of Undernaking ssreissruarsiisssrini ninnan rsr EEEE EEA 6 1 Preamble ssscssssssssssrsesssssrssssessssssscsscssssscssesesssrssesesessesscesessssssenesesssseneaeseeseseoeseaseneseseaeesesenesessens 7 2 Fender SCHECUI 6 cscssctedssccsciecadessesvesssceecsccsacsetsectecncadeaseascevessaacesvasuecsiavacseoscaedeveedes nedbeccececesscesecsteceseces 8 3 General INStrUCUONS i esssessssscsicscccssseccescdssnsecevescouvsesdsnscsesvessuevecsavensesvedsdcncasuccucseysaesdsvecsevsacvecesosensecaveees 9 BAGONG Kal ices dives eeccdecvesectvesteadech dadutasee cendedvecstues viele aces cides EEA EEEE AE NEE E EEE 9 3 2 Clarifications in the Tender ceeeccecscesseesseeseeessssssseeseesseesseeseeeseeeeeeeseeeeeeeeeeesess 9 3 3 Amendments to the Tendes ccccccccccccccccccccccsceeeeeeesccssceeeeeesececcsseseueuseeessseseeeenseeeseeseeueeseees 10 3 4 Language Of the Bidiss cscscitess ciscecastedessadeiaacechasanvecacensacsaneantssdchasdecnesuussnncesascais ladeasdenpesanec ceases
27. Terms and Conditions and Work Order a The final decision would be based on the technical capacity and pricing of the Bidder ELCOT does not bind itself in selecting the bidder offering lowest prices b ELCOT reserves the right not to accept lowest price to reject any or all the tenders without assigning any reason to relax or waive any of the conditions stipulated in the terms and conditions of tender as deemed necessary in the best interest of ELCOT for good and sufficient reasons c ELCOT can supply the Laptop Under special offer to Students Government Employees Government Education Institutions Trust etc The successful bidder should not raise any dispute related with the supply of the Laptop s under any of ELCOT Chennai 35 Page 31 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 the scheme adopted by ELCOT Non cooperation by the bidder may lead to termination of the contract and ELCOT reserves the right to Black list the successful bidder for a period of 3 years from participating ELCOT or any other Government Tenders a In case of any dispute the matter will be referred to a Sole Arbitrator to be appointed by the Managing Director of ELCOT in accordance with the Arbitration and Conciliation Act 1996 The arbitration shall be held in Chennai India and the language English only b Subject to the above the Courts at Chennai alone only shall have jurisdiction in the matter 1 Copy of ESI Reg
28. ana cc sverdes th Avaces ucts E N cab eddie addeatee E 59 A1 3 Details in support of Eligibility Criteria ee eecceeceeeceeeseceeeceseceaeceaeeeaeeeeeecesenaeeesenaeeeesaes 60 A1 4 Details in support of Evaluation Criteria ccccccccsccsssececsseeeseeeeseessseeeseseeeeeeensaeeeeseeenaaes 60 A1 5 Hardware Compliance ccccccsccccssssceccseseeeeesenneeeessneceessaeeceeseaeecesenaeeceseeaeeceseaeeeeesenneeeeneanees 61 A206 DOClArAtlOns c ccceccacuecdeves dee descaes dees Ries eaes iE cuddencededehsedendate decsuedSsesdsagsGvdencadevedartanegadesdzeees 66 Annexure 2 PRICE BID Laptop ccssscccsssssssscsssssscssssssssccssssssccsssnsccssesssssccssssssssscsssssasscesons 67 Annexure 3 COMPREHENSIVE WARRANTY COST FOR 4TH AND 5TH YEAR 68 ELCOT Chennai 35 Page 3 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 AMC Annual Maintenance Contract CST Central Sales Tax DSC Digital Signature Certificate EMD Earnest Money Deposit ERTL Electronic Regional Test Laboratories ETDC Electronics Test amp Development Centre FOR Free On Road Rail HR Human Resources HRMS Human Resources Management System ICT Information and Communication Technology IPR Intellectual Property Rights ISO International Organisation for Standardisation IT Information Technology LD Liquidated Damage LOA Letter of Acceptance
29. and may result in rejection of Bids Bidders should strictly submit the Bid as specified in the Tender failing which the bids will be non responsive and will be rejected 6 5 1 Technical Bid Envelope A a b c d The Technical Bid format as given in the Tender shall be filled signed and stamped on all pages Errors if any shall be attested by the Bidders The Technical Bid shall not contain any indications of the Price otherwise the Bid will be summarily rejected The Technical Bids shall be typed signed and stamped in all pages by the authorised signatory of the Bidder Any alternations deletions or overwriting shall be attested with full signature of the authorised signatory The Technical Bid with supporting documents and the EMD cover should then be put in a separate cover and sealed appropriately The Technical Bid cover should be superscribed as Technical Bid Envelope A for supply of Laptop_ Computers Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 due on 07 01 2014 3 00 PM The FROM Address and TO Address should be clearly written in the cover otherwise the Bid is liable for rejection The bidders should submit the details of make and model of the items offered against the tender requirement 6 5 2 Price Bid Form Envelope B a b c All the Price items as asked in the Tender should be filled in the Price Bid Format as given in the Tender The price quoted by the Bidder shall inclu
30. andanam Chennai 600 035 herein after referred to as ELCOT which term shall mean and include its Successors and permitted assigns on behalf of Customer s to be communicated by ELCOT from time to time herein after referred to as Purchaser S and oo eeeeeesseseeeeseeseeeees a Company registered under the Indian Companies Act 1956 and having its Registered Office at oo ccccecesseseeeteeseeeeseseeseeees hereinafter referred to as the Successful Bidder which term shall mean and include its Successors and permitted assigns Whereas ELCOT had floated a Rate Contract Tender vide Tender No ELCOT PROC OT 32651 Laptop 2013 14 for the supply installation and commissioning of Laptop and related items and the Successful Tenderer has been selected as one of the suppliers in the Tender and ELCOT as per the following terms and conditions 1 This document on having been signed by both the parties shall constitute a binding contract between the parties and shall remain in force for a period of 37 months But in the event of any breach of agreement at any time on the part of the Successful Bidder the contract shall be determinable by ELCOT without compensation to the Successful Bidder The contract may also be put to anend at any time by ELCOT upon giving seven days notice to the Successful Bidder 2 The Successful Bidder agrees that in the event of failure of 10 or more of the vital components of the equipments occurring during the f
31. are with one year support shall be pre loaded ELCOT Chennai 35 Page 14 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 17 Wireless Wireless 802 11 a b n 18 Laptop Form factor About 13 5 x 9 6 x 1 3 inches approximately 19 Warranty 1 year comprehensive warranty including battery 20 Qualifying bench mark BAPCO Sysmark 2007 overall score of minimum 115 or higher with Windows 7 professional and 2 GB Memory 21 Contents Tamil Unicode font with keyboard interface for typing in Word Spreadsheet and Presentation shall be sourced from Tamil Virtual Academy and pre loaded 22 Standard Accessories Power cable with three pin socket and plug power adopter and charger user manual Laptop Bag NOTE a The Bidders are requested to submit a Sample Laptop on the date of Technical Bid Opening itself b Laptop Bag should be supplied as per the Drawing ELCOT Chennai 35 Page 15 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 201 LAPTOP Intel Pentium Dual Core or ANY REPUTED Equivalent AMD Processor with Linux BRAND 1 Processor Minimum Intel Pentium Dual Core or Equivalent AMD Processor with Processor Speed of 2 0 Ghz or higher 2 Memory 2 GB DDR 3 SD RAM 1066 Mhz 3 Display Size 14 inch display 4 Display Resolution 1024 x 768 or Higher 5 Hard Disk Drive Minimum of 160
32. be entertained by ELCOT Neither any time schedule nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder to appraise themselves The Bidder shall be deemed to have satisfied itself fully before Bidding as to the correctness and sufficiency of its Bids for the contract and price quoted in the Bid to cover all obligations under this Tender It must be clearly understood that the Terms and Conditions and specifications are intended to be strictly enforced No escalation of cost in the Tender by the Bidder will be permitted throughout the period of Agreement or throughout the period of completion of contract whichever is later on account of any reasons whatsoever The Bidder shall make all arrangements as part of the contract to supply commission and train the beneficiaries at various locations at their own cost and transport The Bidder should be fully and completely responsible to ELCOT and State Government for all the deliveries and deliverables 3 2 Clarifications in the Tender a A prospective Bidder requiring any clarification in the Tender may notify ELCOT by letter or by Fax or by E mail to md elcot in with a copy to procurement elcot in We encourage paper free e mail communication b The responses to the clarifications will be notified in the websites by means of Corrigendum to the Tender Document It would be advantageous to commence e ELCOT Chennai 35 Page 9 of 68 Ver 1
33. cessful Bidder shall be liable for a penalty of 10 per week of breakdown period on the costs of only those machineries which are non functional The Purchaser s reserves right to terminate the maintenance contract in the event of unsatisfactory maintenance and claim damages for non fulfillment of contract I We agree to adhere to the 4 and 5 Year extended warranty cost which is included in the price bid evaluation I we agree to honour the Comprehensive warranty cost offered by us in case the extended warranty for the 4 and 5 year is awarded to us PAYMENT TERMS ELCOT Chennai 35 Page 46 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 a b d e 18 100 of the total cost of ordered items will be paid by ELCOT on behalf of the Purchaser on installation commissioning and handing over of the ordered items to the Purchaser after testing all the software and fulfilling the technical specifications on submission of an irrevocable Bank Guarantee for 5 of the cost of the ordered value valid for 37 months during the warranty period OR 95 of the total cost of ordered items will be paid by ELCOT on behalf of the Purchaser on installation commissioning and handing over of the ordered items to the Purchaser after testing all the software and fulfilling the technical specifications and the balance 5 will be released to the supplier after completion of 3 years warranty period However if the site is not
34. ch the L1 price as this is a rate contract tender If delivery performance of the Bidder is not as per the Schedule then ELCOT reserves the right to reallocate the quantity to other Bidder ELCOT reserves its right to inspect the bidders factory before or after placement of orders and based on the inspection ELCOT reserves a right to modify the quantity ordered ELCOT reserves its right to withhold any amount for the deficiency in the service aspect of the ordered items supplied to the customers ELCOT Chennai 35 Page 27 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The final acceptance of the tender is entirely vested with ELCOT who reserves the right to accept or reject any or all of the tenders in full or in parts without assigning any reason whatsoever The Tender Accepting Authority may also reject all the tenders for reasons such as change in Scope Specification lack of anticipated financial resources court orders calamities or any other unforeseen circumstances After acceptance of the Tender by ELCOT the Successful Bidder shall have no right to withdraw their tender or claim higher price After acceptance of the Tender by ELCOT a Letter of Acceptance LOA will be issued to the Successful Bidder s by ELCOT Under this rate contract ELCOT has the right to issue LOA to more than one bidder The successful Bidder will be required to remit a Security Deposit SD equivalent to five perce
35. ck level will be maintained The short fall of 10 number will be replanished with in 7 days from the date of delivery of the items from the minimum stock 4 ELCOT can Inspect the Minimum stock level at any point of time and may impose a penality of 20 of the cost of the equipments which are shortage of the specified qty 5 If we fail to maintain the minimum stock level in three instances during the Rate Contract period ELCOT reserves the right to terminate the RC contract with us and we may be declared as non performer which may not permit us in participating tenders floated by ELCOT in future for the next three years We are liable to be blacklisted by ELCOT for a period of three years Signature for and on behalf of Principal ELCOT Chennai 35 Page 56 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 FORMAT FOR QUERIES ON TENDER CONDITIONS AND TECHNICAL SPECIFICATIONS FOR COMMERCIAL CONDITIONS FOR TECHNICAL SPECIFICATIONS ELCOT Chennai 35 Page 57 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 A1 1 Check list for Enclosures Documents to be submitted Fill YES or NO Filled Tender Technical Bid Form and Price Bid Form Payment of Portal Charges and EMD amount Two Part Bid submission Letter of Authorisation for sign
36. d shall be placed in a separate cover Envelope B and sealed appropriately The Price Bid cover shall be superscribed as Price Bid Envelope B for supply of Laptop Computers Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 due on 07 01 2014 3 00 PM The FROM address and TO address shall be written without fail otherwise the Price Bid is liable for rejection 6 7 Bid closing date and time The Bids should be submitted not later than the date and time specified in the Tender Schedule or Corrigendum if published The Tender portal will automatically lock the date and time exactly on the date and time Even if the Bid submission is in half way through during the closing date and time submission would not be possible Hence the Bidders should be cautious to submit the Bids well in advance to avoid disappointments 6 7 1 Outer Cover The Technical Bid cover including EMD cover Envelope A and Price Bid cover Envelope B shall then be put in a single outer cover and sealed appropriately by use of sealant The outer cover shall be superscribed as Tender for Supply of Laptop Tender Ref ELCOT ELCOT PROC OT 32651 Laptop 2013 14 due on 07 01 2014 3 00 PM The FROM address and TO address shall be written without fail otherwise the Technical Bid is liable for rejection ELCOT Chennai 35 Page 21 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 a The Bi
37. date when in the ordinary course of post it would have been delivered at the address to which it was sent 23 Termination of Contract 23 1 Termination for default a ELCOT may without prejudice to any other remedy for breach of contract by written notice of default with a notice period of seven days sent to the Successful Bidder terminate the contract in whole or part i if the Successful Bidder fails to deliver any or all of the goods within the time period s specified in the Contract or fails to supply the items as per the Delivery Schedule or within any extension thereof granted by ELCOT or ii if the Successful Bidder fails perform any of the obligation s under the contract or iii if the Successful Bidder in the judgement of ELCOT has engaged in fraudulent and corrupt practices in competing for or in executing the Contract b In the event ELCOT terminates the Contract in whole or in part ELCOT may procure upon terms and in such manner as it deems appropriate the goods and services similar to those and delivered and the Successful Bidder shall be liable to ELCOT for any additional costs for such similar goods However the Successful Bidder shall continue the performance of the contract to the extent not terminated 23 2 Termination for Insolvency ELCOT may at any time terminate the Contract by giving written notice with a notice period of 7 days to the Successful Bidder if the Successful Bidder becomes bankrupt or otherwi
38. de cost and expenses on all counts viz cost of equipment materials tools techniques methodologies manpower supervision administration overheads travel lodging boarding in station amp outstation expenses etc and any other cost involved in the supply and commissioning The Price Bid Form should not contain any conditional offers or variation clauses ELCOT Chennai 35 Page 20 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 otherwise the Bids will be summarily rejected d The Prices quoted shall be only in INDIAN RUPEES INR only The tender is liable for rejection if Price Bid contains conditional offers e The Price Bid shall be typed and shall be signed by the authorised signatory in all pages Any alterations deletions or overwriting shall be attested with full signature of the authorised signatory f The cost quoted by the Bidder shall be kept firm for a period specified in the Tender from the date of opening of the tender The Bidder should keep the Price firm during the period of Contract including during the period of extension of time if any Escalation of cost will not be permitted during the said periods or during any period while providing services whether extended or not for reasons other than increase of duties taxes payable to the Governments in India within the stipulated delivery period The Bidders should particularly take note of this factor before submitting the Bids g The Price Bi
39. der need not submit those products for sample evaluation The bidder shall provide the reference of the tender number and test reports ELCOT reserves the right to call for samples again if need arises and to call for any other sample of any other item at any point of time All the Bidders should submit the items as asked for benchmarking The computer systems require Benchmark testing for the samples submitted The results and compliance statement would be prepared and evaluated The samples of those Bidders which do not conform to the technical specifications the Bids of those Bidders will be rejected The whole evaluation exercise would be done in the presence of the bidders in a transparent manner The Benchmark test results will enable ELCOT to derive the following details ELCOT Chennai 35 Page 33 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 a b To know whether the bidders propose to offer the configuration as per the Tender specification or not To provide decision support for the Technical Committee whether to accept or reject the products 9 5 Analysis of Benchmark Results 9 5 1 General 9 5 2 a b c If the equipment supplied for evaluation meets the tender specifications it would be treated that the equipment had passed the specifications test If the specifications are below the tender specifications then the equipment would be treated as
40. ds should be submitted strictly as specified in the Tender document The Bids should be dropped in the Tender box kept at ELCOT MHU Complex II Floor 692 Anna Salai Nandanam Chennai 600 035 on or before the due date and time The Bids will not be received personally b If the Bidder prefers to submit the Bid by post the Bidder should ensure that the Bid reaches to the Managing Director ELCOT on or before the due date and time ELCOT will not be liable or responsible for any postal delay or any other delay whatsoever c If any Bid is received after Due Date and Time or unsealed or disorderly submitted or received by Facsimiles FAX the Bid will be treated as non responsive The Bids once submitted cannot be modified or amended or withdrawn No documents would be supplemented after submission of Bids ELCOT Chennai 35 Page 22 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Technical Bid will be opened on the date and time as specified in the Tender schedule in the presence of those Bidders who choose to be present against production of an authorisation letter from the Bidding authority A maximum of two representatives for each Bidder would be allowed to attend the Tender opening The offer submitted by the Bidders should be valid for a minimum period of 90 days from the date of opening of the Tender The Rate Contract will be valid for 1 year from the date of signing of the contract or agreement da
41. e liable to make good the loss by replacing the items or other accessories found defective during the warranty period c The successful Bidder should give an undertaking to maintain the spares of all the hardware items of 2 of the total quantity ordered ELCOT Chennai 35 Page 39 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 d During the warranty period the complaints received from the customers should be attended as below 1 2 3 4 5 If the complaint is received during the forenoon up to 2 PM the complaint should be attended on the same day If the complaint is received during the afternoon after 2 PM the complaint should be attended on the next day If next day is the declared Holiday the complaint should be attended in the next working day under normal circumstances In emergency situations or urgent requirement of the customer the complaint should be attended within 2 hours on the same day All the complaints should be attended from the nearest service centres All the complaints should be rectified within 2 working days excluding the date of complaint Penalty during warranty period If the complaints are not rectified within the stipulated period as mentioned in class 9 10 d 4 an equivalent standby shall be supplied till rectification A penalty of 0 25 on the value of the item will be charged per day till the equipment is put on working condition in case the standby ite
42. ee Notwithstanding anything contained herein Our liability under this guarantee shall not be exceed Rs Rupees Only This bank guarantee shall be valid up to __ months from the date of Bank Guarantee and we are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand on or before In witness whereof the Bank through its authorised Officer has set its hand and stamp on Witness Signature Name in Block Letters ELCOT Chennai 35 Page 53 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Date of submission Vendor Name Vendor Address Tender No Sample Submitted On Tender Product S1 No Item iter SI No No in the ae Make Model SI No of the Item Description a VENDOR ELCOT Bidding Company Name Name amp Designation of the Person Receives the Sample Signature of the Representative Store I C Name amp Designation Name Signature Designation Contact No ELCOT Chennai 35 Page 54 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Appendix 4 Manufacturer s Letter of Guarantee To The Managing Director Electronics Corporation of Tamil Nadu Ltd MHU Complex II Floor 692 Anna Salai Nandanam Chennai 600 035 Sir We hereby authorise M S ou ccceceseseseeteeeees to undertake to submit a Bid and subsequently negotiate and sign the contrac
43. entre Facilitys c cccc cesssacestecosseevenevesccceenedveansvesedeevenc enneveed gi dacgdenntdetadcevnueddageveonacdendeceres 41 9 13 Buy back of the old Laptop siniora uinea n oe Raae R Enana a Triias 41 9 14 Resident Service Engineer sioria arnas ee ree AAE EAA AA T EAN 41 10 Payment ClaUS Oise ossessi eree sas scossone o esi ver oase o seedee a ranei beostoc neeese stss rosee iaces nesiotes 42 Appendix 1 Model Form of Contract eeseesoesossoessesseesoesossoceseesoesossoesoessoesossossosssessoesossosssoeesssoosesso 43 Appendix 2 Bank Guarantee Format sesseesesosseseosseerossessossessossessossesrossessessessessessossesressessessessesesee 52 Appendix 3 Sample Submission FOrmM essesossoessesseesossossocsseesossossoeseessossossossossseesesssoosessooesssoosesso 54 Appendix 4 Manufacturer s Letter of Guarantee sseesoesossoessessossoesossossoeesessoesossoesoesseeessoosesso 55 Appendix 5 Letter of Guarantee for Maintaining Minimum Stock cscscsccscssssecssssssesseesseesees 56 Appendix 6 Format for Clarifications Amendments ssesesosseessscesescesescsscscescesescesescssscessesesese 57 Annexure 1 Technical Bide ccscccisccsccisscsesccsiscsceclcassccssateseccateeedessetescdeatensdeclscseucscassucteassuscetsest setaselesas 58 A1 1 Check list for ENCIOSUrES ccccccesccsseceseeceeeceseceaeceaeceaeceaeeeacenseeeaeecseenscenseeseneceeaeeeseaeeeeeaes 58 A12 Profle Of the Bidder nn aera ore
44. er The EMD in the form of Bank Guarantee is not acceptable The EMD of the unsuccessful Bidders will be returned at the expense of the Bidders within a reasonable time consistent with the rules and regulations in this behalf The EMD amount held by ELCOT till it is refunded to the unsuccessful Bidders will not earn any interest thereof The EMD amount of the Successful Bidder can be converted as part of the Security Deposit SD for successful execution of the work and will be returned only after the successful fulfilment of the Contract The EMD amount will be forfeited by ELCOT if the Bidder withdraws the bid during the period of its validity specified in the tender or if the Successful Bidder fails to sign the contract or the Successful in bidder fails to remit Security Deposit within the respective due dates A letter of Authorisation from the Board of Directors appropriate authority authorising ELCOT Chennai 35 Page 19 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 the Tender submitting authority or a Power of Attorney should be submitted in the Technical bid otherwise the Bids will be summarily rejected 6 5 Two Part Bidding Bidders should examine all Instructions Terms and Conditions and Technical specifications given in the Tender document Failure to furnish information required by the Bid or submission of a Bid not substantially responsive in every respect will be at the Bidders risk
45. essful through the tender process 3 Day A day means a calendar day 4 Service Centre Service Centre means the centre or place wherein the Bidder interalia undertakes and performs the service activities relating to the Laptop and related items indicated in the tender and shall include a Direct service centre or Authorised dealer or Franchisee service centre of the bidder Details about the Regions and Districts Districts to be Covered under each Region Chennai Kancheepuram Tiruvallur Tiruvannamalai Villupuram amp Vellore egion Pee Cuddalore Thanjavur Tiruchirapalli Thiruvarur Nagapattinam est Pudukkottai amp Perambalur South Ramanathapuram Madurai Theni Dindigul Tirunelveli Virudhunagar Thoothukudi Sivagangai amp Kanyakumari W Salem Erode Karur Coimbatore Tiruppur Dharmapuri Namakkal Krishnagiri amp The Nilgiris 6 Life Cycle Cost Life Cycle Cost means the total cost to be incurred by the customer towards the purchase of Laptop amp Related Items and also charges to be incurred by the customer towards maintenance of Laptop amp Related Items for the whole period including Standard warranty period and Post Warranty period of 2 years 7 Purchaser Purchaser means the end user for whom the procurement is indented through the tender ELCOT Chennai 35 Page 7 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 ELECTRONICS CORPORATION OF TAMILNADU LIMITED ELCOT
46. f this tender document on account of the Bidders failure to update the Bid documents on changes announced through the website The bid prepared by the Bidder as well as all correspondence and documents relating to the bid shall be in English only The supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation in English duly notarised in which case for all purposes of the bid the translation shall govern Bids received without such translation copy are liable to be rejected ELCOT Chennai 35 Page 10 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Price should be quoted in Indian Rupees INR only and Payment shall be made in Indian Rupees only a Bidders shall not make attempts to establish unsolicited and unauthorised contact with t he Tender Accepting Authority Tender Inviting Authority or Tender Scrutiny Committee after the opening of the Tender and prior to the notification of the Award and any attempt by any Bidder to bring to bear extraneous pressures on the Tender Accepting Authority shall be sufficient reason to disqualify the Bidder b Notwithstanding anything mentioned above the Tender Inviting Authority or the Tender Accepting Authority may seek bonafide clarifications from Bidders relating to the tenders submitted by them during the evaluation of tenders Neither the Purchaser ELCOT nor the Succes
47. f violation of any of the conditions above I We sssss000 understand that I We are liable to be blacklisted by ELCOT for a period of three years Yours faithfully for Name Signature Designation Seal Note 1 Declaration in the company s letter head should be submitted as per format given above 2 If the bidding firm has been blacklisted by any State Government Central Government Public Sector Undertakings earlier then the details should be provided ELCOT Chennai 35 Page 6 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 1 Preamble Electronics Corporation of Tamil Nadu Limited ELCOT a wholly owned Government of Tamil Nadu Undertaking is the Optional Procurement Agency of the Government of Tamil Nadu for procurement of IT related products like Computers Printers other peripherals and software as per G O Ms No 58 of Finance BPE Department dated 16 2 1999 with latest amendments ELCOT is procuring various IT related products for all the State Government Departments Boards Autonomous Bodies etc As part of the procurement activities ELCOT invites RATE CONTRACT Tender inviting bids for the procurement of Laptop and related items for various Government organisations Short Titles used in the Tender Document 1 Bidder Bidder means the party who makes a formal offer in pursuance of the tender floated 2 Successful Bidder Successful Bidder means the Bidder who becomes succ
48. g power adopter and charger user manual Laptop Bag NOTE a The Bidders are requested to submit a Sample Laptop on the date of Technical Bid Opening itself b Laptop Bag should be supplied as per the Drawing ELCOT Chennai 35 Page 17 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 ELCOT Chennai 35 Page 18 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Bidders should bear all costs associated with the preparation and submission of Bids ELCOT will in no way be responsible or liable for these charges costs incurred regardless of the conduct or outcome of the bidding process a The Tender Documents may be directly purchased from ELCOT on payment of fees as mentioned in the Tender Schedule The Tender document cost may be paid by way of Demand Draft Banker s Cheque in favour of Electronics Corporation of Tamil Nadu Limited payable at Chennai b Alternatively the Tender Documents can be downloaded free of cost from the websites mentioned in the Tender Schedule The Tender document fee is waived for such downloaded documents a b e An EMD amount as specified in the Tender Schedule should be paid by way of Demand Draft or Banker s Cheque drawn in favour of Electronics Corporation of Tamil Nadu Limited payable at Chennai The Demand Draft or Banker s Cheque should be deposited physically at ELCOT before the date and time of opening of the Tend
49. he Indian Companies Act 1956 and existing for the past 3 years as on 30 09 2013 OEM should provide the Certificate of Incorporation The Bidder OEM or authorized Dealer Distributor of OEM should be a Company registered in India under the Indian Companies Act 1956 Partnership Firm Sole Proprietorship Firm and existing for the past 3 years as on 30 09 2013 The Bidder should provide the Certificate of Incorporation for Registered Companies Partnership Deed for Partnership Firms VAT or Service Tax Registration Certificate LAPTOP OEMs or their authorized Dealer Distributor are only eligible to Bid Copy of Manufacturing Licence with Manufacturing capacity for Laptop shall have to be submitted by the Laptop OEMs Letter of Authorisation from the manufacturer of Laptop to represent their product for this Tender in the prescribed format shall have to be submitted by the Authorized Dealer Distributor of the OEMs Copy of Manufacturing Licence with Manufacturing capacity of the Laptop OEM shall have to be submitted by the Authorized Dealer Distributor OEM should have 3 years of existence in the manufacture of Laptop or Authorised dealer Distributor of Desktop Computer Laptop as on 30 09 2013 Authorized Dealer Distributor should have 3 years of existence in the Desktop Computer Laptop business as on 30 09 2013 Copy of Purchase Order issued in the name of Bidder dated prior to 30 09 2010 and
50. ically non responsive 75 Tender Evaluation 7 5 1 Suppression of facts and misleading information 1 During the Bid evaluation if any suppression or misrepresentation of is brought to the notice of ELCOT ELCOT shall have the right to reject the Bid and if after selection ELCOT would terminate the contract as the case may be will be without any compensation to the Bidder and the EMD SD as the case may be shall be forfeited 2 Bidders should note that any figures in the proof documents submitted by the Bidders for proving their eligibility is found suppressed or erased ELCOT shall have the right to seek the correct facts and figures or reject such Bids 3 It is up to the Bidders to submit the full copies of the proof documents to meet out the criteria Otherwise ELCOT at its discretion may or may not consider such documents 4 The Tender calls for full copies of documents to prove the Bidder s experience and capacity to undertake the project 7 5 2 Technical Bid Evaluation a A Technical Committee will examine the Technical Bids against the Eligibility Criteria and Evaluation Criteria given in the Tender document The evaluation will be conducted based on the support documents submitted by the Bidders The documents which did not meet the eligibility criteria in the first stage of scrutiny will be rejected in that stage itself and further evaluation will not be carried out for such bidders The eligible Bidde
51. illing the technical specifications on submission of an irrevocable Bank Guarantee for 5 of the cost of the ordered value valid for 37 months during the warranty period OR 95 of the total cost of ordered items will be paid by ELCOT on behalf of the Purchaser on installation commissioning and handing over of the ordered items to the Purchaser after testing all the software and fulfilling the technical specifications and the balance 5 will be released to the supplier after completion of 3 years warranty period 10 2 However if the site is not ready within 15 days of delivery 75 of total cost will be paid on submitting the proof of delivery and certificate from the customer that the site is not ready after receipt of funds from the Purchaser and balance 25 total cost will be paid on installation commissioning and handing over of the systems on submission of an irrevocable Bank Guarantee for 5 of the cost of the ordered value valid for 37 months during the warranty period If the Customer is not issuing an SNR Site Not Ready the Successful Bidder may give an Undertaking to ELCOT stating that the customer is not issuing an SNR The 75 of total cost of the invoice will be made to the Successful Bidder on verifying the same with the customer 10 3 Bills will be honoured within 7 working days after submission of bills along with all supporting documents in complete shape The Successful Bidder should file relevant invoices online using
52. in the Tender from the date of opening of the tender and thereafter until it is withdrawn by us by notice in writing duly addressed to the authority of opening the tender and sent by registered post with acknowledgement due or otherwise delivered at the office of the authority The EMD amount shall not bear any interest and shall be liable to be forfeited to ELCOT should I We fail to abide by the stipulations to keep the offer open for a period mentioned above or fail to sign and complete the contract document as required by ELCOT and furnish the Security Deposit as specified in the terms and conditions of the contract The EMD amount may be adjusted towards SD or refunded to me us unless the same or any part thereof has been forfeited as aforesaid I We agree to adhere with the schedule of implementation and deliver the items as specified in the tender I We declare that the Price bid has been submitted without any conditions and strictly as per the Terms and Conditions of the tender document and I We am are aware that the Price bid is liable to be rejected if it contains any other conditions I We declare that the information furnished in the tender is true to the best of my our knowledge If any false fictitious information is found I We agree to the rejection of the bids and consequence action ELCOT Chennai 35 Page 66 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 RATE CONTRACT REF NO ELCOT 32601 Desktop 2013 14
53. ing the Tender document Eligibility Criteria 1 OEM s Certificate of Incorporation Copy should be submitted 2 Manufacturing License for Laptop should be submitted Manufacturing capacity of Laptop should be submitted 3 Bidder s Certificate of Incorporation should be submitted 4 Full Copy of Work Order Purchase Order and Completion Certificate Performance Certificate from the customers for the supply of Laptop Desktop items executed before 30 09 2010 for existence in the field 5 Copies of Annual Reports containing the Audited Balance Sheet and Profit amp Loss Account for the last 3 Audited Financial years as a proof for turnover 2012 13 2011 12 and 2010 11 6 Full copies of Work Order or signed Agreement and performance order completion certificate from the customers for executing single order value T Service Centre Facilities In case of Manufacturer s service centre or franchise service centre copies of the land line telephone bills or rent agreement dated before 30 09 2013 should be submitted as a proof for availability of the service centres Manufacturer should submit undertaking to do servicing directly or through their authorised service partners under their supervision The bidders should obtain Performance Certificate from the customer and submit along with tender document as a proof for service capabilities 8 The bidder should have ISO 9000 2008 ISO 9001 2008 certified
54. irst three year warranty period ELCOT would have a right to blacklist them for any procurement through ELCOT for a period of three years from that date 3 The Successful Bidder agrees to supply install and commission the Bill of Material detailed in ELCOT Tender ELCOT PROC OT 32651 Laptop 2013 14 after carrying out successfully all tests prescribed by the Purchaser s at an unit price plus applicable Taxes as enclosed in Annexure to this Agreement to the Purchaser s before the specified date The price offered is firm and is not subject to enhancement on any ground ELCOT Chennai 35 Page 43 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 4 The ordered items should be delivered installed and commissioned within 28 days from the date of Purchase Order Delivery Schedule for Bulk Qty for Special Project like School Projects within 42 days from the date of issue of Purchase Order 5 The price of the ordered items as per the Tender includes excise duty Surcharges Freight Octroi insurance commissioning and such other levies that may be applicable 6 The goods or materials to be supplied under this contract are to be of the quality and of the sort mentioned in the ELCOT Tender document 7 The goods or materials are to be delivered on F O R destination indicated by ELCOT Purchaser s without any extra cost in such quantities or numbers contained in the purchase order to be issued by ELCOT from time to time
55. ises shall co ordinate with each other and prepare a list where delivery is planned by all the parties so that installation and handing over can be carried out to the consignees suitably simultaneously by all the parties The Successful Bidder must send the proposed delivery schedule to each consignee and to ELCOT well in advance The supply and installation of ordered items along with necessary operational and user manuals drawings circuit diagram etc should be made available in the Tender document The Successful Bidder shall be responsible for commissioning of the items supplied by preparing interfacing integrating with purchaser s equipment accessories software supplied by other vendors After successful Installation commissioning and handing over of the ordered items to the consignees the Successful Bidder must obtain signed installation certificate in the specified format along with Sample test results duly certified by the respective consignee on the installed items The Successful Bidder shall send status report in the format prescribed in such intervals as may be required by ELCOT from time to time till the execution of the entire order The Successful Bidder shall undertake to supply of spares for the maintenance of the offered items for period of three years The details of the service centre representatives responsible for attending the installation warranty services at each consignee site name and designation of the c
56. istration or necessary Exemption Letter for ESI Registration should be submitted 2 Copy of EPF Registration or necessary Exemption Letter for ESI Registration should be submitted ELCOT Chennai 35 Page 32 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 a b d e For each item quoted in the Tender the samples should be submitted indicating the make model number and retouchers specification of the items for benchmark testing by ELCOT as per Appendix 3 of the Tender The bidders have to submit the samples on or before the Tender Due Date during the office hours as per the date indicated in this tender document The samples should be submitted along with necessary Linux Driver and Linux Interface Software The software should work under Linux OS in the same manner it works under any other Operating System environment Such samples should be delivered at the address mentioned in the Tender Schedule along with the INTERNAL TEST REPORT carried out by the OEM Bidder as per this Tender specifications duly certified by the OEM Bidder s Quality Inspection Officer with signature and designation If the samples are not delivered within the time limit specified in the Tender it would be treated as non responsive to the Tender conditions and the Bids is liable for rejection a b If the samples of the tender specification has already been tested and approved by ELCOT in earlier tenders then the Bid
57. kesrin a e aa a a a a at aai debuts ep oudand AEE ea Biases aaa Ea E EE aa 34 9 5 2 Linux compliance test for Server and D SKtOP ccccsccccssccessseeeseeeeseeessaeeesseeseseeensenaaees 34 9 5 3 Linux Compatibility for Pe ripherals ccccccccccccesccescesseeeseseessseeesseeesseesesneeeeseessenaeees 35 9 5 4 Microsoft Windows based Benchmarking cc ccecccecseessceseceseceseceaeeseseeeeesaeeeeenaeeeeees 35 9 6 Software to be pre loaded cccccessccessscssscessseeseseecsseeesseecsseecsseeeseseecesescssesesseeeaeeseesseeeaaeeees 36 9 7 Pre despatch INSP CtiON ceceeeececeeseseeeeseneeeceeenneeeeseeeeeeseaeecesseaeeeceeaeeeeseaeeesesaeeeesenaeeeeeees 36 9 71 SpeGihiCation TE soares eee a aer Na ELE aa Tat U a Aea ea eA A Ta Patt wha eB akan 36 9 7 2 Temperature Test and Drop tOSti cccccccccsssccceessnecceesneeceeseeeecseneeeessnneeeeceeeeeeeeeeeeeeeeeees 36 9 7 3 Predespatch Acceptance eesssesesesseesesressssressssrersssressseeeresoressseeersseressreesssseressssssseeeo 37 9 8 Supply installation and COMMISSIONING cescccesseeeserecssceceseeeeseecseecesaeessaeecsnaeeesarersaneeees 37 9 9 Minimum Stock Maintenance cccccceessceeesenceeeesnaeeeeesnneeeeesneeeeseeeceseneeeeseaneeeeeeeeeeeeeeeeeeees 39 91 O Warranty CSE ee en a ae p E E T E A a A es ee 39 9 11 Contact details for service support Stickers sessssesssessesseesseessrtssetssrtssrtssrtssressressereesssset 40 9 12 Call C
58. l the six surfaces of the packaging with the systems and peripherals packed inside by dropping the same from a height of one meter Performance of the hardware shall be checked after conducting such tests with the help of diagnostic software The packaging should be able to withstand the test without any damage or malfunction ELCOT Chennai 35 Page 36 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 c Temperature and drop test will be conducted on at least one unit out of every 100 units supplied in each configuration 9 7 3 Predespatch Acceptance a b c d e 100 Physical Verification will be done by ELCOT List of S1 No with make of each item should be given including internal part of Laptop systems like Mother Board Hard Disk Drive DVD Drive etc Benchmark test will be conducted for all systems either on 100 basis or on random sampling basis The items should give the same performance results as given during technical evaluation benchmarking Any item got rejected during acceptance test shall be re offered for acceptance test within 2 days The items which are accepted after testing should be sealed inside the carton box under the joint signatures of the representative s of ELCOT and vendor 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
59. ly the spares for the Standard warranty and Extended Warranty Period of the offered items for the period of three years If any manufacturing or other technical defects is found within 36 months from the date of installation commissioning and handing over of the ordered items to Purchaser s they will have to be rectified or replaced free of cost by the Successful Bidder in good working condition iii During the warranty period the Successful Bidder agrees to arrange for a back up item of the Ordered items at their cost if due to manufacturing and other Technical defects of the Ordered items the system is down and if it is not restored in working condition within 48 hours Otherwise the Successful Bidder shall be liable for a penalty for non fulfillment of the tender conditions at 1 per week of breakdown period on the costs of only those machineries which are non functional The warranty will cover all the materials and goods supplied by the Successful Bidder under this contract irrespective of the fact whether these have been manufactured by Successful Bidder or not iv The Successful Bidder agrees to provide comprehensive maintenance of the ordered items which shall include preventive maintenance and corrective maintenance at the location specified by the Purchaser s The maintenance shall include replacement of all parts The Ordered items which are down should be restored in good working condition within 48 hours Otherwise the Suc
60. m is not supplied 9 11 Contact details for service support Stickers The successful bidder should deliver the systems with stickers pasted on it containing the Service persons details with escalation matrix for the service facility The successful bidder should get the approval for the sticker before deploying in the field ELCOT will conduct post delivery inspection for the systems delivered and if it is found that the successful bidder is not pasting the stickers will be liable for declaring as the non performer If this deviation is found in three instances the successful bidder will be declared as the non performer and will not be permitted in participating in ELCOT tenders for a period of next 3 years minimum ELCOT Chennai 35 Page 40 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Successful Bidders may set up a call centre supported by a web based application for this purpose and may provide access to ELCOT All the complaints as well as rectification details should be recorded in the call centre software The features of the Call Centre will be discussed mutually In case the customer directly calls ELCOT provision should be made for ELCOT to register the complaints Any failure to the Warranty conditions would attract a penalty under non fulfilment of Tender conditions The customers may have old desktops for disposal either in working condition or may not be in working condi
61. nectiebedessseusanevoanidubovessshsecuvonseatecentod 27 8 EXSCUTION OF WOrK sisicsssvascsnnscocvsnceccsycaunscsevonstovsecassncocdensts tucnesenusesdnetscnepedonsoaosadesssauevesbesvsnadescsunssageanens 28 8 1 Acceptance of Tender and Withdrawalls cc cccscccssssesssecesecceseeeseeeeseeessaeesseeeesaeensasesseeees 28 8 2 Letter of Acceptance LOA cccccccccssseccesssseccesssseccessseccessseeccessseeccssseeceessseeceensaeeeeeeeeeeeeeees 28 8 3 Payment of Security Deposit SD ceceeceeeseceeceseceeeceseceaeceaeceaeeeaeeeseeeseesseeeeeceeeneeeeaeenaeees 28 gd Exec O OP COMMAGE e anc cdenoscedasescerstacsneaehssedcatanonsn cued aeceaiess oeetecs E E a Ea EEEE 28 8 5 Release of Purchase Ordet ccccccccccccccccccccscccccccsecccsceseeseeseseseeseseseseuseuseeseseuseseussuseuuaaaaeeeaea 29 8 6 Refund Of EM Di erreen k reout E ENEE eE EEEO EEEE ECEAT TERE EEEE EEA AEE EOK 29 8 7 Release Of SDorerritatrcrri neee ar EAEE AEA E 29 8 8 Forfeiture of EMD and SD esccescsssssssssssssssssssssssssssssssssssssssssessssssseseesseeaeeeeseeea 29 ELCOT Chennai 35 Page 2 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 8 9 Termination Of Contract ae s a ee E O AE E aE 30 8 9 2 Termination for INSOIVCNCY cccsccesccesccesceeseeescesececeseceaeceaeeeseceaeeeseeeseeeeeessneceesaeeesenaeeeees 30 8 9 3 Termination for Convenience s esseessseesesesereseressressressressressressressressresssrreessssseeeesss 30 8
62. ngle Purchase order for hardware or peripherals executed in Government organisations 5 Details about service centres in Tamil Nadu List of Service Centres 2 Track record on timely completed supply orders 3 Benchmark Test Results The Bidders should enclose the test results of the Benchmark testing performed by the Bidder and test results for other items ELCOT Chennai 35 Page 60 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Bidders should submit the details of the make and model of each item offered against the tender requirement and samples for the same need to be submitted for evaluation SN Item ITEM DESCRIPTION Item Quoted Code details along with Make amp Model 1 200 LAPTOP Intel Pentium Dual Core or Equivalent AMD Processor 2 201 LAPTOP Intel Pentium Dual Core or Equivalent AMD Processor with Linux ELCOT Chennai 35 Page 61 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 COMPLIANCE STATEMENT FOR ITEM Code 200 Laptop 1 Processor Intel Pentium Dual Core or Minimum Equivalent AMD Processor with Processor Speed of 2 0 Ghz or higher 2 Memory 2 GB DDR 3 SD RAM 1066 Mhz 3 Display Size 14 inch display 4 Display Resolution 1024 x 768 or Higher 5 Hard Disk Drive Minimum of 160 GB SATA wi
63. nt of the value of the order inclusive of EMD by way of Demand Draft payable at Chennai or in the form of unconditional irrevocable Bank Guarantee valid for a period equivalent to the delivery period from the date of acceptance of the tender on receipt of confirmation from ELCOT The SD furnished by the Successful Bidder in respect of the tender will be returned to them after successful fulfilment of work The Security Deposit will be refunded to the Successful Bidder only after successful completion of the Purchase Order The Security Deposit held by ELCOT till it is refunded to the Successful Bidder will not earn any interest thereof The Security Deposit will be forfeited if the Successful Bidder withdraws the Bid during the period of Bid validity specified in the Tender or if the Bidder fails to sign the contract a The Successful Bidder should execute a Contract in the INR 20 non judicial Stamp Paper bought in Tamil Nadu only in the name of the Bidder within one week from the date of Letter of Acceptance issued by ELCOT with such changes modifications as may be indicated by ELCOT at the time of execution on receipt of confirmation from ELCOT ELCOT Chennai 35 Page 28 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 b The Successful Bidder shall not assign or make over the contract the benefit or burden thereof to any other person or persons or body corporate for the execution of the contract or any part thereof withou
64. ny will be adjusted in the payment due to the Bidder All taxes and other levies imposed by Governments in India will be paid at actual as applicable The Successful Bidder agrees that in the event of non fulfillment or non observance of any of the conditions stipulated in the contract the Successful Bidder shall pay as penalty an amount equivalent to 10 of total value of contract or ELCOT Chennai 35 Page 47 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 an amount equal to the actual loss incurred by the Purchaser s whichever is higher subject to the condition that the loss amount would not exceed the value of the goods supplied 19 The contract or any part share of interest in it is not be transferred or assigned by the successful Bidder directly or indirectly to any person or persons whomsoever without the written consent of the Purchaser s 20 Neither the Purchaser s ELCOT nor the Successful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control such as D Natural phenomena including but not limited to earthquakes floods and epidemics ii Acts of any Government authority domestic or foreign including but not limited to war declared or undeclared priorities and quarantine restrictions Iii Accidents or disruptions including but not limited to fire explosions break down of
65. od of three years Signature for and on behalf of Principal Note 1 Competent authority of the Manufacturer Principal should issue the letter of authority 2 If the Bidder submits the Manufacturer s Letter of Guarantee other than the specimen provided above will not be considered as valid and hence will lead to rejection of the Bid itself ELCOT Chennai 35 Page 55 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 To The Managing Director Electronics Corporation of Tamil Nadu Ltd MHU Complex II Floor 692 Anna Salai Nandanam Chennai 600 035 Sir We MIS snsiingenensnnnas hereby undertake and ensure that as per the Tender clause 9 9 Minimum Stock Maintenance and 9 10C Warranty Clause for the tender reference ELCOT PROC OT 32651 Laptop 2013 14 floated by ELCOT for the supply of Desktop computers and related items will maintain the minimum stock for the tendered items and strickly follow the instructions of ELCOT for the immediate delivery of the Desktops as per the conditions stipulated in the Tender 1 Minimum ex stock of about 10 units of all items will be kept in the premises as confirmed by ELCOT Upon issuance of notice from ELCOT we will deliver and install the items with in 24 hours for the Chennai customers and 48 hours for the customers out side Chennai 2 No financial commitment will be claimed by us for maintaining the ex stock items 3 We ensure that at any point of time the minimum ex sto
66. ontact person and centre in charge higher level in charge who is responsible to oversee the service centres person to whom complaints can be made in case the service provided by any centre is not satisfactory phone fax mobile numbers amp email address must be provided well in advance to each consignee and to ELCOT The Successful Bidder shall stick ELCOT HELP DESK LOGO Holograms etc as per the directions of ELCOT and as per sample in a prominent place on all the items delivered ELCOT Chennai 35 Page 38 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 m In the rare event of non acceptance of delivery items by the user the vendor should immediately report ELCOT for suitable directions 9 9 Minimum Stock Maintenance a Some occasions may arise that Desktops may be required to be delivered within a short period of 24 hours to the customers In such occasions it may be very difficult to arrange shipment of the items from the vendor premises due to the routine formalities To tackle such conditions the successful Bidder should maintain an ex stock of about 10 units of all items in the premises as confirmed by ELCOT Upon issuance of notice from ELCOT the successful Bidder should supply install and commission the ex stock at the customer premises b No financial commitment will be given by ELCOT for maintaining the ex stock items c At any point of time the successful Bidder should ensure the minim
67. or Government contracts projects 13 A Penalty for non fulfilment or non observance of tender conditions will be levied at 10 of the total value of the Purchase Order 14 Notwithstanding anything contained in the penalty clause ELCOT reserves the right to blacklist the bidder from taking part in any of the procurement operations of ELCOT for a minimum period of three years from the date of blacklisting for failure to carry out supply in time or according to the quality and quantity prescribed or any such similar reasons This penalty shall be over and above all other penalties Such bidders would be automatically banned for 3 years from taking part in ELCOT s Tenders 15 i The materials or goods are to be given warranty for a period of 36 months after installation and commissioning against any manufacturing defect and bad workmanship solely by the Successful Bidder irrespective of whether the same have been manufactured by them or not The warranty period of 36 months will commence from the date of ELCOT Chennai 35 Page 45 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 16 17 installation and commissioning of the ordered items after carrying out successfully the tests prescribed by Purchaser s and installation in good working condition A report of services attended on monthly basis must be submitted to ELCOT for each order during the warranty period ii The Successful Bidder shall undertake to supp
68. ponsible for any disputes arising out of Intellectual Property Rights It is the risk of the successful Bidder when such disputes arises 9 7 Pre despatch Inspection Pre dispatch inspection will be carried out by the Authorised Agency appointed by ELCOT and or Representatives of ELCOT 9 7 1 Specification Test a Specification conformity will be tested for the ordered items as per technical specification given in the tender document b The successful bidder should intimate the readiness of the goods after internal testing along with test report and warranty certificate c The systems should be supplied in full as per the ordered configuration for acceptance testing No System which falls short of the technical specification will be taken up for acceptance testing under any circumstances however can offer a better specification than the one finalised through the tender and the same will be accepted for testing d The successful Bidder should intimate the readiness of the items to ELCOT for pre despatch inspection 7 days in advance before the despatch e Linux Operating System should be installed in all the computer hardware as per specifications Necessary device drivers for Linux OS should be supplied in CD ROM DVD media 9 7 2 Temperature Test and Drop test a The items will be kept at the Thermal chamber to check configuration variation at the ambient conditions of 0 45 degree Centigrade b Drop test should be conducted on al
69. r Externals display The casing is ABS of black or grey colour 14 Certifications RoHS and any other certificate ELCOT Chennai 35 Page 64 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 1 Processor Intel Pentium Dual Core or Minimum Equivalent AMD Processor with Processor Speed of 2 0 Ghz or higher 15 Operating System Microsoft Windows and BOSS Compliance Linux 16 Operating System _ Pre loaded with LINUX preferably BOSS Linux 17 Wireless Wireless 802 11 a b n 19 Warranty 1 year comprehensive warranty including battery 20 Qualifying bench BAPCO Sysmark 2007 overall score mark of minimum 115 or higher with Windows 7 professional and 2 GB Memory 21 Contents Tamil Unicode font with keyboard interface for typing in Word Spreadsheet and Presentation shall be sourced from Tamil Virtual Academy and pre loaded 22 Standard Power cable with three pin socket Accessories and plug power adopter and charger user manual Laptop Bag NOTE a The Bidders are requested to submit a Sample Laptop on the date of Technical Bid Opening itself b Laptop Bag should be supplied as per the Drawing ELCOT Chennai 35 Page 65 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 A1 6 Declaration I We agree that the offer shall remain open for acceptance for a minimum period as stipulated
70. r this guarantee is limited to a maximum Rs Rupees Only and the guarantee shall remain in full force up to ___ months from the date of Bank Guarantee and cannot be invoked otherwise by a written demand or claim by the beneficiary under the Guarantee served on the Bank before ___ months from the date of Bank Guarantee AND WHEREAS it has been stipulated by you in the said ORDER that the Supplier shall furnish you with a Bank Guarantee by a Scheduled Nationalised Bank for the sum specified therein as security for compliance with the Contractor s performance obligations for a period in accordance with the contract AND WHEREAS we have agreed to give the Supplier a Guarantee THEREFORE we Bankers address hereby affirm that we are Guarantors and responsible to you on behalf of the Supplier up to a total of Rs Rupees Only and we undertake to pay you upon your first written demand declaring the Supplier to be in default under the contract and without any demur cavil or argument any sum or sums within the limit of Rs Rupees Only as aforesaid without your needing to prove or show grounds or reasons for your demand or the sum specified therein We will pay the guaranteed ELCOT Chennai 35 Page 52 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 amount notwithstanding any objection or dispute whatsoever raised by the Supplier This Guarantee is valid until months from the date of Bank Guarant
71. rs alone will be considered for further evaluation b The sample submitted will be evaluated for the tender specification as given in the Scope of work to select the technically qualified bidder c Only the Linux certified Desktop computer and peripherals will be accepted for price bid opening Apart from the Linux certification these Desktop computer Keyboards External Speaker etc should have been tested and cleared by ELCOT for Linux compatibility aesthetics and ruggedness ELCOT Chennai 35 Page 24 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 d The bidders have to submit their samples as per the terms specified in 9 1 Sample Submission Clause Bids without submission of samples are liable to be rejected On receipt of the samples ELCOT s technical team would benchmark them with the appropriate Linux Operating System Necessary drivers and supporting software should be provided by the vendor Only the systems which pass the Linux evaluation test will be allowed to take part in the general and price bid e For those Bidders who have already worked or working with ELCOT their previous performance in ELCOT would be the mandatory criteria for selection If any unsatisfactory performances of those Bidders are found their Bids will be straight away rejected The Unsatisfactory performance is defined as 1 Non responsiveness after getting the Purchase order 2 Delay in supply installation of the ordered items
72. s are from the State of Tamil Nadu as well as from outside the State of Tamil Nadu the Value Added Tax VAT shall be excluded but Central Sales Tax CST shall be included for evaluation The bidder should quote for all the Desktop computer as well as for all the add on items mentioned in the tender document Partial bid is allowed Bidder has to offer for both Linux and Windows OS Flavours for the respective Desktop Items The prices will be evaluated as follows and the decision of ELCOT will be the final The total cost excluding applicable Local Taxes and including all other duties and charges Such as Excise Duty Customs Duty Installation Charges etc as per the guidelines stated above of individual items will be taken for Price Bid evaluation Though the 4 and 5 year Annual Maintenance Charges are not included in the price bid evaluation the L1 Bidders have to match the lowest AMC Charges for the 4 and 5 year quoted by other Bidders m The L1 Bidder as well as all the Technically Qualified Bidders will be negotiated to match n o c d L1 Price If more than one Bidder matches the L1 Price then order will be placed more than one Bidder who matches the L1 Price However preference will be given to the L1 Bidder The L1 Bidder will be given an order value more than the other Bidders who matches the L1 Price The decision of ELCOT will be the final All the Bidders who are selected after the Price Bid evaluation
73. satisfaction of ELCOT Such completion would be arrived at when the entire quantity is supplied by the Bidder as per the Contract Agreement and as per Purchase Order s issued by ELCOT from time to time a If the successful Bidder fails to act according to the tender conditions or backs out after the tender has been accepted the EMD will be forfeited to ELCOT ELCOT Chennai 35 Page 29 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 b If the Successful Bidder fails to remit the SD the EMD remitted by him will be forfeited to ELCOT and the tender will be held void c If the Successful Bidder fails to act up on to the tender conditions or backs out from the contract the SD mentioned above will also be forfeited by ELCOT 8 9 Termination of Contract 8 9 1 Termination for default a ELCOT may without prejudice to any other remedy for breach of contract by written notice of default with a notice period of 7 days sent to the Successful Bidder terminate the contract in whole or part ii if the Successful Bidder fails to deliver any or all of the goods within the time period s specified in the Contract or fails to supply the items as per the Delivery Schedule or within any extension thereof granted by ELCOT or ii if the Successful Bidder fails to perform any of the obligation s under the contract or iii if the Successful Bidder in the judgement of ELCOT has engaged in fraudulent and corrupt prac
74. se insolvent In this event termination will be without compensation to the Successful Bidder provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to ELCOT 23 3 Termination for Convenience ELCOT Chennai 35 Page 49 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 ELCOT may by written notice with a notice period of seven days sent to the Successful Bidder may terminate the Contract in whole or in part at any time for its convenience The notice of termination shall specify that termination is for ELCOT s convenience the extent to which performance of work under the Contract is terminated and the date upon which such termination becomes effective On termination the successful Bidder is not entitled to any compensation whatsoever 24 Any notice to the Successful Bidder shall be deemed to be sufficiently served if given or left in writing at their usual or last known place of abode or business 25 ELCOT reserves the right to cancel the order s and to terminate the contract in the event of short performance or non performance ofthe successful Bidder 26 Arbitration Clause Except as otherwise provided elsewhere in the contract if any dispute difference question or disagreement arises between the parties hereto or their respective representatives or assignees at any time in connection with construction meaning operation effec
75. sful Bidder shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes or contingencies beyond their reasonable control such as Natural phenomena including but not limited to earthquakes floods and epidemics Acts of any Government authority domestic or foreign including but not limited to war declared or undeclared priorities and quarantine restrictions Accidents or disruptions including but not limited to fire explosions breakdown of essential machinery or equipment power and water shortages In case of any dispute the matter will be referred to a sole Arbitrator to be appointed by the Managing Director of ELCOT under the Arbitration and Conciliation Act 1996 The arbitration shall be held in Chennai India and the language shall be English only Subject to the above the Courts at Chennai alone only shall have jurisdiction in the matter ELCOT Chennai 35 Page 11 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 The Bidders should have the following Eligibility for participating in the Tender The Bidders should enclose documentary evidence for fulfilling the Eligibility in the Technical Bid Ifa bidder fails to enclose the documentary proof for eligibility their bid will be summarily rejected 4 1 Eligibility Eligibility Conditions Documentary Proof to be submitted OEM should be a Company registered in India under t
76. ss whereof the parties hereto have signed on the day month and year above written in the presence of ELCOT Chennai 35 Page 50 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 For and or behalf of Electronics Corporation of Tamil Nadu Limited Witnesses 1 For and on behalf of Successful Bidder Witnesses 1 ELCOT Chennai 35 Page 51 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 To be executed in Rs 100 Stamp Paper To The Managing Director Electronics Corporation of Tamil Nadu Limited MHU Complex II Floor 692 Anna Salai Nandanam Chennai 600035 Bank Guarantee No Amount of Guarantee Guarantee covers from Last date for lodgement of claim This Deed of Guarantee executed by 05 Banker s Name amp Address having our Head Office at 008 address hereinafter referred to as the Bank in favour of The Managing Director Electronics Corporation of Tamil Nadu Limited MHU Complex II Floor 692 Anna Salai Nandanam Chennai 600035 hereinafter referred to as the Beneficiary for an amount not exceeding Rs Rupees Only as per the request of M s having its office address at hereinafter referred to as Supplier against Letter of Acceptance reference dated of M s Electronics Corporation of Tamil Nadu Limited This guarantee is issued subject to the condition that the liability of the Bank unde
77. t interpretation or out of the contract or breach thereof the same shall be decided by Sole Arbitrator to be appointed by the Managing Director of ELCOT If the Arbitrator so appointed dies resigns incapacitated or withdraws for any reason from the proceedings another Arbitrator shall be appointed by the Managing Director of ELCOT The Arbitrator so appointed shall proceed with the reference from the stage where his predecessor had left if both parties consent for the same otherwise he shall proceed de novo It is a term of the contract that the party invoking arbitration shall specify all disputes to be referred to arbitration at the time of invocation of arbitration and not thereafter It is also a term of the contract that neither party to the contract shall be entitled to seek interest and the arbitrator should not grant interest The Arbitral Tribunal shall give reasoned award and the same shall be final conclusive and binding on the parties The venue of the arbitration shall be Chennai and language English The fees of the Arbitrator and expenses incidental to the arbitration proceedings shall be borne equally by the parties Subject to as aforesaid the provisions of the Arbitration and Conciliation Act 1996 and any statutory modifications or re enactment in lieu thereof shall apply to the arbitration proceedings under this Clause Subject to the above the Courts at Chennai alone shall have jurisdiction in the matter In Witne
78. t the prior written consent of ELCOT ELCOT reserves its right to cancel the purchase order either in part or full if this conditions is violated If the Successful Bidder fail to execute the agreement the SD of the Successful Bidder will be forfeited and their tender will be held as non responsive c The expenses incidental to the execution of the agreement should be borne by the Successful Bidder d The conditions stipulated in the agreement should be strictly adhered to and violation of any of the conditions will entail termination of the contract without prejudice to the rights of ELCOT and ELCOT also have the right to recover any consequential losses from the Successful Bidder After execution of the Contract and payment of Security Deposit Firm Purchase Order for the supply and commissioning of Tendered items will be issued to the Successful Bidder by ELCOT The supply and payment will be based on the Purchase Order s issued from time to time The EMD amount paid by the Successful Bidder s will be adjusted towards Security Deposit payable by them If the Successful Bidder submits Security Deposit for the stipulated value in full by way of Bank Guarantee the EMD will be refunded The EMD amount of the Unsuccessful Bidder will be refunded after finalisation and issue of Firm Purchase Order to the Successful Bidder The Security Deposit will be refunded to the Successful Bidder on completion of entire supply subject to
79. t with the purchaser against Tender No ELCOT PROC OT 32651 LAPTOP 2013 14 for the type the Description of goods developed by us We hereby extend our full warranty for the goods offered for supply by the above firm against this tender We also undertake to provide timely supplies as per terms of tender and as agreed mutually and also to provide a trouble free and continuous support either directly or through our authorised partners under our supervision during the Warranty and Extended Warranty Period We will provide the necessary spares support in the event of replacement of any spare parts is necessitated while providing Warranty and Extended Warranty Services and if the spares are not available then we will arrange for complete replacement of the item s with an equivalent higher model For this tender we authorise M s Complete address and full contact details of the partner to be our sales and service partner In the event of discontinuation of supply and service by our partner viz M s or any problem arises during provision of supply and services the entire responsibility to provide trouble free and continuous supply and services to the enduser purchaser rests with us and we undertake to provide supply and services directly or through our alternative sales service partners In case of violation of any of the conditions above I We sss0sses00 understand that I We are liable to be blacklisted by ELCOT for a peri
80. te of release of the first Purchase order However ELCOT reserves the right to extend or short close the Tender validity period if situation warrants to benefit the Government Initial Bid scrutiny will be conducted and incomplete details as given below will be treated as non responsive If Tenders are not submitted in two parts as specified in the Tender received without the Letter of Authorisation received without EMD amount are found with suppression of details with incomplete information subjective conditional offers submitted without support documents as per the Eligibility Criteria and Evaluation Criteria non compliance of any of the clauses stipulated in the Tender lesser validity period All responsive Bids will be considered for further evaluation The decision of ELCOT will be final in this regard When deemed necessary ELCOT may seek bonafide clarifications on any aspect from the Bidder However that would not entitle the Bidder to change or cause any change in the substance of the Bid or price quoted During the course of Technical Bid evaluation ELCOT may seek additional information or historical documents for verification to facilitate decision making In case the Bidder failed to comply with the requirements of ELCOT Chennai 35 Page 23 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 ELCOT as stated above such Bids may at the discretion of ELCOT shall be rejected as techn
81. th minimum 5400 rpm 6 Ports and Others T O Ports Minimum 3 USB Headphone Speaker out RJ 45 AC Power inbuilt speaker 7 Connectivity 10 100 LAN 8 Graphics Integrated Graphics supporting 128 MB VRAM or Higher 9 Keyboard Standard Keyboard with integrated touch pad 10 AC Power Adopter Input 170V 270V 50 Hz AC Power Adopter 11 Operation 0 55 Degree Centigrade Temperature 12 Battery Type Standard Rechargeable 6 cell Li on 45 Whr with minimum 2 hours back up 13 Construction and Metal Alloy reinforced hinges for Externals display The casing is ABS of black or grey color ELCOT Chennai 35 Page 62 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 14 Certifications RoHS and any other certificate 15 Operating Microsoft Windows and BOSS System Linux Compliance 16 Operating a Dual Booting with Windows 7 System Starter or Higher and BOSS LINUX shall be preloaded b Anti Virus Software with one year support shall be pre loaded 17 Standard Power cable with three pin socket Accessories and plug power adopter and charger user manual Laptop Bag 18 Laptop Form About 13 5 x 9 6 x 1 3 inches factor approximately 19 Warranty 1 year comprehensive warranty including battery 20 Qualifying BAPCO Sysmark 2007 overall bench mark score of minimum 115 or higher with Windows 7 professional and 2 GB Memory 21
82. the web based procurement software in operation at ELCOT 10 4 The Successful Bidder hereby agrees to get the refund of incentive excise duty and proportionate sales tax from concerned authorities and pass it on to Purchaser s if the Government or any other appropriate agency reduces the Excise duty or Sales tax or give incentive of any type retrospectively after supplying the Ordered items failing which action will be taken to recover the balance amount from the Successful Bidder under the Revenue Recovery Act or any other relevant act 10 5 Penalty amount if any will be adjusted in the payment due to the Successful Bidder 10 6 All taxes and other levies imposed by Governments in India will be paid at actual as applicable ELCOT Chennai 35 Page 42 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 Appendix 1 Model Form of Contract To be executed on a Rs 20 Non Judicial Stamp Paper bought in Tamil Nadu by the Successful Bidder for the supply and commissioning of Desktop Computers with Accessories and Software NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN THIS SAMPLE FORM AT THE TIME OF SUBMISSION OF TENDER This CONTRACT is entered into at Chennai on the day of 2013 between Electronics Corporation of Tamil Nadu Limited a wholly owned Government of Tamil Nadu Undertaking a Company registered under the Indian Companies Act 1956 and having its Registered office at 692 Anna Salai N
83. their representatives authorized dealers The bidders should have atleast one service centre in each region North East South and West as given in the Tender Document with a total of minimum 20 service centres in the State The service centre may be run by Manufacturer or Franchise or authorised distributors dealers In case of Manufacturer s service centre copies of the land line telephone bills or rent agreement dated before 30 09 2013 should be submitted as a proof for availability of the service centres In case of Franchisee Service centre the bidder should submit a copy of the agreement entered into between the Franchisee and the Bidder stating that the Franchisee is rendering the service for the Manufacturer and the agreement should be valid upto 30 09 2016 Manufacturer should submit undertaking to do servicing directly or through their authorised service partners under their supervision The Bidder should submit an Undertaking to establish open Service Centre in each District in Tamil Nadu within 60 days from the date of LOA Bidder manufacturer should have ISO 9000 2008 ISO 9001 2008 certified manufacturing facility Should produce copies of valid ISO 9000 2008 ISO 9001 2008 certificate for its manufacturing facility The bidder should have office in Chennai Copies of the land line telephone bills rental agreement dated before 30 09 2013 should be submitted as a proof for availabili
84. tices in competing for or in executing the Contract b In the event ELCOT terminates the Contract in whole or in part ELCOT may procure upon terms and in such manner as it deems appropriate the goods and services similar to those and delivered and the Successful Bidder shall be liable to ELCOT for any additional costs for such similar goods However the Successful Bidder shall continue the performance of the contract to the extent not terminated 8 9 2 Termination for Insolvency ELCOT may at any time terminate the Contract by giving written notice with a notice period of 7 days to the Successful Bidder if the Successful Bidder becomes bankrupt or otherwise insolvent In this event termination will be without compensation to the Successful Bidder provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to ELCOT 8 9 3 Termination for Convenience ELCOT may by written notice with a notice period of seven days sent to the Successful Bidder may terminate the Contract in whole or in part at any time for its convenience The notice of termination shall specify that termination is for ELCOT s convenience the extent to which performance of work under the Contract is terminated and the date upon which such termination becomes effective On termination the successful Bidder is not entitled to any compensation whatsoever ELCOT Chennai 35 Page 30 of
85. tion The make of the desktops may be different from the bidder s make purchased during the past years from various sources However the successful bidder should agree to buy back the old Laptop available with the customer The payment towards the buyback may be paid by the successful bidder directly to the customer or to ELCOT depending upon the instructions from ELCOT The Successful Bidders who are given Purchase Order for 2000 Desktops should post one qualified and trained engineer at the disposal of ELCOT to be deployed at the ELCOT s Branch Offices in the Districts or any location designated by ELCOT to provide service support during the period of 3 years warranty period This is in addition to the normal After Sales Support to be provided by the supplier under the terms and conditions of the tender In case of failure by the successful bidder ELCOT reserves the rights to cancell the orders placed on them and engage such service Engineers All the expenses related with such activity will be recovered from the Successful Bidder ELCOT also reserves the right to reject not considering the bidder for future tenders floated by ELCOT ELCOT Chennai 35 Page 41 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 10 1 100 of the total cost of ordered items will be paid by ELCOT on behalf of the Purchaser on installation commissioning and handing over of the ordered items to the Purchaser after testing all the software and fulf
86. ty of the office in Chennai ELCOT Chennai 35 Page 13 of 68 Ver 1 0 Tender Ref ELCOT PROC OT 32651 Laptop 2013 14 200 LAPTOP Intel Pentium Dual Core or AMD Processor Equivalent Windows and Linux with ANY REPUTED BRAND 1 Processor Minimum Intel Pentium Dual Core or Equivalent AMD Processor with Processor Speed of 2 0 Ghz or higher 2 Memory 2 GB DDR 3 SD RAM 1066 Mhz 3 Display Size 14 inch display 4 Display Resolution 1024 x 768 or Higher 5 Hard Disk Drive Minimum of 160 GB SATA with minimum 5400 rpm 6 Ports and Others I O Ports Minimum 3 USB Headphone Speaker out RJ 45 AC Power inbuilt speaker 7 Connectivity 10 100 LAN 8 Graphics Integrated Graphics supporting 128 MB VRAM or Higher 9 Keyboard Standard Keyboard with integrated touch pad 10 AC Power Adopter Input 170V 270V 50 Hz AC Power Adopter 11 Operation Temperature 0 55 Degree Centigrade 12 Battery Type Standard Rechargeable 6 cell Li on 45 Whr with minimum 2 hours back up 13 Construction and Externals Metal Alloy reinforced hinges for display The casing is ABS of black or grey colour 14 Certifications RoHS and any other certificate 15 Operating System Compliance Microsoft Windows and BOSS Linux 16 Operating System a Dual Booting with Windows 7 Starter or Higher and BOSS LINUX shall be preloaded b Anti Virus Softw
87. um ex stock level The successful bidder should also ensure that the short fall of 10 number should be replenished with in 7 days from the date of delivery of the items from the minimum stock d ELCOT reserves the right to Inspect the Minimum stock level at any point of time and may impose a penalty of 20 of the cost of the equipments which are shortage of the specified qty If the bidder fails to maintain the minimum stock level in three instances during the Rate contract period ELCOT reserves the right to terminate the RC contract with the successful bidder and the bidder will be declared as non performer which may not permit the bidder in participating tenders floated by ELCOT in future for the next three years 9 10 Warranty Clause The warranty clause during the free warranty period of 3 years and extended warranty of 4 and 5 year would be applicable as follows a All the Tendered items should be supplied to the customer site free from breakages malfunctions breakdowns or manufacturing defects If any of the items are found defective due to manufacturing defect or design fault or transit damage occured at the time of supply or within one month from the date of installation the items in full should be replaced b All the materials and components of the Tendered items should be covered with a replacement warranty of 36 months from the date of signing of installation report of the ordered items The successful Bidder shall b

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