TENDER DOCUMENT FOR SUPPLY and INSTALLATION of Laptop, Tablet, SAS, SLC Drives and Memory

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1 TENDER DOCUMENT FOR SUPPLY and INSTALLATION of Laptop, Tablet, SAS, SLC Drives and Memory Ramanujan Computing Centre Anna University, Chennai

2 A. TENDER NOTICE Invitation to Bid for Supply and installation of Laptop, Tablet, SAS, SLC Drives and Memory 1. Tender Inviting Authority Designation and Address The Registrar, Anna University, Chennai tender@annauniv.edu URL : 2. A) Name of the Work Supply and installation of Laptop, Tablet, SAS, SLC Drives and Memory B) Tender reference AU/RCC-CPC/Purchase/ C) Place of execution College of Engineering Guindy Anna University, Chennai Tender Documents available place On all working days between A. M to 4.30 P.M at Computer Purchase Committee, Ramanujan Computing Centre, Anna University, Chennai Alternatively, Tender documents can be downloaded from and 4. Earnest Money Deposit (EMD) 1. For Laptop - Rs.33,000/- 2. For Tablet - Rs.12,000/- 3. For SAS, SLC Drives - Rs.15,000/- 4. For Memory - Rs.10,000/- 5. For all the items - Rs.70,000/- Demand Draft or Banker s cheque. 5. Due Date, Time and place of submission of tender documents 6. Date, Time and Place of Tender Opening of the Technical Bids 7. Date, Time and Place for opening of the Price Bids On or before , 1.00 P.M Computer Purchase Committee, Ramanujan Computing Centre, Anna University, Chennai , 3.00 P.M at Ramanujan Computing Centre, Anna University, Chennai Eligibility Criteria: Please refer to the Tender Document. Technically qualified bidders will be intimated accordingly 2. Two Bid System (i.e.) Stage-1 Technical bid; Stage-2 Price Bid opening. 3. Tenders received after due Date and Time will be summarily rejected. 4. Contact Phone Nos: , tender@annauniv.edu ; URL: 2

3 Checklist for Enclosures (Bidder should fill up YES or No without fail) No: Bid Enclosures YES or No 1. Whether Technical Bid (Envelope-A) and Price Bid (Envelope-B) prepared and signed and stamped in all pages by the Authorized Signatory? 2. Whether EMD is put in the Technical Bid (Envelope A)? 3. Whether the Tender is submitted in Two covers namely Technical Bid (Envelope-A) and Price Bid (Envelope-B)? 4. Whether Two covers are put into an outer cover duly closed with VAX sealed properly? 5. Whether Technical Bid (Envelope-A) contains the following 5.1 Bidder s covering letter in the Letter Head signed and stamped by the Authorized Signatory. 5.2 Whether Document proof for Annual Turn Over Enclosed? 5.3 Whether list of Technical Staff Details Enclosed? 5.4 Proof regarding the firm is involved in the supply and installation of Laptop, Tablet, SAS, SLC Drives and Memory (Related copies of Purchase Orders) Enclosed? 5.5 Whether proof that the firm has atleast one service centre in Chennai Enclosed? 5.6 Whether Document relating to TIN and Sales Tax Enclosed? 5.7 Whether OEM Certification is Enclosed? 5.8 Whether related Technical Data Sheets for Laptop, Tablet, SAS, SLC Drives and Memory are enclosed? 6. Whether Price Bid (Envelope-B) contains the following 6.1 Duly filled Price Bid which is signed and stamped by the Authorized Signatory put inside the Envelope - B? 3

4 1. ELIGIBILITY CRITERIA The Bidders should meet the following Eligibility Criteria to participate in the Tender and should enclose supporting documents for fulfilling the Eligibility in the Technical Bid. It is the responsibility of the company to satisfy the Anna University norms regarding genuineness and validity of the document furnished. Bids accompanied by the documents not fulfilling the requirements outlined in this section will be subject to rejection. Minimum Eligibility Criteria No. 1.1 Bidder should be a Registered company in India and existing for the past Five years in India 1.2 Bidders experience in supply of the following: Supporting documents to be submitted for fulfilling the Eligibility Criteria Registration Certificate should be submitted Laptop i. Copy of the Single Purchase Order to the Value of Rs. 25 lakhs or above during the Tablet last three years related to Computer/Server/Workstation and its SAS,SLC Drives accessories. Yes or No Memory 1.3 Bidder should have an average Annual Turnover of at least Rs. 3 Crores in the previous three audited years. 1.4 The company or tenderer should have good strength of service engineers in the relevant field of quoted item. However, the firm should have atleast one service centre at Chennai. At the Chennai centre, the firm should have 5 certified Engineers in the relevant field of the quoted items (1.2.1, 1.2.2, 1.2.3, & 1.2.4). 1.5 Bidder should have valid sales tax/tin/service Registration Number. ii. Copy of the purchase orders totaling to the value of Rs.1.5 crores or above during the last three years related to Computer/Server/Workstation and its accessories. Annual Report including Balance Sheet and Profit & Loss accounts for the last three audited years shall be submitted. List of technical staffs shall be submitted (Name, Designation, Certification, Salary Details and Date of joining the Firm). Valid Documents for TIN/Service Registration Number shall be submitted. 1.6 Vendor can quote one or more items mentioned in the above and the Technical evaluation will be made separately for each item (1.2.1, 1.2.2, & 1.2.4) and the Purchase order will be issued separately. 1.7 OEM Certification Copy of the OEM s Certification authorizing the Vendor as local partner/representative in India for the supply and installation of items indicated in the Tender Documents. Further, the OEM should give undertaking for product support for five years after completion of warranty period directly or through their authorized dealers/vendors. 4

5 BID PREPARATION AND SUBMISSION The Bid should be submitted in two parts viz. Technical Bid (Envelope-A) and Price Bid (Envelope-B) as explained below. Each bid will be treated and evaluated separately. TECHNICAL BID (ENVELOPE A) 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 Bidder. The Bid will be summarily rejected, if there is any indication of price in the Technical Bid. Any alterations, deletions or overwriting shall be attested with full signature of the authorised signatory. Any alterations, deletions or overwriting shall be attested with full signature of the authorised signatory. The Technical Bid with supporting documents and the EMD covers 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 and installation of Laptop, Tablet, SAS, SLC Drives and Memory Tender No. due. The FROM address and TO Address should be clearly written in the cover otherwise the Bid is liable for rejection. PRICE BID (ENVELOPE B) All the Price items as asked in the Tender should be filled in the Price Bid format as given in the Tender. The Bid is liable for rejection if Price Bid contains conditional offers / partial offers. The Price Bid shall be typed, signed and stamped in all pages by the authorised signatory of the Bidder. Any alterations, deletions or overwriting shall be attested with full signature of the authorised signatory. The Price Bid shall be put in a separate cover (Envelope-B) and sealed appropriately. The Price Bid cover(evvelope B) shall be superscribed as Tender for Supply and installation of Laptop, Tablet, SAS, SLC Drives and Memory Tender No. due on. The FROM address and TO Address shall be written without fail, otherwise the Price Bid is liable for rejection. 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 and installation of Laptop, Tablet, SAS, SLC Drives and Memory Tender No: due on. The FROM address and TO address shall be written without fail otherwise the Technical Bid is liable for rejection. 5

6 MODE OF SUBMISSION OF BIDS (a) (b) (c) The Bid should be submitted strictly as specified in the Tender document. The Bids should be submitted in the Office of the Computer purchase Committee, Ramanujan Computing Centre, Anna University, Chennai on or before the due date and time. If the Bidder prefers to submit the Bid by post, the Bidder should ensure that the Bid reaches the Convener, Computer Purchase Committee, Ramanujan Computing Centre, Anna University, Chennai on or before the due date and time. Anna University will not be liable or responsible for any postal delay or any other delay whatsoever. 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. MODIFICATION AND WITHDRAWAL OF BIDS The Bids once submitted cannot be modified or amended or withdrawn. No documents would be supplemented after submission of Bids. TECHNICAL BID OPENING The Tender outer cover and Technical Bid cover including EMD cover will be opened at the office of Ramanujan Computing Centre, Anna University, Chennai on the date and time as specified in the Tender Data sheet or any other date published in the Anna University website. The Tender will be opened in the presence of the Bidders who choose to be present. The representative of the Bidder who prefers to attend Tender opening shall bring an Authorization letter from the Bidder. EMD: (a)the EMD amount as specified in the Tender Data Sheet should be paid along with Technical Bid by way of Demand Draft or Banker s cheque drawn from any Nationalized Bank or Scheduled Bank in India and in favour of The Registrar, Anna University, Chennai-25 payable at Chennai. No Bid shall be entertained without EMD. (b) The EMD amount of the unsuccessful Bidders will be refunded after finalization of the Tender within a reasonable time. The EMD amount held by Anna University till it is refunded to the unsuccessful Bidders will not earn any interest thereon. 6

7 SCRUTINY DURING TENDER OPENING a) The scrutiny during the Tender opening will be held for the following. i) Whether Tender is submitted in two cover system viz. Technical Bid Cover (Envelope A) and Price Bid cover (Envelope B) ii) Whether required EMD amount is furnished and submitted along with Envelope - A. b) All Bids fulfilling the above conditions alone will be considered for further evaluation otherwise, the Bids will be treated as rejected. The decision of Anna University will be final in this regard. TECHNICAL BID EVALUATION a) The Technical Evaluation will be held on the compliance of the Bid with respect to the Tender conditions. b) The Bids will be held non-responsive and rejected if the Bids do not comply with the Tender conditions, if the Bids do not conform to the Technical Specifications and if the Bids do not establish the eligibility, capability and experience of the Bidders. c) The Bidders who have duly fulfilled with the Technical requirements in the Technical Bid evaluation as above will be considered as Technically Qualified Bidders and they only will be eligible to participate in the opening of Price Bid. d) The Bids of the Bidders who have failed to meet the Technical requirements in the Technical Bid evaluation as indicated above will be rejected. e) To demonstrate the Bench Mark Test for Laptop Computers PRICE BID EVALUATION 1) The Price Bids (Envelope-B) of the Technically Qualified Bidders in Technical Bid (Envelope-A) alone will be opened and evaluated. The Price Bids will be opened in the presence of the Bidders at Anna University. The Bidders or their authorized representatives will be allowed to take part in the Price Bid opening. 2) The Price Bid evaluation will be conducted as stipulated in the Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders Rules 2000 a) The quoted price shall be corrected for arithmetical errors; b) In cases of discrepancy between the prices quoted in words and in figures, lower of the two shall be considered. 3) The lowest evaluated price as per the above evaluation will be adjudged as L1 price. 7

8 SPECIAL TERMS AND CONDITIONS 1. Delivery Period: The delivery should be made within 3 weeks from the date of receipt of purchase order. 2. Warranty: The entire item supplied by the vendor shall be guaranteed against any defects and the vendor should provide time-to-time operational maintenance support (On Site comprehensive Warranty). The said warranty should cover all the Hardware & Software Products. The warranty and service shall be provided directly from the manufacturer. The vendor shall be liable to rectify any defects that may be found in the equipment supplied at free of cost. 3. Installation: The installation should be done at the Main Campus, Anna University, Chennai at no extra cost. 4. Response Time: The response time of the vendor to attend to any complaint upon receipt of the complaint/information from the user should not be more than 24 hours. 5. The vendor must submit their tender document in the given format. Deviations from this format will automatically disqualify the tender process. 6. Anna University reserves the right to increase or reduce the quantity or even withdraw the tender without assigning any reasons thereof. 7. Anna University reserves the right to cancel the contract under repeated violations of the specified and mutually agreed QoS parameters. 8. Anna University is not responsible for any delay in delivery of equipments. 9. The items must be delivered and installed at the required locations at your own risk and cost. 10. Any Proposal or Bid received after Bid submission date and time will not be entertained/ considered. 11. The Successful vendor has to provide training for installation and configuration for the items supplied by them to the staff involved in the project. 12. The Rate quoted by Indian Rupee Only % payment will be made only after completing the installation. 8

9 SCHEDULE OF REQUIREMENTS 1. LAPTOP COMPUTER SL.No. ITEM DESCRIPTION QTY. 1 Laptop Computer TABLET No. Description Qty. 1 Tablet with 128 GB Memory 15 3(a) SAS, SLC Drives No. Description Qty GB 15KRPM SAS Hard Disk GB SLC Flash Disk 02 3 Disk array Enclosures, Cables and other accessories for item 1 & port license SFP+ on existing 2 of SAN Switch (DS-300B-8G EMC 2 ) OR 3(b) No. Description Qty. 1 A complete storage system can also be quoted as per the specifications 1No. 4. Memory No. Description Qty GB of RAM for existing Dell Blade Servers (PowerEdge M1000E) 8 9

10 1. TECHNICAL SPECIFICATION for LAPTOP COMPUTER No Technical Specification Compliance (Yes/No) Remarks for any deviation Make: Model: 1 Processor Intel Core i QM Processor 2.1GHz, 6 MB L3 Cache with 4 cores or higher 2 Memory 4 GB DDR MHz upgradeable upto 8GB 3 Chipset Intel HM76 Chipset or better 4 Hard Disk Drive 500 GB 7200 RPM SMART HDD 5 DVD Drive DVD Writer 6 Graphics Integrated Graphics 7 Display 14 LED Monitor 8 Audio/Visual Integrated Stereo Speakers, Stereo Headphone/line out/line in, 720P HD webcam 9 Wireless Integrated b/g/n 10 Network Integrated Gigabit Ethernet Port 11 Keyboard Spill-Resistant, 101 Keys Keyboard 12 Battery Life 6-Cell (47 hours): up to 4.5 hours and above 13 Interfaces/Ports Media Card Reader One (1), VGA One(1), HDMI One(1), Stereo microphone in one(1), Stereo headphone/line outone(1),rj-45/ethernet One(1), USB3.0(2), USB 2.0(2) 14 OS Compliance Windows & Linux 15 No Operating System 16 Power External 65 watt AC adapter 17 Security Hardware/Software Fingerprint Sensor/ Hard Disk Encryption 18 Certification EPEAT GOLD, Energy Star 19 Warranty 3 years 24x7 warranty with onsite service support 10

11 2. TECHNICAL SPECIFICATION for TABLET No Technical Specification Compliance (Yes/No) Remarks for any deviation Make: Model: 1 Display (9.7-inch) and Resolution (2048x1536) GB Memory 3 5MP Rear Camera, HD Front Camera 4 WiFi (802.11a/b/g/n ) 5 SIM facility with 3G support 6 VGA Adapter(connection from Tablet to the Projector ) 7 Wireless keyboard (external keyboard connected through Bluetooth to the Tablet) 8 (IMAP, POP3, SMTP, Microsoft Exchange) 11 Mail attachment support (.jpg,.tiff,.gif (images).doc and.docx,pdf, ppt and pptx,vcf,xls and xlsx ) Hours Battery 13 Protective case 14 One year manufacturer s warranty 11

12 3(a). Technical Specification for SAS and SLC Drives No Technical Specification Compliance (Yes/No) Remarks for any deviation Make: Model: 1 600GB 15KRPM SAS Hard Disk 2 100GB SLC Flash Disk 3 Disk array Enclosures, Cables and other accessories for item 1 & port license SFP+ on existing 2 nos. of SAN Switch (DS-300B- 8G EMC 2 ) 5 The above mentioned items are to be supplied and integrated along with the existing EMC storage controller (EMC VNX 5100). Necessary cables and rack mounting equipment to be supplied. Required LUNs/RAID Groups to be created and to be attached to the VMWare Host as per Anna University requirement. 3(b). OR No Technical Specification Compliance (Yes/No) Remarks for any deviation Make: Model: 1 Rack Mount - SAN Array must be rack mountable 2 Controller - SAN Array should be configured with Dual Controller (HA and Failover) 3 Front End Connectivity - Each controller should be configured with at least 2x8Gbps FC Ports 4 Cache - SAN Array should be configured with Minimum of 4GB cache per controller with scalability features 5 Disk Support - SAN Array should be configured as per the specification 6 7 RAID - SAN Array should support RAID Levels: 0, 1, 5 Redundancy - Disk Drives should be hot swappable. Controllers, Fans & Power Supplies should be Redundant 12

13 8 Cache Data Backup - Cache should be battery backed up for cache memory de-staging in case of power failure 9 Management Software - SAN Management software should be array based and provide GUI / web based management with complete reporting features like LUN Usage, Empty Space etc. It should also support performance monitoring. PIT / Snapshot / Clone Software SAN Array should be supplied with Snapshot or Point-In-Time copy functionality for snapshot and full copy of the production LUN s / volumes. Software to take minimum 60 or higher snapshots per volume. Writable snapshots. 10 Additional Snapshot Features - Snapshot software should be integrated with vsphere 5 using storage API's. With this integration, storage should be recovered at a single VM level. Storage array should also integrated with VSS provider of Win server 2003/2008 OS to enable to take consistent snap shots of MS-SQL server / NTFS file system. 11 Disaster Recovery Support - Should support SAN array based data replication in synchronous or asynchronous mode. 12 Integration Storage system should support VM ware view deployment 13 Warranty - 3 years warranty with onsite service support 4. Technical Specification for Memory No Technical Specification Compliance (Yes/No) Remarks for any deviation Make: Model: 1 16 GB RAM for existing Dell Blade Server (Poweredge M1000E) 13

14 COMMERCIAL BID 1. LAPTOP COMPUTERS No. ITEM DESCRIPTION QTY in UNIT COST TAX TOTAL AMOUNT 1 Laptop TABLET No. ITEM DESCRIPTION QTY in UNIT COST TAX TOTAL AMOUNT 1 Tablet 15 3(A). SAS & SLC Drive No. ITEM DESCRIPTION QTY in UNIT COST TAX TOTAL AMOUNT 1 SAS Hard Disk 15 2 SLC Drive 02 3 Disk array Enclosures, Cables and other accessories for item 1 & port license SFP+ on existing 2 nos. of Brocade SAN Switch - 3(B) OR 1 A complete storage system can also be quoted as per the specifications MEMORY No. ITEM DESCRIPTION QTY in UNIT COST TAX TOTAL AMOUNT 1 16 GB RAM for existing Dell Blade Servers 08 Note: AMC cost for 3 years after the warranty period should be quoted separately, year wise, for each item. 14

15 BID COVERING LETTER To: The Convener, Computer Purchase Committee, Ramanujan Computing Centre, Anna University Chennai, Tamil Nadu, INDIA. Dear Sir, Supply and Installation of Supply and installation of Laptop, Tablet, SAS, SLC Drives and Memory to the Anna University, Chennai TERMS AND CONDITIONS a. I/We, the undersigned Bidder(s), having read and examined in detail the specifications and all bidding documents in respect of this tender do hereby propose to provide goods and services as specified in the bidding document. b. I/We, the undersigned Bidder(s), having submitted the qualifying data as required in this tender, do hereby bind ourselves to the conditions of this tender. In case any further information documentary proof in this regard before evaluation of our bid is required, I/We agree to furnish the same on demand to your satisfaction. 2. RATE AND VALIDITY a. All the rates mentioned in our proposal are in accordance with the terms as specified in bidding documents. All the rates and other terms and conditions of this proposal are valid for a period of 90 Calendar days from the date of opening of the bid. b. I/We do hereby confirm that our bid rates include all taxes including Income Tax & Professional Tax. c. I/We have studied the Clauses relating to Indian Income Tax Act and hereby declare that if any Income Tax, surcharge on Income Tax and any other Corporate Tax is altered under the law, shall pay the same. 3. DEVIATIONS We declare that all the services shall be performed strictly in accordance with the Technical specification, Time Schedule and other terms of the tender document except the deviation as mentioned in the Technical Deviation Proforma. Further, I/We agree that additional conditions, if any, found in the proposal documents, other than those stated in deviation proforma, shall not be given effect to. 15

16 4. BID PRICING I/We further declare that the rates stated in our proposal are in accordance with your terms and conditions in the bidding document. 5. EARNEST MONEY I/We have enclosed the earnest money as specified in the Tender Document. In case of default it is liable to be forfeited in accordance with the provisions of the tender document. 6. BANK GUARANTEE If I/We become the successful vendor I/We agree to furnish the amount to the tune of 10% of the total value of the project before releasing the purchase order towards Bank Guarantee. 7. I/We hereby declare that my/our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of my/our knowledge and belief and nothing has been concealed there from. Thanking you, Yours faithfully, Date: Place: (Signatory) BIDDER DETAILS: Company Address Contact Person Phone Mobile FAX 16

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