S. No. 1 Clause/Page no. Clause as per RFP Query/Clarification/modification required BPCL's Response 2(1)/page 12 Corrigendum to CRFQ NO.1000305385: Pre Bid Meeting : 24.05.2018 - Supply & Installation of 3250 Laptops with 3 Years Comprehensive Warranty Specimen copy of laptop preloaded with windows 10 along with accessories like adaptor, mouse with mouse pad and OEM back pack shall be submitted to Sewree office for acceptance within 7 days of issuance of LOI. We request you to change timeline of submission of Specimen laptop from 7 days to 10 days of issuance of LOI. Specimen copy of laptop preloaded with windows 10 along with accessories like adaptor, mouse with mouse pad and OEM back pack shall be submitted to Sewree office for acceptance within 7 working days of issuance of LOI. 2 3 4 2(2)/page 12 2(3)(4)/page 12 2(5) & Clause 2(10)/page 12 1(4)/page 12 BPCL would like to carryout pre shipment inspection/test of these Laptops at the Bidder's factory to ensure that the machine is conforming to technical specification of the Model quoted by bidder. * Delivery time shall be 5 weeks from date of POs as and when they are issued. * Delivery along with its entire components of the Laptop (e.g. Bag, Mouse, Power Adapter, bootable pen drive & any other components) must be carried out as a single consignment at locations. Deliveries shall be spread all over India and POs shall be placed in various lots and quantities. ( Details of states with qty is given in clause 2(10) All the call off Purchase Orders will be released centrally by IS Department, Sewree Office. Please help with clarification/modification on below points : a) Please specify sample size for inspection. b) We rerquest you to exclude,period from the Initmation of PDI to teh customer by the seller to completion of PDI from delivery timeline. a) Delivery at Road permit ( way bill) locations and remote locations will require more than 5 weeks time. We request you to modify delivery timelines from 5 weeks to 6 to 8 Weeks from the date of POs b) We request you to add clause for extension of delivery period in case of request raised by the seller due to unavoidable circumustances. Please help with details of delivery location to understand delivery timelines and service deliverables better. BPCL will carry out inspection of laptops on random sampling basis at OEM's local factory/warehouse/hub for lots defined under terms of delivery, under terms & conditions. Detailed delivery location list will be provided along with LOI/PO 5 2(9)/page 12 Installation of the laptops shall be completed within 7 days from the date of Delivery/receipt at the location. In remote location, installation will take more than 7 days. We request you to modify installation timelines from 7 days to 14 days. 6 3 /page 13 1. 100% payment will be made within 30 days against submission of following: and installation report of Laptops duly certified by BPCL officials. Please confirm bill submission and payment for all POs will be done from centralised location. Yes 7 3 /page 13 period of 3 years from date of last supply. PBG of 10% of Basic value of total contract value awarded to bidder. BG shall be valid for a period of 3 years from date of last supply. Please providec PBG format Uploaded in the System.
8 4(7)/page 14 During warranty period of 3 years, the support for call logging, response and resolution time should be as follows : a. Response on calls logged, for any reported complaints should be acknowledged within an hour of lodging the complaint and ticket or complaint no. should be generated. Bidder shall notify the mechanism for call logging and reporting for all the complaints. b. Resolution should be done within 5 hours from the time generation of complaint / ticket no. for metro / major cities. c. if complaint/ticket no. is generated before 14:00 Hrs, complaint should be attended on same day., if complaint/ticket no. is generated after 14:00 Hrs, technician should contact user before visiting location and attempt to resolve on same day. However, such complaints should be We request you to modify the resolution time as 3BD in Class A resolved by 13:00 Hrs. of next working day of respective location without fail. cities and 4-5 BD in Class B and C cities. d. Resolution should be done within 10 hours from the time of generation of complaint no. / Ticket no. for upcountry locations. If complaint no. / Ticket no. is generated before 10:00 Hrs, complaint should be attended on same day. If complaint no. / Ticket no. is generated after 10:00 Hrs, technician should contact user before visiting location and attempt to resolve on same day. However, such complaints should be resolved by next working day of respective location without fail. e. Resolution on Hardware calls should be within 24 hours from the time of generation of complaint no / Ticket No. for metro / major cities. f. Resolution on Hardware calls should be within 72 hours from the time of generation of complaint no / Ticket No. for upcountry locations 9 4(13)/page 14 Bidder need to confirm that during the warranty period they will be attending all type of calls related to laptops as supplied to BPCL locations & providing uninterrupted service & support for all calls. They will be delivering the Spare Parts which are not covered under warranty within 10 days from the date of PO/request by the concerned BPCL official. We request you to modify the time to deliver spare parts from 10 days to 21 days. 10 4(8)/page 15 In case the laptop is received as 'Dead on Arrival", the bidder is required to replace the same within 1 week from the date of identifying the issue by Bidders technician / staff. The date of installation of the replaced laptop will be reckoned as actual installation date. Bidder has to provide spare laptop of same configuration till replacement is received. We request you to modify the time to replace DOA laptop from 1 week to 4 week. 11 4(9)/page 15 9. In case motherboard / Hard Disk / Screen failure occurs in the laptops within 3 months from the date of installation, then the laptop should be replaced immediately without repairing it. In such cases, date of installation of new replaced laptop shall be considered for the purpose of warranty. Bidder has to provide spare laptop of same configuration till replacement is received. This clause will be applicable only in case of failure in technology and factory defects which is not repairable and not caused due to mishandling of laptop by the user. Please confirm. 12 4(11)/page 15 If the bidder fails to replace the unit as mentioned in point no. 8 10 under Warranty clause of the tender, then the amount equal to the original value of the machine ALONG WITH TAXES & DUTIES shall be deducted from the bidder's current running bill or Performance Bank Guarantee and bidder has to collect back the defective machine from the location at their cost & expenses. We requset you to remove this clause
13 4(12)/page 15 Bidder has to compulsory maintain inventory of stock of at least 5 spare laptops at Sewree & 1 2 at each Region & refinery location. Bidder has to compulsory maintain inventory of 5 units of each of major hardware spare parts like SSD, Motherboard, RAM, Keyboard of same configuration at BPCL Sewree & 1 2 at all regional & Refinery offices; also the same should be available at bidder s service centre site or their offices in Metro and major cities. We stock spares & stand by at nearest Warehouse/service center to meet SLA timeline. We request you to remove this clause. Stock of 15 spare laptops to be maintained at below mentioned locations under Vendor's premises/custody; 6 at Mumbai, 3 at NCR- Delhi, 2 at Kolkata, 2 at Chennai & 2 at Kochi. Bidder has to compulsory maintain inventory of 5 units of each of major hardware spare parts like SSD, Motherboard, RAM, Keyboard, Touch Pad of same configuration at above mentioned locations under their custody. Vendor needs to submit a monthly report to BPCL about their inventory at above mentioned locations. BPCL also reserves the right to inspect the inventory of laptops & spares at short notice. 14 5 (2) /page 15 Penalty @ Rs. 200 for delay per day beyond installation time of 7 working days from the date of delivery shall be levied. In event the Installation cannot be taken up post delivery due to reasons attributable to BPCL then installation period shall be considered from the date of intimation by BPCL officers to install the laptop, and penalty shall be calculated accordingly. a) We request you to modify Installation timeline should be 14 days for remote location. B) Please provide list of locations. 15 5 (3) /page 15 Penalty @ Rs.1000 per day shall also be applicable for delay in submitting the specimen machine by L1 bidder to BPCL, within 7 working days from the date of LOI. We request you to change timeline of submission of Specimen laptop from 7 days to 10 working days of issuance of LOI. 16 BQC Criteria -4 (b) Experience & Capability / Documents Requried from Bidders. (Page 21) The bidder either individually or collectively should have supplied at least 1000 laptops in any continuous 12 months period in the last 5 years from the due date of bid submission of the tender. We request to incorporate Bidder / OEM either individually or collectively should have supplied at least 1000 Laptops / Desktop in any continuous 12 months period in the last 5 years from the due date of bid submission of the tender. 17 18 19 20 BQC Criteria -4 ( c) Experience & Capability / Documents Requried from Bidders. (Page 21) Pricing Type, Page Number: 11 Terms of Delivery, Page Number:12 Terms of Delivery, Page Number 13 The bidder must have supplied at least 500 Laptop Computers in a single supply order in any of the 5 (Five) financial year ending 31/03/2018, 31/03/2017, 31/03/2016, 31/03/2015 & 31/03/2014 in India to any Company /Government department/ Government Institution/educational institution/psu Banks/Banks/financial institution. 2. Rates once accepted for Rate Contract should be valid for 12 months for placing PO and shall remain firm till delivery is completed. 2. BPCL would like to carryout pre shipment inspection/test of these Laptops at the Bidder's factory to ensure that the machine is conforming to technical specification of the Model quoted by bidder. Laptop Requirement Projection Plan: BPCL shall be placing POs for 3250 laptops as per following schedule: 2400 No(s) of Laptops will be required at BPCL locations across India in first lot within 1 2 months of LOI, 450 No(s) of Laptops will be required at BPCL locations across India in 2nd lot within 4 5 months of LOI, 400 No(s) of Laptops will be required at BPCL locations across India in 3rd lot within 8 9 months of LOI, Important Note: Over and above mentioned quantity (i.e. 3250) BPCL may go for procurement of additional 600 No(s) of laptops to be delivered at BPCL locations within India and may be placing POs within 12 months of LOI. We request to incorporate Bidder / OEM must have supplied at least 500 Laptop Computers in a single supply order in any of the 5 (Five) financial year ending 31/03/2018, 31/03/2017, 31/03/2016, 31/03/2015 & 31/03/2014 in India to any Company /Government department/ Government Institution/educational institution/psu Banks/Banks/financial institution. Request BPCL to accept Rate Contract validity for 9 months for placing PO along with Hedge Clause : 5%+/- Request BPCL to accept and carry-out the pre-shipment inspection/ testing of laptops at any of Dell s India local hubs or warehouse Request for change in timeline: 450 No(s) of Laptops will be required at BPCL locations across India in 2nd lot within 3-4 months of LOI, 400 No(s) of Laptops will be required at BPCL locations across India in 3rd lot within 5-6 months of LOI, Over and above mentioned quantity (i.e. 3250) BPCL may go for procurement of additional 600 No(s) of laptops to be delivered at BPCL locations within India and may be placing POs within 9 months of LOI. Clarified as above (Sr No.2)
21 Warranty, Page Number: 13 3. In the long run battery charging with normal loads of applications running on laptop should support minimum 75 minutes backup. Vendor has to replace the battery with new one within warranty period of 3 years, in case, battery charging on normal loads drops to <= 75 minutes backup. 7. During warranty period of 3 years, the support for call logging, response and resolution time should be as follows: a. Response on calls logged by BPCL, for any reported complaints should be acknowledged by Request the following change: As per Dell standards, the battery concerned technician within an hour of lodging the complaint and ticket or complaint no. should backup for any consumable product will solely depend on the system be generated. Bidder shall notify the mechanism for call logging and reporting for all the usage of applications, tools and downloads. Hence, request BPCL to complaints. rephrase the clause as appropriate. Request the following change: b. Resolution should be done within 5 hours from the time generation of complaint / ticket no. for As per Dell services, metro / major cities. Technical support through voice, E-mail, Chat will have immediate c. Please note, if complaint/ticket no. is generated before 14:00 Hrs, complaint should be response time irrespective of the location. But Resolution time may attended on same day., if complaint/ticket no. is generated after 14:00 Hrs, technician should vary based upon the complexity of issues, user inputs, parts and contact user before visiting location and attempt to resolve on same day. However, such customer availability. complaints should be resolved by 13:00 Hrs. of next working day of respective location without Since Dell is maintaining inventory of stock of at least 5 spare fail. laptops at Sewree & 1 2 at each Region & refinery location, 5 units d. Resolution should be done within 10 hours from the time of generation of complaint no. / of each of major hardware spare parts like SSD, Motherboard, RAM, Ticket no. for upcountry locations. Please note, if complaint no. / Ticket no. is generated before Keyboard of same configuration at BPCL Sewree & 1 2 at all 10:00 Hrs, complaint should be attended on same day. If complaint no. / Ticket no. is generated regional & Refinery offices; also the same is available at bidder s after 10:00 Hrs, technician should contact user before visiting location and attempt to resolve on service centre site or their offices in Metro and major cities. Hence same day. However, such complaints should be resolved by next working day of respective Dell would like to understand the resolution timeframe here as the location without fail. e. Resolution on Hardware calls should be within 24 hours from the time of spares are readily available as backup. generation of complaint no / Ticket No. for metro / major cities. Request BPCL to relook at the clause and come out with the updated f. Resolution on Hardware calls should be within 72 hours from the time of generation of clause with multiple resolution time based on ticket complexity. complaint no / Ticket No. for upcountry locations: 12. Bidder has to compulsory maintain inventory of stock of at least 5 spare laptops at Sewree & 1 2 at each Region & refinery location. Bidder has to compulsory maintain inventory of 5 units of each of major hardware spare parts like SSD, Motherboard, RAM, Keyboard of same configuration at BPCL Sewree & 1 2 at all regional & Refinery offices; also the same should be available at bidder s service centre site or their offices in Metro and major cities.
22 Project Execution Page Number: 16 a. The lowest bidder has to submit one complete set of Specimen Laptop / wireless mouse / carry bag / adaptor / preloaded licensed windows OS / MIL certificate / Energy star certificate etc, of the quoted model as per technical specification offered in technical bid to BPCL, Sewree within 07 working days form the date of LOI/PO, for testing, image back up and uploading necessary application and other utilities etc. b. BPCL shall arrange to load the necessary applications and other utilities like i. Microsoft Office ii. SAP GUI iii. Hindi Software iv. Adobe Acrobat Reader v. Antivirus vi. WinZip vii. Altiris Agent viii. Patches ix. Altiris CMS Client x. Desktop Video Conferencing Software. xi. and check for the performance of the machines c. Expert engineer / technical team from bidder side should be available at BPCL Sewree site during testing & image creation activities. d. Once the loading and testing of all applications and utilities are completed by BPCL, the machine shall be handed over to bidder for replication of the image at bidder's factory. e. Bidder has to take OK from BPCL team & sign off testing document before mass production. Request the following clarification: BPCL to provide details on the list of applications to be installed at the fields and list of applications to be loaded at factory 23 USB Ports Minimum 3 USB ports 3.0 and above on board including 1 USB port with 3.0 (charging port) or above & 1 USB port Type C Gen 1 Request BPCL to consider ports as Minimum 3 USB ports or above on board including 1 USB port with 3.1 ports or above & 1 USB port Type C Gen 1. This will allow all OEMs to participate equally 24 OS Bootable Media: Bootable OS media in pen drive to be supplied with each laptop Request BPCL to consider Bootable OS media in pen drive to be supplied with each laptop or should be able accessible from OEM website OS bootable option can be downloaded from DELL website and thus we request BPCL to keep option of downloading OS bootable option from OEM website. This will reduce users burden of carrying pen drive all the time or keeping it safe and will only increase the productivity of the user. 25 Weight Maximum 1.80 Kg (Including Battery) 27 Memory Capacity Minimum 8 GB DDR4 or above (single DIMM) and expandability up to 32 GB 28 Processor Processor 8th Generation Intel core i5 8250U Processor OR higher OR equivalent AMD Processor Request for the following change: Maximum 1.80 Kg (+/- 3%) (Including Battery) Request BPCL to allow +/- 3% variation on the specs requested. RAM expandability is only upto 24 GB (Raised by Acer during the prebid meeting) Requested by DELL to specify equivalent AMD processor Minimum 8 GB DDR4 (single) or above and expandable by additional 16GB 8th Generation Intel core i5 8250U Processor or higher OR AMD Ryzen 5 2500U or higher 29 Processor & Speed 1.6 GHz, up to 3.4 GHz with Intel Turbo Boost Technology, 6 MB cache, 4 cores OR equivalent AMD Processor Speed Requested by DELL to include "8 threads" 8th Generation Intel core i5 8250U Processor or higher with 1.6 GHz, up to 3.4 GHz with Intel Turbo Boost Technology, 6 MB cache, 4 cores, 8 threads OR AMD Ryzen 5 2500U or higher with 1.6 GHz, up to 3.4 GHz with boost clock, 6 MB cache, 4 cores, 8 threads Note: BPCL would like to clarify that given a substantially large requirement of 3250 number of laptops, the vendors can either supply a model from their existing product line-up which conforms to our technical specifications or shall offer customized product conforming to our technical specifications.